Financial Services Division

Transcription

1 ASP Direct Deposit Procedures Internal Compliance Department 8/31/2017 Created for: The Cobb County School District 514 Glover Street Marietta, Ga (770) Created by: CCSD Financial Services 440 Glover Street Marietta, GA 30060

2 Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as clearly as possible. Date Author Description of Changes Claudia Ludlow Claudia Ludlow Claudia Ludlow Claudia Ludlow Claudia Ludlow Claudia Ludlow Claudia Ludlow Initial Document created with documentation provided by Debbie Mosher. Revised per Debbie Mosher s clarification and edits. Revised per Cathy Strudthoff-Brown s review. Added Internal Compliance Department to cover page. These procedures were tested by CCSD School Bookkeeper June Noriega (Ford Elementary) and approved by Debbie Randazzo. Although approved earlier, it was determined that any personal information such as Certificate Numbers and Check Numbers must be removed and replaced with generic examples. Cathy Strudthoff-Brown and Debbie Randazzo reviewed and reapproved this document Laura Hough Revised to relate to the 4 digit account code structure and EPES activity accounting online and to distinguish staff roles. ASP Direct Deposit Procedures Page 2 of 16

3 Table of Contents... 1 Revision Chart... 2 Overview... 4 School Bookkeeper... 5 ASP Director ASP Bookkeeper ASP Direct Deposit Procedures Page 3 of 16

4 Overview The Cobb County School District (CCSD) After School Program (ASP) receives tuition payments reimbursement payments from the Division of Family and Children Services (DFCS). These payments are received through MAXIMUS from GACAPS via direct deposit. MAXIMUS is the payment processor. GACAPS is the Georgia Childcare and Parent Services agency that administers this program. In order to process ASP Direct Deposits of DFCS payments received through MAXIMUS, the School Bookkeeper, ASP Bookkeeper and ASP Director will complete the following steps as assigned. ASP Direct Deposit Procedures Page 4 of 16

5 School Bookkeeper 1. The School Bookkeeper performs the following: Login daily to CashPro Online at using Chrome Enter ccscho05 at Company ID, this is the same for all schools Enter the User ID and Password provided by Local School Accounting (LSA) Click Login ASP Direct Deposit Procedures Page 5 of 16

6 2. On the next screen: Click Reporting, then at the drop down; Click Previous Day Reporting ASP Direct Deposit Procedures Page 6 of 16

7 3. At Query Date for selected Reports: Click the small calendar icon at From and again at To; specify date 4. Next, to display the report on the screen: Place the cursor in the box at Report Name, start typing: Statement View Click on Statement View Report, or; Scroll down using the slider at the right side of the screen and click the small box on the left of Statement View Report ASP Direct Deposit Procedures Page 7 of 16

8 5. The report is now displayed on the screen: Verify and confirm any Preauthorized ACH credit(s) for Child Care Position the mouse on the screen and right click, a menu box will appear Click Print Be careful not to confuse Preauthorized ACH Credits that may appear for the redeposit of checks. ASP Direct Deposit Procedures Page 8 of 16

9 6. A new screen will appear: Click Print again Click in box next to copies Enter the digit 2; you will need 2 copies of the report in addition to the report printed for daily bank account activity verification. There are several reports, in addition to the Statement View Report used in this example, available within CashPro Online which may be used to verify and confirm your ASP direct deposits. ASP Direct Deposit Procedures Page 9 of 16

10 7. Locate and highlight the Preauthorized ACH credit(s) for Child Care on the two printed reports from CashPro Online. 8. Close the report tab: Click X ASP Direct Deposit Procedures Page 10 of 16

11 9. It is important to Log Out of the online system: On the top right of the screen (see box label #1) click Log Out A dialogue box will appear, (see box labeled #2 above) click Log Out again 10. The login screen will appear; close this tab: Click X ASP Direct Deposit Procedures Page 11 of 16

12 11. Post the ACH credit to EPES Activity Accounting: Use your next available receipt number Enter Date of ACH Credit posted to the school s checking account, as indicated on CashPro Online Select GL Account 9902, GL:Checking Account Main Select GACAPS, as vendor Select Activity Account 5200, ASP Tuition Enter ACH Credit for ASP in the Note line Select O as your payment type If there are more than one ACH credit amounts indicated on the daily bank report, post one receipt entry adding a detail line for each ACH credit amount (up to five line entries may be posted on one receipt). Receipt Example for One ACH Credit: Receipt Example including more than one ACH Credit: 12. Print the Sequential List for this receipt number. ASP Direct Deposit Procedures Page 12 of 16

13 13. Place a copy of the CashPro Online report used to verify and confirm your ASP direct deposit(s) and the Sequential List in a Direct Deposit Pending file. This file should be located in the School Bookkeeper s office. 14. Provide the additional copy of the CashPro Online report to the ASP Bookkeeper. 15. The ASP Bookkeeper will provide a copy of the Deposit Report and a copy of the GACAPS to the School Bookkeeper after she has posted the funds to the ASP student accounts. Once received: Attach the ASP Deposit Report and supporting documentation to the corresponding Sequential List Report located in the Direct Deposit Pending file. File the completed package in the school financial records. ASP Direct Deposit Procedures Page 13 of 16

14 ASP Director The ASP Director will receive an from MAXIMUS/GACAPS indicating the GACAPS detail for the direct deposit amount(s) and must provide a copy of this to the ASP Bookkeeper upon receipt. A sample of this is indicated below. ASP Direct Deposit Procedures Page 14 of 16

15 ASP Bookkeeper The ASP Bookkeeper will perform the following: 1. Verify that both the ACH credit amount and the amount indicated on the GACAPS agree. If the amounts do not agree contact Local School Accounting. 2. After verifying amounts agree, the ASP Bookkeeper will post the direct deposit amount in the ASP Online System as a single deposit, using the detail provided on the CashPro report from the School Bookkeeper and the GACAPS from the ASP Director. a) Use the check number and pay amount indicated on the from GACAPS. ASP Direct Deposit Procedures Page 15 of 16

16 b) Use the information provided on the from GACAPS to post the DFCS payment amount to each student, using the net amount (see example below). NOTE: You must check the DFCS check box when posting the direct deposit payment in the ASP Online System. 16. After posting the ASP deposit check payment into the ASP Online System, the ASP Bookkeeper will print two copies of the Deposit Report for this single deposit. 17. Provide one copy of the Deposit Report and a copy of the GACAPS to the School Bookkeeper. 18. File the Deposit Report, GACAPS and the ACH credit information in the ASP financial records. ASP Direct Deposit Procedures Page 16 of 16