NCAS
 

September 2003

Date Updated: Topics Updated:
September 30, 2003 The News Flash has been updated with a statement regarding AP Transactions in GL for the NC23 region.
September 26, 2003 The October, November, and December 2003 operation calendars have been added to the SIG.
September 24, 2003 The following Central Payroll memo has been added to the Central Payroll topic:
September 17, 2003 The following Central Payroll memo has been added to the Central Payroll topic:
September 17, 2003 NOTE 1: Based on the ITS Hurricane Isabel Readiness Statement issued yesterday, NCAS mainframe processing will continue its normal schedule, barring any unforeseen circumstances. System availability will adhere to ITS guidelines.

Note 2: The Security Administrator's Workshop scheduled for Thursday, September 18th, has been cancelled.  It will be rescheduled at a later date.
September 17, 2003 The following Balance Sheet Account has been added:
 The following Revenue Account has been added:
 The Budget Management training manual has been updated.  Click here to view the training manuals.
September 12, 2003
Posting to the prior fiscal year:

Beginning on September 11, 2003, transactions attempting to post with an effective date prior to July 1, 2003 will be programmatically altered as follows:
  • The effective date of the batch will be changed to the current processing date.
  •  All lines of the batch will post to the suspense account/center.
When this occurs, agencies must key a Budgetary Control document to record the transactions with the proper effective date.  A report, OSCOP* GL PRIOR YR POSTING ERROR, is generated daily with a list of all transactions subject to this restriction.

This program will be terminated when the prior fiscal year close is processed in December.  At that time, batches posting to the prior fiscal year will reside in the Suspended Batch Master (SBM) file until they are changed and released.
Purges:

Various NCAS purges will be done weekly starting on 9/19/03 according to the schedule below.  The dates under each purge category will be the date transactions are purged through.
PURGE THROUGH DATES FOR:
Date of Purge Vendors Check Recon Invoice History
9/19/2003 6/30/2000 6/30/1999 9/30/2000 9/30/1999
9/26/2003 6/30/2000 9/30/1999 12/31/2000 12/31/1999
10/3/2003
6/30/2000 12/31/1999
3/31/2001 3/31/2000
10/10/2003 6/30/2000 3/31/2000 6/30/2001 6/30/2000
12/30/2003 6/30/2000 6/30/2000 9/30/2001
9/30/2000

Each purge type has logic that is used to purge the data.

Vendors purge based on system policy that has generally been set to purge vendors if the vendor has been inactive for 18 months prior to the purge through date.  There must also be no open documents tied to the vendor.  Vendors from ALL Pay entities will be purged.

Check recon data is generally purged based on the clearance date being earlier than the purge through date.  Also, the amount cleared must be equal to the payment amount.  Voided checks with no clearance date are purged based on last activity date.

Invoices are purged based on the GL effective date (payment date) being equal to or less then the purge date.  Also, before an invoice is purged it must part of a balanced control group, the document status must be paid, partially paid or cancelled and the associated payments must be reconciled (Cleared).
September 11, 2003 The Office of the State Controller is currently testing a design change to incorporate a Void After One Year statement on the face of the NCAS AP checks per the September 2, 2003 memo from State Controller Robert Powell and State Treasurer Richard Moore.  The OSC plans to roll out the change in the near future.  Click here to view the memo.
September 10, 2003
Processing the October Bonus Payment in NCAS:

The bonus payment due to eligible employees in October will be recorded in the Central Payroll system by overlaying positions 7 through 9 of the regular salary subhead accounts with a '999', creating a NCAS sub-account.  When the NCAS payroll interface is processed, the following changes will be programmatically generated:

If the 10th and 11th positions of the salary account are populated with data, then the payroll interface will replace the ‘999’ sub-account field with zeros.  For an example of this scenario, see below:
Salary Distribution Bonus Distribution in Central Payroll Distribution Posted in NCAS
XX01-53121200004-xxxxxxxxxxxx XX01-53121299904-xxxxxxxxxxxx XX01-53121200004-xxxxxxxxxxxx
 
If the 10th and 11th positions of the salary account are blank, then the payroll interface will replace the ‘999’ sub-account field with blanks.  For an example of this scenario, see below:
Salary Distribution Bonus Distribution in Central Payroll Distribution Posted in NCAS
XX01-531212-xxxxxxxxxxxx XX01-531212999-xxxxxxxxxxxx XX01-531212-xxxxxxxxxxxx

It is important to note that positions whose salary distributions already contain a valid sub-account, such as account 531251001 (SPA Teaching Salaries & Wages – Mentor Pay), must be manually reclassified from the six-digit base account to the full sub-account.

Please call the NCAS Client Support line at 875-HELP (4357) if there are questions about the October bonus payment process.
September 8, 2003 The following memo has been added to the Central Payroll Memos topic:
September 5, 2003 The Security Administrator training manual has been updated.  Click here to go to the training manual area.
September 4, 2003

The following accounts have been added to the SIG:

  • 531627 – Short Term Disability Payments – Appropriated
  • 531628 – Short Term Disability Payments – Receipts

The following account has had title and description changes:

  • 531625 – Short Term Disability Payments – Undesignated/Universities (old title: Short Term Disability Payments)

These new accounts have been created to allow agencies that participate in the Central Payroll and Health Benefits interfaces to process employer costs associated with short-term disability payments correctly.  For more information about the Payroll and Health Benefits interfaces, click here.
September 3, 2003 The Training Schedule has been updated to include the October schedule.

The Procurement Card training manual has been updated.  Click here to go to the training manual area.

The following memo has been added to the Important Memo topic:
 The following memo has been added to the Central Payroll topic:
September 2, 2003 The following memo has been added to the Important Memo topic: