Finance User Group Meeting
Minutes
Meeting:
Date:
Start Time:
Location:
Participants:
TIME (min.)
10:00am
12noon.
1:00pm
2:30pm
Finance User Group Meeting
May 23-24, 2001
10:00 on Wednesday, 8:30 on Thursday
Lake Superior CC/TC Room E2024.
Jan Ahmann, Dawn Belko, David Day, Brad Doss, Carol Tembreull
(for Richard Burke), Denis Kelly, Lisa Liljedahl, Dave Lund, Jan
Mahoney, Kim McLaughlin, Ruth Siefert, Elliot Skurich, Steve Smith,
Rick Straka, Wendy Summers (for Rick Halvorson), Dave Thorn, Teri
Welter, and Deb Winter.
TOPIC
ISRS Current Status
Lunch
AR Collections – Business Rules for:
- Due Dates
- Revenue Recapture
- MCE
- Collections
- Write-off’s
Bankruptcy
Web On-line Payments Update
Key Roles
Facilitator:
Recorder:
Reflector:
Prework:
DISCUSSION LEADER
Dave Lund, Lisa Liljedahl
and Teri Welter
Deb Winter
Teri Welter
DESIRED OUTCOME
Update on status of ISRS projects
Teri Welter
Rules were reviewed and requirements defined.
Dave Lund
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Will only pay off one institution at a time.
Negative Balance on an institution should not be
displayed – “Contact the College for information on this
account.”
Show negative and positive balances within an
institution.
Bring Totals of Charges, Payments, etc. all to the bottom.
Group recommends a campus parameter to determine
what is accepted on web. Full payment, partial of total,
each charge and partial of a charge, i.e., housing is paid
in 3 partial payments. Suggested groupings: Tuition and
Fees, Housing, and by invoice (fines) level.
Need to display the percent paid statement that is on the
bottom of the student bill.
Campuses want a web institutional message.
3:30pm
3:45pm
Update on Planning Process and Administrative Steering
Committee –
Internal Audit Update
Deb Winter
Kim McLaughlin
Memo that is going out to campuses was shared – no
comments or concerns were expressed by the group.
Updating PSEO audit report– has a closing date of June.
Might be postponed because Linda B will not be available.
Primarily identifies admissions status are used inconsistently.
Network Security Report – committee met on implementing
some of the corrective actions – policy findings and firewalls
at campuses.
Deloitte and Touche – has been awarded the system wide
audit, revenue fund audit, single audit. Not sure what OLA
will be involved in. This fall RFP’s will be issued for campus
external audits.
AP Reports – Tool for monitoring occurrence dates. Queries
will be on website by mid June.
4:00pm
Application Fee
Karen Kedrowski and
Deb Winter
Presidential Transition Reviews – Look at financial and
operational condition of the college when transitions occur.
For example, when CEO leaves.
PSEO – because they are getting secondary credit – not
college credit – they should not be charged.
Campus practices – very inconsistent in applying the
procedure. Some collect fee on acceptance into the program.
Certain number of credits before they charged the fee.
Fee procedure should be changed to allow campuses to set
policy for charging this fee. Similar to tuition policies.
Steve Franz: purpose was for consistency and barrier to
students submitting multiple applications. Customer friendly
– common application along with common fee.
Thursday
Return of Federal Loans via EFT
Dave Lund
Deferments – Student Loans – Task # 19
Teri Welter
Suggestion: College or University would have a different
procedure as to how or when they would be charging the
application fee. A group will be formed to address this issue
through for revisions to the Board Procedure.
Update on financial aid project was reviewed. See DRAFT
“Update for the Finance User Group” document. Feedback
should be given to Dave Lund within a month.
100% deferment option is not working. This will be reported
as a bug.
8:30am
C/NCI – Accounting Action Team Update:
Non-Credit Instruction in YearTerm Calendar
10:30am
Request to change the number of days to open a cash session
from 5 days to 10 days
Request to add totals for AR0720CP report
1099 Address Concerns
Fiscal Calendar – Changing for dates for:
• Closing PR transactions
• Student PR table updates
Inquire on Institutional Policies on Max Parking Fees
Karen Kedrowski and
Deb Winter
Deb Winter
Deb Winter
Deb Winter
Lisa Liljedahl and Deb
Winter
Deb Winter
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FUG discussed the use of the AR0052UG screen and
agreed the CT should be using it to record different rates
for discounts and various negotiated rates rather than
using cohort are setting up separate sections. This screen
DOES NOT record waivers or aren’t considered waivers.
ƒ Income Contract project was presented. Campuses
would like to be able to enter the contract number via the
AR0107UG. Also want a query to see the contract
invoice information.
