FFE Cash Module

1. FFE Cash Module Training Supplement

2. NEW: FFE CASH MODULE • Launch Date:December 13, 2005 • Paper CRVs still accepted at teller until January 31, 2006 • FFE Cash Module will be located in FINSYS section of Portal • Works very similar to current FFE Modules • Cash and check deposits will be entered electronically into FFE (this will replace Cash Receipt Vouchers) • Credit card slip processing has not changed • QUESTIONS: Contact Barbara Hurleigh at bh2152@columbia.edu

3. New Cash Handling Policy • Soon to be released • Will cover: • General handling procedures for depts. and cashiering Units • Special cash procedures governing gifts, grants and clinical trials • Safekeeping requirements • Check acceptance policies

4. FFE Cash Module • To enhance controls surrounding cash handling by electronically tracking all departmental deposits (cash and checks)

5. FFE Cash Module Access • Users and approvers must complete the FFE Application Form for Cash Module access • https://www1.columbia.edu/sec/cu/controller/ffeform.html

6. FFE Cash Module • Departments will continue to bring money to the Teller • Tellers will view and approve batches electronically • Tellers have the authority to edit or reject a batch if cash presented does not equal amount stated in system • Batches will be fed into FAS on a nightly basis

7. Log in as you would with other FinSys applications – via my.columbia.edu portal . Users will have to complete the FFE Application form for Cash Module access. Once that has been submitted and approved, you will receive access or a password if you are a new FFE user.

8. Select the new Cash module option

9. Opening Screen All open items will be appear here once you log in. The buttons at the bottom of the screen allow the user to filter, view, edit, or release open items. To create a new batch, select “New” at the top of the screen.

10. Begin Batch Fill in Description of batch (ignore “Suspense ID” box), then click on Continue

11. New Batch Black “Change $” for Teller Use Only Release for approval Cash or Check Cash breakdown

12. Review of Departmental Steps • Department receives cash or checks (Note: This does not affect Faculty Practice Money) • Log into My.Columbia to FinSys FFE • Click on “NEW” • Create a batch in FFE Cash Module • Once the batch is complete, RELEASE for approval

13. Review of Steps (cont.) • Batch Approver should then review, approve and release • Dept. must walk money over to Teller with Batch number (UDAR, Treasury and Controller’s should take directly to bank) • Write Batch # on back of each check • Teller will bring up batch • Teller will count money

14. Review of Steps (cont.) • Teller will then approve and complete receipt of money if count presented equals count stated in batch • OR, Teller will edit if there is a discrepancy that can be fixed on the spot (“Notification of Edit” email will be sent to departmental approver stating that batch has been edited)

15. Review of Steps (cont.) • OR, Teller will REJECT if discrepancy can not be fixed – Teller will retain all cash, except foreign checks, stale dated checks, post dated checks. (Rejection e-mail is sent to departmental approver.) • IF REJECTED, batch will return to departmental FFE queue for correction edit. It may be re-released and taken back to Teller.

16. Process Notes • Tellers balance drawers at the end of each day • Teller Managers perform “Campus Balance” at the end of each day • Once “Campus Balance” is complete, daily batches are fed overnight to FAS • Any notification emails are generated on a nightly basis

17. Also Note • To break out a single check amount into multiple accounts/sub-codes, enter “0” in the “Number of Checks” box for all account lines except one. There, enter “1”, so the system records the breakdown, but understands there is only one check. • “D/C” column refers to debit or credit. Change C to D only for special debit transactions.

18. Batch Status will show up in “Cash – Open Items” • i.e. - Open • Rejected • Awaiting Approval • Selected for Teller Balance • Teller Approved • Primary Campus Balanced • Ready for FAS

19. Approvals • The approval process for the FFE Cash Module is similar to the approval process for other FFE FinSys modules. • Note the box to “Check” or “Uncheck” in case the approver wants to approve or reject. Instead of checking boxes, it’s better to cancel approval and process as a rejection. Give reason for rejection.

20. Approval Screen

21. Get Reports • From top of any screen, click Report, which takes you to a filter screen. • Choose type of report (Activity, Deposit, Audit or Reject Report) • Select parameters of report, click on Get Results button at bottom.

22. Training Opportunities • Ongoing: • Training on Cash Module will be integrated into regular monthly FFE Training • For more info, see Finance Training Site at: http://www.columbia.edu/cu/controller/training/training.html • For questions about training, contact Finance Training - Jerry Boak – jeb11@columbia.edu or (212) 854-3029

23. ? ? ? • FOR CASH MODULE MANUAL, navigate to http://finance.columbia.edu/manuals/ffe2/S35cashmodule.pdf • FOR QUESTIONS ABOUT CASH HANDLING PROCESSES, please contact Treasury Cash Team at cashteam@columbia.edu • FOR QUESTIONS ABOUT FFE SYSTEM OPERATIONS, please contact: ffetech@COLUMBIA.EDU