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Automated Voucher Reconciliation

Automated Voucher Reconciliation. Jed Graef Bostonpost Technology June 15, 2009. Key Benefits. Savings of time and money for CAs and OAs Greater accuracy 100% audit of 100% of vouchers—every detail line and every line of every adjustment Elimination of paper submissions. Summary.

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Automated Voucher Reconciliation

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  1. Automated Voucher Reconciliation Jed Graef Bostonpost Technology June 15, 2009

  2. Key Benefits • Savings of time and money for CAs and OAs • Greater accuracy • 100% audit of 100% of vouchers—every detail line and every line of every adjustment • Elimination of paper submissions

  3. Summary • Activate the MAT30, Section 3 and 4 records (voucher detail and adjustments) and require transmission to and from CAs and partial transmission to HUD. • This allows for fully automated voucher reconciliation at the CA level. No comparing paper with the CA voucher. • This permits automated reconciliation of HAP receivables at the site without reading a report from the CA and translating into accounting entries.

  4. Why? • HUD has a need to collect information on vacant units for disaster response purposes • To achieve a longstanding TRACS goal—full voucher submission • To use computers to do what they are good for—comparison of large numbers of records quickly and without error • To replace a tedious manual reconciliation process with an automated one • The focus can be on discrepancies only, greatly speeding up reconciliation • Saves paper

  5. What gets sent? • Sites send both detail and adjustment records to CAs along with the other MAT30 records • Sites send detail for vacant and market units only (no adjustments) if reporting direct to TRACS • CAs send detail for vacant and market units only (no adjustments) to TRACS for the approved voucher • CAs send both detail and adjustment records for the approved voucher to the OA

  6. What is Required? • Site and CA transmission of required records, appropriately filtered depending on the destination.

  7. What is Optional (sort of)? • Value added features such as push-button reconciliation • This and other related features are vendor specific business decisions.

  8. Technical Details • Modifications to the MAT30, Section 1 record • Activate the MAT30 Section 3 record • Activate the MAT30, Section 4 record • MAT30, Section 6, comment field changes

  9. MAT30, Section 1 • Activate fields 6 and 7--Section 3 Regular Payment Count and Section 4 Adjustment Payment Count

  10. MAT30, Section 3--Detail • Section Indicator = 3 • Record Number • Last Name (VACANT or TURNOVER for vacant, MARKET for market) • Unit Number • Unit Size • Contract Rent • Utility Allowance • Certification Type (AR, IR, etc--to include partial cert types) (blank for vacant and market units) • Certification Effective Date (blank for vacant and market) • Requested Amount ($0 for vacant and market units)

  11. MAT30, Section 4-Adjustments • Section Indicator = 4 • Record Number • Last Name • Unit Number • Billing Type (Prior/New) • New Certification (Y/blank) • Certification Type (AR, IR, etc--to include partial cert types) • Effective Date • Assistance Payment • Adjustment Start Date • Adjustment End Date • Requested Amount • Note: Calculation detail can be reconstructed from the other fields

  12. MAT30, Section 6, Miscellaneous Accounting Request • Required formatting of the comment field TBD to deal with repayment agreements and possibly other situations • This is a HUD goal

  13. Volunteers • One or two conference calls should do it • Email MfTracsWorkingGroup@hud.gov if interested in participating • We need to finalize the specification • Determine the go-live date and final cutover date

  14. Saves Time and $$$ • No mailed, faxed or emailed voucher submissions to CAs • Faster and more accurate voucher reconciliation at the CA level • Faster and more accurate HAP receivables reconciliation for the owner/agent

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