Using Query & Word Merge. Agenda CSU Policy – ICSUAM 3250.02 What is Escheatment? How to Prevent It CO Follow-Up Procedures Demonstration Questions.

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Presentation transcript:

Using Query & Word Merge

Agenda CSU Policy – ICSUAM What is Escheatment? How to Prevent It CO Follow-Up Procedures Demonstration Questions

CSU Policy ICSUAM Policy Disposition of Unclaimed Negotiable Instruments It is the policy of the CSU that unclaimed negotiable instruments remain the property of the payee. This document provides direction for the treatment of unclaimed negotiable instruments that cannot be returned to the rightful owner. Each campus must prepare written procedures to implement this policy.

Non-Negotiable Instruments Unclaimed negotiable instruments are defined as: Checks that have been delivered but remain uncashed by the payee. Checks that have been returned to the university and the payee cannot be located.

Escheatment Escheatment: the reversion of property to the state, or (in feudal law) to a lord, on the owner's dying without legal heirs. When unclaimed negotiable instruments, excluding payroll warrants, have expired, they remain the property of the CSU and will be escheated. The escheated amounts will be recorded as liabilities.

Prevention Electronic Funds Payment The 3 E’s: EFT – Employee – Automated Clearing House Vendors & File P-Card Programs Follow-up Letters PS Query & Word Mail Merge

Preparation Develop the Letter Templates Letter 1: Reminder Letter 2: 2 nd Notice Letter 3: Check has been voided Create the Queries

Process Run the Query Merge with Letter Template Save as yyyymmdd.doc Print to Adobe and Save as yyyymmdd.pdf Repeat for Letters 2 and 3

Additional Steps – 3 rd Letters At 6 months, Check No Longer Valid Stop Payment at Wells Fargo Cancel Check – Use PeopleSoft Escheat DR CR Journal Entry to Consolidate DR CR ES CR DR ES

Demonstration Let’s do this….. Account Reconciliation

Got Any… Questions?