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Check Processing

Check Processing - Pre-Implementation

  1.  Need Wells Fargo routing number for printing at bottom of checks.
  2.  Need Wells Fargo account number for printing at bottom of checks. (Complete - 6/15/2017)
  3.  Need controller signature on Piracle form. (Complete - 6/13/2017)
  4.  Piracle vendor to digitize signature. (In process - 6/13/2017)
  5.  Need exact wording of Medical Center name and address for checks.
  6.  Determine if day time adhoc check printing is desired.  If so, where to print check(s)?
     Medical Center to acquire their own on-demand check printer?  Use Campus Accounting check printer (with permission of Campus Accounting)?
  7.  Determine check stock requirements with UCOP (not needed day 1)
  8.  Determine check stock requirements with Wells Fargo (not needed day 1)
  9.  Need inquiry email address to print in remittance area (not needed day 1)
  10.  Finalize software changes with Piracle vendor (not needed day 1)
  11.  Finalize generic check stock order with Steven Pitchford (not needed day 1)

Check Processing - Implementation

  1.  Develop check payment file creation process.
  2.  Format payment file into .csv format.
  3.  Reformat payment file into .xml Kuali check output file format.
  4.  Provide instructions to OIT/POM, how to retrieve daily check .xml file.
  5.  OIT/POM to test retrieval of daily check .xml file.
  6.  OIT/POM to test check printing and register (log).
  7.  OIT to determine how to chargeback Medical Center for time and materials.

 Check Processing - After SOP

  1.  Daily, write .xml check file to server folder determined in #4 above.
  2.  Daily, Medical Center to notify OIT/POM (via email or ?) that the .xml check file is ready to process.
  3.  Adhoc (if implemented), Medical Center to notify OIT/POM (via email or ?) that the .xml check file is ready to process. Use of this process (no check limit) more than once per day could be considered excessive.
  4.  Daily, OIT/POM to retrieve .xml check file from server and process.
  5.  Daily, OIT/POM prints Medical Center checks and check register (log).
  6.  Daily, Medical Center courier picks up checks and check register (log).
  7.  Daily, Medical Center assembles overflow pages with checks.
  8.  Daily, Medical Center delivers checks and overflow pages to mail room/post office, to be mailed.

ACH Processing

Entirely out of scope for OIT/POM - No set up, transmission or monitoring will be performed by OIT/POM.

Aperek/Premier Issues to address:

ACH Processing - Implementation

  1. Develop ACH payment file creation process.
  2. Determine relevant file content with Mellon Bank.
  3. Format ACH payment file in NACHA format.
  4. Determine where/how to send ACH file to Mellon Bank.
  5. Test transmission process and file validity with Mellon Bank.

ACH Processing - After SOP

  1. Daily, send ACH file to Mellon Bank.
  2. Daily, monitor if file transmission was successfully sent and received by Mellon Bank.
  3. Daily, review return email from Mellon Bank showing accepted/rejected items by Mellon Bank.
  4. Daily, take appropriate user accounting actions to resolve payments rejected by payee's bank.
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