ƒ Non Credit Courses that end before June 30 can be tied
to Spring term. This should be taken to the Student Data
Integrity Group (Karen) to verify there aren’t any issues.
ƒ Action Team #1 Accounting – “include open enrollment
non-credit using object codes to make a distinction
between courses occup. Focused – effective FY02.
When campuses set the course up and the intent was for
closed enrollment – then the course should be in 120.
Original intent is the key to determine contract vs open
enrollment. When you are targeting an industry – that
would be considered closed, market driven – fund 120.
ƒ Type of Revenue in CT Allocation- Contract Training,
Open enrollment market driven, and grants for workforce
development.
ƒ Question regarding Prog Code 300 Community Service
in fund 120 – where does this fall?
ƒ Direct/Indirect Cost – will need to be calculated. For the
CFFO breakout session are trying to put together
procedures / guidance on how to allocate indirect cost.
Also if some campuses allocate from Stud serv, etc and
others do not, the allocation model will be skewed.
ƒ CT Action items are effective FY02.
ƒ #4 – Flexibility should be clarified as to what is meant.
Not what income and expenses to include, but rather how
the P & L is pulled, i.e., coordinator, product, etc….
FUG agreed with request.
FUG agreed with this request.
Suggestion to send campuses quarterly report of bad
addresses. Timing is difficult during tax period.
ƒ Closing PR Transactions changed to 10/31
ƒ Student PR tables will be updated 4/15
Group recommended the use access queries to determine if
any students were overcharged and process waivers.
Due Dates – Student billing
Teri Welter
Future Meeting Dates:
August 9-10 Alexandria
November 15-16, St Cloud
Reviewed recommendations of task force defining due dates.
Group will define objectives next FUG meeting.
10:00 start time. Jan will request a block of rooms to be held
at the Holiday Inn.
Decisions/Issues/Notes:
Tasks Assigned as Action Items
Origination
Date
Recommend
Due Date
Description
Assigned to
Status
1.
02/23/01
03/15/01
Karen
Kedrowski/Deb
Winter
2.
02/23/01
03/15/01
C/NCI Accounting Issues – Look at agenda for Task Force to see if the
concerns on changes to accounting structure for a management report can be
addressed on March 15. Rick Straka suggested using a new object code to
identify non credit occupationally focused. Group concerned with following
if CIP is required on NON Credit Cost Centers:
- CT Manages by coordinators – not by CIP
- Payroll is not set up to breakout for 300 cost centers
- Not manageable
Nonresident Alien Audit process – possible problem Mankato (HD #14800) –
students are showing up from old terms that are no longer students.
3.
02/23/01
03/15/01
Deb Winter
4.
02/23/01
03/15/01
Let Laura and Rosalie know - Consensus that group highly recommends the
review of the makeup of the administrative steering committee and that it be
equitable across areas. Need campus representation on the user group.
Resources are not aligned with where the Board is focused.
9150 in FY2002 – still is active and reads DO NOT USE
Accounting Action Team formed to
address the IA report. The results
were discussed in the May FUG
meeting. Final recommendations
were sent to CFO’s at the end of May.
Accounting definitions for the C/NCI
allocation model was distributed at
CFFO meeting in June.
Completed - 03/15/01 - Spoke to
Marlene and it was only a problem
once and hasn’t happened since. I’m
not sure why this happened but I told
her that if it ever happens again, to
call the help desk and we will have to
dig into the issue further.
Discussed with Rosalie week of
February 26. Larry Simmons will be
sending a memo out about the
Steering Committee.
Completed 3/09/01
5.
02/23/01
03/15/01
9155 – needs to be changed to “B”.
6.
02/23/01
03/15/01
7.
02/23/01
03/30/01
8.
9.
10.
02/23/01
02/23/01
02/23/01
03/30/01
03/30/01
03/30/01
Send notices on listserv to remind users that old security groups will be
pulled on March 26
Need an AG opinion on whether or not we are obligated to follow 16A.49
“Refunds of $1 or less”. – Move to Collections. This is needed for write off
project
PALS documentation and spec to user group
Posting Duplicate Avoid- send users documentation on what this means.
Follow up with Larry on what to send out with the current system priorities
(3 lists of Marks) and the module list by area, i.e. Finance, HR, Student.
#
Lisa Liljedahl
Deb Winter/Marie
Peterson
Deb Winter/Marie
Peterson
Deb Winter
Completed 3/09/01
Notice sent out on 3/12/01
Deb Winter
Note sent to AG. No response
Dave Lund
Dave Lund
Teri Welter
Information sent 3/9/01
Information sent 3/9/01
Completed 4/3/01
11.
