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CFS 9.0 Business Process Guide
CSU Claims Process
Last Revised: 10/20/11
FINAL
CFS 9.0 CSU Claims Process FINAL
Business Process Guide Accounts Payable
REVISION CONTROL
Document Title: CFS 9.0 Business Process Guide: CSU Claims Process
Author: CMS Central
File Reference: CFS90_BPG_AP_CSUClaimsProcess_20111020.docx
Date By Action Pages
03/15/10 J Nguyen Release of New Document All
10/20/11 J Nguyen Update changes to handle claims processes on multiple All
Reimbursable Bank Accounts
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CFS 9.0 CSU Claims Process FINAL
Business Process Guide Accounts Payable
Table of Contents Page
Introduction .................................................................................................................................................................1
Business Process Workflow Diagram .........................................................................................................................3
1.0 Understand the CSU CLAIMS Process ............................................................................................................4
2.0 Claims Setup .....................................................................................................................................................5
2.1 Define CSU Fund Code Attributes .......................................................................................................... 5
2.2 Define CSU Agency Code ...................................................................................................................... 7
2.3 Define Campus Remit Address and Location ......................................................................................... 7
2.4 Define Bank/Branch Information ............................................................................................................. 8
2.5 Define Bank Information.......................................................................................................................... 9
2.6 Define Claims Handling Code ............................................................................................................... 12
2.7 Define Claim Control ............................................................................................................................. 13
2.8 Define Journal Generator Templates .................................................................................................... 13
3.0 Process Voucher/Payment ............................................................................................................................ 15
3.1 Voucher ................................................................................................................................................. 15
3.2 Payments .............................................................................................................................................. 16
4.0 Manual Override Claim Option (MOC) ........................................................................................................... 21
5.0 Manual Override Claims Report (CSUAP013) .............................................................................................. 22
5.1 Running the Report ............................................................................................................................... 22
5.2 Report Example .................................................................................................................................... 23
6.0 Claims Extract Process (CSUAP001) ............................................................................................................ 23
6.1 Running Claims Extract......................................................................................................................... 24
6.2 Report Example .................................................................................................................................... 25
7.0 Claims Staging Table ..................................................................................................................................... 25
8.0 Voucher Claims Post (CSUAP021) ............................................................................................................... 27
8.1 Running the Claims Post....................................................................................................................... 27
8.2 Report Example .................................................................................................................................... 28
8.3 Claims Post on the ChartField Inheritance ........................................................................................... 28
9.0 Claims Build Process (CSUAP002) ............................................................................................................... 29
9.1 Running the Claims Build ...................................................................................................................... 30
10.0 SCO Fund Report (CSUAP022) .................................................................................................................... 31
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10.1 Running the Report ............................................................................................................................... 32
10.2 Report Example .................................................................................................................................... 33
11.0 Claims Submission (CSUAP003) .................................................................................................................. 33
11.1 Running Claims Submit......................................................................................................................... 34
11.2 Claims Audit File Example .................................................................................................................... 35
12.0 Claims Reports and Audit File ....................................................................................................................... 35
12.1 Claim Form 218 (CSUAP004) ............................................................................................................... 36
12.2 Claim Form 404 (CSUAP020) ............................................................................................................... 38
12.3 Claims Audit Report (CSUAP018) ........................................................................................................ 39
12.4 Claims Audit File (CSUAP017) ............................................................................................................. 41
13.0 Claims Reconciliation Process ...................................................................................................................... 42
13.1 Claims Auto Reconciliation Process ..................................................................................................... 42
13.2 Claims Manual Reconciliation Process ................................................................................................. 45
13.3 CSU Manual Reconciliation Special Features ...................................................................................... 47
14.0 Claims Corrections Process .......................................................................................................................... 52
15.0 Payment Processing Options ........................................................................................................................ 53
15.1 Zero Payment Checks Process ............................................................................................................ 53
15.2 Void Payments Process ........................................................................................................................ 54
16.0 Reviewing/Process Claims Data .................................................................................................................... 55
16.1 Claims Inquiry ....................................................................................................................................... 55
16.2 Import SCO CD102 Tape Info ............................................................................................................... 55
16.3 Claim Staging Information ..................................................................................................................... 56
16.4 Claims Filed Information ....................................................................................................................... 56
16.5 Voucher Accounting Entries .................................................................................................................. 57
17.0 Other Claim Reports ...................................................................................................................................... 57
17.1 Claim Staging Report (CSUAP025) ...................................................................................................... 57
17.2 Claim Status Report (CSUAP026) ........................................................................................................ 59
18.0 Reconcile Outstanding Claims ....................................................................................................................... 60
APPENDIX A: Detailed Claims Process Flow Diagram ......................................................................................... 61
APPENDIX B: Travel Advance and Expenses ....................................................................................................... 63
APPENDIX C: Accounting Entries Analysis ........................................................................................................... 64
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Introduction
The CSU Claims Business Process Guide is intended to assist campuses with understanding the claim process
as well as the bank setup for Wells Fargo Bank according to the California State Systems policies and
procedures.
Note: For claim and bank setup on the “Pre” Revenue Management Program for State Treasury, see prior
FIS 8.4 AP Business Process Paper – CSU Manage Claims Process. The Pre RMP has been removed from this
document because it is no longer required. The Revenue Management Program (RMP) will be used in the
document to replace the Post RMP. Also, all reference to RMP has been removed.
After CFS, due to the expand the use of ACH payments, the CSU Claims modification has been modified
to allow claim processes on multiple Reimbursable Bank Accounts as per Bank SetID. For this reason, on the
report request parameters for claim processes, campuses have the ability to define the bank codes and accounts
for Wells Fargo Bank – Campus Pay Vendor (CMP), Electronic Disbursements (ELEC) or State Pay Vendor
(SPV) bank accounts.
Note: Claims enhancement in this document will be identified by the inclusion of the icon shown:
Oracle/PeopleSoft Delivered Functionality
Oracle/PeopleSoft Payables can meet certain criteria requirements for the voucher processing functionality.
However, Claim modifications are needed in order to satisfy the CSU claims selection, reporting, and
reconciliation requirements.
CSU Business Process Addressed
The State Controller’s Office has given CSU the ability to process payments to vendors through a new CSU local
bank (i.e. Wells Fargo Bank). Although CSU has the ability to do this, sometimes it is not possible to pay invoices
with the local bank due to cash flow issues. When a large payment needs to be made for an invoice related to the
‘capital project’ and there is not sufficient cash at the CSU local bank to support the payment, the claim process is
used. The claims requirements will give campuses ability to process payment to vendors through the CSU local
bank and submit claim information for reimbursement to the local bank account as well as submit a claim to
request that the state pays vendor directly.
Pros
Select vouchers that meet claims eligibility as defined by the SCO and submit a claim report for
reimbursement or ‘State Pay Vendor’.
Separate claim needs to be produced for each reimbursable fund and each fiscal year.
Allow flexible processing for claims corrections using Adjustment Voucher.
Allow flexible processing for claims reconciliation using Auto or Manual.
Cons
The Claims modification does not address vouchers that are paid from multiple banks. Even though the
Accounts Payable system allows a voucher to be paid from different bank accounts (split payment), it is not
recommended or supported by Systemwide Accounting, SOSS or within the FIS Baseline at this time.
Vouchers with multiple funding sources will be paid from one bank account. If this decision were to change in
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the future, the claims modifications would need to be re-prototyped and re-evaluated to support a new
requirement.
The Claim Form 404 could not handle multiple addresses for State Pay Vendor claim. In a scenario that the
vendor has multiple remit to addresses, you would need to enter a voucher for each remitting address. At the
CSU Claim Staging Table, you have two options: (1) At the CSU Claim Staging Table, use the Claim
Handling Code (i.e. JN, LB, etc.) to selectively produce a claim by type or (2) Change the Stage Status from
“A” for available to “H” for hold at the CSU Claim Staging Table. Next step, you would release one voucher at
time to process claim from start to finish. See Define Claims Handling Code for more details.
Cash Receipts for claims have to be manually maintained using Journal Entry functionality to update the
Oracle/PeopleSoft Payables.
Further analysis on Stage Status is required in the CSU Claims Staging Table when you select Cancel
Payment Action - Void/Close Liability on PO Voucher after running the Claims Extract (CSUAP001).
Additional corrections on the voucher distribution line(s) for reissue of Regular Voucher are required to
prevent the voucher payment from going further in the claim process.
Open Items
None identified.
Related Documentation
In addition to this business process guide, users can review the following documents related to this process:
FIS 8.4 AP Business Process Paper – CSU Manage Claims Process (“Pre” Revenue Management Program)
FIS 9.0 Configuration Guide: Accounts Payable
AP99017_CFS90-DS_ClaimsProcessing
CFS90_UG_GL_ChartfFeld Attributes and Attribute Build
Process Prerequisites/Assumptions
Prerequisite/Assumption Detail
Fund Code and Attributes Campus must tie the Fund to a “FNAT” Key. This key establishes several
setup attributes, which will be used throughout the Claims process.
Define claimable fund Define fund is eligible for claim reimbursement on the CSU Reimb Funds
page.
Bank accounts setup and The accounting entries for ‘Claim’ template are derived from CSU Bank Claims
Claim postings page as per bank codes and accounts setup on the External Bank – CSU
Bank Claims.
Voucher initiation Vouchers are entered into Oracle/PeopleSoft Payables; posted, paid and
claimable voucher distribution lines are extracted to a CSU Claims Staging
Table.
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Business Process Workflow Diagram
A high level diagram of the Claims Process flow described in this document is presented below.
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1.0 Understand the CSU CLAIMS Process
The objectives of the CSU Claims process
Select vouchers that meet Claims eligibility as defined by the SCO: (1) Campus Pay Vendor (i.e. CMP
and ELEC), and (2) State Pay Vendor (i.e. SPV). See Define Bank Information for more details on the claim
values.
Submit a Claims Audit Report with the Claim Forms 218 and 404 for reimbursable bank accounts.
Submit a Claims Audit File for reimbursable bank accounts with the exception of State Pay Vendor.
Produce separate claim schedules for each reimbursable fund.
Provide new accounting entries for Voucher Claims Post according to policy.
Process the Claims reconciliation on-line through the CSU Manual Reconciliation page or process the CD102
import/auto-reconciliation to keep transactions in Oracle/PeopleSoft Payables synchronized with those
transactions recorded by the SCO. The Claim Reconciliation Post process will identify claims as reconciled
but no accounting entries generated.
Allow flexible processing for Claims adjustment before the Claims Submission process.
The design of Claims Processing can be categorized into five primary processes:
Claims Initiation - Vouchers are entered into Oracle/PeopleSoft Payables; paid and claimable voucher
distribution lines are extracted to a CSU Claims Staging Table
Claims Post - Creating accounting entries for claims posting
Claims Reporting - Reporting of Claims information to the SCO
Claims Reconciliation - Reconciling reimbursable Claims from the SCO. No accounting entries are generated
when running Claim Reconciliation Post process.
Claims Corrections - Correcting distribution line errors.
See Appendix A - Detailed Claims Process Flow Diagram for more details on the Claims process.
See Appendix B – Travel Advance and Expenses for an overview of claims processing for travel advance
expense.
Claims Initiation
Vouchers are entered into Oracle/PeopleSoft Payables. Each voucher will have a Claim Option flag associated
with it at the distribution level. This flag will be left blank unless the user selects the “MOC” button to manually
override the Claims Option. The CSU_VOUCHER table is populated every time a distribution line is created for a
voucher.
