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

Fiscal Year 2007 Downtime Procedures Treasurer 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, 2007

Outgoing 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 Accounts  Last day to add ZBA TCRs to PS7.5  Securities roles will be modified at 1 PM Fiscal Year 2007 Downtime Procedures June 28, 2007 continued

Fiscal Year 2007 Downtime Procedures June 29, 2007 Treasurer 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

Fiscal Year 2007 Downtime Procedures June 29, 2007 continued Outgoing Wire Transfers  Downtime procedures Incoming 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 FOR CASH RECEIPTS INCOMING WIRE TRANSFERS OUTGOING WIRE TRANSFERS ZERO BALANCE ACCOUNTS Fiscal Year 2007 Downtime Procedures July 2-3, 2007

 All approved TCRs during downtime procedures on June 28 th and June 29 th must be entered into PS7.5 by departments  All approved TCRs during downtime procedures on July 2 nd and 3 rd must be entered into PS8.8 by departments Fiscal Year 2007 Downtime Procedures July 6 -9, 2007 July 5, 2007  Process TCRs in PS8.8 according to the County’s business practice

Downtime Procedures Purpose: To provide an emergency contingency plan for processing Treasurer Cash Receipts, Wire Transfers and Zero Balance Account TCRs during PeopleSoft system downtime. Fiscal Year 2007 Downtime Procedures

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. Fiscal Year 2007 Downtime Procedures

Treasurer 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. Fiscal Year 2007 Downtime Procedures

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 Fiscal Year 2007 Downtime Procedures Treasurer Cash Receipts, continued

3) Take the Contingency Treasury Cash Receipt and deposit to the ACO (11 th floor) The ACO will: Issue a sequential number, sign and date the TCR Retain a copy for their records Not collect any deposits Fiscal Year 2007 Downtime Procedures NOTE: On June 28 th, an ACO staff member will be located on the 4 th floor Treasurer Cash Receipts, continued

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 Fiscal Year 2007 Downtime Procedures Treasurer Cash Receipts, continued

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 Fiscal Year 2007 Downtime Procedures Outgoing Wire Transfers

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 Fiscal Year 2007 Downtime Procedures Outgoing Wire Transfers, continued

1) If an incoming transfer is expected, 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 Fiscal Year 2007 Downtime Procedures Incoming 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. Fiscal Year 2007 Downtime Procedures Incoming Wire Transfers and ZBA TCRs, continued

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 Fiscal Year 2007 Downtime Procedures Preparing Journal Entries

QUESTIONS?? Presentation and Handouts Contact: Susan Porte Fiscal Year 2007 Downtime Procedures