Finance User Group
December 9th and 10th, 1999
Location: St. Cloud State University, St. Cloud
MINUTES
PRESENT:
Jan Mahoney
Dawn Belko
Steve Smith
Jery Winans
Dave Thorn 12/ 9 only
Pat Nordick
Marcia Buekelman 12/ 9 only
Rich Burke
Bill Maki 12/ 9 only
Lori Bates 12/10 only
MNSCU PERSONNEL PRESENT:
Jan Ahmann
Roger Gillson
Rosalie Greeman
Marie Krey 12/ 9 only
Lisa Liljedahl 12/ 9 only
Melissa Primus 12/ 9 only
Dave Lund
Teri Welter
Deb Winter
ABSENT:
Gary Myhre
Tony Bartovich
Rick Straka
GUESTS:
Gwen Carlson, St. Cloud State University
Steering Committee Update
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Update to user group on equipment upgrades – new disks, servers and moving replicated databases
to alpha machines by the end of January. Better performance should be realized from these
changes, with additional upgrades scheduled for late spring.
Asked Users for feedback on Hot Standby to be used for replicated databases. This will allow
nearly instant update to the replicated database. These databases then would be used to run reports
so that they are efficiently processed and do not conflict with production databases. A "quiet time"
is being recommended each morning when updates will be held. This would allow users
developing queries a chance to test changes and compare output with consistent data.
Recommendation: Tradeoff quiet time during the day so that up to date reports can be run up to
date. If a quiet time is needed, it should be in the evening.
Enhancement Workgroup Updates
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Went through each module’s enhancement requests that the workgroups recommended to delete.
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Group agreed to move address concerns from PCS list to Facilities so they are considered with the
module’s rollout.
Note: Group would like either a Source article on:
how to cut print jobs
Don’t double click on PCS req #706
Follow-up to this process - Enhancements results will be sent out on the listservs, and submitting
user will be notified if their request is completed or deleted.
Tax Issues
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W-9’s were sent out 12/3. Problems: picked up Non credit classes in error, and can’t determine
customized training third party payers, if there is a credit attached. Future: limit to students
carrying at least 1 credit, and implement a quality assurance process.
1098T’s – Will not be able to put figures on them this year. It will include the campus name and
contact. New database is being built to consolidate various databases into a table.
Request: can the form include a statement that this is not required to be attached to 1040
Future: Financial information will be included on statement for calendar year 2000. Planning for
the need to include information on who can claim the student as a dependant for calendar year
2000.
Problem areas –
o Correctional Facilities – Try to identify by address so that 1098’s are not sent to them.
o Foreign Students – 1098T not required for them. Identify by eliminating foreign
addresses for this year. For the future we need to identify these students up front using
International Student functionality.
Comment that laptop is a "B" object code, but needs to be included in this data.
1099’s – An Access report has been developed, with expected distribution to campuses next week.
This will include information from Person and Non-Person tables. Users will be given instructions
on running report and items to be reviewed.
International Student – Consultant is looking at these issues.
W-2’s –
Issue from Mankato – What to do with adjustments that did not get into legacy system.
Al and Lisa will discuss and determine if multiple W2’s will be sent out.
Do not cancel stale dated payroll warrants. These funds must be returned to the Department of
Commerce
Problems are appearing on Student Payroll’s tax reports from changes to prior period payrolls.
These changes are reflected against the original date, which can give the appearance of a late tax
deposit.
Graduate Assistant tuition waivers have been determined as taxable, and will be included on W-2s.
FICA refunds will be available soon. The system office will handle all IRS filing (W-2C and 941C).
Student Payroll
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Prior payperiod adjustments are recorded back to as part of the prior payperiod. This causes two
checks to be cut for a student. Also, this is causing tax reporting reconciliation to be very difficult.
Discussion took place to determine where this priority should be inserted and what should drop off
the list.
Add to the Short Term Goals as 11.
System Office will identify the date when prior calendar adjustments can no longer be made that
will affect W2’s. This will be communicated to users via the listserv.
FICA and Medicare Refund Functional Spec is complete and will be going to QA.