The Claims Extract program is run to populate the CSU_CLM_PYMNT table, followed by the Voucher Claims
Post, Claims Build Process to build the Claim, and then the Claims Submission is run.
Claims Post
The accounting entries for ‘Claim’ template are derived from CSU Bank page as per bank codes and accounts
setup for reimbursable bank accounts. New program logic has been added to look at the CSU Reimb Fund Tab
(on the Fund) first, and if a ‘Cash in State Treasury’ Account is specified, it will use this as the account. If there is
no account specified, it will use the account specified on the CSU Bank page. Currently, this is only appropriate
for the Chancellor’s Office and is used only with state proprietary and fiduciary funds.
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In addition, the Claims Post process has been modified to allow campuses to specify which Chartfields they wish
to inherit (except for the Account). This process uses the Chartfield Inheritance function, specifically the
inheritance group, Payables Distrib Level Entries (AP_DISTRIB), to determine what to inherit.
Claims Reporting
The required reports for the SCO are generated as follows: Claim Form 218, Claim Form 404, Claims Audit
Report and Claims File.
The CSU Agency Code and Contact Information for reporting and filing Claims have been updated to reflect the
changes made to how the CSU Agency Code is populated.
Claims Reconciliation
The Claims File received from the SCO is loaded into a staging table from which the Auto Reconciliation Process
can be run. The design can also handle “Manual” reconciliation of a claim. The Claim Reconciliation Post
process sets the claim flag as reconciled but no accounting entries generated.
Claims Correction
All Claims corrections will be entered via the delivered Oracle/PeopleSoft Payables Adjustment Voucher
functionality. For those corrections that deal only with chartfield changes, a ‘Zero’ dollar adjustment voucher will
be created. Manual adds will be allowed for those distribution lines that have never been claimed.
2.0 Claims Setup
The Claims process is directly linked to values established by the Oracle/PeopleSoft Fund Chartfields setup.
Setting up the Oracle/PeopleSoft Payables system for accurate claims processing involves establishing these
links, as well as establishing additional set up information. Define the following key steps in the process:
Define CSU Fund Code Attributes
Define CSU Agency Code
Define Campus Address and Location
Define Bank and Branch
Define Bank Accounts
Define Payment Options default
Define Claims Handling Code
Define Claim Controls
Define Journal Generator Templates
Note: All the above setup must be completed for the Claims to work accurately.
2.1 Define CSU Fund Code Attributes
First campuses must tie the Fund to a “FNAT” Key. This key establishes several attributes, which will be used
throughout the Claims process. Refer to the CFS90_UG_GL_ChartfFeld Attributes and Attribute Build for more
details.
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Note: When the fund code status is “inactive”, the distribution lines associated to this fund code will be
excluded in the Claims Extract (CSUAP001). Once it is determined that the voucher is claimable and needs to be
selected on the next run, a new voucher is required with a valid fund code.
CSU Fund Attributes Page
Navigation: Set Up Financials/Supply Chain > Common Definitions > Design Chartfields > Define Values >
ChartField Values > Fund Code > Add a New Value or Select an Existing Value
Processing Steps Screenshot
Click on the CSU Fund Attributes
tab.
Campuses must tie the Fund
Code to a “FNAT” Key.
Click on the CSU Reimb Funds
tab.
The CSU Reimb Funds page is a
primary key for the CSU Claims
process. Select the Fund Reimb
Flag to define whether the fund is
eligible for claim reimbursement.
A new field Cash in State
Treasury – CO Use Only. Not
required.
A new alternate Fund Balance Clearing Account with a description of the field name ‘Cash in State Treasury’ will
be available when the Fund Reimb Flag is being turned on at the fund level setup. The Voucher Claims Post
[CSUAP021] will look to see if an alternate account ‘Cash in State Treasury’ has been specified. If it has, this
account will be used. If an account does not exist, it will use the account on the CSU Bank page. Currently, this
accounting is only appropriate for the Chancellor’s Office and is used only with state proprietary and fiduciary
funds.
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2.2 Define CSU Agency Code
Many of the Claims processes have been updated to be run by a CSU Agency Code. This was done as a result
of the CFS database consolidation effort. At the Run Control selection criteria an Accounts Payable (AP)
Business Unit is identified which is the “Link” to the CSU Agency Code. (The AP Business Unit links to a GL
Business Unit which is where the CSU Agency Code is found).
CSU Agency Code is no longer defined by the campus. The Agency Codes will be maintained by the
Systemwide Financials Reporting (SFR) and is populated by the Attribute Build program (populates the
CSU_BAT_TBL). A BAT Key has been established for every campus Business Unit (including XXCSU and
XXGAP) as well as all campus Auxiliaries. When a new General Ledger Business Unit is established in
PeopleSoft, it must be associated with a CSU_BAT_KEY from the CSU_BAT_TBL.
Note: Refer to the CFS90_UG_GL_ChartfFeld Attributes and Attribute Build for more information on the
CSU Agency Code.
CSU Agency Table Page
Navigation: Set Up Financials/Supply Chain > Business Unit Related > General Ledger > General Ledger
Definition > CSU Bus Unit Attributes
Processing Steps Screenshot
On this page, select a CSU BAT
KEY to link with the CSU Agency
Code for a business unit.
The Chargeback Attributes and
Tree Definition should be setup
by the General Accounting team.
2.3 Define Campus Remit Address and Location
Campuses need to create a vendor (i.e. campus name, remit address and vendor location) for claims reporting
prior to setting up the External Bank Account. The Vendor information will be used for printing on the Claim forms
218 and 404.
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Identifying Information Page
Navigation: Vendors > Vendor Information > Add/Update > Vendor
Processing Steps Screenshot
Click on the Identifying
Information tab.
Enter the campus name and
select appropriate data on the
Identifying Information page.
Click on the Address tab.
Enter the campus address on the
Address page.
Click on the Location tab.
Enter the appropriate data on the
Location page.
The Remitting Vendor Location
Address will be selected in the
claim process for printing on the
claim forms as per Effective
Date.
2.4 Define Bank/Branch Information
Refer to FIS90_CFG_AccountsPayable for more details on recommended setup.
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2.5 Define Bank Information
Following are recommended banking configuration options within Oracle/PeopleSoft for vouchers and claims
processing for Wells Fargo Bank:
Campus Pay Vendor (i.e. CMP and ELEC)
State Pay Vendor (i.e. SPV)
NA for not applicable
Within the Wells Fargo Bank, campuses have been given the flexibility to process disbursements multiple ways: a
check for campus pay vendor (CMP), a wire transfer (SPV/ELEC), or using the ACH payment processing (ELEC).
At a minimum, following Reimbursable Bank Accounts are recommended for setup:
CMP (Campus Pay Vendor) is set up for processing check payments in the Wells Fargo Bank. This bank
account can handle claim processes as needed. The voucher will be selected in the Claims Extract
(CSUAP001) when the Fund Reimb flag is set up at the fund level (CSU Reimb Funds page) and the voucher
is paid.
ELEC (Electronic Disbursement) is setup for processing ACH payments (Automatic Clearing House) in
the Wells Fargo Bank. This bank account can handle claim processes as needed. The voucher will be
selected in the Claims Extract (CSUAP001) when the Fund Reimb flag is set up at the fund level (CSU Reimb
Funds page) and the voucher is paid.
SPV (State Pay Vendor) is set up for processing claims to SCO to pay vendor directly (i.e. Capital Outlay
projects). This bank account can be used to process a large payment on an invoice related to the “capital
project” when there is not sufficient cash at the Wells Fargo Bank to support the payment. The voucher will
be selected in the Claims Extract (CSUAP001) when the Fund Reimb flag is set up at the fund level (CSU
Reimb Funds page) and the voucher is paid.
The reimbursable bank account setup on the CSU Bank is directly linked to the report request parameters for
claim processes. It is used to determine whether the bank accounts are eligible for claim reimbursement. If setup
is claimable, transactions will be processed throughout the claim process. If setup is not applicable, transactions
will be excluded in the claim process.
Notes:
For ‘wire transfer’ payment method, it is intended to record a payment in Oracle/PeopleSoft. This is only
appropriate for ‘CSU internal use only’. It has not been automated for handling the electronic funds
transfer from CSU to Wells Fargo Bank.
Refer to FIS90 Business Process Paper: Check Payment and Voucher Maintenance for more details on
the payment method options.
For each bank account setup, you would need to define the check processing defaults (i.e. check stock,
payment information, payment methods, bank reconciliation method, reconciliation rules, etc.).
2.5.1 Wells Fargo Bank for CMP – Campus Pay Vendor
Notes:
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Refer to CFS90_UG_AP_Positive Payment File for more details on the POS payments setup and
processes.
Refer to FIS90 Configuration Guide: Accounts Payable for more details on recommended setup.
CSU Bank Page – CMP for Campus Pay Vendor
The CSU Bank tab is used to specify information required for Campus Pay Vendor bank account (Wells Fargo
Bank) claim processing. Below is an example campuses can refer to (or Chartfield values with the same meaning
as the ones in this example) as a guideline for Campus Pay Vendor (Wells Fargo Bank) claim setup.
The values setup will be used in the claim process to: (1) create accounting entries for “CLAIM” Template in the
Claims Voucher Post process (CSUAP021), (2) handle the claim reporting requirements by bank code/account
related data on the claim forms/file/reports, and (3) define remit address as well as vendor location information by
SetID -- gives campuses ability to define a campus default address for printing on the claim forms (i.e. San
Marcos Cal State University). The default value for remit to address and vendor location will be created at the
vendor level.
After CFS, due to a new change of the ACH and POS files transfer on the SAFE Transmission from Wells
Fargo Bank, the File Extract Folder has been relocated from the CSU Bank to the File Transmission page at the
External Bank Account setup. The new location is known as Campus File Location.
Navigation: Banking > Banks Account > External Accounts > Find an Existing Value
Processing Steps Screenshot
Select SetID; Click on Search.
On the Search Results, select
Bank Code Wells and Bank
Account CMP for Campus Pay
Vendor.
Click on the CSU Bank tab.
Enter the appropriate data on the
CSU Bank page for processing
claims.
See screenshot for the new
location for Campus File Location
on the File Transmission page.
Note: Refer to
CFS90_UG_AP_ACH Payment
Processing and
CFS90_UG_AP_Positive Payment
File for more details on the setup
and processes.
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2.5.2 Wells Fargo Bank for ELEC – Electronic Disbursement
For ‘ELEC’ bank account, the recommendation is to follow the same guideline as you would to process
claims in the ‘CMP’ bank account.
Note: Refer to CFS90_UG_AP_ACH Payment Processing for more details on the ACH payments setup
and processes.
Following is a recommended bank account setup:
CSU Bank Page – ELEC for Electronic Disbursement
Navigation: Banking > Banks Account > External Accounts > Find an Existing Value
Processing Steps Screenshot
Select SetID; Click on Search.
On the Search Results, select
Bank Code Wells and Bank
Account ELEC for Electronic
Disbursement.
Click on the CSU Bank tab.
Enter the appropriate data on the
CSU Bank page for processing
claims.
2.5.3 Wells Fargo Bank for SPV – State Pay Vendor
Note: Refer to FIS90_CFG_AccountsPayable for more details on recommended setup.
CSU Bank Page – SPV for State Pay Vendor
For State Pay Vendor claim process, the voucher/payment information will be selected in the claim process when
the fund is selected as reimbursable at the fund level (CSU Reimb Funds page) and a Payment ID is required.
