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Controllers Meeting. Spring Finance Conference Greensboro, NC May 6, 2005. Today’s Topics. Positive Pay Plan Debt Set Off Collection Monthly Reporting with the Student Module Live Year-End Close Out Discussion/Q&A. Positive Pay Plan.
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Controllers Meeting Spring Finance Conference Greensboro, NC May 6, 2005
Today’s Topics • Positive Pay Plan • Debt Set Off Collection • Monthly Reporting with the Student Module Live • Year-End Close Out Discussion/Q&A
Positive Pay Plan • Provides for the detection of counterfeit state checks presented against a STIF or Disbursing account • Allows for an up-front reconciliation of presented warrants to be performed by NCDST • Prevents warrants that have been escheated or stale dated from being paid
How does it work? • College submits a check file to NCDST via CB$ after every AP or Payroll check run • account number, check number, amount, date • NCDST matches the file against data from the FRB • detects fraud • corrects coding errors • Ensures up front that only valid warrants with correct numbers and amounts post
Where are we? • Design, development and QA took place from November through March • UAT occurred at VGCC through April • Now ready for pilot at Wayne, Coastal, Pitt and VGCC • Release to all colleges mid-August with a phased rollout during the fall • Fully implemented by 12/31/05
Implementation • Build database with the Treasurer’s Office for 1 1/2 months prior to going live • pilots will transmit check files during May • On or after 06/01/05 after state reconciliation college will transmit the outstanding check list • Notify NCDST to activate positive pay (go live) by 6/15/05
Points to Note • Phase 1 colleges will generate positive pay files from Colleague only • new mnemonics in the CF & HR module • Phase 2 colleges will generate positive pay files from both Colleague and Legacy • new menu item for legacy student refunds • Must have checks flagged as reconciled on Colleague before sending the initial outstanding list to NCDST
Points to Note • Must transmit positive pay file by 10:00am on a given day to release checks the following day • 5/4/05 transmit before10am release 5/5/05 • 5/4/05 transmit after 10am (before 10am 5/5/05) release 5/6/05 • Users must be granted access to positive pay to upload the files • decide who needs access to this functionality • system office will request this information
Points to Note • More information is available on the NCDST website under financial operations/core banking • “Positive Pay Program” contains FAQs • “Positive Pay Enrollment” shows how to upload files via CB$ • Can add and delete single positive pay records via CB$ when necessary
Setoff Debt Collection Program • Allows state and local agencies to file claims of $50.00 or more with the DOR for taxpayers’ individual income tax refunds • DOR forwards the debt amount to the agency, processes any additional refund to the taxpayer, and notifies the taxpayer of the refund set off • Claims can be submitted as often as weekly via diskette
Setoff Debt Collection Program • Menu path ST - XSTM - XSD • XSDS - creates the work file • XSDM - manually add,delete, or change records reported to DOR • XSDF - creates the final file and/or report for submission • UAT @ SPCC 05/24-25
General Guidelines - ST Cutover • For the implementation year, cash receipting should be based on class start date • classes starting prior to July 1 receipt in legacy • classes starting after July 1 receipt in Colleague • Import legacy data through June 30 and run the ARI conversion once as of June 30 • All receipting as of July 1 must be in Colleague
General Guidelines - ST Cutover • Two systems running concurrently for registration and receipting, with activity based on class start date • Daily imports from legacy to Colleague will not reflect total activity for the day • DCAs and month end reporting must be reflective of activity on both systems
Daily Deposit Transmissions • Close the cashiering sessions in legacy and reconcile the data • Close the cashiering sessions in Colleague and run the appropriate reports and updates • Combine the information for a single deposit to the bank and a single DCA transmission via Colleague
Month End Reporting • System office will accept a manual Receipts & Deposits page, along with the Cash Reconciliation page • use the month end Excel spreadsheet template provided by the system office until July 1 • Generate a report from both systems • XNCP Use AR/CR Data for 2-12 = Y • Manually combine the information and report the total on Attachment B
Legacy Report Contents • Will not contain any activity for classes that were registered and receipted in Colleague • May or may not contain refund of receipts, expenditures and/or payroll
Colleague Report Contents • Will contain the TOTAL receipts for the year • activity imported from legacy • activity processed in Colleague AR • The refund of receipts, expense and payroll will be incorrect. • Imported from legacy and/or not processed through AR using the NARDs on XCDE
Month End Reporting • ANALYZE the data on both reports to determine how to complete Attachment B • RECONCILE receipts and refunds to daily deposit information • REALIZE that for July month end reporting a manual Excel spreadsheet Attachment A -C is NO LONGER ACCEPTABLE The entire 2-12 report comes from Colleague
Notes on Colleague 2-12 - Receipts • Receipts column data is populated from GL • selection criteria is GL.2=42, 43, and 49 • source codes CR, JE, PA, FA, CD, and DP • WARNING: GL CASH BALANCES DIFFERENCE • GL amount in 11-000-00-409990-00000 doesn’t equal total receipts on the report • corrections should be made to the deposits or receipts • No message is displayed when they are equal
Notes on Colleague 2-12 - FA • An FA transmittal that results in a net negative allocation to state funds reduces the receipts column • The 2-12 reports the FA transmittal in the receipts column regardless of whether it's positive or negative • Use the Reallocation NARD on XCDE (DFST) when receipting the check back to other funds
Notes on Colleague 2-12 - Refunds of Receipts • The normal workflow is cut a state check and deposit back to other funds. • use a separate NARD associated with the due from state GL account in fund 99 used ONLY for refunds of receipt • not listed on XCDE and not used anywhere else • using the XCDE due from state NARD will double refunds of receipts on the 2-12 • Refunds columns are transactions from the cash basis files source codes PJ and IV
Notes on Colleague 2-12 - Refunds of Expenditures • Any Non-AR Codes used to record refund of expenditure deposits must be entered on XCDE • Any amounts associated with Non-AR codes that are not listed on XCDE will not be shown on the refund of expenditures line of the 2-12 report
Notes on Colleague 2-12 - Reallocations • Reallocations are the NARD on XCDE (DFST). • XCRV for that code should equal the 2-12 • Running XCPR without creating and depositing the checks to move money will cause the 2-12 to be out of balance • use the NARD set up on XCDE for receipting state funds that have been reallocated to institutional charges.
Notes on Colleague 2-12 - Cash Reconciliation • DOES NOT EQUAL G/L SUMMARY BALANCE • message produced when the disbursing account calculated balance does not equal the total of the cash accounts in the general ledger • selection criteria FND.GRP=1, GL.4 = 1111. • Make corrections so that the cash GL account balances equal the calculated total on the report • No message is displayed when they are equal.
Notes on Colleague 2-12 - Verifications • Run XCHC and XCHR summary reports for the month • totals should equal 2-12 • XCRV provides detail for these numbers • Reallocation summary report should equal 2-12, but only if the check has been cut and receipted properly • XCRV for the refund of payroll, expense and reallocation NARDs on XCDE should equal 2-12 • Use XCHG historical GL transactions report to verify the amounts in the GL