After School Program. ASP Direct Deposit Procedures. User Guide for Cobb County Employees 10/20/2014. Created for: The Cobb County School District

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1 ASP Direct Deposit Procedures User Guide for Cobb County Employees 10/20/2014 Created for: The Cobb County School District 514 Glover Street Marietta, Ga (770) Created by: CCSD Financial Services Local School Accounting 440 Glover Street Marietta, GA 30060

2 Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as possible. Date Author Description of Changes 10/20/14 J. Crimm Initial Document ASP Direct Deposit Procedures Page 2 of 9

re-published (draft or final). The description should summarize the changes as possible.

3 Table of Contents... 1 Revision Chart... 2 ASP DIRECT DEPOSIT PROCEDURES FOR DFCS PAYMENTS RECEIVED FROM MAXIMUS/GACAPS... 4 ASP Direct Deposit Procedures Page 3 of 9

4 ASP DIRECT DEPOSIT PROCEDURES FOR DFCS PAYMENTS RECEIVED FROM MAXIMUS/GACAPS 1. The school Bookkeeper perform the following: a. Locate the ACH credit on the All Data Summary and Detail with Text Report on CashPro Online for the direct deposit received from GACAPS. See example below: b. Expand the detail for the ACH credit on the All Data Summary and Detail with Text Report by clicking the icon next to the credit entry. If the is not indicated the printing format needs to be changed from PDF to Screen. The entry will indicate Child Care (school name) ASP in the expanded detail. See example below: ASP Direct Deposit Procedures Page 4 of 9

Expand the detail for the ACH credit on the All Data Summary and Detail with Text Report by clicking the icon next to the credit entry.

c. Print two copies of the report, in addition to the normal daily print out. Please select Print on top right of the screen and then select print icon on bottom of screen to print report. d. Highlight the ACH Credit(s) amount on the All Data Summary and Detail with Text Report.

5 c. Print two copies of the report, in addition to the normal daily print out. Please select Print on top right of the screen and then select print icon on bottom of screen to print report. d. Highlight the ACH Credit(s) amount on the All Data Summary and Detail with Text Report. e. Post the ACH credit using: Your next receipt number The date the ACH Credit amount was posted to the school s checking account, as indicated on CashPro Online Select GL Account 992/993, Bank of America GACAPS, as the vendor Activity account 600 ASP Tuition Enter ACH Credit for ASP in the Note line Select O as your payment type If there is more than one ACH credit amount indicated on the daily bank report, post one receipt entry adding a detail line for each ACH credit amount (up to five line entries may be posted on one receipt). ASP Direct Deposit Procedures Page 5 of 9

America GACAPS, as the vendor Activity account 600 ASP Tuition Enter ACH Credit for ASP in the Note line Select O as your payment type If there is more than one ACH credit amount indicated on the

6 Receipt Example for One ACH Credit: Receipt Example including more than one ACH Credit: f. Print the Sequential List for this receipt number. ASP Direct Deposit Procedures Page 6 of 9

7 g. Place a copy of the All Data Summary and Detail with Text Report and the Sequential List in a Direct Deposit Pending file. h. Provide a copy of the CashPro All Data Summary and Detail with Text Report, highlighting ASP Preauthorized ACH Credit amount to the ASP Bookkeeper. 2. The ASP Director will receive an from MAXIMUS/GACAPS indicating the GACAPS detail for the direct deposit amount(s) and must provide a copy of this to the ASP Bookkeeper upon receipt. A sample of this is indicated below: ASP Direct Deposit Procedures Page 7 of 9

8 3. The ASP Bookkeeper will perform the following: a. Verify that both the ACH credit amount and the amount indicated on the GACAPS agree. If the amounts do not agree, please contact Local School Accounting. b. After verifying that the amounts agree, the ASP Bookkeeper will then post the direct deposit amount in the ASP Online System as a single deposit, using the detail provided on the CashPro All Data Summary and Detail with Text Report from the school Bookkeeper and the GACAPS from the ASP Director. c. Use the check number and pay amount indicated on the from GACAPS. See sample below: d. Use the information provided on the from GACAPS to post the DFCS payment amount to each student, using the net amount (see example below). Please be sure to check the DFCS check box when posting the direct deposit check payment in the ASP Online System. e. After posting the ASP deposit check payment into the ASP Online System, the ASP Bookkeeper will print two copies of the Deposit Report for this single deposit. ASP Direct Deposit Procedures Page 8 of 9

After verifying that the amounts agree, the ASP Bookkeeper will then post the direct deposit amount in the ASP Online System as a single deposit, using the detail provided on the CashPro All Data

9 f. Provide one copy of the Deposit Report and a copy of the GACAPS to the school Bookkeeper. g. File the Deposit Report, GACAPS and the ACH credit information in the ASP financial records. 4. The school Bookkeeper will then complete the following: a. Attach the ASP Deposit Report and supporting documentation to the corresponding Sequential List Report for the ASP ACH deposit previously posted to account 600. b. File the complete package in the school financial records. ASP Direct Deposit Procedures Page 9 of 9

The school Bookkeeper will then complete the following: a.

Local School Accounting

Local School Accounting Microsoft Lync: Getting Started User Guide for Cobb County Employees 2/18/2015 Created for: The Cobb County School District 514 Glover Street Marietta, Ga. 30060 (770) 426-3300 Created by: CCSD Financial