There are no additional accounting entries generated for the Voucher Claims Post process (CSUAP021) for this
bank account. However, it would need to be processed through the Voucher Claims Post (CSUAP021) in order to
be selected in the Claims Build process (CSUAP002). The Claims Audit File is not required for State Pay Vendor
claims as per SCO. The Manual Claims Reconciliation process for State Pay Vendor bank account claim is for
“informational purposes” only. This process option will be used at the discretion of each campus requirements.
The remit address and vendor location by SetID for State Pay Vendor bank account (Wells Fargo Bank) will be
setup at the Claims Control. This setup is slightly different than the Campus Pay Vendor bank account because
the remit to address (Vendor field on Form 404) is derived from the PAYMENT_TBL table for State Pay Vendor
claim. The campus return to address (Address field on Form 404) is derived from the Location table.
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Navigation: Banking > Banks Account > External Accounts > Find an Existing Value
Processing Steps Screenshot
Select SetID; Click on Search.
On the Search Results, select
Bank Code Wells and Bank
Account SPV for State Pay
Vendor.
Click on the CSU Bank tab.
Select Claimable to State – State
Pay for processing claims.
2.6 Define Claims Handling Code
Claims Handling Codes are a mechanism used to selectively produce a Claim by a type of grouping. For
example, if a campus wants to produce a Claim specific to Library, user can change the default code from “RE” to
“LB” in the CSU Claims Staging Table. Both the Claims Build (CSUAP002) and Claims Submission (CSUAP003)
process allow for selection by the Claims Handling Code. At a minimum, “RE” for Regular and “RJ” for Rejected
must be defined. “RE” is the default on all Voucher Distribution Lines to be claimed and “RJ” is defaulted when a
Claim is rejected in Claims Reconciliation.
CSU Claims Handling Code Page
Navigation: CSU Claims Processing > Use > CSU Claims Handling Codes
Claims Handling Code for RE:
Processing Steps Screenshot
Enter the appropriate data on the
CSU Claim Handling Code page.
“RE” is the default on all Voucher
Distribution Lines to be claimed.
Claims Handling Code for RJ:
Processing Steps Screenshot
Enter the appropriate data on the
CSU Claim Handling Code page.
“RJ” is defaulted when a Claim is
rejected in Claims Reconciliation.
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2.7 Define Claim Control
This page is used to define the default values for campus address (Location), and claim handling codes. The
Location is used to get the campus address. This is the address that will print on the Claim Form 404 - Address
field. The Claim Control Counters section will display the last claim number used as informational purposes only.
The Claim Handling Codes will be used at the run control to produce claim for a selective group. The Contact
Information will display on the claim forms.
Note: The Location must be defined prior to setting up the Claim Control. Refer to
FIS90_CFG_CommonDefinitions for details setup.
Claims Control Page
Navigation: CSU Claims Processing > Use > Claim Control
Processing Steps Screenshot
Business Unit: GL Business
Unit that has a link to the CSU
Agency Code.
Remit SetID: Select a Remit
SetID that you want to use.
Location: Select a Location
Code that you want to use.
Last Claim Number Assigned:
Auto Numbering for claim.
Claims Handling Code for
Default Code: Select a default
value. This code can be used to
facilitate the grouping of voucher
distribution lines to be processed
together for a claim.
Claims Handling Code for
Reject Code: Select a default
value. This value will be used
when the claim is rejected.
Contact Information: Enter
appropriate data in this section.
The values entered here will be
used on the claim forms.
2.8 Define Journal Generator Templates
The Journal Generator Templates are used to generate journals from the Voucher Claims Post, Voided
Payments, and the Reconciliation Post. The Accounts Payable Department will need to coordinate with the
General Ledger Department on the setup.
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2.8.1 Journal Generator Template Set Up for CLAIM
The following navigation is used to establish a Journal Generator Template for CLAIM. This is used to create the
accounting entries in the Voucher Claims Post (CSUAP021).
Defaults Page
Navigation: General Ledger > Journals > Subsystem Journals> Journal Generator Template
Processing Steps Screenshot
Click on the Defaults tab.
Enter the appropriate data on the
Defaults page.
Summarization Page
Processing Steps Screenshot
Click on the Summarization tab.
Enter the appropriate data on the
Summarization page.
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2.8.2 Journal Generator Template for CNCLCLM
The following navigation is used to establish a Journal Generator Template for CNCLCLM. This is used to create
the accounting entries in the Voucher Claims Post (CSUAP021) for Voided Payments.
Defaults Page
Navigation: General Ledger > Journals > Subsystem Journals > Journal Generator Template
Processing Steps Screenshot
Click on the Defaults tab.
Enter the appropriate data on the
Defaults page.
Summarization Page
Processing Steps Screenshot
Click on the Summarization tab.
Enter the appropriate data on the
Summarization page.
3.0 Process Voucher/Payment
3.1 Voucher
The fund code on the voucher distribution line is what drives the line to be claimable or not (this occurs during the
Claims Extract process – CSUAP001). This is derived from either the ‘Fund Reimbursable Flag’ at the fund level,
or if the Manual Override Claim option (MOC) is used.
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Invoice Information Page
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
Processing Steps Screenshot
Click on the Invoice Information
page.
Select MOC button at the
Voucher Distribution Lines.
3.2 Payments
The CSU Bank page has been modified to handle the Wells Fargo Bank as well as supporting the claims
requirements per policy. The use of this page will give campus ability to define the bank codes and accounts to
handle claim process for Wells Fargo Bank – Campus Pay Vendor, Electronic Disbursement and State Pay
Vendor bank accounts. As a result, campuses can override the default value on the bank code and account on
the Payments page at the voucher level.
The following payment methods are recommended, but not limited to, for Wells Fargo Bank:
Campus Pay Vendor Bank Account (CMP)
- System Check – payment method for ‘CHK’
- Manual Check – payment method for ‘MAN’
Electronic Disbursement Account (ELEC)
- Electronic Funds Transfer – payment method for ‘EFT’
- Wire Transfer – payment method for ‘WIR’
State Pay Vendor Bank Account (SPV)
- Manual Check – payment method for ‘MAN’
Note: Campuses need to determine which option best fits their defined business practices. Once this is
identified, they would use this as the voucher payment method.
Payments Page
The Bank/Account/Method values default from the Payment Options setup at the Payables Options when the
voucher is created. Campuses have ability to modify the Bank/Account/Method values prior to generating a
payment against the voucher.
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Campus Pay Vendor Bank Account (CMP) - System Check
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
Processing Steps Screenshot
Click on the Payments page.
Validate Payment Method
parameters for:
Campus Pay Vendor Bank
Account = CMP
Payment Method = CHK =
System Check
Campus Pay Vendor Bank Account (CMP) - Manual Check
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
Before Correction
Processing Steps Screenshot
Select the Bank/Account/Method.
Note: If you do not have
authority for Payment Options, you
must save the Voucher using the
Method of CHK. You can’t select
Method = MAN without entering the
Payment Options.
See below on how to record
the manual check against the
voucher.
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After Correction
Select Payment Method ‘MAN’
Select Action ‘Record’
Enter Reference # - Campus
defined.
Enter Payment Date
Click Save
Run Payment Post
Campus Pay Vendor Bank Account (ELEC) – Electronic Funds Transfer
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
Payment Method - EFT
Processing Steps Screenshot
Click on the Payments page.
Validate Payment Method
parameters for:
Electronic Disbursement Vendor
Bank
Account = ELEC
Payment Method = EFT =
Electronic Funds Transfer
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Payment Method - WIR
Processing Steps Screenshot
Click on the Payments page.
Validate Payment Method
parameters for:
Electronic Disbursement Vendor
Bank
Account = ELEC
Payment Method = WIR = Wire
Transfer
Note: Campuses must record
a ‘dummy’ payment against the
voucher. This payment method has
not been automated for transferring
funds from CSU to Wells Fargo
Bank. The recommendation is to
follow the same guideline as you
would to record a manual payment.
State Pay Vendor Bank Account (SPV) - Manual Check
Vouchers being process against the Wells Fargo Bank - SPV Bank Account are not intended to be paid by the
campus. However, the Claims modification requires a voucher to be paid in order for it to be extracted into the
Claims tables and processed to be paid by the State. As a result, campuses must generate a “dummy” payment
against the Voucher. To record a Manual Check, the payment method should be selected as MAN. Follow steps
as described below to record a Manual Payment:
Before Correction
Processing Steps Screenshot
Select the Bank/Account/Method.
Note: If you do not have
authority for Payment Options, you
must save the Voucher using the
Method of CHK. You can’t select
Method = MAN without entering the
Payment Options.
See below on how to record the
manual check against the
voucher.
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After Correction
Processing Steps Screenshot
Select Payment Method ‘MAN’
Select Action ‘Record’
Enter Reference # - Campus
defined.
Enter Payment Date
Click Save
Run Payment Post
State Pay Vendor Bank Account (SPV) – Wire Report
The Wire Report payment method is not the recommended choice after Wells Fargo Bank implemented. In the
past a wire was a way to record a “dummy” payment in order for the voucher to be processed in the Claims
system. Currently, Wells Fargo Bank allows campuses to use “real” wires as a method of payment. Because of
this, Wire will now take on a truer meaning. Wells Fargo Bank allows ACH (Automated Clearing House) and EFT
(Electronic Funds Transfer) as payment methods. Further analysis and prototyping will be required to support
these methods to ensure proper usage by campuses.
Split Payment on Multiple Banks
The Claims modification does not address vouchers that are paid from multiple banks. Even though the Accounts
Payable application allows a voucher to be paid from different bank accounts (split payment), it is not
recommended or supported by Systemwide Accounting, CMS or within the FIS Baseline at this time. Vouchers
with multiple funding sources will be paid from one bank account. If this decision were to change in the future, the
claim modification would need to be re-prototyped and re-evaluated to support a new requirement.
Split Payment on Multiple Schedule Payments
When you have a voucher to be paid on multiple schedule payments at the Payments page level, we recommend
that you would enter the schedule payment equal to the voucher distribution line for each payment. Let’s say: a
voucher total amount is $2,000; voucher distribution line 1 is $1,500 and voucher distribution line 2 is $500. In a
scenario that you have to split payments into two schedule payments, you would need to enter schedule payment
#1 $1,500 and schedule payment #2 $500 on the same bank account.
Multiple Addresses for SPV Bank Account
The Claim Form 404 does not handle multiple addresses for State Pay Vendor claim (Wells Fargo Bank – State
Pay Vendor account). In a scenario that the vendor has multiple remit to addresses, you would need to enter a
voucher for each remitting address. At the CSU Claim Staging Table, you have two options:
Option 1 - At the CSU Claim Staging Table, use the Claim Handling Code (i.e. JN, LB, etc.) to selectively
produce a claim by type.
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Option 2 - Change the Stage Status from “A” for available to “H” for hold at the CSU Claim Staging Table.
Next step, you would release one voucher at time to process claim from start to finish.
Payment Post
When the Payment Post is run, the “Cash Account” (CAS for DST ACCT TYPE) for “PAYMENT” Template is
derived from the Cash Account at the External Account setup for bank accounts CMP and SPV. If the voucher
payments have been created and the payments have NOT posted, these payments will be selected in the Claims
Extract process (CSUAP001) based on the fund codes. However, they will not be selected in the Voucher Claims
Post process (CSUAP021). As a result, there will be no accounting entries created for “CLAIM” Template. It is
highly recommended that the Payment Post process (AP_PSTPYMNT) be run after completing a pay cycle.