HR Payroll Subgroup – met in October to look at bugs and enhancements and to prioritize, and
will meet again in January.
CURRENT STATUS
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Review of MnSCU System Problems identified at October meeting.
Missing student payroll transactions.
o System office has been entering failed transactions. Business Process Review is needed –
Should campuses be allowed to cancel tax checks? Currently there is no way to fix these.
Bad RE transactions from Third Party – used 7040 instead of 9001.
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Completed.
Bad Financial Aid reversal transactions.
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Completed.
Doubled up XV’s and XG’s.
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Completed.
Doubled up XD’s and CD’s.
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AP0017CB has been fixed. AP0016CB is fixed. AP120CB will find any missing CD’s and
resubmit them. Can be run as a query or in update. All will be released on 12/13. Check Status "I"
cancel-reissue is not showing up assurance reports to identify if any transactions fail. This problem
will have to be addressed separately.
Missing Third Party transactions in MAPS. (System Office posted directly into MAPS in September for
FY99.)
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JG’s started going to MAPS on 8/27. System Office will manually record FY2000 transactions
fixed. MAPS program to move activity from 99 to 2000 included all revenue. Because JG’s were
not in MAPS in 99 for third party, the amount rolled was not correct. System Office will contact
campuses on this and what to do.
Cancelled check program failures.
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Functional Spec is complete, to allow "C" status to be reset to "N" if cancellation is not complete.
Batch Process problems.
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Batch enhancements included possible scheduling to better process batches so they don’t run into
each other. Other enhancement would be to resubmit transactions if they fail.
Missing transactions from AR0180UG – (40 students).
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Have been identified and have been corrected or will be soon. Jan is working with Raja to fix.
Financial Aid – Aid applied (Change FY99 to FY00).
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Mostly complete, but still working to modify screens to allow transactions for prior terms.
Uniface 7 Upgrade
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Completed – Plan is to go through every module and clean them up and make enhancements
possible with the upgrade.
Third Party Billing – Nearly complete; testing and QA to follow soon. AR0200UG is not working
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Program is being rewritten.
CT/CE Exception and Third Party Screen
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Anticipating release in very near future.
Grouping of special Course Fees
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Completed.
CI/CA Modules are in Production. Additional reports and screens are still needed.
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Necessary changes for phone billings have been identified and are being addressed.
AR Bug List
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Hard Bugs are put to the top of the list above system enhancements.
Uniface messages – Idea from steering committee being explored is to store update messages on
the web for a period of time.
Year Term Object Code changes – Most "N" object codes changed to "B" as requested by group. Changes
to AR_01 security have been identified. Notice to campuses will be going out in January, prior to change.
Security forms also to be updated accordingly. System Office review of security groups to identify
incompatible functions is not yet completed. OLA has asked that reports be developed to show cancelled
registrations, waivers, and uncollectable or written-off balances. "Top Ten" priorities update:
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Hard Bugs/1099’s/W2’s – Being worked on
Reverse Cancelled Check – Spec Complete
Load Bank Statement Data to reconciliation program – work started
Completion of Cost Allocation and Consumable Inventory systems – Consumable Inventory
complete except reports, Cost Allocation working well except for revisions identified for Phone
Billing and reports
5. Student Payroll – Graduate Assistant Waiver W2 reporting – work in progress to assure that these
amounts are included
6. Student Payroll – FICA refunds – to be released shortly
7. Non Student Invoice/Statement – nothing done yet
8. Interfund Accrual Payoff Process – nothing done yet
9. Third Party Process – Implementation of Business Process Review results – preliminary proposal
given to group, additional work to be done.
10. Funds Applied – Separate processing of Prepays and Third Party payments – nothing done yet.
Misc. Issues
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Check Printing Sort Order - Current sort is alpha only – by initial design, Single Check items
should print first. Group confirmed return to that method.
EFT of Local Payment – Currently no functionality. EDI is another process that vendors are
requesting. 3M said they will not do business with MnSCU without EDI of purchase orders and
invoices. Group concluded that this must be pursued.
Suggested pilot is the campus tax checks to the system office.
Check possibility of including EFT Vendor indicator in our vendor lookups.
