252.SCH: Uncashed Check Fund Extract

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1 252.SCH: Uncashed Check Fund Extract * Return to Quick View List Last Updated: 10/05/2009 Pennsylvania state law requires organizations such as the University of Pennsylvania to report and remit to the state any unclaimed property at the end of its dormancy period. The state is responsible for holding the property until claimed by the rightful owner. Dormancy periods vary based on the type of unclaimed property. For non-payroll checks the dormancy period is five years. After five years, the University remits payment for the uncashed check to the State of Pennsylvania and any subsequent attempt by the payee to recover the funds must be made to the State, not the University of Pennsylvania. The Comptroller s Office has oversight responsibility for the unclaimed property process and for reporting unclaimed property to the state. However, because the Schools and Centers have established relationships with the vendors, employees, and students, they are responsible for performing due diligence on any uncashed non-payroll checks. This includes following up with the appropriate payee to ensure that the check is cashed or a new check is issued. This extract can be used to aid the school/center in this process. The extract provides data on uncashed checks to allow schools/centers to proactively monitor uncashed checks for a given fund. Electronic, wire, voided, and payments previously remitted to the state are not included in this extract. This extract can be run from the GL Reporting (Secured) responsibility. Sort Order: None Parameters: Fund Fund number is the only parameter. You may run the report for multiple funds by separating each fund number by a comma (no spaces). This report will not produce output for fund or If you need to report on either of those funds please run the 250.SCH: Uncashed Check = Fund Extract from Sr. BA Responsibility. File Layout: From left to right, the columns provide the following information: Column # Column Heading 1 Check Number 2 Check Amount 3 Check Date 4 Check Stale Date 1

2 5 Invoice Number 6 Invoice Amount 7 Invoice Date 8 Invoice Description 9 Invoice Line Amount 10 Invoice Line Code Combination 11 Vendor Name 12 Vendor Number 13 Vendor Type 14 Vendor Status 15 Vendor Site Code 16 Address Line 1 17 Address Line 2 18 Address Line 3 19 City 20 State 21 Zip Code The report will have one row for each Invoice Line that is paid on the uncashed check. To View the Report: Once the report completes, from the Requests window, click the View Output button. From the Toolbar select, Tools > Copy File 2

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4 The report output file will open in your browser. From the toolbar select, File > Save As 4

5 Select the location on your desktop where you want the file to be saved. Enter a filename and click Save 5

6 Open MS Excel and from the toolbar select, File > Open Navigate to the directory location where you saved the report in the previous step. 6

7 In the field that is labeled Files of type click the dropdown box and select Text Files. Single click the report that you saved in the previous step and click Open. 7

8 You will now be prompted to import the file using the Excel Import Wizard. In Step 1, in the Original data type region select the Delimited radio button and click the Next button In Step 2, in the Delimiters region check the Tab checkbox. 8

In Step 3, you must select the data format for each column. The default of General can be selected for each column except for the columns specified below.

9 In Step 3, you must select the data format for each column. The default of General can be selected for each column except for the columns specified below. For these columns select a Column data format of Text. To select Text click in the column that should be changed and click the Text radio button. Repeat for each column that should be changed to Text. The column data formats that should be changed to Text are: Check Number Check Date Check Stale Date Invoice Number Invoice Date Invoice Line Code Combination Address Line1 Address Line2 Address Line3 Zip Code 9

10 Click Finish to import the data into Excel. Save the file as an Excel document. Click File > Save As. Enter the name of the file and change the format from.txt to.xls. Click Save. 10

11 Proceed with formatting the data in Excel to meet your requirements. 11

12 * It may be helpful to identify uncashed checks in your CNAC that paid invoice(s) with multiple ORGs. Identifying any checks of this type will allow you to notify the individuals responsible for each ORG and to have them determine the action that needs to be taken for the given check. To identify any of these checks you may want to utilize the Subtotal function in Excel. By subtotaling on Check Number you can easily identify uncashed checks that have either multiple invoices or single invoices with multiple distributions. Uncashed check with multiple invoices or single invoice with multiple distributions Uncashed check with multiple invoices or single invoice with multiple distributions 12

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Creating a Check Register by Vendor Name

SAN MATEO COUNTY OFFICE OF EDUCATION CECC Financial System Procedures There are three components to creating a check register by vendor name. 1) You need to run an HP 3000 VEO300 Vendor History Report