WHATS NEW

• BAR (Budget, Accounting, and Reporting)meeting on April 25 & 26
  • State Board link to presentations
    • AAG’s opinion on S&A Fees & Collections/Fraud/Bankruptcy
    • Funds & Fund Types discussion
    • & more!
  • 1098T Survey Results a la Jackie, Tamara, & Brandon
• Third Party Contracts
  • Refrain from using the following Tree Nodes when creating/rolling contracts:
    • ALL, ALL_CHARGES, ALL_CREDITS, FINANCIAL_AID_ADJUST, REFUNDS, or Conversion Nodes
      • TPCs should be monitored to pay specific fees as designated by the External Organization/Third Party. The use of nodes that allow for broad payment is a security threat and should be reviewed and discontinued.
• Key Words & Solar Winds Item Type Form
  • New drop-down options have been added onto the item type form to accommodate the ongoing work regarding key words.

PLEASE KEEP IN MIND

• WHO is watching your vendors?
  • Please take time to review/update the main point of contact & communications for all your 3rd party vendors...especially ones that impact cash flow!
  • In addition, make sure that any outstanding important dates are “calendared” and shared between more than 1 person as assurance. Setting an Outlook reminder to avoid students not being able to pay online!
  • Consider including more staff and/or a distribution list on 3rd party software update/communication emails.
• 1098T Statements
  • Reminder (from BAR presentation) to regularly ask students for any missing SSNs and to ask students to consent to electronic notification!!
  • Last call to volunteer for the 24’ 1098T Work Group  focus this year on the Process Guide  send Brandon an email if interested.
• Cashier Office closing & template reminder (PLEASE REVIEW YOUR RUN CONTROLS)
  • The new template, CASHIER/GL, was created a year and a half ago to help eliminate some common reconciliation issues we noticed.
  • Using the wrong template causes numerous errors between the CS and Finance pillars, including transactions not being sent, fund balancing issues, and incorrect balances with accounts.

TRAININGS/WORK SESSIONS/RESOURCES

Past 30 Days

• CPL’s Part III (Canvas Link)
  • Held on April 18^th
  • The recording is linked above, thank you Training Team!

Upcoming 30 Days

• End of Fiscal Year Prep
  • May 20^th (9-11am)
• Write-Off Updates
  • May 23^rd:Please join us to learn about important updates to this process.
• SF Reconciliation
  • This session has been moved to June 3 (from May 20)

Resources

• CtcLink Accounting Manual
  • The manual references established accounting policy and presents conventional practices adopted by the colleges to implement those policies. In many instances throughout the manual alternate practices or methods are presented.
• SF DL Blasts
  • Are you on all the right distribution lists (besides ctcLinkSF & BAR)? Subscribe here!

Thank you for taking the time to review this information. Please feel free to reach out if you have any questions or need further clarification ([email protected].)

-Your State Board SF Team