NCAS

July 2004

Special Notice
Processing the Certified Budget and the Invalid Computer Accounts

In the upcoming weeks, OSBM will release your FY2005 budget to post to NCAS.  Remember that posting the certified budget to NCAS takes a minimum of two nightly production cycles.  In the first cycle, the BPS to NCAS interface posts the certified budget batch to the Suspended Batch Master (SBM) file within General Ledger.  In the second cycle, the agency reviews the suspended batch and releases it for posting.  Additionally, if your agency processed two-year budget revisions (606’s) last year in BRS, the second year portion of the revisions posts as a second batch to the SBM file. 

The following information technology account codes are invalid:
532440 Maintenance Agreement for DP Equipment
532522 Rent/Lease of DP Equipment
534522 Computer Equipment
534710 Computer Software

For FY2004, many agencies processed a two-year budget revision to move balances from the invalid accounts to valid ones.  The invalid accounts are inactive in General Ledger.  Do not activate these accounts for FY2005.  Use your interface reports and the C-U-GL-SBM-VALIDATION-REPORT from the GLPUBLIC library to confirm that balances in the invalid accounts offset between the BPS interface batch and the BRS 2nd Year 606 batch.  When both batches post to General Ledger, the invalid entries will post to the suspense account/center (99999999899/999999999998) with a net zero balance.  Do not release the batches from SBM until you verify that the entries to the four invalid accounts net to zero at the company/account/center level between the two SBM batches.  For assistance or questions about this process, please call the Helpdesk at (919)875-4357. 

If you did not correct your FY2004 budget with a two-year budget revision, please contact your OSBM analyst to change the account codes in BPS before your budget is pushed to NCAS. 

Date Updated: Topics Updated:
July 30, 2004
 Note:  The reports agencies should use to verify their BPS and 2nd Year 606 transactions are located in Systemware (XPTR) under the following report names:
  • OSCOP* FC714-1 BPS INTERFACE
  • OSCOP* FC717-1 2ND YEAR BRS REV
July 29, 2004
 The Training Schedule has been updated to include September classes.
July 28, 2004
 The following Central Payroll Memo has been added:
The following training manuals have been added:
  • Vendor Processing (VN01)
  • 1099 Processing (1099)
July 27, 2004 The 2004 College Proforma Statements and CAFR Year End Worksheets section (Att 3) of the 2004 Community Colleges Year-End Package has been updated.

The CAFR 11G and CAFR 53P DSS Roll-up Tables have been updated.
July 26, 2004
 The following Central Payroll Memos have been added:
July 21, 2004
 The AP04-Accounts Payable Integrated training manual has been updated.

The following Central Payroll Memo has been added:

The IGO Transaction Process Vendor Listing has been updated to include additional vendors.

A list of Cash Carry Forward vendors for agencies utilizing the Inter/Intra Governmental Transaction Processing has been added to the SIG.  Please use the link below to access this information.  This documentation includes the process to be followed in order to use your cash carry forward vendor.  If you have any questions, please contact the OSC NCAS Help Desk at (919)875-4357.
 
July 20, 2004
  Processing the Certified Budget and the Invalid Computer Accounts
In the upcoming weeks, OSBM will release your FY2005 budget to post to NCAS.  Remember that posting the certified budget to NCAS takes a minimum of two nightly production cycles.  In the first cycle, the BPS to NCAS interface posts the certified budget batch to the Suspended Batch Master (SBM) file within General Ledger.  In the second cycle, the agency reviews the suspended batch and releases it for posting.  Additionally, if your agency processed two-year budget revisions (606’s) last year in BRS, the second year portion of the revisions posts as a second batch to the SBM file. 

The following information technology account codes are invalid:
532440 Maintenance Agreement for DP Equipment
532522 Rent/Lease of DP Equipment
534522 Computer Equipment
534710 Computer Software


For FY2004, many agencies processed a two-year budget revision to move balances from the invalid accounts to valid ones.  The invalid accounts are inactive in General Ledger.  Do not activate these accounts for FY2005.  Use your interface reports and the C-U-GL-SBM-VALIDATION-REPORT from the GLPUBLIC library to confirm that balances in the invalid accounts offset between the BPS interface batch and the BRS 2nd Year 606 batch.  When both batches post to General Ledger, the invalid entries will post to the suspense account/center (99999999899/999999999998) with a net zero balance.  Do not release the batches from SBM until you verify that the entries to the four invalid accounts net to zero at the company/account/center level between the two SBM batches.  For assistance or questions about this process, please call the Helpdesk at (919)875-4357. 

If you did not correct your FY2004 budget with a two-year budget revision, please contact your OSBM analyst to change the account codes in BPS before your budget is pushed to NCAS. 


July 19, 2004
 Legislative Update:

The 2004 Session of the North Carolina General Assembly enacted HB1414 which provides salary increases for most state employees.  The legislative increase of the greater of $1,000, or 2.5% will be included in the August checks for employees paid by Central Payroll, and will include a retroactive adjustment to July 1.  More detailed information related to processing specifics will be available in the next few days.
July 16, 2004 The following Memorandum has been added:
  • Memorandum 05-03
    General Obligation Bonds and Certificates of Participation Proceeds Procedures
July 8, 2004
 The following Central Payroll Memorandum has been added:
July 6, 2004
 Special Note concerning Inter/Intra Governmental process for Comprehensive Major Medical:

Comprehensive Major Medical is an inter/intragovernmental agency and receives payments electronically.  However, the State Health Plan premiums must continue to be paid with a  check using  vendor number  561444963   A.  Please inform all accounts payable and payroll personnel of this procedure.  All other payments to Comprehensive Major Medical should be electronic.