Users can validate the Payment Post Status on each voucher by using Oracle/PeopleSoft Query.
Create Voucher with SCO Revenue Account
The State Controller’s Office requires the reporting of any claims containing the SCO Revenue Account in the
“Receipt/Object Field” on the Claim Form 218. To meet this requirement, an update to the current Claims
modification has been approved to add the SCO Revenue Account.
When you enter a voucher, you must enter a Fund code. The Fund ties to a ‘FNAT’ key, which contains the SCO
Revenue Account at the voucher distribution level. This chartfield value, along with other voucher information,
passes through the voucher/payment postings and updates the CSU Claims Staging Table through the Claims
Extract process (CSUAP001). As a result, it will be included in Claims reporting and filing, after running the
Claims Submission (CSUAP003) process.
4.0 Manual Override Claim Option (MOC)
This section provides an overview of voucher processing using ‘MOC’ button at the voucher level. When the
MOC pushbutton is selected, the Claims Manual Override option appears. The option flags are: (1) C for Claim
(to be claimed) and (2) X for Do Not Claim. This functionality is available on the following voucher styles: Regular
Voucher, Journal Voucher, Adjustment Voucher, Reversal Voucher, and Template Voucher.
Invoice Information Page
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
Processing Steps Screenshot
On the Invoice Information page,
select MOC button at the Voucher
Distribution Line.
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Processing Steps Screenshot
Option flags are provided as
follows:
Claim
Do Not Claim
If the Claims Manual Override
option is selected, the ‘MOC’ button
changes to an “arrow” button. This
makes it easy to recognize that the
Voucher Distribution Line was
overridden.
5.0 Manual Override Claims Report (CSUAP013)
The “MOC” Manual Override Claims Report (CSUAP013) can be run to show which distribution lines have been
manually overridden by users before or after running the Claims Extract (CSUAP001).
5.1 Running the Report
Navigation: CSU Claims Processing > Report > Manual Override Claims Report
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter AP
Business Unit that you want to
run this report for. This is a
required field.
From/Thru Date: Voucher
Accounting Date.
Pay Process Flag: [Select one]
Both, Extracted and Not
Extracted.
Run Report and go to Process
Monitor to View/Print Report.
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5.2 Report Example
MOC Report [CSUAP013]
Click on icon to review a report example.
csuap013 MOC.pdf
6.0 Claims Extract Process (CSUAP001)
The Claims Extract process (CSUAP001) extracts the voucher payments based on following criteria:
Check all voucher distribution lines based on fund codes. If the fund code status is “inactive”, the voucher
distribution lines with this fund code will be excluded in the Claims Extract. A new voucher with a valid fund
code would need to be re-entered in the system and will be selected on the next run. The “Effective Date” at
the fund code level is one of the key elements in the Claims Extract. The fund code that has most current
“Effective Date” and status “Active” will be selected in the Claims Extract.
Check all voucher payments that have discount taken or not regardless the payment is posted or not.
Check all voucher distribution lines based on MOC flag (Manual Claim Override). It will check the MOC flag
on the CSU Voucher table (CSU_VOUCHER). If the flag is ‘N’ for not checked, it will determine if the
selected Fund is reimbursable. If it is, the distribution line will be extracted. The program will then insert all
eligible voucher distribution lines into CSU Claims Staging Table (CSU_CLM_STG_TBL).
If a voucher payment has been cancelled before the Claims Extract is processed (CSUAP001), it will be
excluded from the Claims Extract program.
For Wells Fargo Bank accounts, you would need to select the parameters by AP BU, Bank SetID and
Reimbursable Bank Account at the run control. This process selects all voucher payments have been created for
the selected bank account whether payment posted or not. However, if the payment is not posted, it will not be
selected in the Voucher Claims Post (CSUAP021).
After the process is completed, the program will then insert all eligible voucher distribution lines into CSU Claims
Staging Table (CSU_CLM_STG_TBL). All voucher payments that have been processed will be updated with
Stage Status “A” for Available in the CSU Claims Staging Table (Voucher/Payment Information page) or
CSU_CLM_STG_TBL.
Important: To eliminate claim ‘corrections’ or process claim ‘reject’, make sure you have done your audits
using the Claims Extract Report (CSUAP001) prior running the Voucher Claims Post process (CSUAP021.sqr)!!!
A Claims Extract Report (CSUAP001) is automatically generated once the Claims Extract process is completed.
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6.1 Running Claims Extract
Following steps are recommended for processing the Claims Extract:
Navigation: CSU Claims Processing > Process > Extract Claim Information
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
CSU Agency Code: The value is
derived from the Claims Control
setup.
Bank SetID: Enter the Bank
SetID you want to run this report
for. This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run this
report for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
Bank Code/Account: Default
values are derived from CSU
Bank page as per bank code and
account setup. Click on +/- sign
to add or remove the row as
needed. If you are adding a
Bank Code and Account for
processing claims, please
make sure the bank account
setup as Reimbursable Bank
Account on the CSU Bank at
the External Bank Account.
Run Report and go to Process
Monitor to View/Print Report.
Validate the Stage Status
updates all vouchers as “A” for
Available in the CSU Claims
Staging Table (see
Voucher/Payment Information
page) or use Oracle/PeopleSoft
Query (CSU_CLM_STG_TBL).
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6.2 Report Example
Claims Extract [CSUAP001]
Click on icon to review a report example.
csuap001
EXTRACT.pdf
7.0 Claims Staging Table
After running the Claims Extract (CSUAP001), you can view voucher and payment information online by using the
CSU Claims Staging Table. In this table, you can make adjustment both to the Stage Status and the Claim
Handling Code.
Voucher Payment Information
The following changes have been made to the Voucher/Payment Information page:
Navigation: CSU Claims Processing > Use CSU Claims Staging Table
Processing Steps Screenshot
The Voucher/Payment Information
page displays information related to
a voucher and payment. This
information is for display purposes
only with an exception of “Stage
Status and the Claim Handling
Code”.
Use Oracle/PeopleSoft Query
(CSU_CLM_STG_TBL) to view the
data.
Field Descriptions
Field Description
Business Unit Display AP Business Unit.
Voucher ID Voucher ID as assigned on Regular Voucher, Adjustment Voucher or Reversal
Voucher.
Vendor Vendor ID and name (at the voucher level).
Invoice Invoice number entered on the Voucher Information page.
Date Invoice date entered on the Voucher Information page.
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Field Description
Vchr Gross Amt Voucher Gross Amount entered on the Voucher Information page.
Claims Vendor Payee Vendor ID and name (made payable to).
Voucher Line Voucher Line of the distribution lines that are claimable.
Distrib Line Voucher Distribution line that is claimable.
Pymnt Cnt The system displays the Payment Count associated with the voucher. If this number
is greater than one, it means one of the following: voided check or more than one
payment for the voucher.
Staged Date The date the Voucher was extracted to the CSU Claims Staging Table.
Stage Status The following table displays all the statuses.
Clm Handling Cd The system displays the Claims Handling Code. RE is the default. This code can be
used to facilitate the grouping of voucher distribution lines to be processed together
for a claim.
Stage Status Description Source Updateable: Y/N
A Available Claims Extract (CSUAP001) Y
B Built Claims Build (CSUAP002) Y
D Delete Operator Y
E Error/Exception Operator Y
H Hold Operator Y
S Submitted Claims Submission (CSUAP003) N
V Voided Check Cancel Payment N
X Cancelled Operator Y
R Rejected Claims Reconciliation Y (Cannot select by user)
Field Description
Bank SetID Bank SetID associated to the voucher/payment.
Bank Code Bank Code associated to the voucher/payment.
Bank Account Bank Account associated to the voucher/payment.
Reference The system displays the reference (check) number that paid this voucher (other
vouchers could have same check number since payment is for a Vendor and there
could be multiple vouchers for the same vendor in the same pay cycle).
Check Dt The system displays the Payment Date.
PO ID The PO on the voucher line.
Orig Distrib Amt The amount on the distribution line.
Paid Gross Distrib Amt The gross amount to be claimed. This may vary from the Orig Distrib Amt if there is
a discount, use tax, or partial payment.
Paid Discount Amt The amount of the discount taken (at the Distribution line level).
Claimed Amt The Paid Gross Distrib Amt less the Paid Dsct Amt.
Account The Account the voucher distribution line is charged to.
Fund Code The Fund the voucher distribution line is charged to.
Deptid The Department the voucher distribution line is charged to.
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Field Description
Program Code The Program the voucher distribution line is charged to.
Class Field The Class the voucher distribution line is charged to.
Budget Reference The Budget Reference the voucher distribution line is charged to.
Project The Project the voucher distribution line is charged to.
8.0 Voucher Claims Post (CSUAP021)
After running the Claims Extract (CSUAP001), the next step is to run the Voucher Claims Post (CSUAP021). For
Campus Pay Vendor bank account (Wells Fargo Bank), this process updates the claim post status to “P” and
generates accounting entries for “CLAIM” Template. For State Pay Vendor bank account (Wells Fargo Bank),
there is no additional accounting entries generated for “CLAIM” Template. However, the posting process is still
required for State Pay Vendor bank account because the Claims Build process (CSUAP002) is using the Voucher
Claims Post status for selecting the vouchers.
Posting will only occur for those entries that have a Stage Status ‘A’ for Available (CLAIM Template) and ‘V’ for
Voided (CNCLCLM Template) in the CSU Claims Staging table (CSU_CLM_STG_TBL). Also, the Payment Post
process (AP_PSTPYMNT) must have occurred on these voucher payments with Payment Status ‘P’ for Posted
(POST_STATUS_AP) in the PYMNT_VCHR_XREF table.
Notes:
The accounting entries for ‘Claim’ template are derived from CSU Bank page as per bank codes and
accounts setup. New program logic has been added to look at the CSU Reimb Fund Tab (on the Fund) first,
and if a ‘Cash in State Treasury’ Account is specified, it will use this as the account. If there is no account
specified, it will use the account specified on the CSU Bank page. Currently, this is only appropriate for the
Chancellor’s Office and is used only with state proprietary and fiduciary funds.
In addition, the Claims Post process has been modified to allow campuses to specify which Chartfields they
wish to inherit (except for the Account). This process uses the Chartfield Inheritance function, specifically the
inheritance group, Payables Distrib Level Entries (AP_DISTRIB), to determine what to inherit.
See Appendix C: Accounting Entries Analysis.
8.1 Running the Claims Post
Navigation: CSU Claims Processing > Process > Voucher Claims Post
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Post Option: [Select one] Post
All Banks, Post Bank Account,
Post Payment, Process Voids
Only
SetID: Enter Bank SetID you
want to run this report for. This is
a required field.
Bank Code: Enter a Bank Code
you want to run this report for.
This field would be available
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Processing Steps Screenshot
when the Post Bank Account and
Post Payment options are
selected.
Account: Enter a Bank Account
you want to run this report for.
This field would be available
when the Post Bank Account,
and Post Payment options are
selected.
Reference: Post by payment (if
applicable).
Run Report and go to Process
Monitor to View/Print Report.
Use Oracle/PeopleSoft Query
(CSU_CLM_STG_TBL) to view the
post status.
8.2 Report Example
Claims Post Report [CSUAP021]
Click on icon to review a report example.
csuap021 CLAIM
POST.pdf
8.3 Claims Post on the ChartField Inheritance
The Claims Post process has been modified to allow campuses to specify which Chartfields they wish to inherit
(except for the Account). This process uses the Chartfield Inheritance function, specifically the inheritance group,
Payables Distrib Level Entries (AP_DISTRIB), to determine what to inherit.
