Cash Receipts, Wire Transfers and Zero Balance Account TCRs Downtime Procedures for Fiscal Year 2007 Presented By: Susan Porte Senior Accountant

Cash Receipts, Wire Transfers and Cash Receipts, Wire Transfers and Zero Balance Account TCRsZero Balance Account TCRs

Downtime ProceduresDowntime Proceduresfor for

Fiscal Year 2007 Fiscal Year 2007

Presented By:

Susan Porte

Senior Accountant

Fiscal Year 2007 Downtime ProceduresFiscal Year 2007 Downtime Procedures

Treasurer Cash ReceiptsTreasurer Cash Receipts

All department initiated TCRs are to approved by the Treasurer’s Office by 1 PM

Security Roles will be modified to exclude the add function

After 1 PM follow downtime procedures

June 28, 2007June 28, 2007

Outgoing Wire TransfersOutgoing Wire Transfers

All wire transfers received by 10 AM will be processed in PS7.5

Any wire transfers received after 10 AM will need to follow downtime procedures

Zero Balance AccountsZero Balance Accounts

Last day to add ZBA TCRs to PS7.5

Securities roles will be modified at 1 PM


June 28, 2007June 28, 2007 continuedcontinued


June 29, 2007June 29, 2007Treasurer Cash ReceiptsTreasurer Cash Receipts

Downtime procedures

All approved TCRs for the month of June 2007 need to be completed by 2 PM

After 2 PM the ACO will journal outstanding TCRs to a temporary clearing fund


June 29, 2007June 29, 2007 continuedcontinued


Downtime procedures

Incoming Wire Transfers & Zero Balance AccountsIncoming Wire Transfers & Zero Balance Accounts

Treasurer will initiate a PS7.5 TCR

Departments will need to pick up supporting documentation from the Treasurer’s Office by 12 PM

All approved TCRs are to be completed by 2 PM

After 2 PM the ACO will journal outstanding TCRs to a temporary clearing fund

DOWNTIME PROCEDURES FORDOWNTIME PROCEDURES FOR

CASH RECEIPTS

INCOMING WIRE TRANSFERS

OUTGOING WIRE TRANSFERS

ZERO BALANCE ACCOUNTS


July 2-3, 2007July 2-3, 2007

All approved TCRs during downtime procedures on June 28th and June 29th must be entered into PS7.5 by departments

All approved TCRs during downtime procedures on July 2nd and 3rd must be entered into PS8.8 by departments


July 6 -9, 2007July 6 -9, 2007

July 5, 2007July 5, 2007 Process TCRs in PS8.8 according to the County’s business

practice

Downtime ProceduresDowntime Procedures

Purpose:

To provide an emergency contingency plan for processing Treasurer Cash Receipts, Wire Transfers and Zero Balance Account TCRs during PeopleSoft system downtime.


Scope:

Applies to County departments, agencies, special districts, and authorities that are governed by Riverside County Board of Supervisors, and/or which maintain funds in the County Treasury.


Treasurer Cash ReceiptsTreasurer Cash Receipts

Departments:

1) All cash and negotiable instruments received by departments must be receipted either by issuing a manual official county receipt (OCR) or an ACO approved department receipting system.


2) At the close of business, all cash and negotiable instruments collected will need to be recorded using the approved Contingency Treasury Cash Receipt.

a) The TCR# will be assigned by the ACO

b) All other fields will need to be filled out appropriately

c) Summarize all dollar amounts by fund only


Treasurer Cash Receipts, continuedTreasurer Cash Receipts, continued

3) Take the Contingency Treasury Cash Receipt and deposit to the ACO (11th floor)

The ACO will:

Issue a sequential number, sign and date the TCR

Retain a copy for their records

Not collect any deposits


NOTE: NOTE: On June 28On June 28thth, an ACO staff member , an ACO staff member

will be located on the 4will be located on the 4thth floor floor


4) Next, take the Contingency Treasurer Cash Receipt and deposit to the Treasurer’s Office

5) The Treasurer will verify and approve the deposit then give an approved copy back to the department

6) When PeopleSoft is back on-line, prepare one journal entry for each approved cash receipt

7) Submit journal to ACO-Cash Reconciliation Desk for final approval



1) Complete the wire transfer notification form as directed by the Treasurer’s Office

2) For each wire transfer, complete the Contingency Treasury Cash Receipt

a) The TCR# will be assigned by the ACO

a) All other fields will need to be filled out appropriately

a) Summarize all dollar amounts by fund only



3) Deliver the wire transfer notification and the contingency treasury cash receipt to the ACO.

4) PeopleSoft is back on-line, prepare a journal entry for each approved wire transfer

5) Submit the journal to ACO-Cash Reconciliation Desk for final approval


Outgoing Wire Transfers, Outgoing Wire Transfers, continuedcontinued

1) If an incoming transfer is expected, email the Treasurer’s Office the fund to which the transfer is to be applied

2) When PeopleSoft is back on-line, prepare a journal entry for each approved incoming wire transfer

3) Submit the journal to ACO-Cash Reconciliation Desk for final approval


Incoming Wire Transfers and ZBA TCRsIncoming Wire Transfers and ZBA TCRs

If no information is sent by departments, the Treasurer’s Office will attempt to identify which department receives the transfers. If they are unable to determine which department, they will place the deposit into the Auditor’s Undistributed Receipt Fund.

Once PeopleSoft is back on-line, the ACO will research the deposit and contact the department.


Incoming Wire Transfers and ZBA TCRs, Incoming Wire Transfers and ZBA TCRs, continuedcontinued

Enter one journal for each Contingency Treasurer Cash Receipt in the general ledger module

(a) JE # : CR followed by the sequential number (Ex: CR000001)

(b) Accounting Date: The date the Treasurer approved the TCR

(c) Source Code: “AAJ”

(d) Long Description: Notate the CR # and then a detailed description

(e) Complete the JE according to the County’s business practice

(f) Department approve the JE

(g) Submit to the ACO – Cash Reconciliation Desk


Preparing Journal EntriesPreparing Journal Entries

QUESTIONS??

Presentation and Handouts

www.auditorcontroller.org

Contact:

Susan Porte

[email protected]


Documents

Cash Receipts, Wire Transfers and Zero Balance Account TCRs Downtime Procedures for Fiscal Year 2007 Presented By: Susan Porte Senior Accountant