July 8, 1999
| To: | Department Heads Chief Fiscal Officers |
| From: | Kathy Crooke, Chief Fiscal Officer Department of Administration Don Waugh, Assistant
State Controller |
| Subject: | Mail Service Center |
The full consolidation of mail services for Cabinet agencies became effective July 1, 1999. The new operation is known as Mail Service Center (MSC) and is located at the upper level of the Textbook Warehouse on Reedy Creek Road. The purpose of this memo is to explain to you the billing aspect of the services.
The Department of Administration (DOA), in an effort to efficiently utilize state resources dedicated to the accounting functions, requested and received approval from the Office of the State Controller (OSC) to design an interface from the new Mail Center Billing System (MCBS) to the North Carolina Accounting System (NCAS) and the Cash Management Control System (CMCS) that would substantially eliminate manual data entry for both DOA and the agencies participating in the consolidated mail service.
The MSC will use the NCAS accounting key (company and center) to accumulate mail service costs for participating agencies. Bar codes reflecting the NCAS accounting key will be created and supplied to each participating agency.
Using this information, the MCBS creates a file to be posted to NCAS on a monthly basis. This file contains the information needed by NCAS to record both the postage expense entry on the participating agencies’ books and the cost reimbursement entry on the DOA’s books. OSC will then use the information from the interface file to automate the creation of transfer entries to CMCS between the participating agencies’ budget codes and DOA’s budget codes. Using the interagency transfer capabilities of CMCS eliminates check writing between state agencies and DOA for the reimbursement of central mail costs.
Attached is a detailed overview of the billing interface. If your agency has additional questions about the interface, please send a representative from your accounts payable and/or cash management staff to a question/answer session scheduled for July 22, 1999, at 2:00 p.m. in theCommission Room, Room 5034, 5th Floor, Administration Building, 116 West Jones Street. Please RSVP to Heather Ross at 733-2650 or e-mail Kathy Crooke at Kathy.Crooke@ncmail.net, by July 15, 1999, if anyone from your agency plans to attend this meeting.
Attachment: Word document (.doc) or Adobe Acrobat document (.pdf)