2018 LINQ User Conference Notes

Transcription

1 NOTE: Auto Update 130 will be released in December with changes to the new TimeKeeper security enhancement that was released in a prior update. Please note that the security changes ARE NOT REQUIRED before the district creates the W-2s. The W-2 file update can occur separately. Each LEA will be able to request the TimeKeeper update when they are ready to make the security change. Additional information will be included in the release notes for AU 130. These notes were taken during sessions at the 2018 LINQ User Conference and include suggestions and questions from customers, reported issues and enhancement requests. We are researching any questions or issues and will communicate answers as we get them. Enhancement requests are being researched and prioritized, with some (including the TimeKeeper changes referenced above) coming as soon as December. Thank you to all of our LINQ NC customers for working with us, and many thanks to everyone who made it to the conference! We appreciate your suggestions and will work hard to continue improving the program. MEALS PLUS AND LINQ SESSION Reminder that closing month and Revenue Summary report will be run after last serving day is closed remember that after-school or supper meals might not be posted till next day. Reminder to use month end checklists available in Meals Plus documentation, will help with clean audit Best practice to do bank reconciliation as soon as possible Some month to month differences due to AP post dates vs check dates CLASSWALLET SESSION GENERAL CLASSWALLET SOLUTION INFORMATION Worked with another state to help manage grants central office was able to distribute budgeted funds for expenditure Ability to control smaller expenditures, classroom and supplemental based Able to be used for student activities and clubs E-commerce site currently partnered with 45 vendors, including Amazon and other large retail Mobile app available Implementation takes only 5 to 8 hours Data exportable to csv/flat file Support includes web-based documentation/faqs on their website and ClassWallet YouTube channel with training videos. Training is available, but solution is extremely user-friendly and most customers are able to implement with remote or self-training 1

2 LINQ and CLASSWALLET INTEGRATION IN 2019 Planned for high volume small expenditure areas like Maintenance and Transportation ClassWallet would tie into LINQ using Purchase Orders Planned integration with LINQ School Accounting and K12PaymentCenter K12PaymentCenter will receive fees (example: for field trips) which can be used to fund teacher/classroom wallets Bidirectional data exchange, planned single sign on LINQ 202 PROCESSING SESSION 1 NOTES 202s refunding money only should have zero (0) days per DPI. This was a big issue last year as the LEAs had trouble getting Days Paid field to zero out. AU 129 change to processing/days Paid calculation should correct this. Angie Guffey from Cleveland County Schools reported that she has had instances where the IPC process did not actually remove the installment indicator. LINQ will test possible cause that if additional IPCs are done on same voucher later, will need to repeat the removal of the installment indicator. Same issue with absences on an IPC if subsequent IPC is done after original, users must include the original absences or desired absences on the additional IPCs. Some users report issues with absence code 56 on IPCs, but did not have any specific details. They will contact LINQ Support to provide more information. Request from many LEAs that they be allowed to do multiple adjustments/ipcs on the same voucher (different paylines) can currently only do 1 per day. DPI specification, not LINQ. This causes big issues especially at the end of the year when they have a short time frame. Problem comes in with the split funded checks, especially when they need to remove installment indicators. Angie Guffey (Cleveland County Schools) offered a user tip: o If she has a check needing multiple 202s in different batches, she doesn t post the 1 st batch until she keys all the batches. o If you just save the batch without posting yet, you can have several batches open with the same check number. If you post the first batch before the others, you cannot add a new batch with that check until the original batch is approved at DPI. She said she will key all the batches and then post the 1 st batch and let the others stay in saved status until the 1 st batch is accepted then all she has to do is post batch #2, etc. o She reports it is a timesaver and she can enter all the batches at one time, less chance of forgetting to do additional batches. Said it saves her time and she doesn t have to 2

3 remember what she needed to do if it was days later. Several LEAs said they do the same thing, others thought it was a good idea. Request to receive communication logs more than once a day NOTE: LINQ contacted DPI and asked if it would be possible to do this year round instead of only for year end. They said that at this time with the current processes in place, they could only do that for the May/June increases in processing, but they would definitely attempt to do something about it for the future. LINQ asked for feedback on proposed changes to show the original check, the newly adjusted check and the amount/account that it changed to. o Users loved the idea of the combined new voucher in 202. Said this would help tons. o They would like the history available with a button in 202 o Will need IPC effects included on the current will be kicked back because the original doesn t match LINQ asked for feedback on idea of having a quicker way to remove the installment indicator from all checks instead of having to key each individual IPC. NOTE: LINQ asked DPI to investigate this they will look into why this is still required. User from Chapel Hill said she has some checks she is having to call DPI to split the check for her so she can do a 202 on it. We did not understand why she was having to do this, neither did the other customers. She will call LINQ to show us the next time she has one to do. SESSION 2 NOTES User from Mooresville Graded School District has issue with escrow not moving only time LINQ has reproduced happened due to timing of accrual file. MGSD will call if it happens again to report. Same issues and requests from Session 1. Request to add as much information as possible on fiscal year end checklists for DPI processing due dates/processing window dates. Enhancement Request User from Cabarrus County Schools requested a print option on the communication logs Note: Enhancement request added to future roadmap items Question from Franklin County Schools (not currently LINQ customer) on being required to move substitute checks separately for each day. Have not had this reported in LINQ possibly due to how subs are processed, summed by budget code LINQ SCHOOL ACCOUNTING/K12PAYMENT CENTER Would like to be able to transfer funds between events 3

