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1098-T’s, Cashiering, Balancing Reports

2005 CONFERENCE. April 5th & 6th. 1098-T’s, Cashiering, Balancing Reports. 1098-T’s – Outline. TTVREPT – Create Report Code Names TSATAXR – Create or Modify rule codes TSP1098 – Populate student records using rules from TSATAXR VCCCD – We drop in additional numbers for Financial Aid (Box 4)

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1098-T’s, Cashiering, Balancing Reports

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  1. 2005 CONFERENCE April 5th & 6th 1098-T’s, Cashiering, Balancing Reports

  2. 1098-T’s – Outline • TTVREPT – Create Report Code Names • TSATAXR – Create or Modify rule codes • TSP1098 – Populate student records using rules from TSATAXR • VCCCD – We drop in additional numbers for Financial Aid (Box 4) • VCCCD – Run SYS98ED – clean up more errors • TSRTRAF – Create Flat File – We FTP it to NCS Pearson 3CBG Conference - April 5th & 6th 2005

  3. TTVREPT 3CBG Conference - April 5th & 6th 2005

  4. TTVREPT • Report Codes for each Box • Fees – for Box 2 – Fees Billed • Grants/Scholarships for Box 4 • Fees paid – Box 1 (we don’t use) • Boxes 3 & 5 automatically populates • Boxes 6,8 & 9 also automatically populates • Box 7 N/A for us 3CBG Conference - April 5th & 6th 2005

  5. IRS 1098-T 3CBG Conference - April 5th & 6th 2005

  6. TSATAXR- FEES 3CBG Conference - April 5th & 6th 2005

  7. TSATAXR – FEES 3CBG Conference - April 5th & 6th 2005

  8. TSATAXR – GRNTFinancial Aid 3CBG Conference - April 5th & 6th 2005

  9. TSATAXR – GRNTFinancial Aid 3CBG Conference - April 5th & 6th 2005

  10. TSATAXR - Details • Use the Report Names created on TTVREPT • Enter terms applicable for the current calendar year, and add the future term if they register before year end - click the future box. • Click the drop down menu for either Qualified Billed Fees, Supplemental or Scholarships/Grants. • Click appropriate other boxes – total charges etc. • Add the applicable category codes that apply to mandatory fees, if not set up by category codes, then enter the individual detail codes in the detail code information. You can also exclude detail codes from category codes if need be. 3CBG Conference - April 5th & 6th 2005

  11. TSP1098 3CBG Conference - April 5th & 6th 2005

  12. TSP1098 3CBG Conference - April 5th & 6th 2005

  13. TSP1098 – Details • Run TSP1098 to the data base - large report. • Run in TEST mode (T) until satisfied with results. • When final – use (O) official mode. • Rerun indicator - we use (B) both for new students and recalc. • Address hierarchy - need to know. • Social hierarchy - need to know • Enrollment Option – we use (E) for end of term. • Credit hours for ½ time is 6. • Graduate level is null for us. 3CBG Conference - April 5th & 6th 2005

  14. VCCCD Additional Procedures • We have a programmer drop in additional financial aid numbers from Powerfaids because we don’t have BANNER financial aid, you all would use numbers from your detail codes. • We have an additional clean up program to eliminate bad addresses, non census enrollment and bad socials. 3CBG Conference - April 5th & 6th 2005

  15. TSATAXN 3CBG Conference - April 5th & 6th 2005

  16. TSATAXN – Details 3CBG Conference - April 5th & 6th 2005

  17. TSRTRAF • After double checking in TSATAXN, create flat file using TSRTRAF if an outside vendor processes your 1098-T’s. • Use TSR1098 to print your own 1098-T’s. • We use NCS Pearson to print and submit our 1098-T’s. • We can view, add, change, etc., online. • Need an OPE -ID number. 3CBG Conference - April 5th & 6th 2005

  18. TSRTRAF 3CBG Conference - April 5th & 6th 2005

  19. Cashier Sessions • Cashier Sessions • TFAMISC Screen • TSAAREV Screen • Student Holds 3CBG Conference - April 5th & 6th 2005

  20. Cashier Sessions • Cashier sessions are created whenever you enter charges or payments on a record or a miscellaneous transaction. • If you create a cashiering session, you must close it when you are done or at the end of the day. • To close a session, go to TGACREV. • Type in the cashier’s Banner ID (ie: VPIERCE) and tab over to the session# field. Change this to 0, if it is not already. 3CBG Conference - April 5th & 6th 2005

