Office of the Controller Bulletins
Last Revised: 10/23/08
Contact: Meagan Rudowski (323-3125) or MRUDOWSKI@NVCC.EDU
Posting of Parking and Nova Card Deposits |
|
| INTRO | Introduction |
| FY99-01 | Addendum to Deposit of Collection Fees Collected on Campus |
| FY99-02 | Bank Deposits & Recording of Parking Funds Revenue |
| FY99-03 | Meter Collection Procedure |
| FY99-04 | FRS Subsidiary Revenue Codes |
| FY99-05 | Year-end Procedures for Fiscal Year 1999 |
| FY98-01 | Cashiers' Questions & Administrative Responses |
| FY98-02 | Calling Campus Police for Emergency Situations |
| FY98-03 | Review of Revised Section 13, ASPM |
| FY98-04 | Recording Collection Fees on the SU05 Hold Screen |
| FY98-05 | Parking Policy Revisions |
| FY98-06 | Refunds to Students after Third Party Payments |
| FY98-07 | Deposit of Financial Aid Scholarship and Repayment Funds |
| FY98-08 | Vendor/Marketer Parking Policy |
| FY98-09 | Emergency Services Personnel Parking Permits |
| FY98-10 | Deferred Revenue |
| FY98-11 | Dishonored Check Fees |
| FY98-12 | Student Information |
| FY98-13 | Year-end Procedures for Fiscal Year 1998 |
| FY98-14 | Wash Entries |
| FY98-15 | Deposit of Collection Fees Collected on Campus |
| FY97-1 | Financial Aid Offices to Collect Repayments for FA Awards |
| FY97-2 | Schedule to Calculate & Restore Student Financial Aid Refunds |
| FY97-3 | Deferral Revenue |
| FY97-4 | Reporting for Virginia Works |
| FY97-5 | Charge Card Contract - NDP |
| FY97-6 | Automated Disbursements for Financial Aid Students |
| FY97-7 | Auditor of Public Accounts Findings - FY96 |
| FY97-8 | CARS Suspense Account for Bank Reconciling Items |
| FY97-9 | InVision Access for State Account |
| FY97-10 | Parking/Police & Business Office Personnel Training |
| FY97-11 | SIS Modifications - Class Schedule Subsystem |
| FY97-12 | Audit Requirements - Action Required |
| FY97-13 | Parking Services Procedures - Money Handling |
| FY97-14 | Dishonored Checks |
| FY97-15 | Year-end Procedures for FY97 |
| FY97-16 | Procedures for Audit Points |
| FY97-17 | Disposition of Unidentifiable Parking Tickets |
| FY97-18 | Write-Off Procedures |
In order to communicate more effectively with Campus Business Offices (CBS), The Office of the Controller initiated the use of "Fiscal & Auxiliary Services Bulletins" in February 1997.
These bulletins are intended to relay important policy, procedural and informational notices to the CBS. Dissemination under a Controller's Bulletin number should standardize or codify those items and let various groups know that the bulletins are an official notification of policy, procedure or information. Other communication from The Controller's Office will continue to come out in the form of memos, phone calls and E-mail, but will not carry the weight of a Controller's Office official bulletin.
Any attachments referenced below can be obtained from the Office of the Controller.
If you have any comments or suggestions regarding the bulletins, please contact Stephen H. Mahood, Controller.
February 3, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-1
FINANCIAL AID OFFICES TO COLLECT REPAYMENTS FOR F.A. AWARDS
Financial Aid Offices on each campus are to continue with the process in place at the present time of accepting money from students for repayments for Financial Aid Awards. Further reference: Memo of January 30, 1997 "Financial Aid Audit - Response Sent to VCCS"
February 3, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-2
SCHEDULE TO CALCULATE & RESTORE STUDENT F.A. REFUNDS
The following schedule is effective immediately. For further reference see Mahood's January 30, 1997 memo, "Financial Aid Audit - Response Sent to VCCS"
SCHEDULE TO CALCULATE & RESTORE
STUDENT FINANCIAL AID REFUNDS
Task : Generate Refund/Repayment Report bi-weekly on Monday beginning February 3, 1997 and send to campus Financial Aid Counselor with a duplicate copy to the Office of Student Benefits and Support Services.
Days to Complete: 3(Wed) Office Responsible: Computing & Information Svc.
-/-/-/-/-/-
Task: Calculate Refunds/Repayments
Days to Complete: 7(Wed) Office Responsible: Financial Aid Office
-/-/-/-/-
Task: Prepare Revenue Refund Request and transmit to Fiscal & Auxiliary Services.
Days to Complete: 7(Wed) Office Responsible: Business Office
-/-/-/-/-
Task: Fiscal & Auxiliary Services, Local Funds, credits appropriate Federal Student Aid account and provides a copy of Revenue Refund Request to Budget office if a Virginia Student Aid program is involved.
Days to Complete: 7(Wed) Office Responsible: Fiscal & Auxiliary Services
-/-/-/-/-
Task: Budget Office, State Funds, credits appropriate State Student Aid Program by preparing an ATV-Form- DA-06-152-86.
Days to Complete: 5(Mon) Office Responsible: State Funds
-/-/-/-/-
Task: Fiscal & Auxiliary Services will prepare a report monthly (the beginning of each month) indicating by campus refunds/repayments to Federal Student Aid Programs.
Days to Complete: monthly Office Responsible: Fiscal & Auxiliary Services
-/-/-/-/-
Task: Financial Aid Offices will adjust the ongoing basis Financial Aid Office financial aid management system upon calculation of a refund/repayment in order to re-award program funds to other eligible students.
Days to Complete: ongoing Office Responsible: Financial Aid Office
-/-/-/-/-
Number of Days to Restore Federal Student Aid Funds = 24
Number of Days to Restore State Student Aid Funds = 29
February 4, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-3
DEFERRED REVENUE
This is to advise you on procedures for processing deferred revenue for Fiscal Year 1997.
Tuition for any non-credit course ending by June 12, 1997, will be deposited as current revenue and expenses paid from fiscal year 1997 funds. For those non-credit courses ending after June 12, 1997, tuition will be deposited into the deferred revenue account.
All tuition for credit courses for the 1997 Summer Session will be deposited as deferred revenue. The FRS account codes for the above are as follows:
Deferred In/State 10050X0100
Deferred Out/State 10055X0100
Deferred Continuing Ed 10054X0100
If it is necessary to make a revenue refund from deferred revenue, use the above FRS codes. If these codes are not used, the refund will not come from deferred revenue. Remember to continue to use the "D" in the credit/debit field for credit card refunds for deferred revenue. Any refunds from deferred monies made after the beginning of the new fiscal year (July 1, 1997) should be coded as summer tuition.
The transaction code for deferred revenue IAT's is 134 when NVCC is the credit agency. Use transaction code 434 to indicate a reduction in deferred revenue on an IAT.
Since all deferred revenue is deposited into account control 0100, you will need to keep track of these deposits and refunds and prepare a breakdown for us by July 20, 1997 so that we may credit back the correct amounts into the proper account codes. It may be helpful to reconcile your deferred revenue on a monthly basis. To assist you in this, we will forward a detailed monthly report of deferred revenue (FBM 092) to each business office. Also, you can refer to the FRS inquiry screens to monitor activity in deferred revenue. If you need assistance in accessing the FRS screens, please let us know.
Beginning with the close of business on May 30, 1997 (the last date for 12-week registration), the automated refunds downloaded by CIS from our SIS system should be from the deferred FRS codes. Between July 1 and August 8 (Summer Session) automated refunds should come from summer in/state and out/state codes. After August 8, we should revert to regular in/state and out/state codes. Please see the schedule below, noting the "X" refers to campus codes.
May 31 - June 30: Deferred In/State 10050X0100 Deferred Out/State 10055X0100 July 1 - August 8: Summer In/State 10077X0250 Summer Out/State 10078X0260 August 9 - Regular In/State 10075X0210 Regular Out/State 10076X0230
Thanks for your cooperation in these matters. Please call Judy Evens (323-3809) if you have any questions.
February 12, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-4
REPORTING FOR VIRGINIA WORKS
This is to provide you with a format to submit the necessary information regarding the Virginia Works survey referenced in the attached memos from Dean Baker, Chancellor Oliver and Vice Chancellor Petersen.
