FFE Cash Module
Training Supplement
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NEW: FFE CASH MODULE
Launch Date: December 13, 2005
Paper CRVs still accepted at teller until January 31, 2006
FFE Cash Module will be located in FINSYS section of Portal
Works very similar to current FFE Modules
Cash and check deposits will be entered electronically into FFE
(this will replace Cash Receipt Vouchers)
Credit card slip processing has not changed
QUESTIONS: Contact Barbara Hurleigh at
bh2152@[Link]
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New Cash Handling Policy
Soon to be released
Will cover:
General handling procedures for depts. and
cashiering Units
Special cash procedures governing gifts, grants
and clinical trials
Safekeeping requirements
Check acceptance policies
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FFE Cash Module
To enhance controls surrounding cash
handling by electronically tracking all
departmental deposits (cash and checks)
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FFE Cash Module Access
Users and approvers must complete the
FFE Application Form for Cash Module
access
[Link]
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FFE Cash Module
Departments will continue to bring money to the
Teller
Tellers will view and approve batches
electronically
Tellers have the authority to edit or reject a
batch if cash presented does not equal amount
stated in system
Batches will be fed into FAS on a nightly basis
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Log in as you would with other FinSys
applications – via [Link] portal
Users will have to complete the FFE
Application form for Cash Module access.
Once that has been submitted and
.
approved, you will receive access or a
password if you are a new FFE user.
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Select the new Cash module option
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Opening Screen
All open items will be appear here once you
log in. The buttons at the bottom of the
screen allow the user to filter, view, edit, or
release open items. To create a new batch,
select “New” at the top of the screen.
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Begin Batch
Fill in Description of batch
(ignore “Suspense ID” box),
then click on Continue
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New Batch
Black “Change $” for
Teller Use Only
Release for approval
Cash breakdown Cash or Check
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Review of Departmental Steps
Department receives cash or checks (Note:
This does not affect Faculty Practice Money)
Log into [Link] to FinSys FFE
Click on “NEW”
Create a batch in FFE Cash Module
Once the batch is complete, RELEASE for
approval
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Review of Steps (cont.)
Batch Approver should then review,
approve and release
Dept. must walk money over to Teller with
Batch number (UDAR, Treasury and
Controller’s should take directly to bank)
Write Batch # on back of each check
Teller will bring up batch
Teller will count money
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Review of Steps (cont.)
Teller will then approve and complete
receipt of money if count presented equals
count stated in batch
OR, Teller will edit if there is a discrepancy
that can be fixed on the spot (“Notification
of Edit” email will be sent to departmental
approver stating that batch has been
edited)
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Review of Steps (cont.)
OR, Teller will REJECT if discrepancy can not
be fixed – Teller will retain all cash, except
foreign checks, stale dated checks, post dated
checks. (Rejection e-mail is sent to
departmental approver.)
IF REJECTED, batch will return to
departmental FFE queue for correction edit. It
may be re-released and taken back to Teller.
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Process Notes
Tellers balance drawers at the end of each day
Teller Managers perform “Campus Balance” at
the end of each day
Once “Campus Balance” is complete, daily
batches are fed overnight to FAS
Any notification emails are generated on a
nightly basis
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Also Note
To break out a single check amount into
multiple accounts/sub-codes, enter “0” in the
“Number of Checks” box for all account lines
except one. There, enter “1”, so the system
records the breakdown, but understands
there is only one check.
“D/C” column refers to debit or credit. Change
C to D only for special debit transactions.
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Batch Status will show up in
“Cash – Open Items”
- i.e. - Open
- Rejected
- Awaiting
Approval
- Selected for
Teller Balance
- Teller Approved
- Primary Campus
Balanced
-Ready for FAS
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Approvals
The approval process for the FFE Cash
Module is similar to the approval process for
other FFE FinSys modules.
Note the box to “Check” or “Uncheck” in case
the approver wants to approve or reject.
Instead of checking boxes, it’s better to
cancel approval and process as a rejection.
Give reason for rejection.
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Approval Screen
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Get Reports
- From top of any screen, click Report, which takes you to a filter screen.
- Choose type of report (Activity, Deposit, Audit or Reject Report)
- Select parameters of report, click on Get Results button at bottom.
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Training Opportunities
Ongoing:
Training on Cash Module will be integrated into regular
monthly FFE Training
For more info, see Finance Training Site at:
[Link]
For questions about training, contact Finance Training - Jerry
Boak – jeb11@[Link] or (212) 854-3029
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???
FOR CASH MODULE MANUAL, navigate to
[Link]
FOR QUESTIONS ABOUT CASH HANDLING PROCESSES,
please contact Treasury Cash Team at cashteam@[Link]
FOR QUESTIONS ABOUT FFE SYSTEM OPERATIONS, please
contact:
ffetech@[Link]
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