State of North Carolina

Office of the State Controller

James B. Hunt, Jr.
Governor
Edward Renfrow
State Controller
September 28, 1998
MEMORANDUM NO. SAD 99-16
 
TO: Vice Chancellors
FROM: Edward Renfrow
State Controller

Don Waugh
Assistant State Controller
SUBJECT: Revised Month-End Close Procedures for Universities

The Office of the State Controller (OSC) implemented the North Carolina Accounting System (NCAS) month-end close procedures for all universities effective July 1, 1998. This process has been revised 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) are correct. This call must occur 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 reporting deadline of the tenth working day.
  2. The State Accounting Division of OSC will perform a review of the financial information on the NCAS month-end reports found in the Report Management Distribution System (RMDS).
  3. The OSC will notify a university only if problems are found. The university is expected to correct the data in NCAS and then notify the OSC NCAS Help Desk to begin the precertification process again.
  4. If no problems are found during precertification, the certified reports (OSCOPU Mocer) for the university will run that night. The university should review the certified reports in RMDS and then fax a NCAS certification to the OSC NCAS Help Desk (919-981-5561). The NCAS certification is due by the tenth working day of the month.
  5. Universities will continue to send copies of their FRS BD802 and 805 to the OSC since this information is not reflected in NCAS. The universities will not need to send copies of the FRS BD 701, 702 and 725’s to the OSC.
The OSC is using the following NCAS reports in their month-end reconciliation process: BD701, 702 and 725. Currently several universities have NCAS BD725’s that do not reconcile with the Cash Management Control System (CMCS). This problem was addressed in Memorandum 98-21 dated February 2, 1998. The OSC will accept the FRS BD725’s only for the months ending July, August and September 1998. For the month ending October 1998, the OSC will accept only the NCAS BD725 and will delay processing cash requisitions for capital project budget codes if the NCAS BD725 does not reconcile with the CMCS.

Please contact Anne Godwin at 919-981-5480 or Amber Young at 919-981-5481 if you have any questions concerning this matter. Your assistance and cooperation is most appreciated.

Cc: Lee Linker, Aleta Mills

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