Note: Refer to the campus General Accounting team for more details on the setup.
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Navigation: Set Up Financials/Supply Chain > Common Definition > Design ChartFields > ChartField Inheritance
Processing Steps Screenshot
Select SetID and Inheritance
Group Payables Distrib Level
Entries [AP_DISTRIB].
Select Inheritance Option – Do
Not Inherit or Always Inherit on
Fund Code, Department,
Program Code, Class Field and
Project.
ChartField for Operating Unit,
Budget Reference and Product is
N/A for CSU.
Click Save.
9.0 Claims Build Process (CSUAP002)
After running the Voucher Claims Post (CSUAP021), the next step is to run: (1) Claims Build (CSUAP002) and (2)
SCO Fund Report (CSUAP022). For Wells Fargo Bank, you would need to select the parameters by AP BU,
Bank SetID, Reimbursable Bank Account, Claims Handling Code at the run control.
The Claims Build process (CSUAP002) uses the information that is stored in the CSU_CLM_TBL table and
validates the criteria below:
All voucher payments with Stage Status with ‘A’ for Available and Claim Post Status “P” for Campus Pay
Vendor and “N” for State Pay Vendor bank accounts.
If a voucher payment has been voided after the Claims Extract processed (CSUAP001), the Stage Status will
be updated to ‘V’ for Voided Check after running the Claims Build (CSUAP002). When the Voucher Claims
Post (CSUAP021) is re-submitted, this process creates the reversal accounting entries ‘CNCLCLM’ Template.
This is the case for all statuses except for ‘S’ for Submitted.
Staged Date for From and Thru date range is specified and should be available on the CSU_CLM_STG_TBL.
Validate the SCO Rev Acct as displayed on CSU Fund Attributes (CSU_FNAT_REIMB) and select to include
for reporting.
After the Claims Build process (CSUAP002) is completed, the Stage Status will be updated for all voucher
payments that have been processed from “A” for Available to “B” for Built in the CSU Claims Staging Table
(Voucher/Payment Information page) or use Oracle/PeopleSoft Query (CSU_CLM_STG_TBL).
The claims information is grouped by:
1. CMP/ Bank Account
2. Claims Handling Code
3. SCO Fund Code
4. SCO Sub Fund Code
5. Appropriation Year of Enactment
6. Appropriation Reference Number
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7. Appropriation Sequence
8. Appropriation Chapter
9. Appropriation Purpose
10. SCO Category
11. SCO Program Code
12. SCO Element
13. SCO Component
9.1 Running the Claims Build
Following steps are recommended for processing the Claims Build:
Navigation: CSU Claims Processing > Process > Build Claims
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
CSU Agency Code: The value is
derived from the Claims Control
setup.
Bank SetID: Enter the Bank
SetID you want to run this
process for. This is a required
field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run this
process for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
Bank Code/Account: Default
values are derived from CSU
Bank page as per bank code and
account setup. Click on +/- sign
to add or remove the row as
needed. If you are adding a
Bank Code and Account for
processing claims, please
make sure the bank account
setup as Reimbursable Bank
Account on the CSU Bank at
the External Bank Account.
Claims Handling Code: Enter a
Claims Handling Code that you
want to use. If value is ‘All’, all
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Processing Steps Screenshot
claim handling codes will be
selected. If value is ‘Select’, you
need to specify the claim
handling code that you want to
run.
Claim Stage From & Thru Date
(optional): Enter claim staged
date. The recommendation is
campuses should specify a range
of claim stage date from and to.
Run process and go to Process
Monitor to view the status.
Validate the Stage Status
updates all vouchers from “A” for
Available to “B” for Built in the
CSU Claims Staging Table (see
Voucher/Payment Information
page) or use Oracle/PeopleSoft
Query (CSU_CLM_STG_TBL).
10.0 SCO Fund Report (CSUAP022)
After running the Claims Build process (CSUAP002), you should run the SCO Fund Report (CSUAP022) to
perform a ‘FINAL’ audit before running the Claims Submission process (CSUAP003). For Wells Fargo Bank, you
would need to select the parameters by AP BU, Bank SetID, Reimbursable Bank Account and Claims Handling
Code at the run control. You can also specify one or many Claims Handling Codes to run this by. All voucher
payments with Stage Status ‘B’ for Built will appear on this report.
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10.1 Running the Report
Following steps are recommended for running the SCO Fund Report:
Navigation: CSU Claims Processing > Report > SCO Fund Report
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
CSU Agency Code: The value is
derived from the Claims Control
setup.
Bank SetID: Enter a Bank SetID
you want to run this report for.
This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run this
report for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
Bank Code/Account: Default
values are derived from CSU
Bank page as per bank code and
account setup. Click on +/- sign
to add or remove the row as
needed. If you are adding a
Bank Code and Account for
processing claims, please
make sure the bank account
setup as Reimbursable Bank
Account on the CSU Bank at
the External Bank Account.
Claims Handling Code: Enter a
Claims Handling Code that you
want to use. If value is ‘All’, all
claim handling codes will be
selected. If value is ‘Select’, you
need to specify the claim
handling code that you want to
run.
Run process and go to Process
Monitor to View/Print Report.
Use Oracle/PeopleSoft Query
(CSU_CLM_STG_TBL) to view the
data.
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10.2 Report Example
SCO Fund Report [CSUAP022]
Click on icon to review a report example.
csuap022 SCO
RPT.pdf
11.0 Claims Submission (CSUAP003)
After the SCO Fund Report (CSUAP022) is reviewed and approved, the next step is to run the Claims Submission
(CSUAP003). For Wells Fargo Bank, you would need to select the parameters by AP BU, Bank SetID,
Reimbursable Bank Account, Claims Audit File Name and Claims Handling Codes at the run control. You can
also specify one or many Claims Handling Codes to run this by.
Once this process is run, corrections cannot be made to the claims. The only way to make any corrections is to
‘Reject’ the claim through CSU Manual Reconciliation functionality. For more information on ‘Reject’ Claim, see
Claim Reconciliation section. To eliminate claim ‘corrections’ or process claim ‘reject’, make sure you have done
your audits using the SCO Fund Report (CSUAP022) before you run this process!!!
The Claims Submission process (CSUAP003) uses information in the Claim tables (CSU_CLM_STG_TBL,
CSU_CLAIM_HDR, and CSU_CLAIM_DTL) and validates the criteria below:
All voucher payments with Stage Status with “B” for Built.
Validate the Claims Handling Code(s).
If a voucher payment has been voided after the Claims Build process (CSUAP002), the Stage Status will be
updated to “V” for Voided Check after running the Claims Submission (CSUAP003). When the Voucher
Claims Post (CSUAP021) is re-submitted, this process creates the reversal accounting entries for
“CNCLCLM” Template.
The following processes take place after running the Claims Submission (CSUAP003):
The Stage Status will be updated for all voucher payments that have been processed from “B” for Built to “S”
for Submitted in the CSU Claims Staging Table (Voucher/Payment Information page) or
CSU_CLM_STG_TBL.
A Claim Number is assigned.
All valid Claims and Claim Line statuses in the Claims Filed Information (CSU_CLAIM_HDR /
CSU_CLAIM_DTL) are updated with a status of “F” for Filed.
The CSU Claims Audit File is created for Campus Pay Vendor – Wells Fargo Bank. This file is available to re-
create at any given time using the CSU Audit File process (CSUAP017). For State Vendor Pay – Wells Fargo
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Bank, this file is not required by the SCO because it will be handled manually through hard copies - Claim
Forms 218 and 404.
Important: CAUTION!!! A new field CSU_AGENCY_CD [CSU Agency Code] had been added to tables
CSU_CLAIM_HDR [CSU Claim Header] and CSU_CLAIM_DTL [CSU Claim Detail] to handle claims processing
for CFS.
11.1 Running Claims Submit
Following steps are recommended for processing the Claims Submit:
Navigation: CSU Claims Processing > Process > Submit Claims
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
CSU Agency Code: The value
is derived from the Claims
Control setup.
Bank SetID: Enter a Bank SetID
you want to run this process for.
This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run this
process for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
Bank Code/Account: Default
values are derived from CSU
Bank page as per bank code and
account setup. Click on +/- sign
to add or remove the row as
needed. If you are adding a
Bank Code and Account for
processing claims, please
make sure the bank account
setup as Reimbursable Bank
Account on the CSU Bank at
the External Bank Account.
Claim Audit File Name: Define
the file name as per SCO
procedure. The Claim Audit File
Name displays for
informational purposes only.
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Processing Steps Screenshot
This is a required field. If this
field is blank, there will be no
output file for Campus Pay
Vendor. The claims file is
required by SCO.
Claims Handling Code: Enter a
Claims Handling Code that you
want to use. If value is ‘All’, all
claim handling codes will be
selected. If value is ‘Select’, you
need to specify the claim
handling code that you want to
run.
Run process and go to Process
Monitor to View/Print the Claims
Audit File.
For State Pay Vendor – Wells
Fargo Bank, the file is not
required by the SCO. As a
result, there is no output file for
State Pay Vendor.
Campus should perform a ‘FINAL’
audit before sending it to the SCO
for processing.
Use Oracle/PeopleSoft Query
(CSU_CLAIM_HDR and
CSU_CLAIM_DTL) to view the
data.
11.2 Claims Audit File Example
Claims Audit File [CSUAP003]
Click on icon to review the Claims Audit File example.
12.0 Claims Reports and Audit File
After running the Claims Submission process (CSUAP003), the next steps are running the Claims Reports and
creating the Claims Audit File for a submission of the claim process. For Wells Fargo Bank, you would need to
select the parameters by AP BU, Bank SetID, Reimbursable Bank Account, CSU Claim From/To at the run
control.
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The following items are required as per SCO procedure for Campus Pay Vendor or State Pay Vendor bank
accounts:
Claim Form 218 (CSUAP004 Crystal report)
Claim Form 404 (CSUAP020 Crystal report)
Claims Audit Report (CSUAP018.sqr)
Claims Audit File (CSUAP003.sqr or CSUAP017.sqr); it is required for Campus Pay Vendor bank account but
not for State Pay Vendor bank account.
12.1 Claim Form 218 (CSUAP004)
12.1.1 Running the Report
Following steps are recommended for running the Claim Form 218:
Navigation: CSU Claims Processing > Report > Claim Schedule Form (STD 218)
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
Bank SetID: Enter a Bank SetID
you want to run the report for.
This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run the
report for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
CSU Claim From/To: Enter
Claim No. you want to run this
report for.
Run Report and go to Process
Monitor to View/Print Report.
Use Oracle/PeopleSoft Query
(CSU_CLAIM_HDR and
CSU_CLAIM_DTL) to view the
data.
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12.1.2 Report Example
This is an example of the Claim Form STD218 - CSUAP004 Crystal report.
A – Refer to Fund Code - CSU Fund Code Attributes setup. Refer to Claims Control setup for CSU Agency
Code.
B – For Campus Pay Vendor (i.e. CMP & ELEC) – Wells Fargo Bank, refer to CSU Bank setup. For State
Pay Vendor (i.e. SPV) – Wells Fargo Bank, this value is from the PAYMENT_TBL.
C & D – Refer to Claims Control setup.
A
B
C
D
Click on icon to review a report example.
