UDFS Training/Communications II Team – 2/9/04

Members present: Ellen Lepine, Shirley Becker, Sandy Dean, Betty Dehel, Scott Eatough, Al Fanjoy, Lisa Huber, Cyndi Jumper, Bob Rieman, Trudy Riley, Linda Somers, Rachel Strickland, Linda Chriscoe, Joan Higgins, Dave McCarren, Betsy Reigle, Bill Spear

1. Logistics: Minutes for next meeting (2/23/04) Shirley Becker

2. UDFS/info website changes: Ellen Lepine/Al Fanjoy

Initial Peoplesoft Financials description/justification has been removed

Phase II members have been added.

Phase II training will be added to the training tab

HELP tag has been updated with a list of help topics and who to contact.

3. Update on progress:

Grants – Ellen Lepine/Dave McCarren: The end to end process testing should go forward as planned on 2/9. The FIDEV database has been upgraded successfully.

AR-Billing there will be two web forms: misc billing form which will include the ability to create a customer list (live) and credit/adjustment form. Misc billing will only be used for departmental billing (goods and services) and will not include any transactions related to student billing.

Latest info: sub-codes will probably not be converted because they don't have acct codes attached. Ellen will confirm this information based on the group's discussion that there is a relationship. Our training will need to emphasize that PeopleSoft is not changing the student billing process, only the misc. billing process.

Asset Management – no updates

Reporting – no updates

4. Overview of Cash Transmittal (see attached file for overview)

- Ellen will see if an "explanation and justification" area similar to the jv be added to the form because the current explanation area is limited to 30 characters.

- Discussion as to what the accounting date will be; when the form is initiated or when it is approved.

- Al suggested that as soon as the forms are ready campus should get updates as people begin preparing for summer prior to June.

5. Training Plan

Ellen will try to have a training plan next time. There are some templates used by other universities with Peoplesoft 8.4 that could be beneficial as models for our training materials.

6. Other Issues

Dave McCarren mentioned that out training should include any changes being made to existing webforms. This includes adding PS chartfields to HR forms and adding more chartfields to existing financial webforms (JV and procurement ones).

Next meeting: February 23 – 9:00 to 10:30.

Overview of Cash Transmittal

Last updated 2/9/04

Process for Departments

Cash Transmittals will be a webform. Users will fill out form on-line, print the form (or a part of it), and submit this together with the cash, checks and credit cards receipts to the Cashier’s Office. Cashier’s will approve the webform once the actual cash/checks and transmittal forms are received.

Webform

• Users will enter:
• Bank and bank account will default for most departments
• Bank and bank account will be entered ONLY when depts. make deposits directly to the bank themselves
• Date (current date)
• Payment Type
• Cash
• Checks
• Credit card
• Pre-deposit (funds already deposited in bank – restricted to specific depts.)
• Originating department
• Accounting line(s) - similar to JV functionality with chartfields Purpose, Account and other optional ones
• Amount (will accept negatives)
• Explanation (30 characters)
• Departmental approvals will be optional

• Webform system will assign
• Unique webform request number
• Total amounts by payment types
• Record originator of form
• Accounting Date – very important, it determines which accounting period GL uses.

• Other considerations
• Departments that make deposits directly to a bank must be able to choose a different bank and/or bank account
• Negative amounts are needed for some departments for loss on sale of stock, cash over/short, etc.