1. Center for Student Involvement
Peer Advisor Training
Presented by: Business Services

2. Training Topics Agency Account Information Checks
Decision Support Queries – Query 2
Entering Query Criteria
Setting Criteria as Default
Reading Transaction Listings
Types of Documents
Checks
Check Lookup – Query 387
Stop Payment and Reissue
Cancelling Checks
Departmental Sponsorships
CRU Business Services Contacts

3. Decision Support Queries
Agency Account Information
Decision Support Queries
Various reports that will display information according to the criteria that is set
Decision Support Website: dafisds.ucdavis.edu
Login: Kerberos username and password
Query 2: Used to run a report of current transaction listings
Query 387: Will be demonstrated later and is used to look up information on a check

4. Query 2 Agency Account Information
Type “2” in the Query Jump box, then press enter on your keyboard

5. Entering Query Criteria
Agency Account Information
Entering Query Criteria
Select the following criteria when running the report

6. Entering Query Criteria
Agency Account Information
Entering Query Criteria
Month range should be entered as: July, current year through current, current
Enter account number here

7. Entering Query Criteria
Agency Account Information
Entering Query Criteria
Select the following criteria

8. Agency Account Information
Running a Query
Enter the account number or account name to display the transaction listing.
To search by account number, enter it here
Click here to search by account name

9. Running a Query Agency Account Information
Enter a fragment of the account name here
Optional: To narrow results, enter SAAA for current organizations and SAAX for older ones

10. Reading Transaction Listings
Agency Account Information
Reading Transaction Listings
Verify:
Account is active - Expiration Date is 30-Jun-16
Correct Account Name?
Correct Account #?

11. Reading Transaction Listings
Agency Account Information
Reading Transaction Listings
Posted Date: The date the transaction was posted (feeds only show month and year)
Tracking #: Originates from the Org Doc Number field on the KFS document (for example: CFC, AA fees, 7 digit numbers refer to Cash Receipts, a students name indicate that the transaction was a check request).

12. Reading Transaction Listings
Agency Account Information
Reading Transaction Listings
Transaction Description: Purpose for the transaction
Expend: Amount of the transaction
Doc Num: KFS document number or scrubber feed number

13. Types of Documents GLIB: General Ledger IB IB: Internal Billing
Agency Account Information
Types of Documents
GLIB: General Ledger IB
IB: Internal Billing
DI: Distribution of Income and Expense
GEC: General Error Correction
CR: Cash Receipt
JV: Journal Voucher
DV: Disbursement Voucher

14. GLIB: General Ledger IB
Agency Account Information – Types of Documents
GLIB: General Ledger IB
Billing for on-campus services. These feeds are not routed and are automatically debited to the account.
Click here

15. Agency Account Information – Types of Documents
IB: Internal Billing
Billing for on-campus services. For example, agency account renewal fees. These route to Account Manager who verifies funds before approving
Click here

16. DI: Distribution of Income and Expenses
Agency Account Information – Types of Documents
DI: Distribution of Income and Expenses
Transfer of income. CFC Funding is processed on DI’s. Tracking #: G#### (CFC Grants) DG### (Dance grants) BTF## (Beyond tolerance funding)
Click here

17. GEC: General Error Correction
Agency Account Information – Types of Documents
GEC: General Error Correction
Transfer of expenses from departments. Departmental Sponsorships are processed on GEC’s
Click here

18. GEC: General Error Correction
Agency Account Information – Types of Documents
GEC: General Error Correction
Tracking # and Reference #: CSI#### (Departmental sponsorship)

19. Agency Account Information – Types of Documents
CR: Cash Receipt
The document on which cash deposits are processed. Cash deposits can be made by anyone on behalf of an organization at the ARC Business Center.
Click here

20. CR: Cash Receipt Agency Account Information – Types of Documents
Description: Name of the individual who made the deposit
Tracking #: Receipt number

21. JV: Journal Voucher Revenue from ticket sales
Agency Account Information – Types of Documents
JV: Journal Voucher
Revenue from ticket sales
Click here

22. JV: Journal Voucher Revenue from ticket sales
Agency Account Information – Types of Documents
JV: Journal Voucher
Revenue from ticket sales

23. DV: Disbursement Voucher
Agency Account Information – Types of Documents
DV: Disbursement Voucher
Check requests are processed on DV’s. Check requests are submitted on Orgsync by the organization’s president or treasurer. There are five different types of check requests. All are processed via DV:
Check to the Student Organization’s Off-Campus Bank Account
Check to Vendor
Honorarium
Out of Pocket Reimbursements
Departmental Sponsorships or CFC sponsorship – Tracking #’s: CSI#### or G####

24. DV: Disbursement Voucher
Agency Account Information – Types of Documents
DV: Disbursement Voucher
Click here

25. DV: Disbursement Voucher
Agency Account Information – Types of Documents
DV: Disbursement Voucher
Tracking #: The individual who submitted the check request
Description: Check payee

26. Checks
Check Lookup – Query 387
Use the “Disbursement Number” (check number) to obtain information about a check such as, the date issued, date cashed, amount, etc., using Query 387

27. Check Lookup – Query 387 Checks Enter Disbursement Number here
Click: Process Query

28. Check Lookup – Query 387 Checks Check amount Check payee
Date the check was issued
The date the check was cashed is displayed here unless the check has not yet been cashed

29. Stop Payment and Re-issue
Checks
Stop Payment and Re-issue
To stop the payment on a check and re-issue a new one, the president or treasurer of the RSO will this request to CRU Business Services It is important that the request include the new mailing address for the check.
CRU Business Services will submit the request; please allow ~5-7 business days for the check to be re-issued and delivered.

30. Checks
Cancelling Checks
Similar to stop payment/reissues, the RSO’s president or treasurer will need to the request to CRU Business Services
CRU Business Services will submit the request; please allow ~1-2 business days for the credit to post to the group’s agency account.

31. Departmental Sponsorships
The Departmental Sponsorship form is submitted via Orgsync by one of the five officers of the RSO at:
This form is approved by the Department Providing the sponsorship via Orgsync as well and the required account information is entered.
The submission is reviewed by Business Services and processed accordingly.
Sponsorships are processed by transferring the expense to the department providing the sponsorship.
There must be an expense in the agency account.
Expenses can come from:
On-campus expenses – A department on campus bills the agency account (Room reservations, etc.)
Check Requests

32. CRU Business Services Contacts
Business Center ( ): Deposits and payment of agency account fees (i.e. questions regarding hours of operation and items that need to be brought in at time of deposit/payment)
Clarisa Lovato ( ): Agency account inquiries, CFC, expense transfers (i.e. ‘transfer’ of funds from RSO to department), gift accounts (new and existing)
Christa Oldfield ( ): Check Requests, Departmental Sponsorships and backup for expense transfers

33. Questions Agency accounts: Checks: Departmental Sponsorships:
Q: What should your month range be to view the current agency account balance?
A: July, Current year  current, current
Q: What type of document would you see for an on-campus charge?
A: Internal Billing (IB)
Q: What type of transaction occurs on a disbursement voucher (DV) document?
A: Check requests!
Q: What type of document would you see for a CFC grant?
A: Distribution of income and expense (DI)
Checks:
Q: What query is used for check lookup?
A: Query 387
Departmental Sponsorships:
Q: What two ways can the amounts sponsored be expensed?
A: Check request or on-campus expense