Finance User Group Meeting
Minutes
Meeting:
Date:
Start Time:
Location:
Finance User Group Meeting
February 21, 2002
8:30 a.m.
Inver Hills Community College - Conference Room B in the College
Center Building
Chair:
Recorder:
Deb Winter
Teri Welter
Participants:
Jan Ahmann, Dawn Belko, Rose Davis, Craig Erickson, Connie
Garrahy, Rosalie Greeman, Karen Kedrowski, Denis Kelly, Deb
Kerkaert, Lisa Liljedahl, Dave Lund, Larry Margolis, Paul Portz, Jerry
Schulte, Ruth Siefert, Steve Smith, Jeff Wagner, Teri Welter, and Deb
Winter.
Not in
attendance:
Rick Straka
TIME (min.)
Thursday
8:30
TOPIC
ISRS Current Status
Web On-line Payments
Update
- Project Timelines
- Student Account Display
- Refunds
- Cash Session
Rules/Occurrence Dates
- E-Checks
DISCUSSION LEADER
Dave Lund, Lisa Liljedahl,
and Teri Welter
Dave Lund/Teri Welter
DESIRED OUTCOME/DISCUSSION
Update on status of ISRS projects. See Attachment #1 - ISRS Current Status document.
Project Timelines – Goal is to have Inver Hills up as a pilot in late March for on-line credit card
payment.
Student Account Display – In production. Discussion on whether the students name should be
displayed on account information so students can use it as a receipt. The print button option was
recommended. See Attachment #2 – Display of Student Name with Online Account.
Refunds – Currently not supported and interim solution proposed to allow credit card refunds on
the AR0185UG Refund Screen. User group agreed to interim solution. See Attachment #3 Credit
Card Refunds/Voids document.
Cash Session Rules/Occurrence Dates – Cash sessions will be run midnight to midnight and
occurrence date would be the process date. See Attachment #3 Cash Session Rules/Occurrence
Dates.
Online Payment Reconciliation – Error messages will be sent to the campuses based on the
error e-mail addresses assigned to this process. See Attachment #4 – Online Payment
Reconciliation.
Security – Credit card security will verify card holders billing address before it is accepted.
E-check – See Attachment #5 – Online Electronic Check Processing.
This process will not be available with initial on-line payment implementation. It is included with
Cashiering enhancement and prioritized.
Message to be returned to student after process is accepted – “Master Card transaction for $
30.00 has been processed successfully.”
User group agreed that if a payment is to a frozen cost center should allow the transaction as long
as the cost center allows revenue. Error should be displayed if no revenue is allowed and
transaction should NOT post.
Financial Reporting Updates
- Planning for next years
audit
Financial Reporting
System
1:30
Rosalie Greeman
Internal Audit Update
Paul Portz
Tax Issues
- Feedback on this years
processes
- 1042-S issues
Budget Update
- Budget Module Task
Force
- Proposal for Waiving
Non resident/Non
reciprocity Tuition
- Courses that end before
June 30.
- Tracking Reserves
Deb Winter
Prioritize Next Years
Requirements
Lisa Liljedahl
Deb Winter and Karen
Kedrowski
Planning for next years audit - Concern expressed by campuses that will be audited because
they will not be the ones preparing the statements but need to respond to auditors. Campuses
would like to find out what makes up their previous financial statements. Financial reporting will
be looking for volunteers to prepare their own statements for FY02.
Financial Reporting System - A new software, Fundware, will be used which will give more
flexibility to financial reporting staff and also limit the need to use IT resources.
Regional meetings will explain this more on financial reporting issues.
Current projects include:
– Study of regional administrative structures for Northwest TC, NE Higher Educ Dist, MN
West to identify best practices and opportunities for improvement.
– Employee surveys at three colleges – (Pine TC, Riverland and Dakota County). COSO
based. Used as benchmarks. This is requested by presidents and remains confidential.
– Board of Trustees Indicators – goal is to limit the amount of detail trustees need to review.
– OLA Audits are scheduled for FY02. Contact IA Unit for details.
– W-9 – Campuses are not aware that this is a legal document and information must be put in
ISRS.
– 1042-S See Attachment #6 Nonresident Alien Audit Process and 1042-S Forms.
Budget Module Task Force – First meeting took place and identified all pieces that make up the
budget. System office is reviewing what their budgeting requirements are.
Proposal for Waiving Non Resident/Non Reciprocity Tuition – Proposal to board is to allow
all campuses to waive NRNR. Would still need to identify as NRNR for state appropriation
allocation. Board has asked the Presidents to have a discussion amongst themselves about
waiving NR/NR tuition. Also, reciprocity is an issue this Legislative session and we need to see
what happens in that arena. We'll be getting more input and information regarding this topic and
bringing forward a recommendation to the Board as part of the tuition package.
