250.SCH: Uncashed Check Single CNAC Extract

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1 250.SCH: Uncashed Check Single CNAC Extract * Return to Quick View List Last Updated: 2/02/2009 Pennsylvania state law requires organizations such as the University of Pennsylvania to report and remit to the state any unclaimed property at the end of its dormancy period. The state is responsible for holding the property until claimed by the rightful owner. Dormancy periods vary based on the type of unclaimed property. For non-payroll checks the dormancy period is five years. After five years, the University remits payment for the uncashed check to the State of Pennsylvania and any subsequent attempt by the payee to recover the funds must be made to the State, not the University of Pennsylvania. The Comptroller s Office has oversight responsibility for the unclaimed property process and for reporting unclaimed property to the state. However, because the Schools and Centers have established relationships with the vendors, employees, and students, they are responsible for performing due diligence on any uncashed non-payroll checks. This includes following up with the appropriate payee to ensure that the check is cashed or a new check is issued. This extract can be used to aid the school/center in this process. The extract provides data on uncashed checks to allow schools/centers to proactively monitor uncashed checks for a given CNAC or ORG. The extract only shows single CNAC invoice checks (i.e. checks that pay for invoices with a single CNAC); multiple CNAC checks will be monitored by the Comptroller s Office. Electronic, wire, voided, and payments previously remitted to the state are not included in this extract. This extract is unsecured and can be run from the Senior BA Reporting responsibility. Sort Order: None Parameters: CHECK DATE, CNAC, and ORG RANGE. This extract requires the Check Date Range to be entered. Additionally, the CNAC range or ORG range is required. FROM & TO CHECK DATE CNAC ORG Enter a Check Date range for uncashed checks that were issued between the two dates. Uncashed checks for invoices processed with an account distribution using the specified CNAC range. Uncashed checks for invoices processed with an account distribution using the specified ORG range. If a CNAC or ORG range is not entered, the report will complete with a Phase: Completed, Status: Error. You can view the "Error Status" from the Reports Request form. Click on the View Log button and the following error message will be shown. ERROR: MSG Please enter an additional parameter (Buyer or ORG) for this Fund. 1

2 File Layout: From left to right, the columns provide the following information: Column # Column Heading 1 Check Number 2 Check Amount 3 Check Date 4 Check Stale Date 5 Invoice Number 6 Invoice Amount 7 Invoice Date 8 Invoice Description 9 Invoice Line Amount 10 Invoice Line Code Combination 11 Fund Enabled 12 Find Disabled Date 13 Fund Account End Date 14 Vendor Name 15 Vendor Number 16 Vendor Type 17 Vendor Status 18 Vendor Site Code 19 Address Line 1 20 Address Line 2 21 Address Line 3 22 City 23 State 24 Zip Code The report will have one row for each Invoice Line that is paid on the uncashed check. 2

3 Last Page of the Report: Report Parameters The parameters used to request the report are printed on the last page as confirmation of what was requested. If the data returned to you in the report is not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the report. To View the Report: Once the report completes, from the Requests window, click the View Output button. From the Toolbar select, Tools > Copy File 3

4 The report output file will open in your browser. From the toolbar select, File > Save As 4

5 Select the location on your desktop where you want the file to be saved. Enter a filename and click Save 5

6 Open MS Excel and from the toolbar select, File > Open Navigate to the directory location where you saved the report in the previous step. 6

7 In the field that is labeled Files of type click the dropdown box and select Text Files. Single click the report that you saved in the previous step and click Open. 7

8 You will now be prompted to import the file using the Excel Import Wizard. In Step 1, in the Original data type region select the Delimited radio button and click the Next button In Step 2, in the Delimiters region check the Tab checkbox. 8

9 In Step 3, you must select the data format for each column. The default of General can be selected for each column except for the columns specified below. For these columns select a Column data format of Text. To select Text click in the column that should be changed and click the Text radio button. Repeat for each column that should be changed to Text. The column data formats that should be changed to Text are: Check Number Check Date Check Stale Date Invoice Number Invoice Date Invoice Line Code Combination Address Line1 Address Line2 Address Line3 Zip Code 9

10 Click Finish to import the data into Excel. Save the file as an Excel document. Click File > Save As. Enter the name of the file and change the format from.txt to.xls. Click Save. 10

11 Proceed with formatting the data in Excel to meet your requirements. 11

12 * It may be helpful to identify uncashed checks in your CNAC that paid invoice(s) with multiple ORGs. Identifying any checks of this type will allow you to notify the individuals responsible for each ORG and to have them determine the action that needs to be taken for the given check. To identify any of these checks you may want to utilize the Subtotal function in Excel. By subtotaling on Check Number you can easily identify uncashed checks that have either multiple invoices or single invoices with multiple distributions. Uncashed check with multiple invoices or single invoice with multiple distributions Uncashed check with multiple invoices or single invoice with multiple distributions 12

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