You will note the third paragraph of the Chancellor's memo as well as the second paragraph of MS. Petersen's memo that uses the identical language in describing the requirements of the survey:
" Information required for each sponsor or company will include the sponsor or company name, the company or sponsor federal tax identification number, the total revenue collected, and the the duplicated count of students served."
This information, as requested, is for NON-CREDIT CLASSES DURING THE 1995-1996 ACADEMIC YEAR. IT IS TO INCLUDE INDIVIDUAL STUDENTS SENT BY A COMPANY WITH AN AUTHORIZATION TO BILL THAT COMPANY AS WELL AS CLASSES TAUGHT BY THE COLLEGE FOR COMPANIES. Although credit classes are mentioned in these memos, that information has already been supplied to the VCCS and does not need to be submitted again.
As a "heads up," you will note that Ms. Petersen says that this non-credit information will be requested again for the 1996-1997 Academic Year.
Please work with the Office of Community Education/Community Service on your campus to supply the information to me in the desired format by February 26, 1997. As there is no spare time built into the VCCS deadline, please plan to submit the information in order that NVCC can meet the required date.
Should you have any questions or problems, please contact me. Thank you.
February 18, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-5
CHARGE CARD CONTRACT - NATIONAL DATA PAYMENT, INC. (NDP)
This is to provide you with additional information regarding the charge card contract that the Commonwealth and the College have with National Data Payment (NDP).
NOTE: Attachments provided with this bulletin are available from the Fiscal & Auxiliary Services Office.
February 19, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-6
AUTOMATED DISBURSEMENTS FOR FINANCIAL AID STUDENTS
The attached draft is a layout of the steps involved in the automated disbursement for financial aid students when the financial aid process becomes centralized. It was developed by Jim Brunner, Jerre Kilgore, Carol Mowbray, Kathy Vessey and Stephen Mahood. Please read this over carefully and provide comments to me by Friday, March 7, 1997.
It is the feeling of the committee that the proposed draft for financial aid processing will be the most advantageous to all concerned. Campus Business Offices (CBOs) will note that they will not have to enter and receipt each student. This change is seen as a definite plus for the CBOs.
When I have received your comments, the committee will meet. It is my understanding that there may be additional issues that need to be opened for discussion concerning centralization work flows. It my intention that dialogues involving financial aid personnel and the CBOs' people be held when necessary to facilitate as smooth a transition to centralization as possible. Thank you for your attention to this matter.
March 4, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-7
AUDITOR OF PUBLIC ACCOUNTS (APA) FINDINGS - FISCAL YEAR 1996
The attached report provides the APA findings for FY96 along with the College's draft responses. (Subsequently, Point One's response has been shortened by NVCC after consultation with the VCCS Internal Auditors. That modified response is also included.)
I would call your attention to Findings Number Three and Four which require action from the Campus Business Offices.
FINDING NUMBER THREE: REVIEW OF DAILY FRS REVENUE POSTINGS
The APA is saying in this finding that the initiating Business Offices and Parking/Police-Public Safety Offices are not "closing the loop" to ensure proper inputting of their deposits by checking FRS postings. The APA wants "Parking and Business Office employees...be required to review daily FRS postings...." They also want Chapter 13 to reflect this requirement. You will note that the College's response was that we agreed with the finding and that I would formulate a policy on this matter with the concurrence of the Campus Business Managers. To that end, the Managers and/or the Cashiers and I need to meet to develop such a procedures and policies as are necessary to comply with the APA finding. It is my strategy that we work out a procedure to initially comply with the finding. After several months of auditable data, if there is a high degree of accuracy with the inputting, then the College can go back to the APA and request that a statistical sampling be audited by the Campus Business Offices and Parking/Public-Public Safety Offices rather than all the deposits.
FINDING NUMBER FOUR: REVIEW OF SYSTEM GENERATED REVENUE REFUNDS
In this finding, the APA wants the College Business Offices to review after the fact revenue refunds that are processed automatically through CICS. The NVCC response was that we agreed with the fact that we did not review an automatic process, but that the College feels that 98% or better of the refunds are processed correctly without human involvement. As a response, we said that "the College Business Managers and/or Cashiers will decide on a uniform policy to review system-generated automatic refunds. This group will decide on the numerical sampling of refunds and/or the dollar threshold to be audited." It should be noted that we told the APA the College would want to revisit this finding next year with the possible aim of dropping the audit requirement if the samplings prove a high degree of accuracy.
Action Required: In order to develop policies and procedures on both of these findings, I would like to call a meeting of Campus Business Managers and/or the Cashiers on Wednesday, March 26, 1997. (10:00 a.m. in the Large Board Room, Brault; the Foundation has the room until 10.) This is an "off week" for the Dean's Staff Meetings and would present an excellent opportunity for a meeting. The date would also allow all parties concerned to study the findings, the College responses and begin to formulate suggestions for the necessary policies and procedures.
March 5, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-8
CARS SUSPENSE ACCOUNT FOR BANK RECONCILING ITEMS
The attached memo from the VCCS informs the College of new procedures to correct bank reconciliation items resulting from deposit transactions. As many of us are aware, The Department of the Treasury (Treasury) has experienced a high rate of problems in reconciling state accounts. As a result of those problems, these new procedures have been instituted in the hopes of better managing the Treasury's various bank accounts.
As has been past practice, Ms. Judy Evans, Accountant in Fiscal & Auxiliary Services, is the agency expert on deposits, reconciliations, and corrections. She will be responsible along with the Cashiers to clear the CARS suspense account of NVCC deposit items should Treasury place any of our transactions in suspense.
Essentially there are two elements to the correction process. If a Campus Business Office discovers that there is a deposit error, and that transaction has not yet been put into suspense, then past correction techniques (a correcting DC initiated by the Business Office) will be used with Proper Authorization from the Treasury Bank Reconciliation Representative:
FIRST UNION - Ron Witherspoon - 804.225.3247
SIGNET - Regina Rather - 804.371.7988
If, on the other hand, a transaction has been placed in suspense by Treasury, the contents of this bulletin will apply. Ms. Evans will contact the Business Office to work with you to resolve the transaction and prepare an Agency Transaction Voucher (ATV). While the contents of memo from VCCS are detailed and somewhat complex, Ms. Evans will guide you through the process. Should you have any questions on this bulletin, please contact either Ms. Judy Evans or Mr. Stephen Mahood.
Reference: FRS Bulletin #3-97--Procedures for Correcting Bank Reconciliation Items from CARS Suspense Account.
March 25, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-9
INVISION ACCESS FOR STATE ACCOUNTS
Access to the state revenue account is now possible through First Union Bank's on-line InVision program. All cashiers have been set up for inquiry capabilities, even though Manassas campus does not have adequate equipment at this time. We will address the inclusion of additional personnel as back-up processors at a later date in Phase II.
Logon ID's and passwords will remain the same, but be advised that passwords expire every thirty days and should be reset prior to expiration. Our contact at First Union for resetting expired passwords is Eric Franklin who can be reached at 800-326-7288.
Attached is a highlighted screen print of the menus and selections appropriate for access. Any questions on this bulletin should be addressed to Ms. Judy Evans or Mr. Stephen Mahood in Fiscal & Auxiliary Services.
March 25, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-10
PARKING SERVICES/POLICE AND BUSINESS OFFICE PERSONNEL TRAINING--COPING SKILLS FOR CUSTOMER SERVICE PROFESSIONALS
This is to provide you with information regarding the upcoming in-service training for Parking Services/Police and Business Office Personnel that was announced at the last Dean's Staff Meeting (March 19, 1997).
There will be a very professional program (see the attached program outline, which was distributed at the Staff Meeting) presented by the American Management Association (AMA) on: Coping Skills for Customer Service Professionals The training will be held: April 4, 1997 (Friday) 8:30 am - 4:00 pm Ernst Community Center (Seminar Rooms). This training is being provided as a direct result of requests received on the evaluation forms of the First Annual Fiscal Employees Professional Development Day held last fall. The training is funded by Parking Auxiliary Services. It is expected that Parking Services personnel will attend this training. At those campuses where Police handle customers with parking issues, it is expected that those police employees will attend also. Business Office staff, as well as their Business Managers, are strongly urged to be present.
