9.2 State Reimbursement Process New COA

Purpose: Use this document as a reference for understanding the state reimbursement process with the new COA

Audience: Finance Office Staff

Payroll

  1. Upon completion of payroll processes colleges are notified that checks are ready to run via email from ERP Payroll Support staff.
  2. College must run the CR7010 query or report (QHC_PY_CR7010_SUMMARY_BY_FUND). Start by selecting the Schedule hyperlink for the CR7010 Data Sammary.
  1. Enter an existing Run Control ID on the Find an Existing Value tab (if you have run this previously) or create a new meaningful Run Control ID on the Add a New Value tab using the Scheduled Query page.
  2. Select the Search button.
Scheduled Query Find an Existing Value tab
  1. Enter the current pay period end date twice (for a single payroll the values for PAY_END_DT are the same).
Schedule Query Pay Period End Date fields
  1. Create an Express Bill
    1. Customer 001000762
    2. Bill Type Identifier: VPA
    3. Distribution Code (AR Offset): Due From VPA (see item f below)
    4. Revenue Distribution (see item f below)
    5. Fund 841/Class 285/98499
    6. Debit 1010200/Credit 4x000xx
      1. 4100010 - State General Fund 001
      2. 4100020 - State Education Legacy Trust Fund 08A
      3. 4100030 - Employment Training Fund 11A (State Board Only)
      4. 4100050 - Workforce Invest Fund 24J
      5. 4100060 - Pension Stabilization Fund 489
      6. 4200010 - St Bldg Cap Project Fund 057
      7. 4200020 - CC Capital Project Fund 060
      8. 4200030 - Gardner Evans Higher Education Construction Fund 357
      9. 4100040 - Education Const Fund 253
    7. DO NOT INVOICE THE TREASURER FOR THIS BILL!!
    8. Record receipt of payment (deposit) by Treasurer (10000x0/1010200).
    9. Reconcile cash in bank (10000x0/10000x0).

Monthly Expenditures (Non-Payroll)

(After month-end close)

Run query to identify net non-payroll expenditures by AFRS Fund/PS Fund (AI)/Project ID/Project User Field 5/Account for all capital projects.

  1. Enter an existing Run Control ID on the Find an Existing Value tab (if you have run this previously) or create a new meaningful Run Control ID on the Add a New Value tab using the Query Report Scheduler page.
  2. Select the Search button.
  1. Update parameters for the current month by selecting the Update Parameters hyperlink in the Report Definition section of the Query Report Scheduler page.
  1. On the Prompt for Query page enter:
    1. Business Unit (WA170)
    2. Fiscal Year (2019)
    3. Period (02)
  2. Select the OK button.
Query Prompt page
  1. Open the Report Manager page by following Reporting Tools > BI Publisher > Query Report Scheduler > Report Manager navigation.
  2. Select the File Name of the report (pdf) you wish to view from the File List section of the page.
  1. View the Vendor Payment Advance Reimbursement Report pdf.
VPA Report
  1. Create an Express Bill - Do not record as A/R Open Item or as Direct Journal
    1. Customer 001000762
    2. Bill Type Identifier: VPA
    3. Distribution Code (AR Offset): Due From VPA (see item f below)
    4. Revenue Distribution (see item f below)
    5. Fund 841/Class 285/98499
    6. Debit 1010200/Credit 4x000xx
      1. 4100010 - State General Fund 001
      2. 4100020 - State Education Legacy Trust Fund 08A
      3. 4100030 - Employment Training Fund 11A (State Board Only)
      4. 4100050 - Workforce Invest Fund 24J
      5. 4100060 - Pension Stabilization Fund 489
      6. 4200010 - St Bldg Cap Project Fund 057
      7. 4200020 - CC Capital Project Fund 060
      8. 4200030 - Gardner Evans Higher Education Construction Fund 357
      9. 4100040 - Education Const Fund 253
  2. Submit A7 Treasury Journal Voucher to the State Treasurer listing each fund (001, 08A, 057, etc) either via fax or email.
  3. Record receipt of payment (deposit) by Treasurer (10000x0/1010200).
  4. Reconcile cash in bank (10000x0/10000x0).

Year-End Entries (Prd 132 and 133)

  1. Reverse (Dr) all revenue (4100010, 4200010, etc) in 841-285-98499 with an offset (Cr) to cash in bank 10000x0.
  2. Record cash in bank (Dr 10000x0) and revenue (Cr 4x000xx) in each Appropriation Index (101, 3E0, etc) ensuring the revenue equals the cash expenditures.

Building/Innovation Fee Remittance

(After month-end close)

  1. Run query to identify net cash collected for both Building (Z60) and Innovation Fee (Z61). You will need to create a Run Control for this report.
  1. Select the Go to BIP Report Search hyperlink.
  2. Select the BFS_GL_BLDIN - BFS_GL_BLDIN.pdf file from the report page.
    1. Report page 1 shows Year-to-Date submissions and collections of Building Fee and page 2 shows the YTD submissions and collections of Innovation Fee.
    2. Non-Op Building Remittance Fee shows YTD payments and Cash shows YTD collections
    3. Amount to be remitted should be the net amount.
Example of BIP Report
  1. Create a Quick Invoice
    1. Supplier V000045380
    2. Expenditure Distribution (see item d below)
    3. Fund 841/Class 285/98499
    4. Debit 5120xxx/Credit 2001100
      1. 5120010  Non-Op Building Fee Remittance Fund 060
      2. 5120020  Non-Op Innov Fee Remittance Fund 561
  2. Submit A8 Treasury Journal Voucher to the State Treasurer listing each fund (060, 057, etc) either via fax or email.
  3. Send funds to the Treasurer via ACH or Wire.
  4. Record payment to Treasurer/Cash In Bank: Dr 2001100/Cr 1000070.

Year-End Entries (Prd 132 and 133)

  1. Reverse (Cr) all expenditures (51200x0) in 841-285-98499 with an offset (Dr) to Internal Cash 1000199.
  2. Record cash in bank (Cr 1000199) and expenditure (Dr 51200x0) in each PS_Fund/Appr Index (060/Z60, 561/Z61) ensuring the expenditures equals the cash revenue collected.
Year-End Entries collected spreadsheet

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