1 / 33

Controllers Meeting

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.

kenyon
Download Presentation

Controllers Meeting

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Controllers Meeting Spring Finance Conference Greensboro, NC May 6, 2005

  2. Today’s Topics • Positive Pay Plan • Debt Set Off Collection • Monthly Reporting with the Student Module Live • Year-End Close Out Discussion/Q&A

  3. 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

  4. 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

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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

  10. Questions?

  11. 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

  12. 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

  13. XNCP - New Field

  14. XSDS - Setoff Debt Storage File

  15. XSDM - Setoff Debt Maintenance

  16. XSDF - Create Setoff Report/File

  17. Questions?

  18. 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

  19. 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

  20. 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

  21. 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

  22. 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

  23. 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

  24. 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

  25. Questions?

  26. 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

  27. 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

  28. 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

  29. 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

  30. 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.

  31. 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.

  32. 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

  33. Questions?

More Related