The training is designed to give tools and helpful methods for "in the trenches" personnel to deal with unsatisfied customers. Please fill out the registration form and return to Ms. Carol Larson by March 28, 1997. If you have any questions, please contact Stephen H. Mahood.
April 1, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-11
SIS MODIFICATION - CLASS SCHEDULE SUBSYSTEM
This is to furnish you with information from Ms. Sushie Rath, Systems Development, regarding a modification to capture a new field of information when the course is offered under contract to business and industry. The change is a direct result of the VCCS survey request that was conducted earlier in the semester which took great time and energy by all concerned.
"The Class Schedule Add and Update transactions have been modified to capture a new field of information when the course is offered under contract to business and industry. The default value for this field (CONTRACT:) will remain as "N" indicating that the offering is not a contract class. This field will have to be set to "Y" when a particular course is a contract course.This enhancement was necessitated because the requirement to report specific information on courses contracted to business and industry is not supported by our current "Agency" subsystem of the SIS, as it does not have the capability to identify courses contracted to business and industry."
Please contact Fiscal & Auxiliary if further clarification is required.
April 1, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-12
AUDIT REQUIREMENTS - ACTION REQUIRED (AND OTHER ISSUES)
This is to provide you with recommended audit requirement actions that are suggested for implementation by the Campus Business Managers relating to the Auditors of Public Accounts (APA) findings for FY1996.
As background, I call your attention to Fiscal and Auxiliary Services Bulletin No. FY97-7. As you are aware, a committee of Cashiers and Business Managers was formed to design policies and procedures for two audit issues:
o Daily FRS Revenue Postings
o System Generated Revenue Refunds
These policies and procedures are herein set forth as recommendations for adoption by the Business Managers. If anyone has a better suggestion, or wishes to modify the recommendations of this committee, please contact Stephen H. Mahood by April 5, 1997.
Reference: Cashiers & Business Managers Meeting Minutes, March 26, 1997
May 6, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-13
PARKING SERVICES PROCEDURES - MONEY HANDLING
This procedure was approved by the Parking Management Committee on May 2, 1997 after review by Campus Business Managers and the Dean of Finance and Administrative Services.
1. Authorized Forms of Payment
a. U.S. coin and currency
b. Checks drawn on U.S. banks and written in U.S. dollar values for the amount of the transaction only (see notes [i] and [ii] below
c. Money orders
d. Travelers checks
e. Cashier' and certified checks
f. MasterCard and Visa credit cards
NOTES: [i] Alteration of check amount by anyone other than the writer of the check is illegal and renders the instrument non-negotiable. Under no circumstance should a College employee alter any check presented for payment to NVCC.
[ii] Third party checks will not be accepted.
2. Deposit of Funds. Deposits shall be made at least once each day unless the amount of money collected is $200 or less, in which case a deposit shall be made at least weekly. Money will be balanced to cash register tape and the the number of permits sold and tickets collected.
3. Counting Money and Making Change. Persons performing cashiering duties must be accurate in handling all transactions and shall adhere to the following procedures:
a. Count all money received and verify the amount before placing it in the cash drawer.
b. Place any bill requiring change in view of both the cashier and the customer, but out of reach of the customer, until the transaction is completed.
c. Always count out the change to the customer.
d. If the counting process is interrupted, stop counting and start again from the beginning.
4. Separation of Duties.
To the maximum extent possible and practical, the campus business manager, or any person assigned supervisory, shall assign different people to perform the separate tasks of receiving, recording receipt transactions, and depositing funds. When such assignments are impractical, the campus business manager shall check frequently to assure complete and proper accountability in handling of funds.
5. Receipts for Transactions. Receipts must be issued for all money transactions.
a. Cash registers used to record the collection of funds must be capable of generating a sequentially numbered receipt. The receipt number may be printed on a Business Office Receipt (Form NVCC 105-91), Collection Voucher (Form NVCC 105-93), Parking Registration Form (Form NVCC 105-66), Notice of Parking Violation (Form NVCC 105-71), Campus Parking Receipt (Form NVCC 105-6), or other appropriate form.
b. Prenumbered receipt books are issued and accounted for by the campus business manager to record and issue receipts for transactions where an online system or cash register is not used.
6. Transmittal of Funds
a. All funds must be counted and the amounts verified by both the transferring and receiving offices and the receipt of funds acknowledged by legible signature on the return copy of the voucher by the receiving office. (Collection Voucher Form NVCC 105-93)
b. Upon receipt of the funds, the receiving office shall count and verify the contents of the fund transfer against the collection voucher. If a discrepancy exists, notify the sending office and initiate action immediately to correct the discrepancy. When no discrepancy exists, return the signed receipt to the sending office no later than the next work day.
c. Funds must not be transferred/surrendered to any person who cannot be identified as a proper authority. A receipt does not relieve a person of responsibility for funds if those funds are transferred or surrendered to an improper authority.
d. To the maximum extent possible, all cash and checks received as revenue must be deposited by the receiving campus. Receipts for these deposits are then forwarded to the office or campus to which funds are owed to ensure that records are properly updated. Any question as to the proper depositing procedures should be referred to the Director, Fiscal & Auxiliary Services.
e. Checks transferred between campuses or College staff offices must be placed in a locked bag and forwarded by the College courier or other person so designated.
NOTE: Cash should not be forwarded between campuses or College staff offices unless extraordinary circumstances exist and the transferring office is directed to do so by the Director, Fiscal and Auxiliary Services.
Prepared by: Carol Larson, Fiscal & Aux. Services
Forwarded to Business Managers and Dean of Fin. & Admin. Svc. for Review: March 20, 1997
Approved by Parking Management Committee: May 2, 1997
Signed by Stephen H. Mahood, Director, Fiscal & Auxiliary Services, May 5,1997
(6/19/97)
May 30, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-14
DISHONORED CHECKS
This Bulletin was originally issued May 12, 1997 and was re-issued May 30, 1997 with revised attachments.
This is to provide the Business Offices with copies of standardized letters to be used when dealing with dishonored checks.
Attachment One is the first letter written to the party who issued the dishonored check. It should be sent immediately after receiving notification from Petty Cash. If the check issuer is a third party, a copy of the letter goes to the student.
Attachment Two is the second letter. If the obligation has not been paid, this letter should go out sixteen days after the first letter. The letter tells the student that he/she has been dropped.
The third letter, Attachment Three, tells the party that the account has been turned over to a collection agency and comptroller's debt set-off program. This should be sent out fifteen days after letter two (thirty-one days after notification via the first letter).
Attachment Four is sent to the Professor(s) to drop the student from class. The notice goes to the professor(s) at the same time the second letter goes out.
Attachment Five is the cover sheet used to send the student account to collections. This form should be sent to the Accounts Receivable Office at the same time letter number three is sent to the party who issued the dishonored check.
The Accounts Receivable Committee approved the wording of these letters and the form on May 9, 1997. Please use these letters with this wording in your Business Offices when dealing with dishonored checks. Please note that it may be a campus decision whether or not to put a name on the letter. You may simply want to sign it, "The Annandale (or AL, MA, LO, WO) Business Office.)"
If you have any questions, please contact Fiscal & Auxiliary Services at 323-3125.
(Sample letters are on file in each of the Business Offices)
May 20, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-15
YEAR-END PROCEDURES FOR FISCAL YEAR 1997
The purpose of this memorandum is to establish dates and times for you to perform critical year-end closing actions. Listed below are events and event dates which you should put on your schedules to assist us in a timely and successful close-out.
State Funds
Deposits. Your last deposit of state funds for the fiscal year may be made on June 30, 1997. It is imperative, however, that we receive the documents for these final deposits on June 30, 1997. The state auditors will probably check for and audit any undeposited revenue during the fiscal year close-out. Please provide the Fiscal and Auxiliary Services Office with a breakdown of your total deferred revenue deposits by account codes no later than July 18, 1997.
