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TEXAS A&M UNIVERSITY - COMMERCE
Business Office
Procedures Manual
Financial Services
Last updated: August 13, 2014
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Index
Business Owners & Roles ................................................................................................................ 3
Financial Services Contact Information .......................................................................................... 4
Accounts Receivable Nightly Processing Steps ............................................................................... 6
Balancing (Closing) Procedure ...................................................................................................... 11
Book Vouchers Procedures ........................................................................................................... 12
Collections Process ....................................................................................................................... 14
Departmental Deposit and Receipting Procedure ........................................................................ 18
FAMIS Timeout Issues Resolve Procedure .................................................................................... 20
Financial Responsibility Agreement Procedure ............................................................................ 21
HigherOne Procedures .................................................................................................................. 22
HigherOne File Transmit Process.......................................................................................... 22
HigherOne Refund Stops Process ......................................................................................... 24
Hold Procedure ............................................................................................................................. 26
Institutional Loan Procedure ........................................................................................................ 28
Lions Card Procedure .................................................................................................................... 30
Automated Procedure .................................................................................................................. 31
Marketplace Procedure ................................................................................................................ 32
Refund Procedure ......................................................................................................................... 33
Ticket Trac (Citation/Permit) Procedure ....................................................................................... 35
Vault/Petty Cash Procedure.......................................................................................................... 36
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Business Owners and Roles
Banner General Module – CIO (Tim Murphy)
The CIO is the owner of all the Banner general tables, views and other database objects. The
general module forms and processes usually begin with the letter “G”.
Student Module – Registrar’s Office (Paige Bussell)
The Registrar is the owner of all of the Student System forms, tables, views and other
database objects. The Registrars’ Office also owns a number of tables used by all BANNER
Systems (for example, SPRIDEN, SPRADDR, and SPBPERS). The student forms and
processes usually begin with the letter “S.” The exception will be the admission/application
forms, which are owned by the Admissions and/or Graduate School Office.
Admission Module – Undergraduate Admissions Office (Jody Todhunter) and the Graduate
School (Mary Beth Sampson)
The Director of Admission is the owner of the undergraduate admission processes. The
Associate Dean of Graduate Studies is the owner of the graduate admission processes. The
admissions forms and processes usually begin with the letters “SA.”
Financial Aid Module – Financial Aid Office (Maria Ramos)
The Director of Financial Aid is the owner of all Student Financial Aid tables, views, and
other database objects. The financial aid forms and processes usually begin with the letter
“R.”
Accounts Receivable Module – Student Account Office (Charles Robnett)
The Bursar/Director of Student Accounts is the owner of all of the Accounts Receivables
forms, tables, views, and other database objects. The accounts receivable forms and
processes usually begin with the letter “T.”
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Financial Service Contact Information
FINANCIAL SERVICES
Main Number
903-886-5052/5054
Fax Number-Main
903-886-5899
Fax Number-Accts Payable
903-886-5057
STUDENT
WORKERS
* Indicates 468 prefix on Telephone Number
*
3034 Anderson, Janet
5045 Baker, Sarah
Budget Coordinator
Travel & Card Services
Coord.
Director/Acctg & Fin
Reporting
5048 Bostick, Ginger
Accounting Assistant III
5672 Burch, Chris
Facilities Reporting Coord.
3224 Douglas, Jamie
Senior Accountant
5482 Gonzalez, Debbie
5052 Gould, Stacy
Financial Reporting Analyst
Admin. Asst. II / Student
Accts
5054 Holcomb, Deanna
Admin. Asst. II / Fin Services
5253 Horn, Leslie
5042 Moreno, Rose
Accounting Assistant III
Exec. Dir. /Budgets & Bus
Serv
Student Accts Collection
Spec.
Accountant I, State &
Treasury
5043 Nguyen, John
Grants & General Accountant
5227 Ashmore, Kevin
5667 Livingston, Tina
5551 Martin, Bridgette
*3089 Phelps, Sherrie / OSS
& 2ND LINES
2nd *8112
(Chelsea Arnold)
2nd *8111 (Cece Kamau)
Assistant Bursar/Third-Party
Bus. Tech. Service
Coordinator
Bursar/Director of Student
Accts.
2nd *3064 (Chrissy Hall)
2nd *8703 (Logan Taylor)
*6019 Smith, Sharon (Temp)
Accounts Payable Supervisor
Grant Accountant, Property
Mgr.
*8110 Thatcher, Regina
Business Services Supervisor
*3137 Puttonen, Jon
5056 Robnett, Charles
5061 Shaffer, Heath
2nd *3107 (Coy Martin)
*6019 (Erin Ham)
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5032 Turner, Charlie
*3039
Billing/Recvbls Assistant
Director's Office
5201 Hood, Kendra
Bus. Service Asst / OSS
5993 Lewis, Kelly / Charlie Turner
5058 Nabers, Robin
Business Service Asst
Bus. Service Asst/Perkins /
OSS
5053 Pettit, Niki
Business Service Asst
5591 Shaw, Amye
Business Service Asst
Wall Phone X5044
5038 Waltemyer, Amber
Business Service Asst
Wall Phone X8702
FAX# -BUSINESS SERVICES
903-468-6048
FAX# -ONE STOP SHOP (OSS)
903-886-5540
2nd 5051
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Accounts Receivable Nightly Processing Steps
Banner AR Nightly Processing
Step
1 Bursar runs TGRRFND
Manually prepares student refunds
2 Bursar balances and closes physical cashiers
3 APPWORX chain AR_DAILY_ACCT_FEED
Scheduled to run Monday thru Friday at 12:01am
3a AR_TRUNC_TAMUC_TABLES
$BANNER_HOME/appworx/AccountsReceivable/sql/ar_trunc_arbatchusr_tables.sql
spool &so_outfile
truncate table arbatchusr.tamuc_gurapay;
truncate table arbatchusr.tamuc_gurfeed;
spool off
exit
3b AR_COPY_FEED_TABLES_TAMUC
$BANNER_HOME/appworx/AccountsReceivable/sql/ar_copy_feed_tables.sql
spool &so_outfile
insert into arbatchusr.tamuc_gurapay select * from gurapay;
commit;
insert into arbatchusr.tamuc_gurfeed select * from gurfeed;
commit;
spool off
exit
3c AR_EXPORT_FEED_TABLES
$BANNER_HOME/appworx/AccountsReceivable/shells/ar_export_feed_tables.shl
Exports table TAMUC_GURAPAY to /u04/exports/tamuc_gurapay_PROD_(timestamp).dmp
Exports table TAMUC_GURFEED to /u04/exports/tamuc_gurfeed_PROD_(timestamp).dmp
3d AR_TRUNC_FEED_TABLES
$BANNER_HOME/appworx/AccountsReceivable/sql/ar_truncate_gurapay_gurfeed.sql
spool &so_outfile
exec general.tamuc_truncate_gurapay
exec general.tamuc_truncate_gurfeed
spool off
3e AR_UPDATE_TBRACCD_DATE_TBRMISD
$BANNER_HOME/appworx/AccountsReceivable/sql/update_tbraccd_date.sql
UPDATE TBRACCD
SET TBRACCD_EFFECTIVE_DATE = '&eff_date1',
TBRACCD_DATA_ORIGIN = 'Eff Date Fix'
WHERE TBRACCD_TERM_CODE = '&term1'
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AND TBRACCD_DETAIL_CODE NOT IN ('CASH','CCRD','CHEK','DCRD',
'OFFC','PFA1','PFRN','WAPA','WAPD','WAPM','WAPV','WCHK',
'WEBD','WEBM','WEBV','WEBX','F510','F520');
-- Update TBRMISD to set desc to a 15 digit number, so that FAMIS will reject
UPDATE TBRMISD A
SET A.TBRMISD_DESC = '&tbrmisd_desc'
WHERE A.TBRMISD_ACCT_FEED_IND = 'Y'
AND A.TBRMISD_CHARGE_DETAIL_CODE = 'DDEP'
3f AND A.TBRMISD_DESC = 'Departmental Deposit';
$BANNER_HOME/general/exe/tgrclos
Execute Banner program TGRCLOS
3g AR_TGRAPPL
$BANNER_HOME/general/exe/tgrappl
Execute Banner program TGRAPPL
3h AR_TGRFEED
$BANNER_HOME/general/exe/tgrfeed
Execute Banner program TGRFEED
3i AR_ACCT_TO_HIST
$BANNER_HOME/appworx/AccountsReceivable/sql/save_gurfeed_gurapay.sql
spool &so_outfile
insert into general.gurfeed_hist select * from general.gurfeed;
commit;
insert into general.gurapay_hist select * from general.gurapay;
commit;
spool off
exit
3j AR_FTP_TGRCLOS
$AW_HOME/exec/BANNERFTP.SH
Destination Machine Name
incoming.tamu-commerce.edu
Fully Pathed Local File
#tamuc_tgrclos_filename (tgrclos_yyyymmdd.lis)
Fully Path Remote Filename
#tamuc_tgrclos_remote_filename (tgrclos_yyyymmdd.lis)
Userid For Remote Machine
ctis/ctisftp
Fully Pathed Netrc Filename
/home/appworx/.netrc
Transfer Mode Ascii/Binary
ascii
Direction Get/Put
put
3k AR_FTP_TGRAPPL
$AW_HOME/exec/BANNERFTP.SH
Destination Machine Name
incoming.tamu-commerce.edu
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Fully Pathed Local File
#tamuc_tgrappl_filename (tgrappl_yyyymmdd.lis)
Fully Path Remote Filename
#tamuc_tgrappl_remote_filename (tgrappl_yyyymmdd.lis)
Userid For Remote Machine
ctis/ctisftp
Fully Pathed Netrc Filename
/home/appworx/.netrc
Transfer Mode Ascii/Binary
ascii
Direction Get/Put
put
3l AR_FTP_TGRFEED
$AW_HOME/exec/BANNERFTP.SH
Destination Machine Name
incoming.tamu-commerce.edu
Fully Pathed Local File
#tamuc_tgrfeed_filename (tgrfeed_yyyymmdd.lis)
Fully Path Remote Filename
#tamuc_tgrfeed_remote_filename
Userid For Remote Machine
ctis/ctisftp
Fully Pathed Netrc Filename
/home/appworx/.netrc
Transfer Mode Ascii/Binary
ascii
Direction Get/Put
put
4 Fiscal Office - Daily Refund Feed To College Station (A_REFUNDS)
ReportCaster scheduled job, M-F @ 4:04am
Runs WebFOCUS program in the Technology Services/Jerry/a_refunds see internal name app/refunds
The WebFOCUS program FTP file /home/webfocusr/fisofc/refunds/RFDAILY.TXT to D120712
5 Fiscal Office - Daily Refund Feed to SISTOFAMISLOAD
ReportCaster scheduled job, M-F @ 4:07am
FTP file /home/webfocusr/fisofc/refunds/RFDAILY.TXT to CTIS11 - R:\SISTOFAMISLOAD
6 Fiscal Office - Daily Refund Report (A_REFUND_REPORT)
ReportCaster scheduled job, M-F @ 4:10am
Runs WebFOCUS program in the Technology Services/Jerry/a_refund_report see internal name app/f9r
7 Fiscal Office -Daily Refund Report To Fiscal Office Server
ReportCaster scheduled job, M-F @ 4:12am
FTP file /home/webfocusr/fisofc/refunds/reports/RFDAILY.HTML to bamfamfeed\bannerjobs\Feed_Re
8 Fiscal Office -Daily Accounting Feed File
ReportCaster scheduled job, M-F @ 4:15am
Runs WebFOCUS program in the Technology Services/Jerry/ACCOUNTING_FEED_TNCASHIERING
Runs WebFOCUS program in the Technology Services/Jerry/ACCOUNTING_FEED_MINUS_TNCASHIERING
9 Fiscal Office -Daily Accounting Feed Report To Fiscal Office Server
ReportCaster scheduled job, M-F @ 4:19am
Runs WebFOCUS program in the Technology Services/Jerry/AF_REPORT_TNCASHIERING
Runs WebFOCUS program in the Technology Services/Jerry/AF_REPORT_MINUS_CASHIERING
10 Fiscal Office -Daily ACH Refund Feed To College Station (A_REFUNDS_ACH)
ReportCaster scheduled job, M-F @ 4:22am
Runs WebFOCUS program in the Technology Services/Jerry/a_refunds_ach
FTP file /home/webfocusr/fisofc/???????/ACHDAILY.TXT CTIS11 - R:\SISTOFAMISLOAD
Updated 6/11/2014, changed detail code from RFD1 to RFHO -jp
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11 Fiscal Office -Daily ACH Refund Feed To Fiscal Ofc Prepaid (A_ACH_report)
ReportCaster scheduled job, M-F @ 4:26am
Runs WebFOCUS program in the Technology Services/Jerry/a_ach_report
Updated 6/11/2014, changed detail code from RFD1 to RFHO -jp
12 Fiscal Office -SSH Daily To SISTOFAMISLOAD
ReportCaster scheduled job, M-F @ 4:30am
FTP file /home/webfocusr/fisofc/acctfeed/incoming/AFDAILY.TXT to CTIS11 - R:\SISTOFAMISLOAD
13 Fiscal Office -Daily Cash Receipt Feed To SISTOFAMISLOAD
ReportCaster scheduled job, M-F @ 4:32am
FTP file /home/webfocusr/fisofc/cashrec/incoming/CRDAILY.TXT to CTIS11 - R:\SISTOFAMISLOAD
14 Fiscal Office -Daily ACH Feed To SISTOFAMISLOAD
ReportCaster scheduled job, M-F @ 4:37am
FTP file /home/webfocusr/fisofc/prepaid/ACHDAILY.TXT to CTIS11 - R:\SISTOFAMISLOAD
15 GURFEED UPDATE DATE RUN FILE
ReportCaster scheduled job, M-F @ 4:44am
Runs WebFOCUS program in the Technology Services/Jerry/AGURFEED_CHECK_DATE - see internal name a
16 Cash Reconciliation Report
ReportCaster scheduled job, M-F @ 5:05am
Runs WebFOCUS program in the Technology Services/Jerry/gurfeed_account_by_cashier
17 Departmentl Deposit GL Length Check
ReportCaster scheduled job, M-F @ 10:01am
Runs WebFOCUS program in the Technology Services/Jerry/TBRMISD_GL_ACCT_LEN
18 Scheduled Tasks on CTIS11 AcctFeedjdb automatically FTP GL feeds to College Station at 6:00 AM Monday-Frid
Executes Acctfeedjbd.bat located in - R:\SISToFAMISLoad directory
Send acct_feed_minus_tncashiering file in the GL_Feed folder
Send acct_report_minus_cashiering file in the Feed_Reports folder
19 Scheduled Tasks on CTIS11 Refundsjdb automatically FTP Refund feeds to College Station at 6:05 AM MondayExecutes Refundsjbd.bat located in - R:\SISToFAMISLoad directory
Send a_refunds in the Refund_File folder
Send a_refund_report in the Feed_Reports folder
Send a_refunds_ach file in the Prepaid_Feed_file folder
20 Scheduled Tasks on CTIS11 SISToFAMISLoad automatically FTP Cashiering feeds to College Station Every 30 min
Executes Daily.CMD located in - R:\SISToFAMISLoad directory
Send acct_feed_tncashiering in the Daily_Cashier_Report folder
Send acct_report_tncashiering in the Daily_Cashier_Report folder
***
OR
***
Scheduled Tasks on CTIS11 FAMISCashierDaily automatically FTP Cashiering feeds to College Station at 7:00AM
Executes daily.cmd located in - R:\DailyCashier directory
21 Scheduled Tasks on CTIS11 ?? automatically FTP ACH feeds to College Station at ?:?? AM Monday-Friday
Executes tnach.bat located in - R:\SISToFAMISLoad directory
Send a_refunds_ach file in the Prepaid_Feed_file folder
Send a_ach_report file in the FEED_Reports folder
P a g e | 10
Files Produced for FAMIS:
1. Accounting Feed
Filename = AFDAILY.TXT
FAMIS Filename = K721XX.BANNER.ACCTFEED.Afyymmdd
Path to Fin Svcs Share = \\ctis\dfsroot\FinancialServices\BannerJobs\GL_Feed
Batch ID = BAN999
Report Caster Job (FTP)= "Fiscal Office - SSH Daily to SISToFAMISLoad"
Report Caster Job (creates AFDAILY.TXT) = "Fiscal Office - Daily ACCOUNTING_FEED_MINUS_TNCashiering
Focus Program = efj89epz.fex (Accounting_feed_minus_tncashiering)
FileZilla Settings:
Host = tammvs1.tamu.edu
Protocol = FTP - File Transfer Protocol
Encryption = Require explicit FTP over TLS
Logon Type = Ask for password
Server Type = MVS, OS/390,z/OS
Default Remote Directory = 'K721XX.banner.acctfeed' (includes quo
Transfer mode = Passive
2. Refunds
Filename = RFDAILY.TXT
FAMIS Filename = K721XX.BANNER.REFUNDS.Dyymmdd
Path to Fin Svcs Share = \\ctis\dfsroot\FinancialServices\BannerJobs\Refund_File
Batch ID = BRS656
Report Caster Job (FTP) = "Fiscal Office - Daily Refund Feed to SISToFAMISLoad"
Report Caster Job (creates RFDAILY.TXT) = "Fiscal Office - Daily Refund Feed To College Station (A_REFUND
Focus Program = refunds.fex (a_refunds)
3. ACHFILE Vouchers
Filename = ACHDAILY.TXT
FAMIS Filename = K721XX.VCHR.TOUCHNET.Dyymmdd
Path to Fin Svcs Share = \\ctis\dfsroot\FinancialServices\BannerJobs\Prepaid_Feed
Batch ID = TNET01
Report Caster Job (FTP)= "Fiscal Office - Daily ACH Feed to SISToFAMISLoad"
Report Caster Job(creates ACHDAILY.TXT) = "Fiscal Office - Daily ACH Refund Feed To College Station (A_R
Focus Program = a_refunds_ach.fex
4. Cashier File
Filename = CRDAILY.TXT
FAMIS Filename = K721XX.RECEIPTS.Dyymmdd
Path to Fin Svcs Share = \\ctis\dfsroot\FinancialServices\BannerJobs\Daily_Cashier_Report
Batch ID = ADP999
Report Caster Job (FTP)= "Fiscal Office - Daily Cash Receipt Feed to SISToFAMISLoad"
Report Caster Job (creates CRDAILY.TXT) = "Fiscal Office - Daily Accounting Feed File"
Focus Program = Accounting_feed_tncashiering.fex
------------------------------------------------------------------------------------------------------Outbound batch files sequence:
AcctFeedjdb.bat
Refundsjdb.bat
tnach.bat (from Daily.cmd)
P a g e | 11
Balancing (Closing) Procedure
Each cashier will calculate a total for cash, checks and credit card receipts in their drawer
at the end of each business day. Do an adding machine receipt for each of the following
transaction types: cash, checks, and credit cards. The total of each receipt should equal the
total as reported by TouchNet Cashiering for the business day.
Once this is done and your totals match, place the contents of your deposit in to a deposit
bag. The deposit bag is to be locked in the number seven drawer in the safe. (This is the
drawer the accountants have access to for deposits)
Put all cashier window lights in the off position, close cashier sliding windows, take any last
minute departmental deposits, and lock them in the vault. Turn off vault room light and
make sure both safe and vault are securely closed and locked.
P a g e | 12
Book Vouchers Procedure
Students are not required to buy their books through the University bookstore; however, at
this time, we can only handle emergency book credits through the University bookstore.
Books and supplies purchased through the online bookstore at
http://www.amcbookstore.com/home.aspx can be paid through emergency book credits
and shipped UPS directly to you.
Emergency book credits are available only to students who have pending financial aid
awarded through Texas A&M University-Commerce. To be eligible - your financial aid
award must show as accepted on our system and the total award amount must be enough
to cover all outstanding University charges including this amount of this book credit.
Contact the Bursar's Office as shown below to determine availability dates.
To utilize this option, print out the emergency book credit application. Students are to fill
out the emergency book credit application, sign it, and return the completed form to the
University Bursar's Office. Students may request bookstore credit for any amount up to
$500 - approved book credit amount cannot exceed the difference between anticipated
financial aid and the aggregate of charges due to Texas A&M UniversityCommerce. Students should fax the form to 903-468-6048 or mail it to:
Texas A&M University-Commerce
Attn: Bursar's Office.
P.O. Box 3011
Commerce, TX 75429
We will verify eligibility upon receipt. When they select the emergency book credit
payment option, the University bookstore will fax us a copy of your order. The University
Bursar's Office will then fax a response to the bookstore that lets them know if you have an
approved book credit on file and if so, how much in credit we will authorize. It is our
understanding that approved orders will be shipped the same day. The student must pay
shipping costs - these will be included in the amount of your book credit.
When the financial aid is processed, all University charges, including the amount of
emergency book credits, will be deducted from the financial aid award prior to any refund.
Please note: emergency book credits represent a loan that you must pay back by the date
shown in the form. If the financial is canceled or modified for any reason, so that the
emergency book credit is not paid as expected, the student must pay the amount due in full
by the indicated payment date.
The University Bursar's Office is not responsible for shipping difficulties, problems with the
students online book order, or any other issue that may result from your online purchase.
P a g e | 13
Please note: The bookstore has indicated that it will NOT provide cash refunds for books
purchased with online book credits. Upon notification from the bookstore regarding credits
issued for returns, the Bursar's Office will reduce the amount of the book credit charge on
the students account.
P a g e | 14
Collections Process
Process Summary:
The Collections Letters Process automatically generates a collections calendar with
due dates which are based on the ending dates of the semester. The process runs every
day, and if the current date is one of the dates for generating either a report or a letter, a
file is produced.
Reports of students subject to collections are automatically generated one week
prior to the actual collection date for staff review. When the report is run, the students are
saved in Banner on screen GLIEXTR/GLAEXTR. Staff has one week to review.
The collection dates are approximately 30, 90, and 120 days past the end of the
semester. On the collection dates (one week after the initial report was generated), a
comma separated value list of students is automatically generated and saved on a network
shared drive. This data is used to generate letters via mailmerge for mailing to students.
Each time a list is generated, balances are recomputed so that if a student has paid they will
be excluded.
The last collection date (approximately 120 days past the end of the semester) is
when students are turned over to a collections agency. It is also when state warrant holds
are placed in FAMIS. An SQL script is run that generates a batch upload file which posts
students from Banner into FAMIS.
Process:
SATURN.p_collections_letters
Execution:
Runs from an Oracle cron job, runs daily at 5:00am
The cron job executes:
/u05/ctool_utl/liveupdate-collections/go.shl
Output:
Output files are ftp’d to
\\ctis\dfsroot\FinancialServices\BannerJobs\Collections_Reports
Output Files:
Coll-Report-Calendar.txt
Current Collections Calendar
Coll-Report1-term-date.csv Early Report #1 CSV Data
Coll-Report2-term-date.csv Early Report #2 CSV Data
Coll-Report3-term-date.csv Early Report #3 CSV Data
Coll-Letter1-term-date.csv Official Letters #1 CSV Data
Coll-Letter2-term-date.csv Official Letters #2 CSV Data
P a g e | 15
Coll-Letter3-term-date.csv Official Letters #3 CSV Data
FAMIS Filenames:
K721XX.VENDOR.ADD.Dyymmdd.TEST
K721XX.VENDOR.ADD.Dyymmdd
Location of Lists, GLIEXTR:
Process:
The process automatically generates a collections calendar with due dates. Reports
of students subject to collections are generated one week prior to the collection date.
Collection dates are approximately 30, 90, and 120 days past the end of the semester.
Once a report is generated, the list of students will be in Banner on screen
GLIEXTR/GLAEXTR. The values for viewing the population select are:
Application FINANCIAL_SERVICES
Selection ID COLL-REPORTx-yyyyss-dd-mon-yy
Creator ID
MARTINBRIDGETTE
User ID
MARTINBRIDGETTE
In the above, x = 1 means collections report #1
x = 2 means collections report #2
x = 3 means collections report #3
Reports 1, 2, and 3 generate lists on GLIEXTR/GLAEXTR.
Letters run one week after the reports, and are read from the lists on GLIEXTR/GLAEXTR.
The only difference is that at this point, balances are recomputed so that if a student has
paid they will be excluded.
Here is an overview of the process:
Report #1
 Computes balances from TBRACCD, TBBDETC
 Saves list #1 to GLBEXTR
Letter #1
 Reads student id’s from report #1 on GLBEXTR, compute balances
 Save list of students on GURMAIL (Letter code = COLL-LETTER-1)
-------------------------------------------------------------------------------------------------------Report #2
 Computes balances from TBRACCD, TBBDETC
 Saves list #2 to GLBEXTR
P a g e | 16
Letter #2
 Reads student id’s from report #2 on GLBEXTR, compute balances
 Save list of students on GURMAIL (Letter code = COLL-LETTER-2)
-------------------------------------------------------------------------------------------------------Report #3
 Computes balances from TBRACCD, TBBDETC
 Saves list #3 to GLBEXTR
Letter #3
 Reads student id’s from report #3 on GLBEXTR, compute balances
 Save list of students on GURMAIL (Letter code = COLL-LETTER-3)
 Place ‘C’ (collection) holds on SPRHOLD
 Generate FAMIS feed to update vendors
Report files are saved on the database server in /u05/convert, then a CRON jobs moves the
files to
\\ctis\dfsroot\FinancialServices\BannerFAMISFeed\BannerJobs\Collections_Repo
rts
Here is the CRON job:
#-------------------------------------------------------------------------------------------# Accounts Receivables
00 5 * * * sh /u05/ctool_utl/liveupdate-collections/go.shl >/u05/ctool_utl/liveupdatecollections/go.log
#--------------------------------------------------------------------------------------------
State Warrant Hold Process Summary:
State Warrant Holds are placed in FAMIS by running an SQL script that reads the id’s from
the collections letters, and sending the output to the FAMIS ftp server. An email must be
sent to FAMIS requesting that the file be posted.
