Presentation name or presenter name

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

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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 Cant stop, fund as needed

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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

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SCO GF CUT-OFF CLOSE

• Move Balances on Campus Books
• Non-student AR moved through Credit/Re-bill, Bad
  Debt reserves require JE
• Student ARs, 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

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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

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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.

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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.

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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

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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.

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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.

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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.

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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.

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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.

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SCO GF CUT-OFF CLOSE

• New Revolving Fund and GF RF Close-out
• Timing is Critical
• Establish non-GF Revolving Fund
• Establish Travel and SW 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

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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.

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SCO GF CUT-OFF CLOSE
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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

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SCO GF CUT-OFF CLOSE

• (Need page shot of Bank Setup, External Accounts,
  CSU Bank Claims, showing new Revolving Fund and
  FB Clearing account)

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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..

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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)

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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

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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

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SCO GF CUT-OFF CLOSE

• QUESTIONS OR COMMENTS?

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