Center for Student Involvement Peer Advisor Training Presented by: Business Services.

Center for Student Involvement Peer Advisor Training

Presented by: Business Services

• Agency Account InformationoDecision Support Queries – Query 2oEntering Query CriteriaoSetting Criteria as DefaultoReading Transaction ListingsoTypes of Documents

• Checks oCheck Lookup – Query 387oStop Payment and ReissueoCancelling Checks

• Departmental Sponsorships • CRU Business Services Contacts

Training Topics

• Various reports that will display information according to the criteria that is set• Decision Support Website: dafisds.ucdavis.edu

oLogin: Kerberos username and password

• Query 2: Used to run a report of current transaction listings • Query 387: Will be demonstrated later and is used to look up

information on a check

Agency Account Information

Decision Support Queries

Type “2” in the Query Jump box, then press enter on your keyboard


Query 2

Select the following criteria when running the report


Entering Query Criteria

Month range should be entered as: July, current year through current, current

Enter account number here



Select the following criteria



Enter the account number or account name to display the transaction listing.


Running a Query

To search by account number, enter it here

Click here to search by account name


Running a Query

Optional: To narrow results, enter SAAA for current organizations and SAAX for older ones

Enter a fragment of the account name here

• Verify:o Account is active - Expiration Date is 30-Jun-16o Correct Account Name?o Correct Account #?


Reading Transaction Listings

Tracking #: Originates from the Org Doc Number field on the KFS document (for example: CFC, AA fees, 7 digit numbers refer to Cash Receipts, a students name indicate that the transaction was a check request).

Posted Date: The date the transaction was posted (feeds only show month and year)



Doc Num: KFS document number or scrubber feed number

Transaction Description: Purpose for the transaction

Expend: Amount of the transaction



• GLIB: General Ledger IB• IB: Internal Billing• DI: Distribution of Income and Expense• GEC: General Error Correction • CR: Cash Receipt• JV: Journal Voucher • DV: Disbursement Voucher


Types of Documents

Click here

Agency Account Information – Types of Documents

GLIB: General Ledger IBBilling for on-campus services. These feeds are not routed and are automatically debited to the account.

Billing for on-campus services. For example, agency account renewal fees. These route to Account Manager who verifies funds before approving


IB: Internal Billing

Click here

Transfer of income. CFC Funding is processed on DI’s. Tracking #: G#### (CFC Grants) DG### (Dance grants) BTF## (Beyond tolerance funding)


DI: Distribution of Income and Expenses

Click here

Transfer of expenses from departments. Departmental Sponsorships are processed on GEC’s


GEC: General Error Correction

Click here

Tracking # and Reference #: CSI#### (Departmental sponsorship)


GEC: General Error Correction

The document on which cash deposits are processed. Cash deposits can be made by anyone on behalf of an organization at the ARC Business Center.


CR: Cash Receipt

Click here

Description: Name of the individual who made the deposit

Tracking #: Receipt number


CR: Cash Receipt

Revenue from ticket sales


JV: Journal Voucher

Click here

Revenue from ticket sales


JV: Journal Voucher

Check requests are processed on DV’s. Check requests are submitted on Orgsync by the organization’s president or treasurer. There are five different types of check requests. All are processed via DV: • Check to the Student Organization’s Off-Campus Bank Account• Check to Vendor • Honorarium• Out of Pocket Reimbursements• Departmental Sponsorships or CFC sponsorship – Tracking #’s: CSI#### or

G####


DV: Disbursement Voucher



Click here

Tracking #: The individual who submitted the check request

Description: Check payee



Use the “Disbursement Number” (check number) to obtain information about a check such as, the date issued, date cashed, amount, etc., using Query 387

Checks

Check Lookup – Query 387

Enter Disbursement Number here

Click: Process Query

Checks


Check payee Date the

check was issued

The date the check was cashed is displayed here unless the check has not yet been cashed

Check amount

Checks


• To stop the payment on a check and re-issue a new one, the president or treasurer of the RSO will email this request to CRU Business Services ([email protected]). It is important that the request include the new mailing address for the check.

• CRU Business Services will submit the request; please allow ~5-7 business days for the check to be re-issued and delivered.

Checks

Stop Payment and Re-issue

mailto:[email protected]

• Similar to stop payment/reissues, the RSO’s president or treasurer will need to email the request to CRU Business Services ([email protected]).

• CRU Business Services will submit the request; please allow ~1-2 business days for the credit to post to the group’s agency account.

Checks

Cancelling Checks

mailto:[email protected]

• The Departmental Sponsorship form is submitted via Orgsync by one of the five officers of the RSO at: https://orgsync.com/22274/forms/109640• This form is approved by the Department Providing the sponsorship via

Orgsync as well and the required account information is entered. • The submission is reviewed by Business Services and processed accordingly.• Sponsorships are processed by transferring the expense to the department

providing the sponsorship. • There must be an expense in the agency account. • Expenses can come from:

oOn-campus expenses – A department on campus bills the agency account (Room reservations, etc.)

oCheck Requests

Departmental Sponsorships

https://orgsync.com/22274/forms/109640



• Business Center (752-0375): Deposits and payment of agency account fees (i.e. questions regarding hours of operation and items that need to be brought in at time of deposit/payment)

• Clarisa Lovato (752-9582): Agency account inquiries, CFC, expense transfers (i.e. ‘transfer’ of funds from RSO to department), gift accounts (new and existing)

• Christa Oldfield (752-4468): Check Requests, Departmental Sponsorships and backup for expense transfers

CRU Business Services Contacts

• Agency accounts: • Q: What should your month range be to view the current agency account balance? • A: July, Current year current, current • Q: What type of document would you see for an on-campus charge? • A: Internal Billing (IB)• Q: What type of transaction occurs on a disbursement voucher (DV) document? • A: Check requests!• Q: What type of document would you see for a CFC grant?• A: Distribution of income and expense (DI)

• Checks:• Q: What query is used for check lookup?• A: Query 387

• Departmental Sponsorships: • Q: What two ways can the amounts sponsored be expensed? • A: Check request or on-campus expense

Questions

Center for Student Involvement Peer Advisor Training Presented by: Business Services.

Documents

Transcript of Center for Student Involvement Peer Advisor Training Presented by: Business Services.