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Check Processing

Check Processing - Pre-Implementation

  1.  Need Wells Fargo routing number for printing at bottom of checks. 053101561 (Complete - 6/21/2017)
  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.  AvidXchange/Piracle vendor to digitize signature. (Complete - 6/22/2017) - Received forwarded AvidXchange email from Neil Myers. (Complete - 6/26/2017)
  5.  Medical Center to pay AvidXchange/Piracle fee for digitized signature. (Complete - 6/22/2017)
  6.  Need exact wording of Medical Center name and address for checks. (Complete - 6/22/2017)

     UC Irvine Health, 200 S. Manchester Ave, Suite 400, Orange, CA  92868 - due to space constraints, compromised with: UC Irvine Health, 200 S. Manchester Ave #400, Orange, CA  92868

  7.  Determine if day time adhoc check printing is desired. (not needed day 1) Medical Center will continue to use DV's with Campus Accounting. 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)?
  8.  Determine check stock requirements with UCOP (not needed day 1) - No restrictions (per Susan Moore, Complete - 6/23/2017) - Approved by Marc Guerra, 6/23/2017
  9.  Determine check stock requirements with Wells Fargo (not needed day 1) - No restrictions per Chanda Brookshire, Wells Fargo Bank (Complete - 6/23/2017) - Approved by Marc Guerra, 6/23/2017
  10.  Need inquiry email address to print in remittance area (not needed day 1) - ucimc-accounting -AT- uci.edu (per Susan Moore, Complete - 6/22/2017)
  11.  Finalize software changes with AvidXchange/Piracle vendor (not needed day 1) - Initial estimate, $2,400 (6/22/2017) - Approved by Marc Guerra (6/23/2017) - Approval granted to AvidXchange to proceed (6/26/2017) - Complete
  12.  Finalize generic check stock order with Steven Pitchford (not needed day 1) - Order to be placed in the very near future (08/15/2017)

Check Processing - Implementation - Ready for SOP 09/11/2017 Delayed - New Date Pending

  1.  Develop check payment file creation process. (In process, MedCenter, 6/23/2017) - appears complete.
  2.  Format payment file into .csv format. (In process, MedCenter, 6/23/2017) - appears complete.
  3.  Reformat payment file into .xml Kuali check output file format. (In process, Tariq, MedCenter, 6/23/2017) - appears complete.
  4.  Provide instructions to OIT/POM, how to retrieve daily check .xml file. Waiting for instructions, 8/15/2017, scc.  Instructions provided 08/31/2017.
  5.  OIT/POM to test retrieval of daily check .xml file. Waiting for instructions, 8/15/2017, scc.  Tested successfully 09/05/2017.
  6.  OIT/POM to test check printing and register (log). Testing complete.
  7.  OIT/POM to send sample printed checks to Wells Fargo for MICR testing through their high speed reading equipment (30 day lead time).  3rd round of test checks sent to Wells Fargo (8/11/2017).  Checks from PRT1 approved by Katrina Pinon on 8/2/17.  Checks from PRT2 approved by Katrina Pinon on 8/18/17.
  8.  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 (if necessary), to call on-call Medical Center IT personnel (need contact info, names and phone #'s) if processing anomolies occur.
  6.  Daily, OIT/POM prints Medical Center checks and check register (log).
  7.  Daily, Medical Center courier (Who? And at what time?) picks up checks and check register (log).
  8.  Daily, Medical Center assembles overflow pages with checks.
  9.  Daily, Medical Center delivers checks and overflow pages to mail room/post office, to be mailed.

ACH Processing

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

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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