  21. Cashier Sessions • Save your entry (hit F10, click “File”, “Save”, or click the “Save” icon). • Next Block twice to the “Cashier Session Summary” section • The description area will now list the detail codes used during your cashier session and the total for each detail code. • You may also want to check the detail on your session before closing. Click “Options”, “Review Cashier Session Detail” to see all entries made in your session. • Once you have verified the totals displayed against the currency you took in, you will need to close the session. 3CBG Conference - April 5th & 6th 2005

  22. Cashier Sessions 3CBG Conference - April 5th & 6th 2005

  23. Cashier Sessions 3CBG Conference - April 5th & 6th 2005

  24. Cashier Sessions • To close your session, go to “Options”, “Close Session”. Once the session has closed, your session number will be displayed in the top right corner of the screen. • You may also elect to use the “Deposit #” field on the “Display User Sessions” option to code sessions according to location or other means, bag #’s etc (this is helpful in completing your monthly bank reconciliation). 3CBG Conference - April 5th & 6th 2005

  25. Cashier Sessions 3CBG Conference - April 5th & 6th 2005

  26. Cashier Sessions • To print out a cashier session, go to TGRCSHR. • Do a “Next Block” and input your printer id# in the field. • Do a “Next Block” again to get to the parameters. They should be: • Session Selection C (C-Closed; F-Finalized; R-Reported; or % for all sessions) • Category Code % • Specific Cashier % (% for all cashiers or Banner ID for a specific cashier) • Print All Cashier Sessions Y (for all sessions, or “N” for a specific session). 3CBG Conference - April 5th & 6th 2005

  27. Cashier Sessions • From Cashier Session # input session# if there is a specific one, otherwise, leave blank) • To Cashier Session # input the end of selection if there is a specific session that you are printing) • Detail and/or Summary Rpt D (D-Detail; S-Summary; B- Both) • Update Final Sessions to R N (for No) or Y (for Yes) • Enter Report Begin Date dd-mm-yyyy • Enter Report End Date dd-mm-yyyy • When you are finished entering parameters, click the “Submit” box and then “Save”. The report will print to you Banner printer. 3CBG Conference - April 5th & 6th 2005

  28. Cashier Sessions 3CBG Conference - April 5th & 6th 2005

  29. Cashier Sessions • The TGACSPV screen may be helpful in searching for a particular session. When you access the screen all open sessions show (left). If you perform a “Next Block”, you will be moved to an alphabetical listing of all closed, finalized and reported sessions. To find a particular one, just perform a standard Banner search (F7;F8) 3CBG Conference - April 5th & 6th 2005

  30. Cashier Sessions 3CBG Conference - April 5th & 6th 2005

  31. TFAMISC • The TFAMISC screen is used to post non-student and miscellaneous debits and credits. • From Banner General Menu screen, type “TFAMISC” in the “Direct Access” prompt. Enter. • Tab over to the “Trans date” field (tab key 4 times) and enter the date you want the transaction to be dated. NOTE: The transaction will feed into Banner on the date you actually enter the information (activity date), but the TFAMISC screen will show the date that you entered as a transaction date. • Perform a “Next Block” to get to the posting area of the transaction. • Enter the appropriate detail code into the “Detail Code” field (ie: TRA1 or CK07). 3CBG Conference - April 5th & 6th 2005

  32. TFAMISC • Although the detail code has a standard description attached to it, it is ALWAYS best to enter your own description. You will want to include as much detail as possible, including who the payment is from and what it is for. • You have 30 characters for the description entry. • Once you have entered a description, tab to the “D/C” field and indicate whether you are making a debit or a credit entry for this line item. • Enter the amount in the “Amount” field. • Some detail codes have “hard-coded” foaps, meaning that you cannot change the pre-designated foap assigned to that detail code. Other detail codes are left purposely uncoded so that you can enter the appropriate foap. 3CBG Conference - April 5th & 6th 2005

  33. TFAMISC • If the detail code you are using permits foapal entry, then enter a “1” in the “COA” (chart of accounts) field, tab over to the “Fund”, “Organization”, “Account”, and “Program#” fields as necessary to input the appropriate foap. We do not use the “Activity” or “Location” fields. • The last entry for this line item includes entering “CHS1” into the “Rucl Code” field. This identifies the entry as a cashiering session to Banner. • When finished with a line item, simply use the up/down arrow keys to access the next item. • You must remember that all debits must equal all credits. Banner will not let you save your work until these are in balance. 3CBG Conference - April 5th & 6th 2005

  34. TFAMISC • When you have finished your entries, if you want a receipt to be printed, perform a “Next Block”, and enter a “Y” in the “Print Receipt” field. • Save your work by clicking “File”, “Save”, or by clicking on the icon of a floppy disk along the toolbar. Once the entry has been saved, your receipt number will appear in the receipt # field (top left). 3CBG Conference - April 5th & 6th 2005