CSUAP004
20091228.pdf
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12.2 Claim Form 404 (CSUAP020)
12.2.1 Running the Report
Following steps are recommended for running the Claim Form 404:
Navigation: CSU Claims Processing > Report > Remittance Advice (STD-404)
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
Bank SetID: Enter a Bank SetID
you want to run the report for.
This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run the
report for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
CSU Claim From/To: Enter
Claim No. you want to run this
report for.
Run Report and go to Process
Monitor to View/Print Report.
Use Oracle/PeopleSoft Query
(CSU_CLAIM_HDR and
CSU_CLAIM_DTL) to view the
data.
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12.2.2 Report Example
This is an example of the Claim Form STD404 - CSUAP020 Crystal report.
For Campus Pay Vendor (i.e. CMP & ELEC) – Wells Fargo Bank:
A & B - Refer to the Claims Control setup.
C - Refer to the CSU Bank setup.
For State Pay Vendor (i.e. SPV) – Wells Fargo Bank:
A & B - same as above
C - Vendor Remit-To-Address is derived from PAYMENT_TBL table
A
B
C
Click on icon to review a report example.
CSUAP020
20091228.pdf
12.3 Claims Audit Report (CSUAP018)
12.3.1 Running the Report
Following steps are recommended for running the Claim Audit Report:
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Navigation: CSU Claims Processing > Report > Claims Audit Report
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
Bank SetID: Enter a Bank SetID
you want to run the report for.
This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run the
report for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
CSU Claim From/To: Enter
Claim No. you want to run this
report for.
Run Report and go to Process
Monitor to View/Print Report.
Use Oracle/PeopleSoft Query
(CSU_CLAIM_HDR and
CSU_CLAIM_DTL) to view the
data.
12.3.2 Report Example
Claims Audit Report [CSUAP018]
Click on icon to review a report example.
csuap018 AUDIT
RPT.pdf
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12.4 Claims Audit File (CSUAP017)
The Claims Audit File is generated at the time the Claims Submission process (CSUAP003) is run. However, this
file can be re-created at any given time after the Claims Submission process as long as it meets these two
requirements:
Claims Submission process (CSUAP003) is already submitted for a given claim.
Claim status is updated with “F” for Filed in the Claims Filed Information (see CSU_CLAIM_HDR and
CSU_CLAIM_DTL to view data).
12.4.1 Running the Claims Audit File
Navigation: CSU Claims Processing > Process > CSU Audit File
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
Bank SetID: Enter a Bank SetID
you want to run this process for.
This is a required field.
CSU Claim From/To: Enter
Claim No. you want to run this
process for.
Claim Audit File Name: Define
the file name as per SCO
procedure. The Claim Audit File
Name displays for
informational purposes only.
This is a required field. If this
field is blank, there will be no
output file for Campus Pay
Vendor. The claims file is
required by SCO.
For State Pay Vendor – Wells
Fargo Bank, the file is not
required by the SCO. As a
result, there is no output file for
State Pay Vendor.
Run process and go to Process
Monitor to View/Print the Claim
Audit File.
Use Oracle/PeopleSoft Query
(CSU_CLAIM_HDR and
CSU_CLAIM_DTL) to view the
data.
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12.4.2 Claims Audit File Example
Claims Audit File [CSUAP017]
Click on icon to review the Claims Audit File example.
13.0 Claims Reconciliation Process
The Claims Reconciliation process supports both an “Auto Reconciliation” as well as “Manual Reconciliation” for
all voucher payments that have been claimed and paid by the SCO for Campus Pay Vendor – Wells Fargo Bank
account only. For State Pay Vendor – Wells Fargo Bank account, campuses would not be receiving the payment
information on the CD102 Tape. However, campus will be receiving a hard copy of CD102 Receipt from SCO
with a warrant number (representing check #) for a specific claim. As a result, campuses would be using the
“Manual Reconciliation” process for reconciling this claim type. Campuses are no longer required to run the
Claims Reconciliation Post process (CSUAP012.sqr) because there are no accounting entries generated.
When you are reconciling the claim through Auto or Manual Reconciliation, the process updates the
CSU_CLAIM_HDR table as follows: (1) Claim Recon Sts = R, (2) Complete Flag = Y, (3) Recon Post Flag = Y,
and (4) Claim Post Date updated.
The Claims Auto Reconciliation consists of the following processes:
Import SCO CD102 Tape/File Process (CSUAP009)
Claims Auto Reconciliation Process (CSUAP010)
The Claims Manual Reconciliation consists of the following process:
Claims Manual Reconciliation Process
The following processes take place to perform the Manual Reconciliation on handling the claims exceptions
(Refer to CSU Manual Reconciliation Special Features):
Reject Claim Process
CSU Rejected Claim Update Process
13.1 Claims Auto Reconciliation Process
13.1.1 Running Import SCO CD102 Tape/File Process (CSUAP009)
For every claim that campuses submitted to the SCO, the following items should be received from the SCO:
A monthly CD102 Tape/File with the reimbursable claims.
A CD102 Receipt (hard copy) for each claim sent and paid by the SCO at any given time.
Checks made payable to campuses for reimbursement of the CSU local bank account.
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To identify claims that have been paid, campuses can perform the claims reconciliation either by Claims Auto
Reconciliation or Claims Manual Reconciliation functionality. When you are using the Claims Auto Reconciliation
functionality, you need to load the data from SCO CD102 Tape/File into Oracle/PeopleSoft Claim tables to
perform the “Claims Auto Reconciliation” functionality (CSUAP010). However, if campuses choose to use the
“Claims Manual Reconciliation” functionality, the Import SCO CD102 Tape/File is not required. The most efficient
method of transmitting the data from SCO CD102 Tape/File into the campus database is through the use of File
Transfer Protocol (FTP). For more details on the FTP procedures from campus to SCO, please contact the
Chancellor’s Office Financial Services Department – 5th floor.
The following describes how to run the Import SCO CD102 Tape/File process (CSUAP009).
Navigation: CSU Claims Processing > Process > Import SCO CD102 Tape
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
Accounting Date: Enter the
Accounting Date you want to run
the import process. This date will
be the accounting date on the
transaction generated by the
Claims Auto Reconciliation
process.
Import SCO CD102 File:
- Please reference
FIS90_UG_GL09002_FTP_Au
tomation_20100315.doc User
Guide for more details on the
FTP Functionality to Upload
and Download file in the CFS
database.
- Once the appropriate directory
has been assigned to the
Business Unit through the
Agency Code, the FTP
functionality is ready for use.
Click on Import SCO CD102 File –
see next screenshot.
Note: The File Path name on
the screenshot is for “informational
purposes” only.
Click on the “Browse” button in
order to open Windows Explorer
and locate the file to be uploaded.
Click on the “Upload” button.
Once the file has been successfully
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Processing Steps Screenshot
uploaded, click on Run to process.
Run process and go to Process
Monitor to View/Print the report.
Note: Campuses should
work with campus technical support
for further assistance on the FTP
functionality.
13.1.2 Report Example
Import CD102 Tape [CSUAP009]
Click on icon to review the report example.
csuap009
Importcd102.pdf
13.1.3 Running Claims Auto Reconciliation Process (CSUAP010)
The Claims Auto Reconciliation functionality is designed for campuses that choose to Import the SCO CD102
Tape/File. The Claims Auto Reconciliation validation processes are performed as follows:
Validate the claim number
Validate the SCO Fund
Validate the Total claim amount paid by SCO
Validate the Total claim line amounts
During these processes, if it is error free, the status will be set to “passed”. If one of the imported data elements
does not reconcile, the status will be set to “failed”, an error is written to the output file that is automatically
generated (refer to CSUAP010 report for detail) with a message “This Claim Must Be Reconciled Manually”.
Starting from this point on, user must reconcile this claim through the Claim Manual Reconciliation option through
the CSU Manual Reconciliation page (refer Claims Manual Reconciliation for more details).
For Campus Pay Vendor – Wells Fargo Bank, the Claims Auto Reconciliation updates the CSU_CLAIM_HDR
table as follows: (1) Recon Post Flag = Y and (2) Claim Post Date updated. Campuses are no longer required to
run the Claims Reconciliation Post process (CSUAP012) because there are no accounting entries generated.
The CSU Manual Reconciliation functionality is designed for campuses to perform the Claims Manual
Reconciliation. However, this page is also designed as an inquiry page to view the claim information after it has
been auto reconciled by the system. No manual action is required if campuses choose to use the Auto
Reconciliation (CSUAP010) process and the claim has been auto reconciled successfully.
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Navigation: CSU Claims Processing > Process > Claims Auto Reconciliation
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
Run process and go to Process
Monitor to View/Print the report.
This report is automatically
generated once the CD102
Tape/File is loaded and the
Claims Auto Reconciliation
process (CSUAP010) is passed.
13.1.4 Report Example
Claims Auto Reconciliation [CSUAP010]
Click on icon to review the report example.
csuap010
AutoRecon.pdf
13.2 Claims Manual Reconciliation Process
If campuses choose to use the “Claims Manual Reconciliation” to reconcile claims, they would need to enter the
CD-102 Receipt claim information on the CSU Manual Reconciliation page. The CSU Manual Reconciliation
page is used to reconcile claims that: (1) “failed” the Auto Reconciliation after importing SCO CD-102 Tape; (2) a
CD-102 Receipt is entered to reconcile claims manually; (3) claim is rejected by the SCO or users; and (4) claim
is “partially” paid by the SCO.
Following are directions for entering CD102 Receipt claim information on the CSU Manual Reconciliation page:
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Navigation: CSU Claims Processing > Use > CSU Manual Reconciliation
Processing Steps Screenshot
Claim No: Enter a Claim # you
want to reconcile.
Total State Claim Amt: Enter
the amount that State paid for
this claim.
Accounting Date: Enter
Accounting Date you want to
reconcile this claim.
Begin & End Warrant: Enter
State Warrant # from and to.
Complete Flag: Select check
box ON.
Claim Recon Status: Refer to
options below for more details on
the recon status
- Select proper pushbutton to
perform the claim reconciliation
(entire claim or each claim line)
- Validate “status” on each
Voucher ID
Click Save
The system generates this
message: “Warning – Are you sure
you want to save this claim as
COMPLETE? (29000,17)”
Click OK
Validate claim lines are reconciled
and fields are grayed out on the
Manual Reconciliation page.
Recon Status Options
Icon/Button Description
This icon is used to select ‘Entire’ claim. This selection sets ‘Entire’ claim
status to ‘Reconciled’.
This icon is used to select ‘Entire’ claim. This selection sets ‘Entire’ claim
status to ‘Unreconciled’.
This icon is used to select ‘Entire’ claim. This selection sets ‘Entire’ claim
status to ‘Rejected’.
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Icon/Button Description
This icon is used to select each claim line. This selection sets each claim line
status to ‘Reconciled’.
This icon is used to select each claim line. This selection sets each claim line
status to ‘Unreconciled’.
This icon is used to select each claim line. This selection sets each claim line
status to ‘Rejected’.