Revenue Refunds. A "P" (payable) or an "N" (not a payable) must be placed in the payable indicator section of all grids submitted in July and August. This indicator is required to identify the transaction as one that is a payable. A payable is a tuition refund which has been requested by the student or is due the student on or prior to June 30, 1997, but the paperwork has not been processed until July or August 1997. A revenue refund which does not represent an amount owed on or prior to June 30 is not a payable. Please remember that revenue refunds of summer tuition monies processed prior to July 1, 1997, should be from deferred revenue. Revenue refunds processed after July 1 should come from summer tuition accounts.
Accounts Payable. Invoices, receiving reports, and authorizations for payment must be forwarded to Accounts Payable no later than June 10. Invoices received after June 10 may be paid from 1997-98 State M&O funds. Continuing Education lecturer payments must be in the Fiscal and Auxiliary Services Office by June 13, 1997.
Travel. Travel vouchers for reimbursement should be submitted to the Fiscal & Auxiliary Services Office by June 13. Please note that travel expense vouchers submitted in July or August must keep separate travel expenses relating to travel dates in June. Do not co-mingle travel dates for June with travel dates for July or August on the same travel expense voucher.
Petty Cash. All reimbursements for state petty cash should be in by June 13, 1997. Any petty cash purchases after that date will be charged to Fiscal Year 1997-98. Account for and certify as being on hand as of June 30, 1997, by amount, state petty cash funds and provide this to me in writing by July 7, 1997.
Accounts Receivable. The Accounts Receivable Report for the fiscal year ending June 30, 1997, is due on July 15, 1997. A detailed subsidiary listing of gross receivables and over 90 days past due accounts receivables must be attached to the report. Enclosed is the format of the listing that the state auditors prefer. Please remember that summer tuition is deferred revenue. Do not include any billings and collections relating to summer tuition in this report.
Local Funds
Check Requests. Financial Aid check requests and all requests for checks to be paid from Local Funds should be forwarded in time to be received by Fiscal & Auxiliary Services no later than June 24, 1997. Submission of void financial aid checks and student transfers must be received in Local Funds by June 20, 1997.
Deposits. Please deposit all funds for student clubs, parking, etc., including trip payments, which go into Local Fund accounts, by June 27, 1997. Collection vouchers and deposit slips for Local Funds campus deposits must be received by Fiscal & Auxiliary Services no later than July 8, 1997.
Inventory
The required fiscal year-end inventory as of June 30 of all expendable supplies and equipment in the campus storerooms and warehouse must be costed out. Please provide this information to me by July 10, 1997.
Following is a list of contacts:
Accounts Payable - Nilo Santo Domingo - 323-3057
Accounts Receivable - Shawnda Wilson - 323-3032
Deposits - Judy Evans - 323-3809
Local Funds - Joe Dunn - 323-3366
Petty Cash, Refunds, Travel - Bernie Newton - 323-3126
YEAR END DEADLINES - STATE FUNDS
June 10 - All invoices, receiving reports and authorizations for payment
June 13 - All travel vouchers, Continuing Education Lecturer Payments, Petty Cash Reimbursement requests.
June 30 - Inventory of all expendable supplies and equipment
June 30 - Last deposit for Fiscal Year.
July 07 - Confirmation of Petty Cash on Hand as of June 30, 1997
July 10 - Inventory Report due to F&AS
July 18 - Deferred Revenue Report due to Judy Evans
LOCAL FUNDS - YEAR END DEADLINES
June 24 - Financial Aid Check Requests
June 24 - Other Check Requests
June 24 - Petty Cash Reimbursements; Student Activities
June 20 - Submission of Void Checks
June 24 - Submission of Student Transfers
June 27 - Deposits (including credit card deposits)
July 08 - Collection vouchers and deposit slips for June received in Local Funds office.
June 10, 1997
FISCAL & AUXILIARY SERVICES BULLETIN FY97-16
PROCEDURES FOR AUDIT POINTS
(REFERENCE BULLETIN FY97-7, APA FINDINGS, FY96
NOTE: Contact the Fiscal & Auxiliary Services Office for attachments.
This is a follow-up Bulletin to Fiscal and Auxiliary Services Bulletin No. FY97-7, Auditor of Public Accounts Findings FY96. In Bulletin 7 it was agreed that we would have a meeting on March 26 to discuss methodologies to comply with two audit points.
Attached is the Woodbridge Campus Procedures for Reconciling Daily Deposits with FRS (Finding #3). During the meeting it was agreed that Rita Bender would write procedures to be used by all Campus Business Offices. Those are attached.
It was also decided in the meeting that Finding #4, Review of System-Generated Revenue Refunds, should be handled individually by each Campus Business Office. In the March 26 meeting it was stressed that each campus must have written procedures and must implement both Finding #3 and Finding #4 procedures by July 1, 1997.
Begin using the procedures supplied herein and your own procedures for Finding #4 by July 1, 1997. Please send a copy of your individual written procedure on the system-generated revenue refunds review to my office by June 20, 1997. Since these were audit points, it is expected that when the auditors return to the Campus, there will be follow-up investigation by them to verify compliance.
Thank you for your cooperation. It was good meeting in March. We all thank Rita for the hard work and wonderful presentation.
June 10, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-17
DISPOSITION OF UNIDENTIFIABLE PARKING TICKETS
This is to forward the motions passed at the May 14, 1997 Dean's Staff Meeting regarding unidentifiable parking tickets.
A motion was made and passed to "write off and discharge out-of-state unidentifiable parking tickets." A separate motion was made and passed to "write off debt, to discharge, and to destroy" unidentifiable in-state tickets.
Effective immediately, any unidentifiable parking tickets and all out-of-state tickets that cannot be correctly identified may be destroyed and written off.
No holds are associated with these tickets since they are unidentifiable.
July 7, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY97-18
WRITE-OFF PROCEDURES FOR UNCOLLECTIBLE ACCOUNTS
This is to forward the write-off procedures for accounts that are uncollectible. They are as follows:
July 2, 1997
FISCAL & AUXILIARY SERVICES BULLETIN FY98-01
CASHIERS' QUESTIONS AND ADMINISTRATIVE RESPONSES
The purpose of this bulletin is to respond to several questions raised during the cashiers' meeting on July 2, 1997. The questions and answers are as follows:
Q. When and where do we record into CARS an ACH payment deposited to the state account in advance of invoicing and/or registration?
A. Ron Howard of the VCCS Systems Office advises that we should record the deposit into FRS/CARS within the week using the following "deferred revenue - other" account: 10052X0100. This account must be cleared as soon as possible via an ATV (Agency Transaction Voucher). The Accounts Receivable Task Force will discuss when refunds should be processed in the event no one registers or fewer students than expected register. We are strongly urged to dissuade the federal government from this practice.
Q. What miscellaneous code should we use when recording bookstore ACH wires deposited in error to the state account?
A. Use 1040900960 to record the deposit and process the refund to the bookstore from the same account.
Q. The CAPP Manual states that exceptions to the daily deposit should be justified by the small amount collected and the availability of adequate safekeeping facilities. What does "small amount" mean?
A. The dollar figure for "small amount" is to be determined by the depositor.
Q. What is the upper limit of a deposit necessitating a call to the treasury?
A. We must notify the Treasury by phone if a deposit is $1,000,000 or more. The Treasury's Cash Management and Investments Division phone number is 804-225-3166.
Q. Do we have to do a deferred revenue breakdown report for FY97, since all deposits are being reconciled on a monthly basis? Do we still need to receive the monthly deferred revenue printouts?
A. Central accounting's position is that the business offices are making deposits and all deposits are being scrupulously reconciled; therefore, central accounting will use the totals on FRS screen 019 for transferring deferred revenue to summer monies. Fiscal and Auxiliary Services will discontinue sending the deferred revenue printout as of June unless someone requests it. As you are aware, all detailed information is available on FRS screen 023 by account number.
July 2, 1997
FISCAL & AUXILIARY SERVICES BULLETIN FY98-02
CALLING CAMPUS POLICE FOR EMERGENCY SITUATIONS
The following policy statement between Barnes & Noble and NVCC is provided as guidelines for staff in case of incidents in NVCC Bookstores. Please provide copies to those personnel who would have need of such policy.
You will note that Barnes & Noble "has agreed to use the NVCC Campus Police as the primary law enforcement resource for any incident occurring on any campus in which auxiliary enterprise vendors are involved.
