[Cobo] FW: Notice to Agencies Printing 700 Fund (Class 7XXXX) Checks/Vendor File Tips

[LeFlore, Bobby]

-----Original Message-----
From: owner-core-security at youroklahoma.com
[mailto:owner-core-security at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Thursday, November 13, 2003 4:48 PM
To: CORE-General at youroklahoma.com
Cc: CORE-Security at youroklahoma.com
Subject: Notice to Agencies Printing 700 Fund (Class 7XXXX)
Checks/Vendor File Tips






Notice to Agencies Printing 700 Fund (Class 7XXXX) Checks

ELECTRONIC FILES

Agencies which print 700 funds checks at their facility and then send an
electronic file of issue notices to OSF need to take special care to ensure
that the records will pass the system edits on the day the check is printed
and released.  This issue information is passed on from OSF to OST to match
to the checks that are presented for payment from the banking system.  If
the OST does not have the information to match with then the check is
kicked out as an exception for which agencies are billed.  In addition to
facilitating the reconciliation process, these controls are designed to
assist in identifying unauthorized payments and protect State funds.
Without the controls in place agency funds are at risk for fraud.

Each day two or three more agencies are getting on the no match list.  The
report of exceptions is still published on the OSF IBM mainframe at:
osfics.wrnt.except.report.ost

It appears that most of the trouble is related to vendors.  Before writing
a check to the vendor, agency personnel need to ensure that the vendor
exists in the PeopleSoft vendor file.  If the vendor does not appear
(please see Vendor File Tips sent out this week) then obtain a completed
form VEND and fax it to OSF at 405-521-3383.  Vendors are added within 24
hours of receipt.  After you've confirmed that the vendor has been added,
then you can release the check.  Do NOT release the checks until you know
that the issue information will pass the Core system edits.  The generic
"refund" vendor may be used on the electronic file header record if the
refund account (object) codes are used, but the record 3 must contain the
actual payee name.

As always, the electronic file issue notice information must be posted to
OSF (PeopleSoft) records prior to the 4pm process that creates the file to
the OST.  Checks created after 4pm must be held until the next day when the
issue records will be sent to OST.


MANUAL CHECKS

Agencies which print 700 funds checks at their facility by typing or
handwriting or some other method and previously keyed the issue information
into the OST ACES, then your procedures have changed as outlined in the
flowcharts published in July this year and the instructions on the Core
website for manual checks.  This is a summary:

1.  Determine whether the vendor exists in the PeopleSoft vendor file
(please see Vendor File Tips sent out this week and below).  If not, then
obtain a completed form VEND and fax it to OSF at 405-521-3383.  Vendors
are added within 24 hours of receipt.  When the vendor has been added, then
you can proceed.
2.  Create a direct or PO voucher to the vendor and place it on hold and
save.
3.  Print the voucher form.
4.  Write or type the check with a reference to the voucher number.
5.  Photocopy the check and fax it with the voucher form to OSF
405-521-3383 before 3pm.
6.  Release the check to the vendor.


VENDOR FILE TIPS (originally sent out 11/12)

Vendors were converted if they met specific criteria of (1) a registered
vendor, (2) a vendor having an open PO or (3) a vendor paid without a PO
since July 2003 and the address information was keyed into the ICS claim
address field. Vendors not meeting this criteria were not converted.

When searching the system for vendor names, use the first name and if not
found, search again by last name since the conversion used the format of
the original data entry. Example: For Pitney Bowes type, "PITNEY" or
"PITNEY B", as the vendor name and search. If the vendor you need is not
found, then type in the vendor name of "BOWES" or "BOWES P" and search.

Additionally, state employees were added to the vendor file if identified
as an employee on a travel claim paid in the last 18 months. Addresses for
employees were obtained from OPM files on October 24, 2003. Employee names
were converted with last name and comma then first name. To search for an
employee type "last name comma" for example, "DVORAK," You could also type
"last name comma intial" or "DVORAK,J" if needed.

It appears that some employees may have already been in the file as vendors
and were converted using the vendor format. So, if the employee is not
found with "last name comma" then try the last name only or first name only
as explained above for vendors.

If the vendor you are needing is not in the file, prepare OSF Form VEND and
send or fax it to OSF. Vendors will be added by the close of the business
day following receipt. However, the current backlog has pushed this to two
days at this time.


/jd