13.3 CSU Manual Reconciliation Special Features
The CSU Manual Reconciliation page can be used for claims manual reconciliation as well as to process claims
rejected either by SCO or users and reconcile claims partially paid by SCO. This section will focus on how to
process:
Claims Rejected by SCO
Claims Rejected by User
Claims Partially Paid by SCO
13.3.1 Claims Rejected by SCO
If the SCO rejects the entire claim, the claim needs to be corrected and resubmitted with a new claim number to
the SCO for reimbursement. The first step is to “reject” the entire claim through the CSU Manual Reconciliation
page. Starting from this point, user needs to determine if the claim needs to be corrected and resubmitted either
by entering a new voucher using the “Adjustment Voucher” or changing the “Stage Status” on an existing voucher
for each voucher distribution line from “R” for Rejected to “A” for Available on the Voucher/Payment Information
page at the Claims Staging Information. When users are taking corrective action through the “Stage Status”
option, the Claim Recon Status will be set to “rejected” for all claim lines. All voucher distribution lines associated
to the claim are recycled to the CSU Claims Staging Table (CSU_CLM_STG_TBL) after saving the CSU Manual
Reconciliation page.
There are two options on how to correct the Stage Status:
Option 1: If you choose to correct the voucher distribution lines manually, you would need to change the
Stage Status from “R” for Rejected to “A” for Available on each voucher distribution line not per voucher.
Option 2: If you choose to use the CSU Rejected Claims Update functionality, the system updates the Stage
Status automatically from “R” for Rejected to “A” for Available on “ALL” voucher distribution lines.
However, the CSU Rejected Claims Update functionality only selects the voucher distribution lines for CMP bank
account and updates the “Stage Status” automatically. For SPV bank account, you would need to correct each
voucher distribution line manually. Refer to CSU Rejected Claims Update functionality for more details.
Once this process is done, you would need to rerun the Claims Build (CSUAP002) process with the Claims
Handling code “RJ” for Rejected.
The next step is to run the Claims Submission (CSUAP003) process with Claims Handling Code “RJ” for rejected.
The Claim Forms 218 and 404, Claims File, and Claims Audit Report need to be generated for resubmission.
You can run these processes separately.
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Navigation: CSU Claims Processing > Use > CSU Manual Reconciliation
Processing Steps Screenshot
Select GL BU, CSU Agency Code,
Claim Number on the Search
Results
Complete Flag: Select check
box ON.
Claim Recon Status: Enter
Rejected
Select Reject Claim pushbutton to
reject entire claim.
Select Status ‘X’ for rejected on
each Voucher ID.
Click Save.
System displays a message:
“Warning - Are you sure you want to
save this claim as COMPLETE?
(29000,17)”.
Click OK.
Validate claim lines are rejected
and fields are grayed out.
Validate claim lines are rejected
and fields are grayed out.
Validate vouchers are recycled to
the CSU Claims Staging Table
(Voucher/Payment Information
page).
Note: The Stage Status
displays “R” for Rejected and Clm
Handling Cd “RJ” for Rejected.
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At this point, you need to take corrective action to adjust the vouchers by using an Adjustment Voucher, if
required.
To correct the “Stage Status” on an existing voucher for each voucher distribution line and resubmit this
voucher on a new claim number, you can correct it manually or use the CSU Rejected Claims Update
functionality.
If you choose to correct voucher distribution lines manually, you need to change each voucher distribution line
Stage Status from “R” for Rejected to “A” for Available in the CSU Claims Staging Table.
If you choose to use the CSU Rejected Claims Update functionality, refer to CSU Rejected Claims Update
functionality for more details.
The next step is rerun the Claims Build process (CSUAP002) and Claims Submission process (CSUAP003).
The Claim Form 218, Remittance Advice Form 404, Claims File, and Claims Audit Report need to be
generated for resubmission.
13.3.2 Claims Rejected by Users
If errors are discovered on the claim form/file after the Claims Submission (CSUAP003) is processed but not sent
to the SCO, the user needs to correct and resubmit these voucher payments on the new claim number. The first
step is to ‘reject’ the entire claim using CSU Manual Reconciliation page. Starting from this point, the user needs
to determine if the claim need to be corrected and resubmitted either by entering a new voucher using the
“Adjustment Voucher” or changing the “Stage Status” on an existing voucher for each voucher distribution line
from “R” for Rejected to “A” for Available on the Voucher/Payment Information page at the Claims Staging
Information. For next steps, refer to Claims Rejected by SCO section as a reference guide.
13.3.3 Claims Partially Paid by SCO
Occasionally, the SCO partially pays a claim. If this occurs, the following steps are provided to reconcile voucher
payments that are unpaid as well the paid claim amount.
Navigation: CSU Claims Processing > Use > CSU Manual Reconciliation
Processing Steps Screenshot
Select a Claim Number on the
Search Results
Total State Claim Amt: Enter
State paid amount.
Accounting Date: Enter
Accounting Date.
Begin and End Warrant: Enter
Warrant # from and to.
Complete Flag: Select check
box ON.
Claim Recon Status: Enter
Reconciled.
Select Reconcile Claim pushbutton
to reconcile entire claim.
Select Status “X” to reject on the
Voucher ID as per SCO.
Click Save.
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Processing Steps Screenshot
System displays a message:
“Warning: Are you sure you want
to save this claim as COMPLETE?
(29000,17)”.
Click OK.
Validate claim lines are reconciled
and fields are grayed out.
Validate vouchers are recycled to
the CSU Claims Staging Table
(Voucher/Payment Information
page):
The Stage Status displays “R” for
Rejected and
Clm Handling Cd “RJ” for
Rejected.
At this point, you need to take corrective action to adjust the vouchers by using an Adjustment Voucher, if
required.
To correct the “Stage Status” on an existing voucher for each voucher distribution line and resubmit this
voucher on a new claim number, you can correct it manually or use the CSU Rejected Claims Update
functionality.
If you choose to correct voucher distribution lines manually, you need to change each voucher distribution line
Stage Status from “R” for Rejected to “A” for Available in the CSU Claims Staging Table.
If you choose to use the CSU Rejected Claims Update functionality, refer to CSU Rejected Claims Update
functionality for more details.
The next step is to rerun the Claims Build process (CSUAP002) and Claims Submission process
(CSUAP003).
The Claim Form 218, Remittance Advice Form 404, Claims File, and Claims Audit Report need to be
generated for resubmission.
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13.3.4 CSU Rejected Claim Update Functionality
The CSU Rejected Claim Update functionality is used for correcting “multiple” voucher distribution lines that were
recycled to the CSU Claims Staging Table (CSU_CLM_STG_TBL) with Staging Status “R” for Rejected and the
Claims Handling Code is “RJ” for Rejected. If you need to correct the Staging Status and resubmit these voucher
payments on a new claim number, you can use the CSU Rejected Claim Update functionality to reset the Staging
Status from “R” for Rejected to “A” for Available. This process will eliminate the manual correction on the “Stage
Status”.
However, the CSU Rejected Claims Update functionality only selects the voucher distribution lines for Campus
Pay Vendor – Wells Fargo Bank and updates “Stage Status” automatically. For State Pay Vendor - Wells Fargo
Bank, you would need to correct each voucher distribution line manually. Refer to CSU Rejected Claims Update
functionality for more details.
Once the “Stage Status” is reset to “A” for Available, users can rerun the Claims Build (CSUAP002) and Claims
Submission (CSUAP003.sqr) process with the Claims Handling code “RJ” for Rejected. The Claim Forms 218
and 404, Claims File, and Claims Audit Report need to be generated for resubmission. You can run these
processes separately.
The following navigation describes how to run the CSU Rejected Claim Update functionality.
Navigation: CSU Claims Processing > Use > CSU Rejected Claim Update
Processing Steps Screenshot
Select a Business Unit on the
Search Results.
The Claim Status Update page
displays.
Click on Claim Reject Override
pushbutton.
This message displays:
“This process will update all ‘RJ’
rows in the Claims Staging table
‘A’. Do you want to continue?
(29000,22)
This process will update all rows
in the Claims Staging table which
have CSU_CLM_POST_STS of
‘P’ and have a
CSU_CLM_HANDLE_CD of ‘RJ’
to ‘A’ for Campus Pay Vendor
(CP) and Revolving Fund Claim
(RC)”
Click OK.
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Processing Steps Screenshot
After clicking on the OK button, the
system updates the “Stage Status”
automatically from “R” for Rejected
to “A” for Available on “ALL”
voucher distribution lines with the
Stage Status “R”’ and Claims
Handling Code “RJ” in the CSU
Claims Staging Table.
At this point, you need to take corrective action to adjust the vouchers by using an Adjustment Voucher, if
required.
To correct the “Stage Status” on an existing voucher for each voucher distribution line and resubmit this
voucher on a new claim number, you can correct it manually or use the CSU Rejected Claims Update
functionality.
If you choose to correct voucher distribution lines manually, you need to change each voucher distribution line
Stage Status from “R” for Rejected to “A” for Available in the CSU Claims Staging Table.
If you choose to use the CSU Rejected Claims Update functionality, refer to CSU Rejected Claims Update
functionality for more details.
The next step is rerun the Claims Build process (CSUAP002) and Claims Submission process (CSUAP003).
The Claim Form 218, Remittance Advice Form 404, Claims File, and Claims Audit Report need to be
generated for resubmission.
14.0 Claims Corrections Process
The Adjustment Voucher is the main mechanism for making corrections to the claims distribution lines. The
concept of creating a “Zero” voucher is used and will allow most types of corrections required. The voucher
distribution lines as well as the ‘MOC’ option are used to debit/credit the information required.
When a ‘Zero’ Voucher is created, you will be required to enter a Related Voucher. The Check number that paid
the Related Voucher will be used and brought forward into the CSU Claims Staging Table (CSU_CLM_STG_TBL)
once the Adjustment Voucher has been paid and the Claims Extract (CSUAP001) has been submitted.
Processing Steps Screenshot
The Invoice Information page
displays.
Select a Vendor ID.
Select a Voucher ID.
Select Copy to Voucher
pushbutton.
Enter Invoice #, Invoice Date,
Payment Terms.
Enter Total Amount $0.00.
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Processing Steps Screenshot
SUT Exempt check box (campus
specific on how to handle use
tax).
System updates the Related
Voucher # on both Invoice Header
and Voucher Line.
Enter amount for debit and credit.
Select the appropriate option of
MOC, if desired.
Click Save and run postings from
start to finish.
A zero dollar check will be created
in the pay cycle.
15.0 Payment Processing Options
15.1 Zero Payment Checks Process
Oracle/PeopleSoft Payables 9.0 allows for the option to ‘suppress zero amount check’ at the Payment Selection
Criteria setup. In the pay cycle, this option processes the zero amount check but will not issue a payment
Reference ID (check #) or creating a Crystal Check. System will assign the Payment ID in the pay cycle and will
be used for processing claims.
The following navigation describes how to setup suppress zero amount check.
Navigation: Accounts Payable > Payments > Pay Cycle Processing > Payment Selection Criteria
Processing Steps Screenshot
Select Preferences page.
Select Suppress Zero Amount
Check.
Click Save.
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Processing Steps Screenshot
Run a pay cycle for processing
payments (at a minimum, you would
need a voucher total amount ‘zero’).
See screenshot for an example
the zero amount check selected
in the pay cycle.
If the ‘suppress zero amount check’ option is not used at the campus, the AP Fit Gap Team proposed three
alternate options to exclude “Zero” payments from the pay cycle as follows:
Option 1:
Establish and assign a designated “Payment Handling Code” to be assigned to “Zero” Vouchers at the time of
processing. This will allow all “Zero” checks to be grouped together during the pay cycle and appear either at the
beginning or end of the check print job. The sort is campus specific.
Option 2:
Enter “Zero” vouchers in a “Control Group”. Set the group to pay only when group is balanced. Run normal pay
cycle to produce regular checks. When ready to clear “Zero” vouchers, balance the group and set buttons to
“Post Group”. Run another pay cycle that will produce only “Zero” payments.
Option 3:
In the Pay Cycle Manager page, you have the option to exclude the “Zero” vouchers by clicking on the Summary
hyperlink (Pay Cycle Summary Data, CHK hyperlink, Pay Cycle Detail Data) at the time of
”Payment Selection” processing. Once this is done, run the normal pay cycle to produce regular checks. This
will allow all “Zero” checks to be grouped together. Run another pay cycle that will produce only “Zero” payments.
15.2 Void Payments Process
15.2.1 Payment Cancel Action – Reissue Voucher on Zero Dollar Check
The Zero payment is not intended to use for processing the void payment. When the payment count is greater
than 1 and the check amount is “Zero”, the Claims Extract (CSUAP001.sqr) will not insert additional rows in the
CSU Claims Staging Table (CSU_CLM_STG_TBL).
15.2.2 Payment Cancel Action – Void/Close Liability on PO Voucher
Please Note: Refer to the FIS90_BGP_Check Payment & Voucher Maintenance for more details on
payment cancel.
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Please Note: In 9.0, the Payment Cancel Action – Void/Close Liability for Non-PO Voucher has no impact
in the Claims Process.
16.0 Reviewing/Process Claims Data
16.1 Claims Inquiry
Additional inquiry pages are provided for users who may not have access to the Use or Process pages due to
security. The following pages are available for users to access:
Import SCO CD102 Tape Info
Claims Staging Information
Claims Filed Information
Voucher Accounting Entries
16.2 Import SCO CD102 Tape Info
The following navigation describes how to ‘inquiry’ the data after importing SCO CD102 Tape:
Navigation: CSU Claims Processing > Inquire > SCO CD-102 Tape Info
Processing Steps Screenshot
Select GL BU, CSU Agency
Code & Claim #
Click Search
Import SCO CD-102 Tape page
displays
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16.3 Claim Staging Information
Refer to Claims Staging Information section for further instructions on the usage of this page. This inquiry page
displays voucher and payment information only and no further corrective action is allowed.
Navigation: CSU Claims Processing, Inquire > Claim Staging Information
Processing Steps Screenshot
Select Business Unit
Select Voucher ID
16.4 Claims Filed Information
This page provides the claim information on vouchers and payments that have been set as filed as well as claim
reconciled or unreconciled status. Campuses have the ability to search by Claim Number, Claim Reconciliation
Status, and Voucher ID.
Navigation: CSU Claims Processing > Inquire > Claims Filed Information
Processing Steps Screenshot
Select by GL BU, CSU Agency
Code, Claim Number, Claim
Recon Status, and Voucher ID.
Click Search.
This is an example of the Claim
Header Information page.
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Processing Steps Screenshot
This is an example of the Claim
Detail Information page.
16.5 Voucher Accounting Entries
Campuses have the ability to view the Voucher Accounting Entries from this page or on the Review Voucher at
the voucher level. The alternate option is using Oracle/PeopleSoft query to extract data.
Navigation: CSU Claims Processing > Inquire > Voucher Accounting Entries
Processing Steps Screenshot
Select Business Unit
Select Voucher ID
Click Search
17.0 Other Claim Reports
17.1 Claim Staging Report (CSUAP025)
This report can be used to view Voucher Distribution Lines by their status.
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17.1.1 Running the Report
Following steps are recommended for running the Claim Staging Report:
Navigation: CSU Claims Processing > Report > Claim Staging Report
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
Bank SetID: Enter a Bank SetID
you want to run this report for.
This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run the
report for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
Claim Stage Status: Enter a
stage status you want to run this
report for.
Claim Stage Date From/To:
Enter claim stage date range
from and to.
Run Report and go to Process
Monitor to View/Print Report.
Use Oracle/PeopleSoft Query
(CSU_CLM_STG_TBL) to view the
data.
17.1.2 Report Example
Claim Staging Report [CSUAP025]
Click on icon to review a report example.
csuap025 STAGING
RPT.pdf
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17.2 Claim Status Report (CSUAP026)
Campuses have the ability to run the report on following options: F for Filed Claims; J for Rejected Claims; P for
Partially Paid Claims; R for Reconciled Claims; and U for Unreconciled Claims.
17.2.1 Running the Report
Following steps are recommended for running the Claim Status Report:
Navigation: CSU Claims Processing > Report > Claim Status Report
Processing Steps Screenshot
Add a Run Control or Search for an
existing one to use.
Business Unit: Enter the AP
Business Unit that links to the
CSU Agency Code. This is a
required field.
CSU Agency Code: The value is
derived from the Claims Control
setup.
Bank SetID: Enter a Bank SetID
you want to run this report for.
This is a required field.
Reimbursable Bank Accounts:
Select the Reimbursable Bank
Account you want to run this
report for. The Bank
Codes/Accounts will display in
the grid lines as per bank
account you selected.
Bank Code/Account: Default
values are derived from CSU
Bank page as per bank code and
account setup. Click on +/- sign
to add or remove the row as
needed. If you are adding a
Bank Code and Account for
processing claims, please
make sure the bank account
setup as Reimbursable Bank
Account on the CSU Bank at
the External Bank Account.
Claims Report Options: Enter a
report option you want to run the
report for. This is a required
field.
CSU Claim Range or Date
Range: Select an option either
by claim # or date you want to
run the report for.
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Processing Steps Screenshot
CSU Claim From/To: This field
is available when the CSU Claim
Range option is selected. Enter
claim # range from and to you
want to run this report for.
Date Range From/To: This field
is available when the Claim Date
Range option is selected. Enter
a range claim date from and to
you want to run this report for.
Run Report and go to Process
Monitor to View/Print Report.
Use Oracle/PeopleSoft Query
(CSU_CLAIM_HDR and
CSU_CLAIM_DTL) to view the
data.
17.2.2 Report Example
Claim Status Report [CSUAP026]
Click on icon to review a report example.
csuap026 STATUS
RPT.pdf
18.0 Reconcile Outstanding Claims
A query (CSU_CLM_DTL_SUBMIT_NOT_RECON) is delivered to assist campuses with reconciling Fund
Balances on claims that are submitted but not reconciled. Campuses have the ability to run this query by SetID,
Bank Codes, or Bank Account at any given time. Query will be used to extract any claims that have status as “F”
for filed to SCO and “U” for Unreconciled.
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APPENDIX A: Detailed Claims Process Flow Diagram
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CLAIMS RECONCILIATION
Claim Auto CD102
CD102
Recon Report Receipt
File rec’d (CSUAP010)
from SCO rec’d from
SCO
OR
Import SCO Claims Auto Manual
CD102 File Reconciliation Reconciliation
(CSUAP009) (CSUAP010)
Claim
CSU Manual CSU Rejected
Status Rpt
(CSUAP026) Reconciliation Claim Update
Claims Filed
Information
(CSU_CLAIM_
HDR & DTL)
Claims Auto Recon (CSU AP010): CSU Rejected Claim Update:
If campus chooses Claims Auto Reconciliation If campus chooses to reject a claim, the claim
option, the SQR process loads and reconciles returns to the CSU Claim Staging Table with
matching claims. Stage Status ‘R’ for Rejected and Claim Handling
Code ‘RJ’ for Reject. User can run the CSU
If Claims Auto-Recon cannot match the claim, it Rejected Claim Update to change the status from
must be reconciled manually. ‘R’ to ‘A’ for Available to facilitate the
resubmission of vouchers for ‘CMP’ not ‘SPV’
For ‘CMP’ and ‘SPV’ transactions, the Claims Bank Account. There are no additional accounting
Recon Post Flag and the Claim Post date are set in entries created by the system. Campus may need
this program. to correct the vouchers using the Adjustments
Voucher functionality.
Recon Post (CSUAP012) is not required to be
run for ‘CMP’ and ‘SPV’ transactions.
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APPENDIX B: Travel Advance and Expenses
Travel Advance
Note: Refer to the CFS90_BPG_AP_Travel Advance and Expense Processing for more details on setup
and processes.
Travel Advance less than Expense Claim
Enter the Travel Advance using Regular Voucher style. If the Fund is Claimable, override it with the MOC
function (so the advance won’t get claimed). Pay the advance like any other voucher.
When the Expense is received, reverse the Advance Distribution and MOC the Fund (so the reversal of the
advance won’t get claimed). Enter the amount to be expensed.
Travel Advance equals Expense Claim
Enter the Travel Advance using Regular Voucher style. If the Fund is Claimable, override it with the MOC
function (so the advance won’t get claimed). Pay the advance like any other voucher.
When the Travel Expense is received, reverse the Travel Advance Distribution Line and MOC the Fund (so the
reversal of the advance won’t get claimed). Enter the amount to be expensed using the Adjustment Voucher.
This is required because the Gross Amount would be Zero and the Check that was issued for the Advance would
be reported on the Claim.
Travel Advance more than Expense Claim
Enter the Travel Advance using Regular Voucher style. If the Fund is Claimable, override it with the MOC
function (so the advance won’t get claimed). Pay the advance like any other voucher.
When the Travel Expense is received, reverse the Advance Distribution Line and MOC the Fund (so the advance
won’t get claimed). Enter the amount to be expensed using the Adjustment Voucher style. This is required
because the Gross Amount would be Zero and the Check that was issued for the Advance would be reported on
the Claim. Then off set the account that was used when the money from the Employee was entered, override it
with the MOC function. (Campus specific on how to handle when the employee pays back the travel amount
owed).
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APPENDIX C: Accounting Entries Analysis
Example 1:
Pay Voucher from State University Trust Fund, Non Reimbursable – 40902 for $1,000.00.
No Claims Generated.
DST ACCT Debit/
No. Template TYPE Credit Description Fund Account Amount
1 ACCRUAL DST Dr Expense 40902 660003 1,000
APA Cr AP Liability 40902 201001 <1,000>
2 PAYMENT APA Dr AP Liability 40902 201001 1,000
CAS Cr Cash in Agency Acts 40902 101006 <1,000>
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Example 2:
Pay Voucher from Capital Outlay, Reimbursable Fund, 32005 for $9,000.00.
Claims Generated, Reimburse Trust Fund.
DST ACCT Debit/
No. Template TYPE Credit Description Fund Account Amount
1 ACCRUAL DST Dr Expense 32005 660003 9,000
APA Cr AP Liability 32005 201001 <9,000>
2 PAYMENT APA Dr AP Liability 32005 201001 9,000
CAS Cr Cash in Agency Accounts Banks/S&L 32005 101006 <9,000>
3 * CLAIM CSH Dr Cash in Agency Accounts Banks/S&L 32005 101006 9,000
RFC Cr Cash in Agency Accounts Banks/S&L 49900 101006 <9,000>
ARC Dr Claims AR Clearing 49900 103800 9,000
FBC Cr Fund Balance Clearing 32005 305801 <9,000>
4 Cashier (JE) Dr Cash in Agency Accounts Banks/S&L 49900 101006 9,000
Cr Claims AR Clearing 49900 103800 <9,000>
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Example 3:
State Pay Voucher from Capital Outlay, Reimbursable Fund, SPV – 32001 for $6,000.
Claims Generated, State Pay.
DST ACCT Debit/ Accoun
No. Template TYPE Credit Description Fund t Amount
1 ACCRUAL DST Dr Expense 32001 660003 6,000
APA Cr AP Liability 32001 201001 <6,000>
2 PAYMENT APA Dr AP Liability 32001 201001 6,000
CAS Cr Cash Distribution 32001 305022 <6,000>
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