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GIRO Deposits in Error - DOC

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					Incorrect GIRO Deposits
PeopleSoft Financials
Version 8.9________________________________________________________________________________________________


PURPOSE
This procedure is for GIRO DEPOSITS only.
To send back funds received in a GIRO Deposit in error, a payment cancellation is not nec essary.

NAVIGATION: Accounts Receivable>Payments>Online Payments> Regular
Deposit




A deposit comes into the Regular Deposit page in Accounts Receivable for DPHM1, showing it is a GIRO
from DOTM1.

DPH determines that this is not a payment that they have a bill for. They research and find it doesn’t
belong to them. They put in a ticket to the CORECT Helpdesk with all the information they have on the
deposit.

The Helpdesk will notify DP H of the information that is on the DOT voucher, including the person who
created the voucher. DPH can call DOT and inform them of the error, and the correction that they will be
making.
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Incorrect GIRO Deposits
PeopleSoft Financials
Version 8.9________________________________________________________________________________________________




NAVIGATION: Accounts Receivable>Payments>Online Payments> Regular
Deposit. Go to the Payments Tab




DPH will then create a Direct Journal to take in the funds on this GIRO. They will use the coding for
Funds Awaiting Distribution (Pending Rec eipts). The coding will be: Fund: 34003, SID: 42350, and
Account: 20920. If you need help with entering a Direct Journal, please see the Accounts Receivable Job
Aid on the CORE -CT Website, Direct Journaling.

It is also very important that you make a copy of your deposit page, payment information. You will need
to give this information to your Accounts Payable Voucher Processor when you also give them the
chartfield coding that you us ed on the Direct Journal. Your AP Processor will need this information to
create the NON-PO Voucher that will send these funds back to DOT.


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Incorrect GIRO Deposits
PeopleSoft Financials
Version 8.9________________________________________________________________________________________________




After the Direct Journal has been completed, the Accounts Payable Voucher Processor will create the
NON-PO Voucher. They must use the correct vendor ID for the originating agency so it will go back
to them as a GIRO. This also is the same as the location code on the deposit. The Invoice on the
voucher must use “GIRO PAYMENT ID” and the payment number from the Deposit payment
information. The Voucher P rocessor will also put information about the incorrect payment in the
“Comments Link” and the “Description” field of the voucher so there will be an audit trail. Accounts
Payable must use the same chart field coding that was used on the Direct Journal for Funds Awaiting
Distribution (Pending Receipts).

NAVIGATION: Accounts Payable>Vouchers>Add/Update> Regular Entry. Go to
the Add a New Value Tab.




                                                                                      Look at the invoice
                                                                                      number on this
                                                                                      voucher; it HAS TO
                                                                                      BE the Payment ID
                                                                                      from the deposit.




There will be no entries to the receiving agency’s budget. The only place you will see these ent ries will
be in the General Ledger under the account number 20920 (Funds Awaiting Distribution). There will be a
credit (Direct Journal) and a debit (NonPO Voucher), which will net out to -0-.




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Incorrect GIRO Deposits
PeopleSoft Financials
Version 8.9________________________________________________________________________________________________




The originating agency will now be getting the funds back with a GIRO payment in their Accounts
Receivable, Deposits page.

It will be their res ponsibility to ensure they direct journal this GIRO with the same expendi ture coding as
they had on the original incorrect voucher. Once this is done, the cycle has been completed. The agency
can now process their payment correctly. They should add a comment on the new voucher to tie the new
payment to the incorrect one for an audit trail.


OSC/APD requires the following procedure followed for the agency that sent the
GIRO in error:

A CO-790S must be completed and sent to the Office of the State Comptroller's Accounts
Payable Division. A payment sent in error constitutes an overpayment and therefore requires a
CO-790S, which must identify
       1) the procedures that led to the issuance of the overpayment,
       2) the internal controls in place at the time the overpayment was made, and
       3) a description of how a recurrence will be prevented.
             The CO-790S must be signed by the agency head or deputy.
             The CO-790 will not be sent with the required CO-790S.




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posted:8/29/2010
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Jun Wang Jun Wang Dr
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