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
Agency Account Information
Query 2
Select the following criteria when running the report
Agency Account Information
Entering Query Criteria
Month range should be entered as: July, current year through current, current
Enter account number here
Agency Account Information
Entering Query Criteria
Select the following criteria
Agency Account Information
Entering Query Criteria
Enter the account number or account name to display the transaction listing.
Agency Account Information
Running a Query
To search by account number, enter it here
Click here to search by account name
Agency Account Information
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 #?
Agency Account Information
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)
Agency Account Information
Reading Transaction Listings
Doc Num: KFS document number or scrubber feed number
Transaction Description: Purpose for the transaction
Expend: Amount of the transaction
Agency Account Information
Reading Transaction Listings
• 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
Agency Account Information
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
Agency Account Information – Types of Documents
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)
Agency Account Information – Types of Documents
DI: Distribution of Income and Expenses
Click here
Transfer of expenses from departments. Departmental Sponsorships are processed on GEC’s
Agency Account Information – Types of Documents
GEC: General Error Correction
Click here
Tracking # and Reference #: CSI#### (Departmental sponsorship)
Agency Account Information – Types of Documents
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.
Agency Account Information – Types of Documents
CR: Cash Receipt
Click here
Description: Name of the individual who made the deposit
Tracking #: Receipt number
Agency Account Information – Types of Documents
CR: Cash Receipt
Revenue from ticket sales
Agency Account Information – Types of Documents
JV: Journal Voucher
Click here
Revenue from ticket sales
Agency Account Information – Types of Documents
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####
Agency Account Information – Types of Documents
DV: Disbursement Voucher
Agency Account Information – Types of Documents
DV: Disbursement Voucher
Click here
Tracking #: The individual who submitted the check request
Description: Check payee
Agency Account Information – Types of Documents
DV: Disbursement Voucher
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 Lookup – Query 387
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
Check Lookup – Query 387
• 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
• 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
• 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
• 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