Questions should be directed to Dean Baker, Captain Bennett or Stephen Mahood.
POLICY STATEMENT BETWEEN BARNES & NOBLE AND NVCC REGARDING INCIDENTS AT NVCC BOOKSTORES:
Barnes & Noble has agreed to use the NVCC Campus Police as the primary law enforcement resource for incidents occurring the B&N business locations on the NVCC campuses. The following issues have been discussed between B&N and NVCC. B&N and NVCC have a mutual understanding of the following:
1. Students caught shoplifting products from B&N will be disciplined through internal disciplinary procedures unless extenuating circumstances warrant judicial prosecution.
Extenuating Circumstances could be defined as:
a. identification of the student as a multiple shoplifting offender, or
b. shoplifting in connection with an aggravated incident in the bookstore, or
c. shoplifting in connection with any other crime occurring on the bookstore premises at the time of the shoplifting incident, or
d. shoplifting where the value of the stolen item(s) exceeds a specified dollar amount (example: $200).
Barnes & Noble reserves the right to pursue civil action against the student to recover any lost monies not recovered in the NVCC disciplinary process.
Judicial action will be sought by B&N when the offender is a non-student.
2. Students involved in non-aggravated disturbances taking place inside the bookstore will be dealt with through NVCC internal disciplinary procedures.
"Non-aggravated" could be defined as shouting, cursing, shoving, pulling away (but not striking), and no conduct where resulting injury would exist.
Judicial action will be sought by B&N when the offender is a non-student.
3. Disturbances of an aggravated nature where a student is the offender will be prosecuted through the judicial system. Barnes & Noble has a responsibility to its employees to protect them and react in a protective fashion should an employee be victimized while working on B&N's behalf.
"Aggravated" could be defined as striking, punching, maliciously shooting, stabbing, cutting, or wounding any person or by any means cause bodily injury, with the intent to main, disfigure, disable, or kill.
B&N reserves the right to pursue prosecution regardless of the student status of its employee.
4. The selling back of a book stolen from or lost by a student is not recognized as a crime in which B&N is a victim. However, if the victim student reports stolen or lost books to the bookstore in a timely manner, B&N will attempt to circumvent the purchase of that item and notify the Campus Police. NVCC will pursue discipline/judicial remedy separate from B&N.
5. Losses and/or suspected external thefts of inventory or money will be jointly investigated by Campus Police and B&N. Suspected or known internal losses/theft will be investigated by B&N at any time as deemed necessary by bookstore and/or corporate management.
July 25, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY98-03
REVIEW OF REVISED SECTION 13, ASPM
This bulletin, along with a draft copy of the 1997 revised Section 13 update, was provided to Campus Business Managers, Campus Cashiers, and Accounts Receivable/Collection. These individuals were asked to share the update with office personnel and other campus offices who work with the policies and procedures contained in Section 13.
The Accounts Receivable Task Force requests comments or suggested changes by September 1, 1997. Comments and/or recommended changes should be forwarded directly to Stephen Mahood, Director of Fiscal & Auxiliary Services for consideration by the Accounts Receivable Task Force.
According to Mr. Mahood, Section 13 is a "living document" as it addresses a multitude of changes initiated by State, VCCS, and College policies throughout the year. The draft is also located on the Accounting home page (www.nvcc.edu/accounting/aspm).
Dean Baker received copies of the draft to forward to members of the Administrative Council.
August 13, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY98-04
RECORDING COLLECTION FEES ON THE SU05 HOLD SCREEN
The purpose of this bulletin is to provide information on the new procedure for entering collection agency fees on the SU05 screen.
Beginning immediately, all collection agency fees are to be entered on a separate line as follows:
See the following copy of the hold screen for an illustration. Please note that the standard message for A1 is NDSL. Change this message to read Collection Agency Fee and enter the calculated amount.
Holds entered before the date of this memorandum must be updated to comply with this new procedure.
The entry of the collection fees on a separate line and the office identification of A, places these holds on the Accounts Receivable Office Hold Code Summary Report. Hereafter, the Accounts Receivable Office will assume responsibility for the removal of the collection fee holds when an account is returned from the collection agency for no activity. This will allow timely release of holds and prevent any fees from being erroneously collected at the campuses.
SAMPLE HOLD SCREEN
|
SU05________________STUDENT HOLD CODE UPDATE____________________ ID NBR:_________NAME:___________________CURR: 50240 HC: WOODBRIDGE CPS OFF CODE MESSAGE W B 1 BAD CHECK OUTSTANDING TUITN. owes $144.00 + sc 7/1/97__________________________________ W A 1 CollectionAgencyFee______________________________________ $41.00_________________________________________________ __ __ __ _______________________________________________________ __ __ __ _______________________________________________________ __ __ __ _______________________________________________________ PLEASE ENTER SECURITY CODE PAGE 1 |
September 9, 1997
FISCAL & AUXILIARY SERVICES BULLETIN FY98-05
PARKING POLICY REVISIONS
The following policies were approved at the September 3, 1997 Dean's Staff Meeting and are effective immediately.
1. Permit Refunds
a. The refund policy on canceled classes and classes moved off campus will remain the same (full refund).
b. If a permit is returned by the end of add/drop (regardless for reason for return), a full refund (less a $5 service charge) will be made.
2. If the meter is working when the officer spots an infraction, a ticket will be written.
3. Free Vendor Permits. The number of permits and effective dates will be determined during contract negotiations between Purchasing and vendors. Permits will be issued at Purchasing's request for the duration of the contract.
4. Free Volunteer Permits. Free permits will be issued to members of the Curriculum Advisory Committee and SGA Board Members (President, Vice President, Secretary and Treasurer).
The following policy has been approved for the 1998 Spring Semester.
Since add/drop ends on a Monday (February 2), ticketing will begin on Monday, February 2 for the Spring Semester. This exception to normal policy will be published in the Schedule of Classes.
A number of parking issues were discussed, but are on hold pending further action as noted below.
1. Several campuses currently offer free permits to emergency services personnel attending classes. Captain Margo Bennett will check with George Mason University to determine their policy. The issue will then be taken back to the Dean's Staff for consideration.
2. Forgiveness of visitor tickets is not handled consistently at all five campuses and Business Managers requested guidance in developing a policy. This issue is on hold until campus signage is complete.
4. There are three full semesters at NVCC; there are a number of sessions within each semester. Permits are required to be displayed on the first day of each full semester in order to park in a B lot. Approval of this policy is on hold until a method for remote purchase of permits is available.
5. Appeals Screening Policy. Business Managers had been asked to meet to develop a policy for screening appeals. This is on hold until further notice.
The following policy will take effect when the new Parking Management System is implemented (April 2, 1998).
When the new Parking Management System is implemented (April 2, 1998), parking holds will be placed on the 31st day after the ticket is issued if it has not already been paid.
December 1, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY98-06
REFUNDS TO STUDENTS AFTER THIRD PARTY PAYMENTS
The following policy was approved at the Dean's Staff meeting on November 26, 1997:
Within the same semester, when a student presents a third party contract after that student has already made payment, the contract shall be accepted and processed.
The student will receive a tuition refund after the contracting agency pays the student's tuition. The refund to the student is not to be processed until the double payment (i.e. the first payment by the student and the second payment by the contracting agency) is received.
December 5, 1997
FISCAL & AUXILIARY SERVICES BULLETIN NO. FY98-07
DEPOSIT OF FINANCIAL AID SCHOLAR
SHIP AND REPAYMENT FUNDS
The following policy is effective Decmeber 5, 1997.
