The Office of the State Controller (OSC) is implementing the North Carolina Accounting System (NCAS) month-end procedures for all universities effective July 1, 1998. Currently the universities are submitting FRS monthly reports to several central management agencies by the tenth working day of each month. This process has been revised to include a NCAS certification process as outlined below:

1. All universities will precertify by phone to the OSC NCAS Help Desk (919-875-4357) that their NCAS monthly reports (BD701, BD702, BD725 and Trial Balances) are correct. This call should occur any time before the tenth working day of the month. The latest possible time for the universities to call for precertification is before 12:00 pm of the ninth working day in order to meet the deadline.
2. The State Accounting Division of OSC will perform a review of the financial information on the NCAS month-end reports.
3. The OSC will notify the universities upon completion of this review. If problems are found then the universities are expected to correct the data in NCAS and notify the OSC NCAS Help Desk to begin the precertification process again.
4. The universities will fax a NCAS certification to the OSC NCAS Help Desk (919-981-5561) after completion of the precertification process. The NCAS certification is due by the tenth working day of the month.

Central management agencies are striving to utilize the electronic reports supplied by the North Carolina Accounting System for analysis of university financial information. Central managers utilize the following NCAS reporting tools, DSS Smartstream, RMDS, and Information Expert. Viewing of these reports by central management agencies will occur only after notification from the OSC that the NCAS certification has been received. Please note that the NCAS certification is due by the tenth working day of the month.

Beginning July 1, 1998, hard copies of the monthly budget reports (BD701) will no longer be required by the OSC. This information will be obtained electronically from the NCAS for the reconciliation with the cash management system after receipt of the NCAS certification.

Please contact Anne Godwin at 919-981-5480 if you have any questions concerning this matter. Your assistance and cooperation is most appreciated.

Cc: Lee Linker, Aleta Mills

ER/DW/ag