Courses that end before June 30 – What term should these be recorded in. This will be
discussed with Richard Tvedten
Tracking Reserves – Procedure was sent – no comments.
Other – Pier study will be done in March. Once that is done an allocation for FY03 will be
produced – possibly early April.
New Finance Enhancements Priorities. This does not include required maintenance projects such
as taxes that do not allow for any discretion. The priorities below will be combined with
Facilities priorities.
1. Collections
2. Budget
3. AR Reports
4. Cashier Redesign/E-check
5. PCS Review and Invoice Match
6. Third Party Redesign
7. Retail Operations System
8. MCE Interface and Installment Plans
……. and so on.
3:00 – 4:30
Miscellaneous:
1. Application Fee
Procedure
2. Steering Committee
Update
3. Fiscal Calendar Changes
Opening
Transactions
ISRS Modifications
?
4. Cost Allocation Charges
MAPS Interface
Report AC0410CB
Summary
5. PCS Ship to address
6. CP Comments on
MnSCU Reports
7. Positive Pay
Deb Winter
Deb Winter
Jan Ahmann
Dave Lund
Lisa Liljedahl
Jeff Wagner
Deb Winter
Application Fee Procedure - Meeting was put on hold until the Academic area concludes their
study on barriers as part of the Chancellor’s workplan.
Steering Committee Update – Committee met to define charter. Finance members include Rick
Straka, South Central Technical College; Scott Erickson, Century College; Deb Winter, Financial
Reporting; Al Johnson, Facilities.
Fiscal Year Calendar – Change to open CP, XP, RE, JG transactions February 1.
– Roll receivable one week before the fiscal year is closed to allow more time for resolving
errors.
– Open PR transactions on May 1.
– Object Codes can be added if an accurate definition is given. Send requests to the system
office.
Cost Allocation Charges – Possibly have a summary option on MAPS Interface Report or
summarize JC transactions on the interface program.
PCS Ship to Address – Add the ability for Business Manager or Purchasing Head security levels
to blank out the Ship to Bldg Code field. That way the institution’s address won’t appear on the
P.O. and they can write special instructions to get it mailed to an off-campus site. For example, to
a resort that they are having a conference at. Requestor would need to insert a memo on the
memo screen with a request to have it changed. This will be added as a discretionary
maintenance item.
CP Comments on MnSCU Reports – Allow users to record a comment in the transaction
description field on general receipts. Explore the possibility of adding comments as a parameter
option on the AC0531CP report.
Positive Pay – Explore the possibility of having the check confirmation report sent to a file so
that it can be sent to the bank.
Future Meeting Dates
- May 16-17 @ MN State
Univ, Mankato
- August 15-16 @
Rochester College
Tasks Assigned as Action Items
#
Originatio
n Date
1.
02/23/01
2.
02/23/01
3.
02/23/01
Critical
Due Date
Description
Assigned to
Status
Need an AG opinion on whether or not we are obligated to follow 16A.49
“Refunds of $1 or less”. – Will be included in AR Collections project.
Bank Account Maintenance Rules
Deb Winter
Note sent to AG. No response
Deb Winter
Get a group together to define rules for recording awards for third party
aid and how to notify FA of changes.
Teri Welter
Low Priority. We are getting needed
information in an alternative format. Will be
added to Financial Reporting Project.
Will be addressed with AR redesign of Third
Party
4.
05/24/01
User Group would like a total on the AC0450UG. Al agreed to put
together some possible rules as to what makes sense for different
transaction types. Add as a discretionary maintenance item.
Need a parameter on the AC0521CP for detail on closed years (same
options as AC0581CP). Add as discretionary maintenance item.
Al
Finlayson/Teri
Welter
Teri Welter
5.
08/09/01
6.
08/09/01
Set up task force to discuss statements for bills – add Denis Kelly to the
group.
Report back why we can’t record our AR in MAPS.
Teri Welter
7.
08/09/01
8.
08/09/01
9.
08/09/01
10.
08/09/01
11.
08/09/01
Investigate whether check information is available to support positive pay
immediately after Checkwriter process or not until after batch is run.
Modify the AR_16 group to have a high and low level.
12.
08/09/01
Define Business Rules for Drop vs. Waive
Deb Winter
13.
11/15/01
Teri Welter
14.
11/15/01
AC0560CP Daily Receipts by Bank Account – Check on status with time
process bug
Third party receivable balance by TP customer and student query moved
to replicated query library
15.
11/15/01
Add flag to AR0185UG that customer is TP and change documentation to
inform users how to manually correct via the AR0119UG.
