Office of the State Controller University Financial Systems Conference January 25, 2010
OSC Central Compliance • Amber Young, Manager • (919) 707-0619 • Amber.Young@osc.nc.gov • Shirley Trollinger • (919) 707-0627 • Shirley.Trollinger@osc.nc.gov • Melody Tart • (919) 707-0688 • Melody.Tart@osc.nc.gov
Weekly Cash Projections Should be sent by 11:00 a.m. each Wednesday to Cash.Projections@osc.nc.gov or Shirley.Trollinger@osc.nc.gov
Weekly Cash Projections http://www.ncosc.net/forms_policies/ccforms_cash_proj.html
Weekly Cash Projections • Projections are reviewed closely EVERYDAY and will become even more critical from February – April. • It is important that the spreadsheet layout not be changed. Added columns, inserted formulas, etc. cause problems when importing data. • If changes have been made to restricted spreadsheet fields, please go to SIG and get clean copy of form. • The cash projection emails – because of the volume & the attachments – may be held up in the email server. If you receive an email from OSC that your cash projections have not been received but you have already sent them, please forward a copy to me at my OSC email address. • Please let OSC know who your university uses as a secondary contact for Cash Projections in case the primary contact cannot be reached. • Timeliness is extremely important but accuracy is key. • Revision guidelines - revisions accepted through Friday of each week • Restrictions for spending over projected amounts.
CMCS UPDATE – UNIVERSITY FINANCIAL SYSTEMS CONFERENCE January 25, 2010
SECURITY • You will need a valid RACF ID and password, which is obtained from your university’s RACF administrator. • Fax completed form to 919-875-3845 or email to Melody.Tart@osc.nc.gov • http://www.osc.nc.gov/programs/disbursing/cmcs. html (Authorization to Access CMCS)
SECURITY - Levels • Level 3 – Process requisitions and transfers out • Level 4 – Inquiry only • Level 5 – Process deposits and transfers in • Level 6 – Process all requisitions, transfers and deposits
SYSTEM AVAILABILITY • CMCS is unavailable daily, between 7:00 am and 8:00 am and again between 2:00 pm and 3:00 pm, in order to transfer files to the State Treasurer. • CMCS is also unavailable between 4:00 pm and 5:00 pm, on the last working day of the month.
BUDGET CODES • 00XXX (00704, 00718, 00734, etc.) are valid budget codes in CMCS. Each one has a STIF account directly associated with the budget code. • 0XXXX (06010, 06030, 06055, etc.) are group codes and are not valid budget codes.
TRANSFERS (AK-13, AK-22) • No dollar threshold • http://www.osc.nc.gov/sigdocs/sig_docs/cash_mgmt/SECVPG18.html (List of Department/Division codes) • To aid receiving university/agency in identification, please enter description (invoice number, grant number, etc.) on the second page.
TRANSFERS (AK-13, AK-22) • PREPARED – Created by the sending university/agency, but not passed to the receiving university/agency. • PASSED – Sent to the receiving university/agency to be completed for submission. • SUBMITTED – Completed and submitted to OSC for updating, by the receiving university/agency.
TRANSFERS (AK-13, AK-22) • APPROVED – Reviewed and approved by OSC, but not updated to the budget code. • UPDATED – Processed by OSC and posted to the sending and receiving budget codes via the 2:00 pm update. • NOTE – During the first 1-5 working days of a month (before updating of new month) APPROVED means the same as UPDATED.
CORRECTING TRANSFERS • If the incorrect transfer is in the PREPARED status, the creating university/agency may delete and/or correct. • If the incorrect transfer is in the PASSED, SUBMITTED or APPROVED status, please call OSC to have it returned for correction or deletion. • If the incorrect transfer is in the UPDATED status, the sending (originating) university/agency must key a negative transfer to back out the incorrect one.
CORRECTING TRANSFERS • In order to be approved and updated by OSC, negative transfers must match an existing transfer in CMCS. • Please put the date and sequence number of the original transfer on the second page.
REQUISITIONS (AK-20, AK-23) • No dollar threshold • PREPARED – not submitted to OSC • SUMITTED – submitted to OSC for processing • APPROVED – OSC has processed and approved, but requisition has not posted to the budget code.
REQUISITIONS (AK-20, AK-23) • UPDATED – Requisition has posted to the budget code via the 2:00 pm update job. • NOTE – During the first 1-5 working days of a month (before updating of new month) APPROVED means the same as UPDATED.
CORRECTING REQUISITIONS • If the incorrect requisition is in the PREPARED status, the creating university/agency may delete and/or correct. • If the incorrect requisition is in the SUBMITTED or APPROVED status, please call OSC to have it returned for correction or deletion.
CORRECTING REQUISITIONS • If the incorrect requisition is in the UPDATED status, the university/agency must key a negative transfer to back out the original incorrect one. • Be sure to keep the date of the correcting requisition the same as the original requisition.
DEADLINES-REQUISITIONS and TRANSFERS • Transfers and Requisitions must be submitted in CMCS, by 11:00 am, in order to be processed that day. Status will not change to UPDATED until after the 2:00 pm update. • Checks should not be released until you know the requisition has been APPROVED.
DEPOSITS (AK-21, AK-24, AK-26) • PREPARED – Completed but not submitted to the State Treasurer. • SUBMITTED - Prepared and submitted to the State Treasurer for approval. • APROVED – Reviewed and approved by the State Treasurer, but not posted to the budget code.
DEPOSITS (AK-21, AK-24, AK-26) • UPDATED DST – Certification has been processed by the State Treasurer. This is the same status as Updated OSC for the first 3-5 days of the new month, before we are allowed to update. • UPDATED OSC – Certification has been processed and deposit has posted to the budget code via the 2:00 pm update job.
CORRECTING DEPOSITS • If the status is SUBMITTED or APPROVED, the university must call the State Treasurer and have the deposit returned for correction or deletion. • If the status is UPDATED DST or UPDATES OSC, the university must record a negative certification to back out the incorrect one.
DEADLINES - DEPOSITS • Types 1 (checks) and 4 (credit cards) must be submitted, prior to 2:00 pm, in order to be processed for that day. • Types 1 and 4 certifications are automatically approved by DST and will be posted to the budget code in the 2:00 pm update.
DEADLINES - DEPOSITS • Types 2 (ACH) and 3 (wires) must be submitted, by 10:00 am, on the day the funds are expected to be received. • If the funds are actually received by 2:00 pm, then the certification will be approved by DST and posted to the budget code via the 2:00 pm update.
PRIOR MONTH TRANSACTIONS • If before the 15th of the subsequent month, the university/agency will be able to key the transfer or requisition in CMCS. • If after the 15th of the subsequent month, OSC will have to key the transfer or requisition in CMCS. Please fax transfer to 919-875-3845. • If a deposit is needed after the 15th, please call OSC and we will open the code for processing.
CONTACT INFORMATION Melody Tart (919-707-0688) Melody.Tart@osc.nc.gov Donna Thompson (919-707-0655) Donna.Thompson@osc.nc.gov Tonia Brown (919-707-0657) Tonia.Brown@osc.nc.gov