OVERVIEW
Effective with the 1997-98 award year, scholarship checks received by the College will be handled in the following manner: o All money received by NVCC for community-based or private Scholarships and for Financial Aid repayments is to be deposited by the Business Office if the cash or check is received on campus. If the check or money order is received by the College Financial Aid Office at Forbes Place, it will be forwarded to the Office of Fiscal & Auxiliary Services where it will be deposited by the Local Funds accountant. o Deposits will be made into the Local Funds General Account using the pre-numbered deposit tickets provided by Fiscal & Auxiliary Services. Part 1. When Scholarship Checks Are Received by the College Financial Aid Office: If a scholarship check is received by the College Financial Aid Office CFAO), it will be entered into the financial aid management system. A Revenue Collection Voucher-Student Financial Aid form NVCC 125-50, Attachment 1) will be completed and forwarded to Fiscal and Auxiliary Services (Central Accounting Office, Local Funds) so that the check may be deposited. Depending on the donor's requirements, the check may have to be endorsed by the student. The CFAO will advise the student of any requirements necessary to negotiate the check. If the student's signature is required, the co-payable check will be held by the Local Funds Accounting Office until the student goes to the office at 4001 Wakefield Chapel Road to endorse the check. If no endorsement is necessary, the check will be deposited immediately. If the scholarship check is received by an office other than the Business Office, it will be forwarded to the Business Office. Part 2. When Scholarship Checks Are Received by the Campus, the following Procedure Will be Used: o All Scholarship checks received by the Business Office will be deposited - no scholarship check will be used to make payment of outstanding tuition. o Each day the cashier will deposit all funds received for scholarships and repayments. The check(s) will be deposited into the Local Fund account, using the pre-numbered deposit tickets that are provided by the Office of Fiscal and Auxiliary Services. All checks received for any given day may be processed on one deposit ticket. o The deposit ticket number and date of deposit will be noted on the check stub or on the accompanying documentation. A copy of the check and any back up documentation received with the check (check stub, letter, etc.) will be faxed to the Financial Aid Office (Forbes Place) and a second set will be faxed to the Accounting Manager, Local Funds in the Accounting Office on the day of deposit. Each Business Office will determine an appropriate method of accountability (the use of a "check log," data base entries, etc.) o The original copy of the documentation will be retained in the Business Office. **It is noted that the Business Office will not be responsible for determining the amount of financial aid repayment due, for discussing the reason or justification for repayment, or for determining the program for which repayment is being deposited. Employees in the Business Office are acting as a cashier to receive payment and deposit any funds offered to them for repayment. Part 3. Financial Aid Responsibilities Upon receipt of faxed copies, showing repayment of funds, the Financial Aid Office will release holds on student records, as appropriate. If a donor requests confirmation of enrollment prior to releasing a scholarship check for the student, the CFAO will provide a letter to the donor confirming enrollment and tuition as of the date of the response. The letter will request that the scholarship check be sent to the College Financial Aid Office at 8333 Little River Turnpike, Annandale, VA 22003. The amount of the scholarship will not be entered into the Financial Aid Management System until the check is received. The student's course registrations are not held pending receipt of the check. The student's course registrations are subject to cancellation if payments are not received within the College's deadlines. During the registration periods, the check amount will be entered into the financial aid management system for CFAO. The amount of these funds will be included in the financial aid awards data upload during the standard registration period. An "F" Code will be inserted into the Tuition Fee Code field during the upload which will maintain the student's enrollment until the tuition billing can be settled following the census date. After the census date, the mass tuition billings and requests for student residual balance checks are forwarded to Local Funds. The individual check requests will be made to Local Funds Accounting using either a PowerFaids disbursement request statement or NVCC 125-41, Student Scholarship/Grant/Loan Check Request form.
January 22, 1998FISCAL & AUXILIARY SERVICES BULLETIN FY98-08 VENDOR/MARKETER PARKING POLICY The following policy was approved by the Parking Management Committee on December 5, 1997 and is effictive immediately: "All visitors who come to the campus for the purpose of marketing will be required to pay for parking using parking meters or paid parking lots. If the vendor has been invited by the college, the inviting authority will provide a parking permit.
February 4, 1998FISCAL & AUXILIARY SERVICES BULLETIN FY98-09 EMERGENCY SERVICES PERSONNEL PARKING PERMITS The following policy, as recommended by the Parking Management Committee, was approved by the Dean's Staff on January 28, 1998 and is effective immediately. Beginning with the Fall 98 registration, the practice of providing free parking permits to emergency services personnel attending classes will be discontinued at Alexandria and Annandale. In view of the limited staffing levels at Woodbridge, Loudoun, and Manassas, the practice may be continued in order to provide supplemental emergency responses. There must be procedures in place on the smaller campuses to gather the necessary information about the students' schedules in order to contact them in case of an emergency.
February 18, 1998 FISCAL AND AUXILIARY SERVICES BULLETIN NO. FY98-10 DEFERRED REVENUE This is to advise you on procedures for processing deferred revenue for fiscal Year 1998. Tuition for any non-credit courses ending by June 11, 1998, will be deposited as current revenue and expenses will be paid from fiscal year 1998 funds. For those non-credit courses ending after June 11, 1998, tuition will be deposited into the deferred revenue account. All tuition for credit courses for the 1998 Summer Session will be deposited as deferred revenue. The FRS account codes for the above are as follows: Deferred In/State 10050X0100 Deferred Out/State 10055X0100 Deferred Continuing Ed 10054X0100 If it is necessary to make a revenue refund from deferred revenue, use the above FRS codes. If these codes are not used, the refund will not come from deferred revenue. Remember to continue to use "D" in the credit/debit field for credit card refunds for deferred revenue. Any refunds from deferred monies made after the beginning of the new fiscal year (July 1, 1998) should be coded as summer tuition refunds. The transaction code for deferred revenue IAT's is 134 when NVCC is the credit agency. Use transaction code 434 to indicate a reduction in deferred revenue on an IAT. Since all deferred revenue is deposited into account control 0100, Fiscal and Auxiliary Services will use the June 30, 1998; FRS amounts in 0100 to credit deferred revenue to the Summer Session. Please advise this office of any necessary adjustments to deferred revenue before June 15, 1998. You can refer to the FRS inquiry screens to monitor activity in deferred revenue. If you need assistance in accessing the FRS screens, please let us know. Beginning with the close of business on May 29, 1998 (the last date for 12-week registration), the automated refunds download from our SIS system should be from the deferred FRS codes. Between July 1 and August 7 (end of Summer Session), automated refunds should come from summer in/state and out/state codes. After August 7 we should revert to regular in/state and out/state codes. Please see the schedule below, noting the "X" refers to campus codes. May 29 - June 30 Deferred In/State 10050X0100 Deferred Out/State 10055X0100 July 1 - August Summer In/State 10077X0250 Summer In/State 10078X0260 August 8 - Regular In/State 10075X0210 Regular Out/State 10076X0230 Thanks for your corporation in these matters. Please call Judy Evans (323-3809) if you have any questions.
March 25, 1998 FISCAL & AUXILIARY SERVICES BULLETIN FY98-11 DISHONORED CHECK FEES Bad check fees will be charged at the "current going rate." In other words, if a student had a dishonored check in May 1997 and the fee for dishonored checks was $15 at that time, but the student doesn’t pay it until April 1998 when the fee for dishonored checks is $20, the College is to charge the current $20 fee. Please review your hold screens to make sure they say "plus service charge" where applicable.
March 25, 1998FISCAL & AUXILIARY SERVICES BULLETIN FY98-12 STUDENT INFORMATION Please be advised that Dean Baker has approved the release of student information such as name, address, and phone number to Barnes & Noble Bookstores and other vendors when those vendors are seeking to contact students for payment of outstanding balances.