02/23/01
03/30/01
Collect delinquent receivables (revenue recapture) – can’t work directly with
Dept. of Revenue – need to go through MCE. Send copy of e-mail from
Dept. of Revenue.
Ruth Seifert/Teri
Welter
12.
02/23/01
03/30/01
Collect delinquent balances – Pursue Collection Internally. What about
contacting via e-mail?
Teri Welter
13.
02/23/01
03/30/01
Collect delinquent balances – Pursue Collection with MCE. Late fees and
collection costs – verify.
Teri Welter
14.
02/23/01
03/30/01
Need a special way to discharge educational debts – so no legal backing. So,
if claimed bankruptcy then you can still collect. Ask Sue about laws.
Teri Welter
15.
02/23/01
03/30/01
Check with Rosalie regarding write-offs. Need info. on how to write to the
acct. tran.. Allowance for doubtful account.
Rosalie/Margaret/
Deb Winter
16.
02/23/01
03/30/01
Need to add object codes for Mankato. Student payroll expenditure code –
Jump start.
Deb Winter/
Michelle Roen
17.
02/23/01
03/31/01
Teri Welter
18.
02/23/01
03/31/01
Add Bug into PM Office – Appropriation should not be allowed to be
changed.
Add Bug into PM Office – AR0001UP.
Teri Welter
Ruthanne from MCE wasn’t aware of
this. She explained that if MCE can
not justify pursuing a debt, several
schools still use Rev Recapture to
claim refunds, so she would want that
avenue open for schools.
Sue was not comfortable with this as
an option because you can not confirm
that they received the e-mail.
If campuses charge late fees and
submit it to MCE, MCE will not
charge the customer their collection
fee but will charge MnSCU instead.
Per Sue Traeseth – educational debts
are collectible even if claimed
bankruptcy per the 1998
Reauthorization of the Higher
Education Act. “Bankruptcy”
document should be shared with user
group. Further discussion in
Collections Project Documentation.
Completed. Reverse 8201 Accounts
Receivable and 9001 Accrued
Revenue. Also, Dr 7903Bad Debt
Expense, Cr 9XXX Original Revenue.
Object Code 0927 added for FWS –
Jump Start. Will roll to production
week of 5/21/01
HD#15338 entered on 3/16/01
Entered into PM office on 3/16/01
Sent note to Alan Soder to add an
asset in HD so I can get a HD # for it.
Process as a bug with parameters:
19.
02/23/01
06/30/01
20.
02/23/01
04/01/01
21.
02/23/01
04/30/01
Run by cash session
Date Range required
User ID
Student loans can not be deferred when 100% is used. This will be reported
as a bug.
Financial Reporting instructions with deadline for April.
Define rules for Due Date and Bill Display. Task force volunteers include
Brad Doss, Jan Ahmann Dave Thorn and Dave Neve.
Teri Welter
Rosalie
Greeman/Margare
t Jenniges
Teri Welter/Al
Finlayson
Instructions were sent out in June and
also distributed at CFFO meeting in
June.
Task Force met. Will be discussed at
May User Group Meeting –
Collections.
22.
23.
02/23/01
02/23/01
04/30/01
05/15/01
Add Business Office Holds as a discretionary Maintenance item.
Recommendation: Application Fee policy should be changed to only to
students that are applying to the institution for a degree, certificate diploma.
Policy has not brought consistency which was the intent of the policy.
-Have language revised for May FUG meeting
24.
25.
02/23/01
02/23/01
05/15/01
05/15/01
Check to see if Cynthia can give info on EFT of federal loans – next FUG
Data Management Queries – Security tied to ISRS – what if people want
these but don’t use ISRS? Need to find out how users change security if only
using the web DATA MGMT Queries.
Teri Welter
Deb Winter,
Rosalie Greeman,
Denis Kelly, Dave
Thorn, Rick
Straka
Dave Lund
Gerry
Rushenberg/Lisa
Liljedahl
26.
02/23/01
05/15/01
Check on printing ISRS reports to a file – check with Glen
Teri Welter
27.
02/23/01
05/15/01
1098-T – Ruling on fees – student union, lap top, athletic fees, student
activities. Dave proposed including all fees until IRS reporting is required.
Get a group together to finalize other issues.
Pat Olson/Teri
Welter
Not Completed
E-mail sent out to volunteers on May
7, 2001. See Item Number 35
Update will be provided.
02/22/01 - 02/23/01 - Gerry thought
that it is possible to change passwords
in the WEB. This is the same security
as replicated. 03/15/01 - Lisa talked
to June N. and you have to change it
in ISRS and it has to be changed every
90 days. 03/19/01 - Sent e-mail to the
members.