  35. TFAMISC 3CBG Conference - April 5th & 6th 2005

  36. TSAAREV • The TSAAREV form is used to enter payments and charges onto a student’s record. 3CBG Conference - April 5th & 6th 2005

  37. TSAAREV T-Paying • You can tie a payment to specific charges on a student’s record by “T-paying” it. • If the payment is only for one charge, enter the charges line # in the “T-Pay” field. • If the payment is for several different charges, either enter the payment line# in the “T-Pay” field of each charge, or use the TSAADSP screen. • Enter ID, term, payment detail code, amount, etc., then “Next Block”. You can apply the charges to the payment by checking the box next to the T-Pay field. Once saved, the payment line # shows in the T-pay field. 3CBG Conference - April 5th & 6th 2005

  38. TSAAREV • To unapply payments, click the appropriate option. Next Block twice, then enter either a specific line number or a specific term. If you are unapplying a direct pay line, check the box to the right. • To reapply payments, click the “Apply Payments” option. Banner will then apply them. 3CBG Conference - April 5th & 6th 2005

  39. TSAAREV • Some of the other functions available from the TSAAREV screen are: • Display of receipt • Printing of receipt • (just click on the “Print receipt” option, as long as you entered the printer id on TOADEST) 3CBG Conference - April 5th & 6th 2005

  40. TSAAREV • To view a student’s contract history, click option “View Contract/Exemption History” • You can query on a specific term, or see them all listed • NOTE: There is also a direct link to TFAMISC under “Options” 3CBG Conference - April 5th & 6th 2005

  41. TSAAREV • The comment form (TGACOMC) is used to enter information about a student that will be useful to others at a different time. • Under “Options”, click “Comment Form” • There are many different types of comments available. You can choose “View All Comments” to see everything at once. 3CBG Conference - April 5th & 6th 2005

  42. TSAAREV • To add a comment, click “Comment Central” and choose an originator. • Enter your comment and click save. • You can navigate this screen by the options or by scrolling through the “Activity” section. 3CBG Conference - April 5th & 6th 2005

  43. Student Holds • To release a hold, go to SOAHOLD and change the expiration date (do not just delete the hold). 3CBG Conference - April 5th & 6th 2005

  44. Control/Error Reports • FGRTBEX • FGRCTRL • FGRCASH • TGRFEED • FGRTRNR 3CBG Conference - April 5th & 6th 2005

  45. 05-OCT-2001 09:12:10 VCCCD Production Database PAGE 1 FISCAL YEAR 01 Trial Balance Exception Report FGRTBEX AS OF 30-JUN-2001 List of out of balance Funds COAS: 1 Ventura County Community Coll Distr All Funds are balanced in Chart of Accounts 1 ----------- Total balance for Chart of Accounts 1 is : .00 -----------

  46. REPORT FGRCTRL VCCCD Production Database RUN DATE: 10/05/2001 COAS: 1 GL / Subsidiary Ledger Control TIME: 09:02 AM FISCAL: 02 PAGE: 1 OPERATING ACCT OPEN OPEN ACCT. ACCT. TITLE GENERAL LEDGER LEDGER ENCUMBRANCES INVOICES BALANCE MESSAGE 9501 Accounts Payable - System <885,616.95> <885,616.95> 9810 Budgeted Income (Control) 198,774,264.75 198,774,264.75 9820 Budgeted Expenditures (Control) <200,739,623.27> <200,739,623.27> 9870 Actual Income (Control) <36,809,729.21> <36,809,729.21> 9880 Actual Expenditures (Control) 36,004,495.13 36,004,495.13 9830 Encumbrances (P.O.) 19,191,828.44 19,191,828.44 19,191,828.44 9840 Encumbrances (Req) 284,829.00 284,829.00 284,829.00 ------------------ ------------------ ------------------ ---------------- TOTALS 19,476,657.44 19,476,657.44 19,476,657.44 9835 Reserve for Encumbrances (P.O.) <19,191,828.44> 9845 Resrve for Encumbrances (Req) <284,829.00> ------------------ TOTALS <19,476,657.44> If Blank then in balance !

