Controllers Meeting

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Controllers Meeting

• Spring Finance Conference
• Greensboro, NC
• May 6, 2005

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Todays Topics

• Positive Pay Plan
• Debt Set Off Collection
• Monthly Reporting with the Student Module Live
• Year-End Close Out Discussion/QA

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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

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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

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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

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Implementation

• Build database with the Treasurers 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

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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

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Points to Note

• Must transmit positive pay file by 1000am 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

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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

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Questions?
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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

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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 _at_ SPCC 05/24-25

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XNCP - New Field
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XSDS - Setoff Debt Storage File
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XSDM - Setoff Debt Maintenance
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XSDF - Create Setoff Report/File
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Questions?
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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

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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

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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

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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

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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

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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

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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

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Questions?
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Notes on Colleague 2-12 - Receipts

• Receipts column data is populated from GL
• selection criteria is GL.242, 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 doesnt equal
  total receipts on the report
• corrections should be made to the deposits or
  receipts
• No message is displayed when they are equal

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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

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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

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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

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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.

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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.GRP1, 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.

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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

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Questions?