May 20, 1998 FISCAL AND AUXILIARY SERVICES BULLETIN NO. FY98-13 YEAR-END PROCEDURES FOR FISCAL YEAR 1998 The purpose of this memorandum is to establish dates and times for you to perform critical year-end closing actions. Please see the attached State and Local Funds chronological schedules. Listed below are events and event dates which you should put on your schedules to assist us in a timely and successful close-out. State Funds Deposits - Your last deposit of state funds for the fiscal year may be made on Tuesday, June 30, 1998. If a deposit is made on June 30 and dated June 30, it must be hand carried to the bank before 2:00 p.m. Otherwise, your June 29th deposit will be dated June 30 and will be carried to the bank via Dunbar. It is imperative, however, that Fiscal and Auxiliary Services receive the documents for these final deposits on June 30. The state auditors may check for and audit any undeposited revenue during the fiscal year close-out. Revenue Refunds - A "P" (payable) or an "N" (not a payable) must be placed in the payable indicator section of all grids submitted in July and August. This indicator is required to identify the transaction as one that is a payable. A payable is a tuition refund which has been requested by the student or is due the student on or prior to June 30, 1998, but the paperwork has not been processed until July or August 1998. A revenue refund which does not represent an amount owed on or prior to June 30 is not a payable. Please remember that revenue refunds of summer tuition monies processed prior to July 1, 1998, should be from deferred revenue. Revenue refunds processed after July 1 should come from summer tuition accounts. Accounts Payable - Invoices, receiving reports, and authorizations for payment must be forwarded to Accounts Payable no later than June 12. Invoices received after June 12 may be paid from 1999 State M&O funds. Continuing Education lecturer payments must be in the Controller’s Office by June 15, 1998. Travel - Travel expense reimbursement vouchers (with original supporting documents) should be submitted to the Controller’s Office by June 15. Please note that travel expense vouchers submitted in July or August must not include any expenses relating to travel dates in June. Do not co-mingle travel dates for June with travel dates for July or August on the same travel expense voucher. Petty Cash - All reimbursements for state petty cash should be in by June 12, 1998. Any petty cash purchases after that date will be charged to Fiscal Year 1999. Account for and certify as being on hand as of June 30, 1998, by amount, state petty cash funds and provide this to me in writing by July 7, 1998. Accounts Receivable - The Accounts Receivable Report for the fiscal year ending June 30, 1998, is due on July 15. A detailed subsidiary listing of gross receivables and over 90 days past due accounts receivables must be attached to the report. Enclosed is the format of the listing which the state auditors prefer. Please remember that summer tuition is deferred revenue. Do not include any billings and collections relating to summer tuition in this report. Local Funds Check Requests - Financial aid check requests and all requests for checks to be paid from Local Funds should be forwarded in time to be received by Office of the Controller no later than June 24, 1998. Submission of void financial aid checks and student transfers must be received in Local Funds by June 19. Deposits - Please deposit all funds for student clubs, parking, etc., including trip payments, which go into Local Funds accounts by June 26, 1998. Collection vouchers and deposit slips for Local Funds campus deposits must be received by the Controller’s Office no later than July 8, 1998. Inventory The required fiscal year-end inventory as of June 30 of all expendable supplies and equipment in the campus storerooms and warehouse must be costed out. Please provide this information to me by July 10, 1998. Contacts The following is a list of contacts: Accounts Payable Nilo Santo Domingo 323 3057 Accounts Receivable Bernie Newton 323 3032 Deposits Judy Evans 323 3809 Local Funds Joe Dunn 323 3366 Petty Cash, Refunds, Travel Farah Afrasiabi 323 3126 Thank you very much for your cooperation. Please call if you have any questions. STATE FUNDS - YEAR-END DEADLINES June 12 All petty cash reimbursement requests must be in Controller’s Office in order to be paid from this year’s funds. June 12 All invoices, receiving reports, and authorizations for payment must be received in Accounts Payable to be paid from 1998 funds. June 15 All travel vouchers must be received by the Office of the Controller in order to be paid from 1998 funds. All Continuing Education lecturer payments must be received in Controller’s Office to be paid from current year funding. June 30 Inventory of all expendable supplies and equipment in the campus storerooms and warehouse should be completed. (Report due July 10, 1998.) June 30 Last deposit for the fiscal year. All documents for the last June deposits are due in the Office of the Controller. July 07 Confirmation of petty cash on hand as June 30, 1998, due to the Controller’s Office. July 10 Inventory report due to the Controller’s Office. (See June 30, 1998 - Inventory.) LOCAL FUNDS - YEAR-END DEADLINES June 19 Submission of Void Checks June 19 Submission of Student Transfers June 24 Financial Aid Check Requests June 24 Other Check Requests June 24 Petty Cash Reimbursements - Student Activities (No additional amounts should be paid out by the petty cashier prior to July 1. June 26 Deposits July 08 Collection Vouchers and Deposits Slips for June deposits received in Local Funds.
May 12, 1998 OFFICE OF THE CONTROLLER BULLETIN NO. FY98-14 WASH ENTRIES After an audit of the College’s Petty Cash operation by the Auditors of Public Accounts (APA), procedures were reviewed by this office. It has been decided to decrease the use of wash entries. Close examination of the checks washed through Petty Cash showed that some of the checks could have been deposited at the campus level. Effective immediately, checks which can be split coded at the campus level should be deposited by the Campus Business Office. The following two examples will help explain: Example One: SPLIT CODE- The Alexandria campus receives a check from a company for tuition payments for employees registered at the Alexandria and Manassas campuses. The cashier at Alexandria campus must deposit the check and use the respective FRS revenue codes for each campus. The cashier should then notify the Manassas campus about the deposit. Example Two: CANNOT BE SPLIT CODED- Forward to the Petty Cash desk in the Office of the Controller only those checks which cannot be deposited using split codes at the campus level. For instance, the Loudoun campus receives a check payable to NVCC from a company as payment for applied music lessons given to one of their employees by two instructors. As applied lessons require a fee to be paid to the instructor, this check cannot be deposited utilizing split codes at the campus level. If you have any questions about split codes, you are encouraged to contact Ms. Judy Evans, Accountant, in the Office of the Controller at 323-3809.
June 16, 1998OFFICE OF THE CONTROLLER BULLETIN FY98-15 DEPOSIT OF COLLECTION FEES COLLECTED ON CAMPUSES Effective July 1, 1998 any collection fees collected for tuition/bad checks should be deposited into the following state account using the specific campus code: 10409X0960. Advice of these deposits should be forwarded to the Accounts Receivable Office as soon as possible. This may be accomplished via e-mail, fax or intercampus mail. The Accounts Receivable Office will do the appropriate revenue refunds to pay the collection agency. The description field on the FRS grid should include the student’s name and social security number as space permits; i. e., S. Smith/269 23 2670. No collection fees should be deposited into the petty cash account. Collection fees pertaining to Local Funds (Perkins student loans and parking) will be deposited in the usual manner. Wash entry checks will no longer be run through Petty Cash. All petty cash deposit slips and endorsement stamps should be returned to Farah Afrasiabi.
Otober 2, 1998CONTROLLER'S BULLETIN FY99-01 DEPOSIT OF COLLECTION FEES COLLECTED ON CAMPUS ADDENDUM TO BULLETIN FY98-15 ISSUED JUNE 16, 1998 As stated in Bulletin FY98-15, any collection fees collected for tuition/bad checks should be deposited into the following state account using the specific campus code: 10409X0960. Advice of these deposits should be forwarded to the Accounts Receivable Office as soon as possible via e- mail, fax, or intercampus mail. The Accounts Receivable Office will do the appropriate revenue refunds to pay the collection agency. Information to be entered in the description field on the FRS grid has changed. Effective immediately, please enter the date on the list sent to the Accounts Receivable Office and the number of accounts on he list. For example, if the October 2, 1998 list of collection accounts deposited includes bad checks collected from two students and a tuition payment from on e student, the FRS entry should read: 02/02/98 list (3) This will help the Accounts Receivable Office match the campus' collection fee deposits with the Collection Agency's fees billed.
October 12, 1998OFFICE OF THE CONTROLLER BULLETIN FY99-02 BANK DEPOSITS & RECORDING OF PARKING FUNDS REVENUE This issuance sets forth new format and procedure for campus reporting on parking revenue to Local Funds Accounting, discontinues use of the Collection Voucher and also discontinues monthly campus reporting on parking revenue to the College Budget Officer. POLICY The attached “Parking Funds Deposit Record” will be prepared to report parking revenue, in total, by the categories shown on the attachment, to Local Funds Accounting when funds are deposited in the bank for credit to the college. Reports on revenue, by type (sale of permits, payment of fines, meter collections) are prepared monthly by the Powerpark parking management system and this information will be used when needed for statistical purposes and budget reporting. Each campus parking office need not report this data monthly to the college Budget Officer. PROCEDURE Campuses must prepare a “Parking Funds Deposit Record” for each bank deposit prepared to transmit parking receipts to the bank. Prepare the Record to show total checks an cash deposits and total credit card deposits. Show the data the bank deposit was prepared and also show the data the receipts were recorded in the Powerpark system through the cash registers used for parking receipts. There may be more than one Record prepared for any one deposit. Campuses must also prepare a “Parking Funds Deposit Record” for meter coin deposits after they receive a deposit slip from the bank showing the dollar value of coin counted and credited to the college. The data these funds are credited to the college must be entered in the “Bank Deposit Date” shown on the Record. Also, enter the Total Deposit amount and submit the Record(s) to Local Funds Accounting for review and entry into the FRS. Local Funds personnel will enter the date(s) the deposits reported are recorded in the FRS on the Deposit Records submitted by each campus and will retain the Deposit Records as back-up to reconciled bank statements.