Process:
Collections_UPLOAD_TO_FAMIS.sql
Uploading Vendor Data to FAMIS:
The FAMIS job name is XVNDR and the data file will be named:
K721XX.VENDOR.ADD.Dyymmdd (With no other extension at the
end)
K721XX.VENDOR.ADD.Dyymmdd.TEST (For Training System)
Requests to post files to FAMIS Production should be emailed to:
P a g e | 17
FAMISProd@tamus.edu
Requests to post files to FAMIS Training should be emailed to:
FAMISHelp@tamuc.edu
Reports from posting will be listed in DDRINT under report id F21XVNDR.
Steps:
1) Run Collections_UPLOAD_TO_FAMIS.sql, to produce
K721XX.VENDOR.ADD.Dyymmdd file.
2) FTP above file to FAMIS ftp site.
a. Put localfile ‘remotefile’
(remote file in single quotes)
Example: put K721XX.VENDOR.ADD.D131207
‘K721XX.VENDOR.ADD.D131207.TEST’
3) Send an email to FAMISProd@tamus.edu to request posting the file to FAMIS
production.
4) Verify data was successfully uploaded using FAMIS screen 209 and review DDRINT
file posting report to check for errors.
P a g e | 18
Departmental Deposits and Receipting Procedure
1.0 RECEIPTS
Sequentially numbered cash receipts shall be issued for all money received by the Business
Services Assistants in Financial Services. Each receipt shall reference the revenue account
number and name of the payee.
2.0 DEPOSIT VERIFICATION
Accounting staff shall verify Business Services Assistant deposits against a report of daily
cash receipts from the university’s internal cash receipting system. Departmental deposits
shall be receipted into FAMIS subsidiary ledger accounts. Revenue and expense object
codes will be reviewed and corrected. Internal daily cash receipts shall be reconciled to
FAMIS cash receipts.
3.0 WORKING FUNDS
Each Financial Services Business Services Assistant has custody of $250. Of this amount,
$200 is dedicated to cash drawer to complete daily receipting transactions and $50 is
reserved for vending machine reimbursements. The Bursar / Student Accounts Mananger
and the Billing/Receivables Coordinator control the vault cash of $3000. The Account
Manager or Director of Accounting verifies vault totals on a quarterly basis.
Petty Cash requests are to be submitted through Accounts Payable at least three business
days prior to the day the funds are required.
Change requests in excess of $50 are to be submitted through the Property Manager /
Accountant II.
4.0 FAMIS ACCESS
Financial Services personnel having access to auxiliary cash receipting systems shall not
have FAMIS cash receipting access. The FAMIS security officer shall review FAMIS user
access no less than once per year.
5.0 DEPARTMENT DEPOSITS
Deposits are required the next working day whenever amount on hand reaches two
hundred ($200) dollars and at least once every three-business days regardless of amount.
Persons transporting deposits in excess of $2,500 must be accompanied by an A&M
Commerce police officer.
All deposits must be taken to the cashier window by an A&M Commerce staff employee.
University police officers will escort any employee making a deposit, however, they should
not be asked to act as a courier. Staff employees will be asked to wait and verify any cash in
P a g e | 19
the bag at the time of drop-off if the Business Services Assistants are not able to work the
bag at that time.
6.0 REQUIRED DOCUMENTATION
A log is required to be kept by any person receiving checks for deposit. The log must detail
the check date, check number, amount, date of receipt, date of deposit and individual
receiving the check. The log is subject to audit by Financial Services staff.
7.0 REPERCUSSIONS
The supervisor of the individual making the deposit and/or the Vice President of Business
Administration may be contacted if deposits violate the cash receipting procedure on an
ongoing basis.
P a g e | 20
FAMIS Timeout Issues Resolve Procedure
Purpose: This document was created to address the issue of customers 3270 FAMIS
sessions locking up after a set amount of inactivity to the mainframe.
Problem: SSL Sessions are set to timeout after 30 minutes of inactivity on the PAN firewall.
The PAN firewall needs to see 16 tcp packets to reset the TTL of the session. The FAMIS
application, when not in use, does not meet the 16 tcp packets in 30 minutes causing the
firewall to drop the session but the client still thinks the session is active. This will appear
like the FAMIS session is locked up. Customers are able to close and reopen the FAMIS
session to keep working.
Resolution: Start the FAMIS session. On the top menu click Session, then click Disconnect.
Click ok.
Now click on Session again, and then choose Session Setup
From the options below select Telnet Keep Alive
Click ok.
P a g e | 21
Financial Responsibility Agreement Procedure
NEW FOR FALL 2014 REGISTRATION:
A Financial Responsibility Agreement will appear when you login to register for classes. It
is required that you read and agree to its conditions before being allowed to proceed with
registration. This agreement notifies you of all the payment options that are available. The
University will also be authorized to enroll you in an installment payment plan. This will
prevent you from being dropped from your classes and avoid the $200.00 reinstatement
fee.
P a g e | 22
HigherOne File Transmit Process
1. Daily Card File for New Students
 HigherOne_Daily_Card_File.sql
 Creates file named commerceYYYYMMDDHHMM.crd
 File is ftp’d to
\\ctis\approot\bff\BannerJobs\HigherOne\H1_Card_File
 File is copied to \\ctis\dfsroot\xfer\sftp\HigherOne (outbound sftp)
Transmittal to HigherOne via sFTP w/SSH
 Site: upload.higheronesupport.com (port 22)
 Folder:
/data/customer/home/commerce/card/fromcommerc
e
 After file is sent, place a copy in
\\ctis\approot\bff\BannerJobs\HigherOne\H1_Card_File\sent
2. Daily Refund File
 Modification to Daily Accounting Feed Process
 Creates file named commerceYYYYMMDDHHMM.ref
 File is ftp’d to \\ctis\approot\bff\BannerJobs\HigherOne\Refunds
 File is copied to \\ctis\dfsroot\xfer\sftp\HigherOne (outbound sftp)
 Transmittal to HigherOne via sFTP w/SSH
 Site: upload.higheronesupport.com (port 22)
 Folder:
/data/customer/home/commerce/financial/fromcom
merce
 User: commerce, pw= cFoZF4ew
 After file is sent, place a copy in
\\ctis\approot\bff\BannerJobs\HigherOne\Refunds\sent
Automatic uploads to HigherOne start at 12:00 noon, and 6:00am.
I have sent them the 68.232.1.186 address to open up to HigherOne.
Here are the credentials they provided for sending the card file to them:
Site = upload.higheronesupport.com (port 22)
Upload directory = card / fromcommerce
Filename Format = commerceYYYYMMDDHHMM.crd
DAILY CARD FILE PROCESS:
P a g e | 23
At 6am, M-F, a CRON job (owned by Oracle) starts the daily card file process:
sh /u05/ctool_utl/liveupdate-higherone/go.shl >/u05/ctool_utl/liveupdatehigherone/go.log
The daily card file is built from a list of students enrolled in a current or future term
who have not yet been mailed a card. Each id that is included in the card file is also
recorded in a table to track which cards have been ordered. If an id is in this file, it will not
be mailed another card UNLESS the students’ address is updated with an address source
code of H1 – HigherOne Card Resend.
The card resend process is as follows:
Each day, id’s are removed from the Saturn.tamuc_higherone_pidms table if
the id was marked on SPAIDEN (address tab) with an address source code of H1. Then all
address source codes of H1 are changed to null. The normal card file process will then pick
up these id’s and include them in the card file (as long as the student is enrolled in a current
or future term.)



CRON job executes go.shl (located in /u05/ctool_utl/liveupdate-higherone)
go.shl executes HigherOne_Daily_Card_File.sql
go.shl FTP’s commerceYYYYMMDD.crd file to network share
o \\ctis\approot\bff\BannerJobs\HigherOne\H1_Card_file
DAILY REFUND FILE PROCESS:
At 6am, M-F, a CRON job (owned by Oracle) starts the daily refunds file process:
sh /u05/ctool_utl/liveupdate-higherone/go-refunds.shl >/u05/ctool_utl/liveupdatehigherone/go-refunds.log
The refunds file is built from detail codes named ‘RFHO’ that have a transaction date
within the calculated time period.



CRON job executes go-refunds.shl (located in /u05/ctool_utl/liveupdatehigherone)
go-refunds.shl executes HigherOne_Daily_Refund_File.sql
go-refunds.shl FTP’s commerceYYYYMMDD.ref file to network share
o \\ctis\approot\bff\BannerJobs\HigherOne\H1_Refunds_file
P a g e | 24
HigherOne Refund Stops Process
Refund stops are monitored by the Business Services Supervisor. To aid in the processing
of stops, and to make the process less manual, there is a Visual Basic utility program that
aids in producing the file that goes to HigherOne for refunds.
The first part of the process creates the refunds file and places it in a network share. (See
Jons How To for HigherOne Process.docx for documentation on producing the refunds file)
Once the file is in the network share, it is ready for review. The Business Services
Supervisor will execute the program named “JonsHigherOneProgram”. If necessary, the
program may be installed from:
\\ctis\dfsroot\FinancialServices\BannerFAMISFeed\BannerJobs\HigherOne\JonsHigherO
neProgram_Setup\setup.exe
The program automatically reads the refund files from this network share:
\\ctis\dfsroot\FinancialServices\BannerFAMISFeed\BannerJobs\HigherOne\H1_Refunds_
file\commerceYYMMDDHHMM.ref
•
Click on the filename in the lower left-hand box to select the file, then click the
“Process File” button.
•
The file is then read, and the upper left-hand box will show the refund transactions.
P a g e | 25
•
The stops are reviewed, and when a student needs to have their refund stopped,
check the box next to the appropriate refund.
•
After all of the stops are marked with check marks, click the “Process Stops” button.
•
The “Process Stops” button calculates new totals for the HigherOne batch.
•
Once the correct number of stops and the correct amount is shown in the right-hand
window, we are ready to finalize.
•
Click on “Build H1 File”.
The new file for HigherOne is automatically built and placed in this share:
\\ctis\dfsroot\FinancialServices\BannerFAMISFeed\BannerJobs\HigherOne\H1_Refunds_
file\outbound
There is an automated process (currently running on Jon’s computer at 11:50am M-F) that
moves the refund file from the \outbound folder to the sftp folder from where it will be
sent to HigherOne. The sftp folder for HigherOne is located at:
\\ctis\dfsroot\xfer\sftp\HigherOne
P a g e | 26
Hold Procedure
Manual removal
BSAs check the TSAAREV screen to check the students balance. If the student doesn’t have
outstanding charges and is verified to not be in collections by the WOAHOLD screen they
will lift registration and transcript Fiscal holds. These are the only two holds BSAs deal
with.
BANNER HOLD STEPS
How to enter and remove a Hold:
Step Action
ENTERING
1
Log in to Banner using your Username and Password
AND
2
Enter WOAHOLD in the “Go To…” box.
SAVING
3
Enter a Student ID or Name, and press Enter. This will bring up
the student ID and name in the key block.
4
Press Next Block (or Ctrl-Page Down).
5
Enter Hold Type (if known); or press F9 or double click in the
Hold Type box for a list of all available Hold Types
6
Press TAB to move to the Reason box, and enter the hold reason.
7
Press TAB to move to the Amount box, and enter the hold amount
(if applicable).
8
Click on the Release Indicator button in order to restrict hold
release to your department only.
9
Today’s date automatically populates in the From field, and 31Dec-2099 (the end of time) defaults in the To field. The From and
To dates may be updated if necessary.
10
Enter FISC in the Origination Code box.
11
Save the hold by clicking the disk icon near the top left of the
Banner window.
A HOLD
1
Follow steps 1-4 above
P a g e | 27
REMOVING
2
Locate applicable hold entry and click on the correct hold to
make it the active record. The record will be highlighted with a
different background color to indicate that it is the active record.
3
Enter today’s date in To field in DD-MON-YYYY format, or click on
the calendar icon to select a date.
4
Click the Save icon (F10); exit the form
A HOLD
NOTE: Do not use the “X” at the upper right of the screen at any time in
Banner to exit!
P a g e | 28
Institutional Loan Procedure
The Texas A&M University-Commerce Institutional Loan program offers two types of short
term loans—tuition loans and Leo personal loans.
Tuition loans pay the full amount of tuition/fees only and cannot be used to pay housing or
other university charges (including UPD traffic tickets). Students do not receive a check
with this loan-a credit is made to offset tuition/fee charges. Tuition loans can cover course
fees as well, but not late registration fees. Applications for Tuition Loans must be submitted
by the 20th class day for Fall/Spring terms and the 15th class day for Summer terms.
Leo personal loan proceeds are intended to pay educational expenses (books, supplies, etc).
Loan limits will vary between terms. Support documentation may be required with your
application. If you have set yourself up for direct deposit refunds then your Leo personal
loan will be disbursed to you that way. Otherwise your Leo personal loan will be disbursed
by check and will be available within 2-3 working days.
Leo personal loans cannot be disbursed before the first class day of the semester.
Eligibility for short-term loans:
1. Must be enrolled in the given term.
2. Must be in good standing with the university.
3. Limited to one emergency loan or one bookcredit per semester.
Tuition loans cannot be used for courses offered through Colloquy Global E-Learning
(MS-GBEC) or for Academic Partnerships programs including Executive MBA, MSApplied Criminology, BS-Business Administration, Masters of Education or Doctor of
Education. Please contact our office atStudent.Accounts@tamuc.edu if you have any
questions about your eligibility for a tuition loan.
Submission of an application does not guarantee approval. Loan funds are limited and we
may not be able to accommodate all applicants even if eligibility requirements are met.
Students are limited to one emergency loan or one bookcredit per semester. Exceptions to
eligibility guidelines or loan procedures will be made strictly at the discretion of the
university. The University reserves the right to deny loan approval to any student based on
past payment performance or other factors that negatively impact credit risk.
Contact Student Accounts at 903-886-5050 for more information or refer to information on
the main Student Accounts Web page for current updates.
Tuition loans are accessed online through MyLeo. Log in to MyLeo and click on LeoPay. Go
to the Payment Plans tab. You will see the option to select the Tuition Loan or the
Installment Plan. The tuition loan option does not require a down payment but you will
P a g e | 29
have to pay a $35 processing charge at sign-up. There are no interest charges associated
with the tuition loan option.
Leo Personal Loans are offered to students each semester to help cover books, supplies or
other related expenses. Loans are capped at $400 per term ($200 in mini-terms and
summer semesters)
Leo Personal Loans do not accrue interest but a $35 processing fee is required. The
processing fee must be paid before the loan application can be processed.
Completed application forms can be faxed to 903-468-6048 or scanned copies can be sent
by email to Student.Accounts@tamuc.edu.
You can also deliver applications in person to our payment windows in either the
McDowell Administration Building or the One Stop Shop.
NOTE: Students may not borrow against future financial aid distributions and Leo
personal loans cannot be used to to pay UPD tickets or other university charges.
A $25 late charge and a registration/transcript hold will be assessed on all past due loan
accounts.
P a g e | 30
Lion Cards Procedure
Putting money on a student/faculty/staff Lion Card requires that you use the Blackboard
application program. Ask to see the students’ Lion Card so that you can verify the money is
going into the correct account. Enter the required information into Blackboard. You are
able to accept, cash, credit or check as a form of currency being applied to the card. You
must keep your Blackboard transactions separate from your daily drawer transactions. At
the end of the day you will receive an email with your daily total Blackboard transactions,
this email should accurately portray what you have received in cash, credit cards and
checks. Fill out a Lion Cash Department Deposit Worksheet and attach it with the
Blackboard email you receive along with the currency you took in. Put this form at the end
of each closing day in the Department Deposit Basket.
P a g e | 31
Automated Procedure
Job Sequence for AR
12:01 am
Nightly Banner Accounting Feed Process (Appworx)
4:04 am
WebFocus job - Daily Refund Feed to College Station
4:07 am
WebFocus job - Daily Refund Feed to SISTOFAMISLOAD
4:10 am
WebFocus job - Daily Refund Report
4:12 am
WebFocus job - Daily Refund Report to Fiscal Office server
4:15 am
WebFocus job - Daily Accounting Feed File
4:19 am
WebFocus job - Daily Accounting Feed Report to Fiscal Office server
4:22 am
WebFocus job - Daily ACH Refund Feed to College Station
4:26 am
WebFocus job - Daily ACH Refund Feed to Fiscal Ofc Prepaid
4:30 am
WebFocus job - SSH Daily to SISTOFAMISLOAD
4:32 am
WebFocus job - Daily Cash Receipt Feed to SISTOFAMISLOAD
4:37 am
WebFocus job - Daily ACH Feed to SISTOFAMISLOAD
4:44 am
WebFocus job - GURFEED update date run file
5:00 am
Collections Process
5:05 am
WebFocus job – Cash Reconciliation Report
6:00 am
Generate report of Graduate School Application Fees paid
6:00 am
Scheduled task FTP’s GL feed to College Station
6:05 am
Scheduled task FTP’s Refund feeds to College Station
6:10 am
Scheduled task FTP’s ACH feeds to College Station
10:01 am
Webfocus job – Departmental Deposit General Ledger length check
2:00 pm
Upload ID’s for State Hold checks to FAMIS
6:00 pm
Download State Holds Report and post in Banner
Scheduled tasks FTP’s Cashiering feeds to College Station every 30 minutes every day.
P a g e | 32
Marketplace Procedure
How do YOU get a store for your department?
•Request a store by filling out the Marketplace Store Request Form and returning to Jon
Puttonen (Jon.Puttonen@tamuc.edu) or Coy Martin (Coy.Martin@tamuc.edu)
•The mall manager will create a Touchnet Store site for you to use
•Each area will be responsible for placing inventory and fulfilling orders for the store
•Link to the mall and your store from your web pages
•Start collecting payments
Marketplace store features
•Provides an easy, user-configurable online site for sale of goods and services
•Reduces dependence on IT resources
•Supports a wide variety of online commerce activities including tickets, events, donations,
merchandise, summer camps, banquets, fundraisers, mailing lists, and more….
•Provides secure, PA-DSS compliant payment processing. (Touchnet handles all payments)
•Funds are deposited directly into the designated FAMIS account.
•Tracks Inventory – Restrict Sales to Inventory
•Allows for recurring payments
•Reports downloadable in Excel
•Refunds directly from Marketplace
•Products can be enabled or disabled, also by calendar dates
•Products can be grouped by store and product categories
•No COST to your area!
Marketplace Store Request Form
http://www.tamuc.edu/facultyStaffServices/financialServices/Marketplace/Marketplace
%20Store%20Request%20Form.pdf
P a g e | 33
Refund Procedure
Student Account Refunds
Student account refunds are commonly generated by application of financial aid, reduction
of charges due to dropped classes or a withdrawal from enrollment, or a change in housing
or meal plan contracts. Student accounts with credit balances are refunded automatically.
No action is needed by the student to initiate a refund from a credit balance on their
account.
Students can receive refunds by mail, direct deposit, or a Higher One debit account (an
exception for credit card payments is discussed below).
All refunds require several working days to process. When a refund entry appears on the
students account, they should add at least three to five working days to the date shown.
A number of circumstances can delay refunds. If the student has a past due loan or other
charge from a prior semester, the refund will be delayed at least a day. There are occasional
unexpected system problems that can cause refunds to be delayed as well.
Please Note: Students who make expenditures based on a pending refund do so at their
own risk.
Refunds may be delayed and the students are advised to wait until the refund check is
delivered to them or their direct deposit is available in their individual bank account. The
university is not responsible for any charges that may be incurred due to delays in the
refund processing.
If a payment has been made using a credit card, we will issue refunds back to the credit
card used for payment first before issuing any cash refund. The university cannot issue
cash refunds for credit card payments. This procedure will apply to all refunds including
those generated by financial aid or scholarships.
Refund inquiries should be directed to Student.Accounts@tamuc.edu.
Appeal for Removal or Reversal of Charges
Students must contact the office responsible for account charges if they have questions
regarding the validity of the charge.
The Student Account Office is responsible for calculating and assessing tuition and fee
charges associated with enrollment. Students with questions as to how their tuition/fee
charges were assessed may contact Student.Accounts@tamuc.edu. The Student Accounts
Office will provide an itemization of charges upon written request to
Student.Accounts@tamuc.edu.
P a g e | 34
The Registrar's Office administers course drops and withdrawals and is responsible for
calculating the percentage of charges refunded. Students will need to contact the
Registrar's Office if they wish to appeal charges remaining after they drop a class or
withdraw from enrollment. Contact the Registrar’s Office if there are any questions about
the drop or withdrawal procedure and how the refund percentage for tuition/fees is
calculated.
The Office of Residential Living and Learning administers housing and meal plan contracts.
As such, they are responsible for calculating student account charges associated with those
contracts. Students must contact the Office of Residential Living and Learning if they have
questions about their housing or meal plan charges. Any adjustment to housing or meal
plan charges must be done by the Office of Residential Living and Learning.
Deduction of University Charges Prior to Refund Processing
The University may exercise the right of offset, meaning that a refund could be subject to
adjustment if necessary to ensure any past due University obligations are satisfied.
University charges are deducted as allowed by statute or regulation before a refund is
issued. These may include (but are not limited to) current term and prior term charges
such as:

Tuition & Fees

Book Credits

Emergency Loans

Tuition Loans

Housing

Meal Plans

Late Fees

Installment Fees

Departmental Charges

Refunds
P a g e | 35
Ticket Trac (Citation/Permit) Procedure
Citations are given by the University Police Department when someone is in violation of the
parking regulations and guidelines of the University. When someone is issued a citation
they bring it to the cashiers. You enter the citation number in TickeTrac, when it pulls up it
will tell you what it was given for and how much it is. Accept cash, credit or check as a form
of payment. If a person has received more than five tickets without payment their car will
then be booted and a “boot agreement” will be setup for them. This is where they pay half
of the amount of citations upfront to have the boot released and then are setup on a
payment plan for the remainder of the amount due. If someone does not agree with the
citation they have the right to appeal it. They must pay the citation upfront and if the
appeal is granted we will refund their money.
A Parking Permit is required by everyone on campus property. The permits range from a
free visitor pass to a permanent $40 good from Sept.1st-Aug.31st. Permits are available
online and in person. A person requesting a permit in person must fill out an information
card. This card allows us to enter their personal information along with their vehicle
information into TickeTrac. Each person is assigned their own permit number. Ask the
person requesting the permit enough information to be able to differentiate which type of
permit is needed for them. You must keep your TickeTrac transactions separate from your
daily drawer transactions. At the end of the day print your transactions from the report
screen in TickeTrac. This report should accurately portray what you have received in cash,
credit cards and checks. Fill out a TickeTrac Department Deposit Worksheet and attach it
with the report you printed along with the currency you took in. Put this form at the end of
each closing day in the Department Deposit Basket.
P a g e | 36
Vault/Petty Cash Procedure
Submit an Authorization for Petty Cash Fund request from the Department Head to the
Comptroller’s Office, which includes the following:




purpose for the fund,
account(s) to be used to replenish the fund,
amount being requested with justification, and
name of primary custodian.
Upon approval, the Comptroller’s Office will prepare a voucher to generate the beginning
or increased petty cash fund balance from the departmental working fund account. The
resulting check will be made payable to a Comptroller’s Office staff member, who will take
the check to the bank to obtain cash. An authorized member of the requesting department
must sign for the cash from the Comptroller’s office.
ACCOUNTABILITY FOR THE FUND
1. The primary custodian must ensure that the receipts, vouchers submitted for
processing and cash equal the current petty cash balance at all times.
2. The Custodian must make periodic reconciliation and reimbursement requests
using the Petty Cash Reconciliation and Request for Reimbursement form. Even if no
replenishment is needed, a reconciliation should be completed monthly.
3. The department head, or his or her designee, should perform a departmental petty
st
cash count as of August 31 and submit the annual Departmental Petty Cash Count
th
form to the Comptroller’s Office by the 5 working day of each new fiscal year.
4. If the primary custodian changes, prepare an Authorization for Petty Cash Fund
form, have the new custodian verify the funds, and have the new custodian sign as
the primary custodian. To complete the transfer of accountability, a memo
documenting the transfer of custodianship, along with a copy of the completed
Authorization for Petty Cash Fund Form, should be submitted to the Comptroller’s
Office.
5. The petty cash may be audited at anytime, at the direction of the Comptroller’s
Office.
CLOSING A PETTY CASH FUND
If it is determined that an existing petty cash fund is no longer needed, submit the
following to the Comptroller’s Office:
P a g e | 37
•
•
•
Total cash balance of fund
Completed Authorization for Petty Cash Fund Form
Memo from department head approving the return of the funds
All receipts must be submitted for reimbursement before the fund may be closed. The
petty cash fund must be returned in its entirety (no unreimbursed receipts will be
accepted).