Teri Welter
16.
11/15/01
Teri Welter
17.
11/15/01
Reported that tuition calc is required whenever aid applied is manually
run. Follow up with Denis Kelly
Determine who is aware of the EBF3 upgrade that is needed on the
campus.
Need to discuss the acceptance of foreign credit card via the web with the
Customized Training Units.
How can campuses change the vendor number for parking deductions so
it comes EFT.
Deb Winter
Dave Lund
Deb
Winter/Marie
Peterson
Lisa Liljedahl
Teri Welter
Al Finlayson
Dave Lund
Added as 02-DM-AC AC0521CP –
parameters. Need to know additional
requests.
This will be done when business rules are
defined for AR Collections –Phase II
We are not able to use the MAPS AR
system. So we would have problems with
our AR increasing the Maps Budget
authority
Richard Tvedten was contacted – awaiting
response.
They should contact Jim Werner - Finance Payroll Services - 651-296-4422.
It is available after the Check Confirmation
process.
A discretionary maintenance item has been
submitted to development "02-DM-AR
Modify AR_16 Security".
For Financial reporting purposes, we have
identified three valid reasons to change the
effective drop date: Backlog of work; Inst
allows swapping of course after add/drop
period; Drops for No-Shows. There may be
other transcript, grading and budget
allocation concerns.
Complete – released on 12/17/2001
To Al: This was a query you did and sent it
to Jan Ahmann. I don't see it in the
replicated database query library. Do you
recall if you gave it to June? If not, do you
still have it so we can get it on the web? thx
This has been added to be included in
Refund Screen modifications to support online credit card payments.
Sent note to Dennis on 2/14.
Operations reports that all campuses are
running on EBF3
18.
11/15/01
CA module – Financial reporting unit will review campus data and work
with Dave to determine what is occurring or needs to be modified.
Dave/Rosalie
19.
11/15/01
Dave Lund
20.
2/21/02
21.
2/21/02
22.
23.
2/21/02
2/21/02
Dave will check into what it would take to summarize CA transactions so
not as many transactions are generated to MAPS. This will be added as
a discretionary maintenance item for development.
Work with Atomic to determine what process would be used to verify
credit card payments when Credit Card Company requests verification
(proof).
Note: Jan mentioned that two payments are getting processed so more is
paid than the balance due. Need to determine how we would handle this
in the On Line Web process. Hopefully we would not accept the
payment.
Need to document the reconciliation process as it pertains to voids.
Discuss with Richard Tvedten regarding courses that end before 6/30 and
what term they should be recorded in. (Summer vs. Spring)
24.
2/21/02
25.
2/21/02
26.
2/21/02
27.
28.
2/21/02
29.
2/21/02
Campus Members:
Financial reporting staff will be reviewing
the data as they are doing the audit readiness
assessments
Dave Lund
Dave Lund
Dave Lund
Karen
Kedrowski/
Deb Winter
Dave Lund
Investigate the possibility to have a summary option on MAPS interface
report or summarize JC transactions on the interface program.
Add the ability for Business Manager or Purchasing Head security levels
Lisa Liljedahl
to blank out the Ship to Bldg Code field. That way the institution’s
address won’t appear on the P.O. and they can write special instructions to
get it mailed to an off-campus site. For example, to a resort that they are
having a conference at. Requestor would need to insert a memo on the
memo screen with a request to have it changed. This will be added as a
discretionary maintenance item.
Allow users to record a comment in the transaction description field on
Teri Welter
general receipts.
Explore the possibility of adding comments as a parameter option on the
Teri Welter
AC0531CP report.
Check with internal audit as to whether campuses should be using positive Deb Winter
pay.
Explore the possibility of having the check confirmation report sent to a
Lisa Liljedahl
file so that it can be sent to the bank.
Office of the Chancellor Representatives:
Connie Garrahy, Dakota County Technical College
Denis Kelly, St Paul Technical College
Rick Straka, South Central Technical College
Larry Margolis, Inver Hills Community College
Craig Erickson, Normandale Community College
Dawn Belko, North Hennepin Community College
Dennis Paesler, Northland Community and Technical College
Jan Ahmann, Century College
Ruth Siefert, Rochester College
Rosalie Greeman, Assoc. Vice-Chancellor-Financial Reporting
Deb Winter, System Dir.-Campus Accounting
Teri Welter, Finance Business Analyst
Lisa Liljedahl, Finance Business Analyst
Dave Lund, Finance Business Analyst
Karen Kedrowski, Program Dir. - Budget
Internal Audit Representative
Jeff Wagner, St Cloud State University
Steve Smith, Minnesota State University, Mankato
Deb Kerkaert, Southwest State University