April 5, 1999
OFFICE OF THE CONTROLLER BULLETIN NO. FY99-03
METER COLLECTION PROCEDURE
PROCEDURE
Business Office Personnel should handle meter funds and the moneyhandling
part of the collection procedure. To separate the revenue procedure from
the enforcement process, the following steps should be followed:
1. Keys for parking meters and sealed canisters should remain in
the control of the Business Office and be signed out of the safe by
the enforcement personnel when collection of meter revenue is
scheduled to begin.
2. ASPM guidelines for the collection of meter revenue must be followed.
Meters should be emptied every two weeks, at a minimum. On campuses
where sealed collection devices are not used, a two person collection
team must be used from the time the keys are signed out form the
Business Office until the funds are turned over to the Business
Office and sealed for deposit.
3. Police personnel or Parking enforcement personnel will sign out the
necessary keys to access the money collection areas of the meters.
They will then collect parking meter funds from the parking machines.
4. Upon completion of the collection process, enforcement personnel will
immediately carry the canister containing the revenue tot he Business Office.
At that time, Business Office personnel will unlock the sealed canister. The
enforcement personnel will bag the coins, as they now do, place the deposit
ticket in the bag, crimp and tag the bag. The tag shall have the date and
bag number (i.e., 1,2,3) written upon it along with the collection officials’
initials.
5. Business Office personnel will verify and sign acceptance of the
bags containing parking revenue and seal the same in the Business Office safe.
6. To ensure that the bags can not be re-opened the crimping tools should
be kept in the possession of the police personnel or the parking
enforcement personnel.
EFFECTIVE DATE:
This new procedure is effective on the date received at the Business
Offices.
August 25, 1999 OFFICE OF THE CONTROLLER BULLETIN NO. FY99-04 NEW FRS SUBSIDIARY REVENUE CODES As previously announced, beginning with the FALL SEMESTER 1999, the VCCS will have two separate contract rates. Out-of-State contract students will pay the Out-of-State Contract Rate of $46.65 per credit hour and Virginia resident contract students will pay the In-State Contract rate of $37.12 per credit hour. New FRS Subsidiary Revenue Accounts have been created for recordation of the new Out-of-State Contracts rate of $46.65. They are: 10079X-0230 Out-of-State Contract - Regular Session 10080X-0260 Out-of-State Contract - Summer Session 10059X-0100 Deferred Revenue Out-of-State Contract - Regular Session 10060X-0100 Deferred revenue Out-of-State Contract - Summer Session Revenues generated from the Virginia In-State Contract rate of $37.12 will continue to be recorded as follows: 10075X-0210 In-State Tuition - Regular Session 10077X-0250 In-State Tuition - Summer Session 10050X-0100 Deferred Revenue In-State - Regular Session 10056X-0100 Deferred Revenue In-State -Summer Session Please ensure that all appropriate SIS Tables are updated to reflect the new FRS codes for the Out-of-State. Thank you.
May 25, 1999OFFICE OF THE CONTROLLER BULLETIN NO. FY99-05 YEAR-END PROCEDURES FOR FISCAL YEAR 1999 The purpose of this memorandum is to establish dates and times for you to perform critical year-end closing actions. Please see the attached State and Local Funds chronological schedules. Listed below are events and event dates which you should put on your schedules to assist us in a timely and successful close-out. State Funds Deposits - Your last deposit of state funds for the fiscal year may be made on Wednesday, June 30, 1999. If a deposit is made on June 30 and dated June 30, it must be hand carried to the bank before 2:00 p.m; otherwise, your June 29th deposit will be dated June 30 and will be carried to the bank via Dunbar. It is imperative, however, that Fiscal and Auxiliary Services receive the documents for these final deposits on June 30. The state auditors may check for and audit any undeposited revenue during the fiscal year close-out. Revenue Refunds - A "P" (payable) or an "N" (not a payable) must be placed in the payable indicator section of all grids submitted in July and August. This indicator is required to identify the transaction as one that is a payable. A payable is a tuition refund which has been requested by the student or is due the student on or prior to June 30, 1999, but the paperwork has not been processed until July or August 1999. A revenue refund which does not represent an amount owed on or prior to June 30 is not a payable. Please remember that revenue refunds of summer tuition monies processed prior to July 1, 1999, should be from deferred revenue. Revenue refunds processed after July 1 should come from summer tuition accounts. Accounts Payable - Invoices, receiving reports, and authorizations for payment must be forwarded to Accounts Payable no later than June 11. Invoices received after June 11 may be paid from 2000 State M&O funds. Continuing Education lecturer payments must be in the Controller’s Office by June 15, 1999. Travel - Travel expense reimbursement vouchers (with original supporting documents) should be submitted to the Controller’s Office by June 15. Do not co-mingle travel dates for June with travel dates for July or August on the same travel expense voucher. Petty Cash - All reimbursements for state petty cash should be in by June 11, 1999. Any petty cash purchases after that date will be charged to Fiscal Year 2000. Account for and certify as being on hand as of June 30, 1999, by amount, state petty cash funds and provide this to me in writing by July 7, 1999. Accounts Receivable - The Accounts Receivable Report for the fiscal year ending June 30, 1999, is due on July 15. A detailed subsidiary listing of gross receivables and over 90 days past due accounts receivables must be attached to the report. Enclosed is the format of the listing which the state auditors prefer. Please remember that summer tuition is deferred revenue. Do not include any billings and collections relating to summer tuition in this report. Local Funds Check Requests - Financial aid check requests and all requests for checks to be paid from Local Funds should be forwarded in time to be received by Office of the Controller no later than June 25, 1999. Submission of void financial aid checks and student transfers must be received in Local Funds by June 18. Deposits - Please deposit all funds for student clubs, parking, etc., including trip payments, which go into Local Funds accounts by June 25, 1999. Collection vouchers and deposit slips for Local Funds campus deposits must be received by the Controller’s Office no later than July 9, 1999. Inventory The required fiscal year-end inventory as of June 30 of all expendable supplies and equipment in the campus storerooms and warehouse must be costed out. Please provide this information to me by July 9, 1999. Contacts The following is a list of contacts: Accounts Payable Nilo Santo Domingo 323 3057 Accounts Receivable Carol Larson 323 3032 Deposits Judy Evans 323 3809 Local Funds Roger Gibson 323 3366 Petty Cash, Refunds, Travel Farah Afrasiabi 323 3126 Thank you very much for your cooperation. Please call if you have any questions. STATE FUNDS - YEAR-END DEADLINES June 11 All petty cash reimbursement requests must be in Controller’s Office in order to be paid from this year’s funds. June 11 All invoices, receiving reports, and authorizations for payment must be received in Accounts Payable to be paid from 1999 funds. June 15 All travel vouchers must be received by the Office of the Controller in order to be paid from 1999 funds. All Continuing Education lecturer payments must be received in Controller’s Office to be paid from current year funding. June 30 Inventory of all expendable supplies and equipment in the campus storerooms and warehouse should be completed. (Report due July 9, 1999.) June 30 Last deposit for the fiscal year. All documents for the last June deposits are due in the Office of the Controller. July 07 Confirmation of petty cash on hand as of June 30, 1999, due to the Controller’s Office. July 09 Inventory report due to the Controller’s Office. (See June 30, 1999 - Inventory.) LOCAL FUNDS - YEAR-END DEADLINES June 18 Submission of Void Checks June 18 Submission of Student Transfers June 25 Financial Aid Check Requests June 25 Other Check Requests June 25 Deposits July 09 Collection vouchers and Deposits Slips for June deposits received in Local Funds.