In the Finance area, you'll
find improvements and enhancements in several areas
The most recent changes
and enhancements are as follows (click to read each explanation):
Funds Availability Checking (AVC)
Posting to Grants
Functional Area "RevClr"
Cost Center/Funds Center
Funds
Availability Checking (AVC)
A change to AVC allows you to write and record a
payroll check in SCEIS even when budget is not available, as was allowed in
STARS. Note: While you can now issue over-budget checks without generating
an error file, you must monitor your budget independently and take
responsibility for correcting any deficit.
Posting to grants
On November 3, you’ll find a new approach for
grant-related postings. New grants will be entered somewhat differently from
the grants you now have in the system. There will be no immediate effect for
your existing grants.
Existing grants (numeric) will continue to post
as they have been, so that the grants you already have in the system will
not change. When you need to enter a new grant, the SCEIS Project Team will
help you use the new procedure.
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The changes shown below will
better enable you to analyze data received by your agency from STARS.
Functional Area "RevClr"
The State’s current practice of recording
revenues in STARS does not require agencies to use a “mini code”
(“Functional Area” in SCEIS terminology). Currently, for transactions that
originate in SCEIS, we use a Functional Area for deposits, revenue invoicing
and cash transfers alike.
However, there are still many transactions that
originate outside of SCEIS that are interfaced into SCEIS from STARS.
These transactions affect revenue (such as transfers and/or journal entries
that transmit Investment Income and /or Court Fines and Fees, Returned
Checks, credit card receipts that are receipted thru the State Treasurer’s
Office, Dept of Revenue (SCBOS) , the SCGov Portal and others, as well as
other revenues from agencies that are not yet live on SCEIS).
Currently in STARS, these transactions are not
required to have a valid “mini code.” They use the value of “0000” in the
mini code field. In SAP, there has not been a Functional Area that
crosswalks to a “0000” mini code. Therefore, these inbound transactions end
up on the SAP error file until the SCEIS team can analyze the error and
contact you to identify the proper functional area (mini code) for which to
record each transaction. This process caused delays in recording revenue for
your agency.
Therefore, to eliminate the delay in the
recording of revenue received from external sources through the interface,
we have established a new Functional Area for each Business Area entitled
“RevClr” (mini code=0000).
For example: To receive investment income
revenue transferred from the State Treasurer’s Office to Dept of Insurance
using a mini code of 0000, the interface would use the functional area of
“R200_RevClr” to record the transaction (the associated funded program would
be 0000.000000.000). The fund used on the transaction is not affected and
the revenue will post to the fund listed on the transfer/journal
entry, etc.
As it was in STARS, the new functional area
contains only revenue posted from outside sources and therefore will provide
you an easier way to analyze the contents of the new Functional Areas (4
position Business Area#_RevClr) and make journal entries as needed.
NOTE: You might be able
to set up automatic handling of the revenue from a non-live agency, under
certain conditions:
-
If the
stream of revenue from an outside source comes on a regular basis;
and,
-
If it posts directly into SAP without
intervention from your staff, and,
-
If you know the mini code that you
would like used on the transaction and can use the same mini code every
month,
-
Then, the sending
agency might be able to insert into their transaction the actual mini
code you need.
You could contact the State Agency
that sends you the revenue and see if they are able to insert your mini code
into their transaction. Remember that most of the processes to remit revenue
to you are automated, so you would have to use the same mini code each
month.
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Cost Center/Funds Center "xxxxZNDBIF"
STARS does not have a field for Cost
Center/Funds Center (organizational structure code in SCEIS). Therefore,
funds incoming to SCEIS from a STARS system could not be allocated
automatically to the proper Cost Center/Funds Center.
Instead, each Business Area used a single Administration Cost Center/Fund
Center to record these transactions (except for payroll/ and CG drafted
Social Security and retirement payment transactions for certain Business
Areas that use the MP Code on payroll). But because these “undesignated”
funds were included in the same Cost Center with true Administration funds,
analyzing the actual costs for Administration was difficult. Manually
determining the documents that should not have been recorded to
Administration was a time-consuming process for most agencies.
Therefore, for each Business Area that has
more than one Cost Center/Funds Center, we have set up a new Cost Center for
all postings that originate outside SCEIS (through the inbound interface).
This will enable you to provide an immediate
determination of the method of the transactions (from STARS and SCEIS) and
will allow you to monitor activity to ensure Journal Entries are done to
clear the Cost Center/Fund Center.
Here’s how to read the new Cost Center codes:
The first 4 positions of Cost Center/Funds Center are the Business Area; the
last 6 positions of the Cost Center/Funds Center are ZNDBIF (example: Dept
of Insurance is “R200ZNDBIF”).
Remember that the Functional Area (based on mini
code) and Fund (based on STARS sub fund) for each transaction will be used
when posting the incoming transaction to SCEIS.
If you have questions about any
of these Finance area changes, please call:
Kay Riley 734-0411
Bruce Burnett 734-0283
Sam Jones 734-2058
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If you encounter any problems using the SCEIS
system, please
notify the SCEIS Service Desk by email or telephone the SCEIS Service Desk at 803-734-0343. |
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