Standards Committee Response: As a
standard, all reports will include an email option. We're not sure yet
whether the report itself is in the body
of the e-mail message (which can be
problematic for very large reports), or
if we can simply attach it to the e-mail
message (the preferable solution).
So, as new reports are created, they
must comply with standards. As
existing reports are modified, they are
to be brought up to standards.
Obviously, this will be a lengthy
process. But, we're going to talk
again about setting a date when all
reports are brought up to standards.
To be discussed at May User Group
Meeting – ISRS Status.
05/24/01 FUG - FUG suggested that
there be an institutional maintained
table for object codes and not for the
System Office to decide the object
codes. This is because there are
different definitions depending on the
institution. The group would like
clear definitions from Pat and then
they can decide which object codes to
include on the 1098-T.
28.
02/23/01
05/15/01
1099 – Addresses are not being checked because they may be hand delivered.
Many were returned for insufficient addresses. Possibly send out W-9’s for
any local customers with activity.
Pat Olson/Lisa
Liljedahl
29.
02/23/01
05/15/01
30.
02/23/01
05/15/01
Deb Winter/David
Day
Dave Lund
31.
02/23/01
05/15/01
Security for System Office People will no longer show up on the campus
reports per Jan Ahmann - she heard this from Ross Berndt
Request to add a Total for each transaction type on the interfund accrual
report. (thought after the fact – do you think they need or would want by
bank? Tw)
Rules on Financial Aid Paper Checks
32.
02/23/01
06/30/01
33.
34.
02/23/01
02/23/01
08/31/01
09/30/01
35.
05/24/01
36.
05/24/01
07/1/01
37.
05/24/01
08/15/01
38.
05/24/01
06/30/01
39.
05/24/01
06/30/01
40.
05/24/01
41.
05/24/01
42.
05/24/01
06/30/01
Get the Effective Drop Date Query from Marsha and put into Replicated
Database query library.
Bank Account Maintenance Rules
Get a group together to define rules for recording awards for third party aid
and how to notify FA of changes. Bring to November User Group Meeting.
Judy and Steve will organize a group to review the application procedure.
Volunteers include - Dawn Belko, Rochester-Student Service (per Ruth),
Rick Straka
Add totals to AC0514CP and AC0720CP. Add as discretionary maintenance
item.
User Group would like a total on the AC0450UG. Al agreed to put together
some possible rules as to what makes sense for different tran types.
Non Credit Courses that end before June 30 can be tied to Spring term. This
should be taken to the Student Data Integrity Group (Karen) to verify there
aren’t any issues.
Close PR transactions earlier on the fiscal calendar. Move to Oct 31 and if
campuses want it earlier they can call their campus asst. contact.
Change Student Payroll table rollouts (PR_FA_CNTRL, PR_PAY_PERIOD,
and PR_MATCH_RULES) to Apr 15.
Respond to campus with user group suggestion pertaining to “Inquire on
Institutional Policies on Max Parking Fees”.
Fund 120 credit courses in FY02 should not require a subprogram. Verify
that credit program code in that fund does not require subprogram code on
the AC0104ug.
Deb Winter/Marie
Peterson
Deb Winter
03/22/01 - This year Pat sent the
returned 1099s to the institutions and
informed them to let her know if they
have a correct address and then she
sent the vendor a W-9 to fix the
address and then she returned it to
Dept. of Finance. She didn’t hear
back from very many institutions
though.
05/24/01 FUG- suggestion to send out
quarterly lists of bad addresses (no
addresses).
E-mailed Ross Berndt on May 7, 2001
Complete and in production, includes
sort by bank.
Tabled until summer
From November user group meeting.
Added to Query Library in April 2001
Deb Winter
Teri Welter
Judy
Borgen/Steve
Franz
Teri Welter
Al Finlayson
Karen Kedrowski
Deb Winter
Calendar Updated June 2001
Deb Winter
Calendar Updated June 2001
Deb Winter
Responded to Campus 7/11/01
Teri Welter
Confirmed that this is working
correctly
43.
05/24/01
44.
05/24/01
06/30/01
45.
05/24/01
08/31/01
46.
05/24/01
06/30/01
CT Accounting / Allocation Procedures will be fine tuned and distributed to
FUG for comments
Add a discretionary Maintenance item for “Request to change the number of
days to open a cash session from 5 days to 10 days”
1099 Address Concerns. Follow up with suggestion to send campuses
quarterly report of bad addresses (no addresses).
Put AP report on Data Mgmt.’s website besides on the Internal Audit’s
website. Users are use to looking there for reports.
Deb Winter
Teri Welter
Lisa Liljedahl
Kim McLaughlin
Information sent to CFO’s late May.
See also item 1.