Revenue Management Program – RMPOctober 23 and 24th Training

Agenda

Review of Current (7/1/2006-Present) Process Implementation Schedule How to get where we’re going - Step by Step

Guide– Closing the Revolving Fund

– De-allocating General Fund What will happen once we are there What will happen once campus state

appropriation is fully expended

Payroll Entries – Where We Are Now

Review of the Current (7/1/2006-Present) Process– Campus General Fund is being used to fund CSU

Operating Fund (485) payroll that is posted to SCO fund 0948 monthly

– In keeping with process established in AD 06-05 Campuses Begin by Remitting to 0948 to cover off-cycle pay

Off-cycle Payroll

Main Payroll

Payroll Entries – Where We Are Now AD 06-05 Process

Then, process a PFA to fund Total 485 Payroll Expense Prior to Main Payroll is processed by the SCO

– Submit a Payroll Estimate– Receive and Post Payroll to Ledger– Submit PFA to Settle Estimate to Actual

Process is cumbersome and performed by 24 groups throughout the CSU CO will centrally submit estimate PFA to fund campus payroll and will settle amount between General Fund and Operating Fund 485 Quarterly

Transaction known as the Centralized Payroll Activity (CPA)

Implementation Schedule

This process will be implemented this fiscal year. To accomplish this, campuses will return their General Fund 2006 to the Chancellor’s Office no later than the end of the second quarter.

Phase I

Long Beach

Sonoma

Humboldt

San Jose

San Luis Obispo

Sacramento

San Marcos

Phase II

All other campuses

How to get where we’re going

Cut off Claim Schedules for Final Revolving Fund Reimbursement

Reconcile all Outstanding Claim Schedules Immediately

Uncheck Funds Marked as Claimable

How to get where we’re going – cont.

Move Salary/Travel Advance, Petty Cash and Change funds and restore cash to revolving fund

How to get where we’re going – cont.

Final Campus Payroll PFA cycle

How to get where we’re going – cont.

Final Campus Payroll PFA cycle – cont.

How to get where we’re going – cont.

Receive all Reimbursement Checks from the SCO

Reconcile State Treasury Bank account to ensure Revolving fund cash is whole

How to get where we’re going – cont.

Journal Revolving Fund closed to General Fund Revolving Fund Advance

How to get where we’re going – cont.

– Remit Advance Amount to the SCO Journal Entry

– 305022 Fund Balance Clearing DR

– 101003 Revolving Fund Cash CR

How to get where we’re going – cont.

Reconcile 2006 General Fund Appropriation Year should be clear of accruals and

encumbrances– Reimbursed Activities and Transfers in from 0498 should

either be unused or in balance.

Notify Budget Administration Office via email at budgetadmin@calstate.edu of amount to de-allocate from campus agency

Depending on transaction flow, campus may run into delays. Guide includes the changes that are necessary if the two most likely delays occur – Revolving Fund Reimbursement or DGS Advance. Microsoft Excel

Worksheet

What will happen once we’re there…

Once campus de-allocation process is complete, the CO will submit a monthly CPA.

– Amount transferred to campus 0948 accounts based on average SCO payroll activity.

– Campus will continue to maintain amount on balance at the SCO for off-cycle pay and other miscellaneous debits to their agency

What will happen once we’re there…

No campus agency SCO accounts for general fund

0001

What will happen once we’re there…

Notice of CPA amounts and accounting distributed by AD NOAT.

– Upon receipt of transaction campus will Debit 0948 305022 Fund Balance Clearing Credit 0948 690106 State Appropriation Adj.

What will happen when campus allocation is fully expended…

Total General Fund Appropriation to the CSU will be fully expended by payroll. To accomplish this for all campuses

– The CO will continue to transfer General Fund payroll estimate to campus 0948. 305022 Fund Balance Clearing DR 690106 State Appropriation Adjustment CR

– At the same time the CO will issue a CPO to notify campus that cash in the same amount has been removed from the campus account in the CSU Bank. 690106 State Appropriation Adjustment DR 101006 Cash in Agency Bank CR

What will happen when campus allocation is fully expended…