4 Note: Enhancement request added for School Accounting updates in December Request electronic receipting for teachers Request document cabinet Request recurrent Journal Entries One district handles school accounting within LINQ V6 would like to be able to import school fees from K12PC into V6. Request for recurring payments for school fees like after school care (like what they have for school nutrition)accept on premise/card present transactions (cards in cafeterias, example) User Pain Point: In Vendor Management users entering vendors on the fly when vendor walks in asking for immediate payment o Incorrect and incomplete information entered o Results in vendor being input multiple times with different info o Admin/District not knowing incorrect/incomplete information received until 1099 time when they have to try track the info down o Set up a notification to the admin/district when a new vendor is added o Adding a vendor default all sites on regardless of user site K12PC Request - allow payments as a guest o Question was if fees are assigned to specific users/parents/groups need to allow a guest to make a payment on behalf of student K12PC Request Provide Field trip rosters for teachers ability for teachers to track and print rosters Ability to lock receipt/check dates to current date only at the district/admin level BUDGET BUILDER ENHANCEMENT REQUESTS AND ISSUES: Ability to budget at parent level but post at site level for employee expenses o Need to track site on employee detail line Ability to import at parent level Option to zero out at duplication of version From/To Service Dates set up on supplement tab- option to move to set up or duplicate so they don t have to rekey on each budget Non-employee balanced budget line- show on employee expenses screen as well (not just non-employee) Select all for PR import Template import or import from parent account- budgeting to 000 but salary expense is at site 4

5 Using BB for other funds (particularly state)- putting whole fund in as one version but not report sorts by PRC, would like total budget to have option to run by PRC vs Purpose Import accounts from FM- import all accounts from previous year, not just those with a budget Manage versions- allow import from PR for amendments Option to zero out at duplication of version From/To Service Dates set up on supplement tab- option to move to set up or duplicate so they don t have to rekey on each budget Non-employee balanced budget line- show on employee expenses screen as well (not just non-employee) Select all for PR import Template import or import from parent account- budgeting to 000 but salary expense is at site Using BB for other funds (particularly state)- putting whole fund in as one version but not report sorts by PRC, would like total budget to have option to run by PRC vs Purpose Import accounts from FM- import all accounts from previous year, not just those with a budget Manage versions- allow import from PR for amendments PAYROLL SESSION Absence Setup include for OT & CT split into 2 boxes Calculate PR screen Absence Tab sub name added ACH date add another digit so another one for same date doesn t get overwritten Quick print on all screens In new hire or add assignment staff action, when the job has a supplement, once the job is added, have the supplement box default to checked as active. Currently after PR accepts the staff action the supplement appears but the box is not checked and they want it to always default to be checked. FUND MANAGEMENT SESS ION 1099 Ability to print 2 copies per vendor on same sheet of paper 1099 Import excel spreadsheet of vendors from school funds for 1099 processing Tax tables Automatically update for new year Manage accounts screen- filter at top to only show active codes in date range Manage accounts- duplicate truly duplicates whole account set up including offset accounts Option to reinstate receipts when deposits voided 5

6 Manage Accounts à have history/notes on account codes (audit history) Double-click on Ref # and open up deposit, invoice, etc. One-time vendor setup to not have so many vendors Invoices Due List to include addresses of Vendor so it can be verified against location address. Now they have to wait to verify addresses on the checks after they have printed out. If it s wrong they have to void and redo everything. ESCHOOLVIEW INTEGRATIONS School Website Options to be integrated One place to gain access to any tool used by the district o Single sign on access to School Accounting, Timekeeper, etc. o Teachers, Admins, Parents can all be directed to the school site to find what they need Easy Maintenance by the district School Store Options integrations with K12PC ESSA REQUIREMENTS Questions on DPI Document and requirements Request for clarification on Pre-K - noted as exception in DPI document due to no ADM count, should be in location code 840 and not included in per-pupil, but cases across districts where location has mixed with K NOTE: Have not gotten response or update on document from DPI as of 12/3/18. ESCHOOLVIEW AND LINQ INTEGRATION Vision is centralized location to gain access to any tool used by the district o Single sign on access to School Accounting, Timekeeper, etc. o Teachers, Admins, Parents can all be directed to the school site to find what they need Easy Maintenance by the district School Store Options integrations with K12PC ROUND TABLE DISCUSSION REQUESTS AND ISSUES Chatham County Schools Discussion on request for Popup Notification on AP Invoices for Employee Reimbursement if Employee has been inactivated since the invoice was written Discussion on Changes to new TimeKeeper Security NOTE: December Update will address changes for authorization by 6

7 o User must enter address on first log in address entered will update HR Alternate Add Alternate to Employee Personal Tab in PR o Will receive validation with a link On validate, user must enter DOB and last 4 of social to confirm identity o Once validated create password TIN Update for 1099 Vendors NOTE: December Update will Address 1099 changes Reported issue for one LEA - ACH File is rounding down the line numbers, LINQ asks for information on issue to be sent to support ORBIT File issues with employer portion of retirement not showing up Angie Guffey from Cleveland County Schools will send LINQ examples to test this and determine the issue. Possibly due to Other Pay retirement settings LINQ Support will test Rene Evans at Wilson County Schools said her Remaining Salary report always prints in portrait mode no matter what she does. Said other reports are fine but this one she has to do all sorts of things to get it to print correctly. Suggest trying to print under same login on another machine, have other users attempt printing most likely printer options Request for ability to lock receipt/check dates to current date only at the district/admin level NOTE: Would need to be optional LINQ will investigate adding a flag in setup 7