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Fee statement legal language – 35A.041 "Tuition pays for approximately …% of the cost of a
student at a public college. The State of Minnesota pays approximately $…. Of the average cost
for full-time students". System Office will come up with a proposed formula, the message will be
added to the student bill, and a means for the institution to insert their values will be provided.
Trading Periods – allowed by Board Policies, Chapter 5, 5.8 part 1.
Campuses waive charges, backdate drop, or have changed total obligation date to 7 days
and do not allow free drops.
Check with Raja to determine if programming is already done.
Business process – During a specified period of time after the drop/add period, a student
may drop a class and add a replacement class up to the same credit level, with no
additional charge. Refunds are usually not given if less credits are taken.
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Business Process Review – group reviewed proposed template. Add narrative to define system on
#5.
Third Party Cash Award Business Process Review
Need to summarize proposal (Third Party Cash Award) and complete Business Process
Review.
Concerns expressed on how Student Bill reflects balance checks and receipts made to
third party.
Answer to question: Users say we are not obligated to record the parents as a third party.
Definition of Third Party – implied or informal contract. Need to check on definition.
Receivable Collections Process
Deb reviewed the flow chart – Change Yes/NO on "Required to use MCE". Add "Revenue Recapture
option" after late fee and before MCE.
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Need to clarify with MCE whether they require campuses to remove from revenue recapture prior
to sending to MCE. Answer: MCE will put them in if user hasn’t, otherwise you can leave them in
and send to MCE.
Define rule of late fees: whether that fee needs to be removed prior to sending to MCE. Per Al,
You need to remove late fees prior to sending to MCE, otherwise MCE cannot charge the student
their administrative fee.
Form workgroups
Third Party Cash Award and Reconciliations – Jan Mahoney is Chair and Northern region – will include a
CC from their area.
A/R Collections – Saturn and Central
Billing/Aging/Due Dates/Deferments/Payment Plans/Defining a Customer – Lori B
MCE/Revenue Recapture/Late Fee/Waiver/Collection/ Effort/Write-off – Steve
Tuition and Fee Calculations – Metro – Chair to be recruited by Deb.
Functional Specs were review and approved:
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CT Spec Invoice Number - Is it possible to add another restriction for the third party award –
invoice number.
Facilities Progress Report and Screens
Prior Year Waivers
Student Summary Report
Tuition Calc for closed terms
WEB Applications
Show student bill on WEB – financial aid should go hand in hand
1098T’s
Collect Payments via WEB
Payment of Application Fee
Recommendation: priority should be given to information students need, prior to administrative needs.
Steering Committee will be discussing in January. This group would like to see entire list to respond to
prior to the Steering Committee meeting.
CT Use of Term XXXX9 Term – Possible concerns to be addressed:
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Should not affect payoff priorities
Student bill will show charges correctly
Financial Aid Concerns – Are hour based classes eligible for financial aid – appears that this has
been determined not to be eligible.
This term would allow programming done for this term following different business rules if they
can agree upon them.
Concern strongly expressed: A separate set of rules for CT can create several problems, such as
the resources needed to operate differently, who authorizes the practices, and who monitors
compliance with the rules. Are internal controls being compromised?
CT needs to understand that there is a set of business rules based on non-profit status. It is prudent
that they have aging receivables, due dates….
Review of Top Ten
Group approved list to stand as is. PALS interface is also being worked on which was left over from a
previous list of priorities but was never finished.
Next Meeting
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Date – Feb 10-11 Alexandria TC suggested to stay at the Holiday Inn . Bring appropriate winter
gear. Evening activity is being planned. (After this meeting, dates will be changed to Thurs-Friday
of the 4th week of the month.)
Agenda items –
1. Subgroup updates (Payroll/Student Payroll/LMS)
2. BPR Work Group Updates (AR Collections/Reconciliations/Tuition and Fee Calc/Third
Party)
3. Steering Committee Updates
4. Current Status
5. CT Module Overview
6. Tax Issues Update
7. Functional Specs
8. Top Ten
9. CIP Code/Budget and Allocation Update
Recorded by: Teri Welter, Lisa Liljedahl, and Dave Lund