  47. REPORT FGRCASH VCCCD Production Database RUN DATE: 10/05/2001 Bank Interfund Account Control TIME: 09:13 AM AS OF 05-OCT-2001 PAGE: 1 INTERFUND ACCOUNT: 9999 COAS FUND DESCRIPTION ENDING BALANCE 1 111 Unrestricted General Fund 17,497,903.34 1 114 Unrestricted GF - Designated 401,111.86 1 121 State Categorical <656,596.29> 1 122 Special Categorical <689,450.28> 1 123 Health .00 1 124 Parking 18,332.31 1 125 Grants <996,163.24> 1 127 Contracts <779,601.50> 1 129 Other-GF-Restricted 993,228.35 1 131 Health - Moorpark 993,809.23 1 132 Health - Oxnard 294,280.65 1 133 Health - Ventura 618,344.65 1 231 COP Debt Service .00 1 332 Child Care - Oxanrd 203,735.02 1 333 Child Care - Ventura 19,766.16 1 334 Child Care - Moorpark 80,743.31 1 411 Building Construction <264,432.39> 1 412 Scheduled Maintenance 1,136,236.23 1 415 RDA 251,293.51 1 417 Foreign Student Surcharge 118,344.03 1 419 Internal Capital Projects 429,925.66 1 420 Certificates of Participation-Proj .00 1 421 COP Capital Projects <1,068,678.79> 1 511 Bookstore - Moorpark 596,130.00 1 512 Bookstore - Oxnard 48,033.82 1 513 Bookstore - Ventura 291,344.94

  48. REPORT FGRCASH VCCCD Production Database RUN DATE: 10/05/2001 Bank Interfund Account Control TIME: 09:13 AM AS OF 05-OCT-2001 PAGE: 2 INTERFUND ACCOUNT: 9999 COAS FUND DESCRIPTION ENDING BALANCE 1 521 Cafeteria - Moorpark 3,277.12 1 522 Cafeteria - Oxnard 102,697.95 1 523 Cafeteria - Ventura 30,363.96 1 611 Self - Insurance 473,032.74 1 691 Workload Balancing 1,103,467.75 1 711 ASB Fee - MC 114,065.53 1 712 ASB Fee - OC 33,931.54 1 713 ASB Fee - VC 134,644.83 1 721 Student Rep Fee - MC 48,922.97 1 722 Student Rep Fee - OC 19,465.05 1 731 Student Ctr Fee - MC 183,698.55 1 732 Student Ctr Fee - OC 27,986.93 1 7411 PELL - MC 831.00 1 7412 PELL - OC <375.00> 1 7413 PELL - VC 127.00 1 7421 EOPS-MC .00 1 7422 EOPS-OC <500.00> 1 7423 EOPS-VC <1,800.00> 1 7431 CALB-MC 73,784.80 1 7432 CALB-OC 153,280.76 1 7433 CALB-VC 150,084.74 1 7451 CARE-MC <1,000.00> 1 7452 CARE-OC .00 1 7453 CARE-VC .00 1 7461 SEOG-MC .00 1 7462 SEOG-OC .00 1 7463 SEOG-VC .00 1 747 Work Study .00 1 7481 Nursing Loans-MC 1,202.27

  49. REPORT FGRCASH VCCCD Production Database RUN DATE: 10/05/2001 Bank Interfund Account Control TIME: 09:13 AM AS OF 05-OCT-2001 PAGE: 3 INTERFUND ACCOUNT: 9999 COAS FUND DESCRIPTION ENDING BALANCE 1 749 Other Financial Aid 12,079.52 1 791 Trust Accts - Moorpark 530,710.05 1 792 Trust Accts - Oxnard 67,998.60 1 793 Trust Accts - Ventura 608,539.54 1 797 Trust Accts - District Office 32,352.28 1 811 Student Clubs - Moorpark 42,914.11 1 812 Student Clubs - Oxnard 12,852.44 1 813 Student Clubs - Ventura 11,629.01 1 821 Scholarship & Loans- Moorpark 177,489.97 1 822 Scholarship & Loans- Oxnard 158,304.06 1 823 Scholarship & Loans- Ventura 24,556.01 1 911 General Fixed Asset Account Group .00 --------------------- TOTAL PARTICIPATING FUNDS 23,873,056.55 1 BANK Bank Fund <23,873,056.55> --------------------- TOTAL BANK FUNDS <23,873,056.55> --------------------- TOTAL .00

  50. 05-OCT-2001 09:16:29 VCCCD Testing Database PAGE 1 Accounting Feed Process TGRFEED 5.2 STATISTICS FOR THE ACCOUNT DETAIL FILE READ 59 SKIPPED ERRORS PROCESSED/UPDATED 59 FEED RECORDS CREATED 119 ACCOUNT PAYABLES CREATED STATISTICS FOR THE MISCELLANEOUS TRANSACTIONS FILE READ SKIPPED ERRORS PROCESSED/UPDATED FEED RECORDS CREATED STATISTICS FOR THE APPLICATION OF PAYMENTS FILE READ 13 SKIPPED 13 ERRORS PROCESSED/UPDATED FEED RECORDS CREATED No errors listed.

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