Revenue Management Program October 23-25, 2006 Cutting Off SCO Activity

1. Revenue Management Program October 23-25, 2006 Cutting Off SCO Activity

2. SCO GF CUT-OFF & CLOSE CUTTING OFF SCO GENERAL FUND ACTIVITY • Stop GF Transactions, SCO and Campus • Move Balances on Campus Books • Zero out Prior Year Balances at SCO • Close General Fund Revolving Fund Advance

3. SCO GF CUT-OFF & CLOSE Stop GF transactions, SCO and Campus: • Accounts Receivable, Credit/Rebill - Change Chartfields • Student Receivables, Change Chartfields on Item Types • Revise Escheat process • Final Remittance from Prior Year Fund 498 • Prior Year Payroll – Can’t stop, fund as needed

4. SCO GF CUT-OFF & CLOSE Stop transactions, Continued: • Establish New Revolving Fund • Final Claims from General Fund • Uncheck Reimbursable Fund Flag • Purchase Orders - Change or Fund as spent • All other sub-system feeds, change chartfields • Clean SAM99

5. SCO GF CUT-OFF & CLOSE Move Balances on Campus Books: • Non-student AR moved through Credit/Re-bill, Bad Debt reserves require JE • Student AR’s, move with JE • Purchase Orders - Change or fund as spent. Decision to be made based on volume, difficulty of changing. • Travel Advances and Salary and Wage Advances cleared or moved

6. SCO GF CUT-OFF & CLOSE Step by Step, if you want it – AR/Billing Initial steps and evaluation: • Targeting only Non-Student Account Receivables • What AR Sub-system? Determines how to handle transfer of Open Receivables from General Fund to Trust

7. SCO GF CUT-OFF & CLOSE For PeopleSoft AR/Billing: • Run the AR Aging by Fund Account (CSUAR001) PS-delivered aging report – identifies the Open Receivable items in PY General Fund • Credit/Rebill – delivered functionality in PS AR-BI • Credit Memo and New Invoice (modify naming/numbering convention as determined by campus business practice • Re-establishes receivables in the Current Year CSU Operating Fund 485 • Review the AR Reserves/Allowance for Uncollectibles balance and JE to move to new fund.

8. SCO GF CUT-OFF & CLOSE Student Receivables, Step by Step, PS Student Financials: • Reconcile the GL and Student Finance for affected funds prior to the changes. • This ensures your balances are in synch prior to changes. • Identify all item types requiring chartfield changes • Insert new effective dated row on GL interface page for these item types that you have identified as needing to be changed to the new fund.

9. SCO GF CUT-OFF & CLOSE Student Receivables, for PS Student Financials: • Change fund chartfield (debit and credit is applicable) to new fund. • (Cal Poly did this with an SQL due to the volume of item types that needed to be changed). • Change any AP distribution panels that need to be changed for Refund Item Types

10. SCO GF CUT-OFF & CLOSE Student Receivables, for PS Student Financials: • Time this change to work with scheduled GL interface • GL information is not populated in the SF Accounting Lines until the GL Interface is run. • Run GL interface and post to Finance • Run the reconciliation report between the GL and Student Finance. • Use GL Journal entry to move the GL receivable balances to the new fund.

11. SCO GF CUT-OFF & CLOSE Campus Payroll Escheat Process: • SCO initiated escheat for payroll, no change for now. Further discussion necessary to determine whether a claim form must be submitted for the escheatment of payroll warrants issued after 6/30/06 against claimable funds.

12. SCO GF CUT-OFF & CLOSE Campus AP Escheat Process once the Reimbursable Flag for General Fund is UN-checked: • Check cancel and closure process is run crediting expense to the department and debiting cash. • Manual journal entry is posted to offset the expense at the department level and credit expense in a centrally managed fiscal services department (SL001). • Same effect to the Department as in the past.

13. SCO GF CUT-OFF & CLOSE Escheat process, continued: • Manual journal entry should be accompanied by sufficient documentation to properly justify re-issuance of payment. • Checks issued/charged to a claimable (reimbursable) fund will still need to be escheated back to the SCO.

14. SCO GF CUT-OFF & CLOSE Prior Year Fund 498, Final Remittance: • After AR and SF changes • Clean SAM99, SAM06 review • Run Trial Balance, should be cash, revenue and FB clearing only • Remit remaining cash, or journal entry for adjustments if needed.

15. SCO GF CUT-OFF & CLOSE New Revolving Fund and GF RF Close-out: • Timing is Critical • Establish non-GF Revolving Fund • Establish Travel and S&W advance process • If using Open Items, consider impact on Open Item reconciliation • Can use Advance accounts in owner funds for non-claimable funds • Can use Advance accounts in new RF for claimable funds • Establish petty cash, change fund process • What fund will advance cash, new RF or other • Move petty cash and change funds

16. SCO GF CUT-OFF & CLOSE New Revolving Fund and GF RF Close-out, continued: • Run Final Claims from GF RF • Manually Reconcile all claims • Run RF Trial Balance • Make sure clean, or as expected if still clearing/moving advances and cash funds, waiting for claims reimbursements • Uncheck reimburseable fund flag on Fund attribute panel for General Fund, all years.

17. SCO GF CUT-OFF & CLOSE

18. SCO GF CUT-OFF & CLOSE Change Rev Fund in PS Banking Setup, External Accounts, CSU Claims: Setup change steps: • Input new Fund for Revolving Fund • Eliminate Due To/From accounts, replace with Fund Balance Clearing • On EVERY Reimburseable fund, replace due to account with fund balance clearing

19. SCO GF CUT-OFF & CLOSE • (Need page shot of Bank Setup, External Accounts, CSU Bank Claims, showing new Revolving Fund and FB Clearing account)

20. SCO GF CUT-OFF & CLOSE Revolving Fund Close Steps: • Deposit last claims reimbursements from SCO • Move all uncleared advances using journal voucher • Review Trial Balance, should be cash and Due To General Fund only……..

21. SCO GF CUT-OFF & CLOSE Trial Balance by Fund For Year to Date through 2006-10-12 For Fund: ZZ100 -- Office of Rev Fund - Operating version 1.0 dev Account Description Current Period Current Year 101001 General Cash 11,792,217.27 105001 Due from General Fund (19.23) 105036 Due from 2002 HEd Cap Outlay 2,020.12 105801 Due From 98 Higher Ed 6.06 107001 Travel Advances 106,358.56 107002 Salary Advances 5,702.99 Assets 11,906,285.77 201001 Accounts Payable 63,172.90 202001 Due to General Fund (14,000,000.00) 250803 Claims Clearing 2,030,541.33 Liabilities (11,906,285.77) Fund Balance 0.00 Revenues 0.00 0.00 Expenditures 0.00 0.00 Other 0.00 0.00 TOTALS 0.00 0.00

22. SCO GF CUT-OFF & CLOSE Revolving Fund Close Steps: • JE to eliminate any revolving fund items on campus books, if needed • Remit RF Advance cash to SCO • JE to transfer Rev Fund back to GF on campus books • Inactivate 998 fund on campus books

23. SCO GF CUT-OFF & CLOSE Last Steps: • Complete PO move, or cut-off from SCO and fund as spent • Zero Out Prior Year: SUG Claim or other transaction to spend remaining Prior Year(s) General Fund Balance at SCO • Current Year GF Balance will be cleared by CO • PY Payroll Activity will be funded with $5000 balance left at SCO • New AP and Claims process - establish threshold, use SCP, AP according to terms for all

24. SCO GF CUT-OFF & CLOSE • QUESTIONS OR COMMENTS?

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