CORE, CR, MD and NSF - Treasury Cashiers

(End of Year Procedures are emailed out each year which could be different than the prior year. There will be a sample at the end of these procedures.)

Use of CR Transactions

Departments should use CR Transactions only in the following situations for cash account 1100:

•  Claim a deposit in the State’s main operating account for cash account 1100, or

•  Record a returned item not related to an RE receivable

Departments should modify a CR to be routed to Treasury for approval only in the following situations:

• •  Changes the dollar amount of a deposit

  •  Record a returned item related to a RE receivable

Modification of a CR transaction to correct coding only:

• •  These CR Transactions will be routed to the department for approval and will not be forwarded to Treasury’s worklist.

  •  Only modify a dollar amount if Treasury has notified you or you have communicated with Treasury.

Approval of CR Transactions

For final approval, all Direct Deposit (already in bank) CR transactions:

• Email treasurycashiers@state.co.us the MSExcel worksheet provided by Treasury, (DD Sheet). All CR & CR1 transactions must be on a DD sheet.

  • • Required: the Department Code, CR Transaction ID #, dollar amount(s), and correct bank date(s), contact name and phone number. NOTE: CR3s are delivered to the Treasury.

• Not required but suggested, attach the DD Sheet to the CR transactions header page. It could be helpful for your department if the DD Sheet is attached and is requested by an auditor.

• Treasury will approve CRs throughout the day up to 2:00 pm. Please do not submit a CR unless the deposit(s) has been verified in the bank by your department AND the CR has received the departmental approval and is in Treasury’s workflow.

• Departments are responsible for ensuring their pending transactions that have been submitted to the Treasury are approved within a couple of days. This is to ensure emails have been received by the Treasury or there aren’t any problems. Departments need to watch for CRs that have been rejected.

• Accounting periods; the field does not need to be filled and is recommended to leave blank – If this field has a period that has closed the transaction will be rejected automatically and must be corrected asap.

Transaction Direct Sheet (DD Sheet) – Call Treasury if one is needed.

Do not change the format!

• Column A – Dept - Provide Dept code all the way down if more than one CR transaction

• Column B – CR Transaction ID – do not need to repeat CR numbers just enter each one once

• Column C – CR transaction amount – enter amount once – should equal the CR transaction

• Column E – Bank date – ACTUAL bank date, (available on Treasury Information Reporting in Wells Fargo CEO)

• Column F – Bank amount – MUST equal what is in the bank and the exact amount, (available on Treasury Information Reporting in Wells Fargo CEO)

• Name the transaction department code, name, and date submitted. (ie. WAAA c.johnson 9.30.17)

The Portal payments must be verified in the bank (WF CEO) for the bank date and the dollar amount(s) – they usually are not the same as what the Colorado Portal Provides.

CR Transaction; Required fields for Treasury (CORE Header Page):

• Bank Account - In CORE, bank 8 represents the State's Main Operating account for both Wells Fargo and JPMorgan Chase. Bank 5 was for COFRS use only; please do not use bank 5 in CORE. The transaction will be rejected by Treasury or a JV will be required to correct the bank code. The other bank accounts shown in the pick list (tree) in CORE are for use by CDLE only (banks 6 & 7). The pick list does not need to be opened; just type in the number “8”.

• Cash Account (BSA) -Balance sheet account 1100 is for deposits into the Main Operating account.

CDLE only; 1100 is also for the Benefit and Clearing accounts.

Dept of Revenue only; 1130 for the Main Operating account.

• Bank Deposit Date - For direct deposits, this date represents the date a deposit arrives in the State's main operating account. The bank date must be verified with the bank activity/statement.

For deposits delivered to the Treasurer’s office (CR3’s, (walk-ins with cash & checks), this date represents the date of delivery.

CR3’s Cash and/or Checks that are delivered to Treasury

NOTE: Cash and Checks CAN be combined on the same CR transaction.

Use the date delivered as the bank deposit date.

The header page in CORE can be printed but it MUST be readable; Print the CR transaction by using Cntrl-P, (this prints bigger and can be read), attach an adding machine tape to the checks, and tape a cash breakdown slip to the CR transaction and if more than one check batch, attach an adding machine tape to the CR that adds each batch of checks.

• Check deposits with more than one batch must list a total for each batch.

• Cash Deposits, use the cash breakdown sheet.

• Treasury needs one copy of the CR header page If your Department wants a receipt copy, please submit two copies. The final approval is also a

receipt and can be printed by your department if needed.

• Can have up to 200 checks in one batch. Each batch must have an adding machine tape attached and be in the same order as the checks.

• Cash & Checks + Direct Deposits cannot be combined on the same CR.

• Cash & Checks = Delivery to the Treasurer's office.

• Direct Deposits = money deposited (credited) to the main operating account and not delivered to the Treasurer's office.

• Checks and/or cash are accepted at the cashier window until 3:00pm each day and will be processed on the next business day.

• Treasury will only be viewing the header page.

• Payment Type on the header page does not mean anything to Treasury, use this field per your Department needs.

• Direct Deposits = via Wire, ACH, Portal, Scanned checks, etc. (anything other than cash/checks delivered to Treasury) – you will need to view the bank activity/statement to verify the deposit date and dollar amount.

NSF (Returned Items) - CR Modification

• Modify the original CR by reducing the CR transaction amount to the same amount as the NSF check. In the header section, above any other information already entered in the transaction description field, type "NSFCheck" and the bank date provided by Treasury.

• Email the assigned Treasury personnel (the person that notified your department of the NSF); 

• Include in the body of the email; the Dept Code, CR ID#, dollar amount, and the date provided by the Treasury.

• It is up to your department's Controller if a new CR is created that credits cash.

CR transaction created from an RE transaction for NSF

• Modify the original CR as above; the BPRO table will add the NSF fee to the original RE transaction.

• Email the assigned Treasury personnel (the person that notified your department of the NSF);

• Include in the body of the email; Dept Code, CR ID#, dollar amount, and the date provided the Treasury.

MD transaction submitted to Treasury Cashiers for ACH or Wires (including CR Transactions for ACH Debits)

It is encouraged for your Department to first consider doing a GAX transaction that creates an EFTIACH or warrant for the payment before requesting wires or ACHs from Treasury. The cost of a wire must be considered first.

Treasury will be viewing only the Header section in the General Information tab.

Required fields for Treasury:

• Bank account 8,

• Cash Account (balance sheet) 1100

• Check number MUST be blank

• Checkmark in the adjusting entry box, Adjusting Entry MUST have a check mark.

• Check Amount,

• Check/EFT issue Date,

• Transaction Description field. Check/EFT issue Date - should be the date the transfer is expected to be ACH’d or wired. Transaction Description- type the date expected for the wire/ACH and the last four numbers of the account # to be credited.

• Do not check any fields below the adjusting entry box.

MD Transaction must be in Treasury workflow (has received Departmental approval before the request to Treasury)

EMAIL - An email is required for all ACH's and Wire requests - send to treasurycashiers@state.co.us. In the Subject, type in capital letters "ACH DEBIT or CREDIT, expected date" or "WIRE REQUEST, expected date'. The email must have the complete MD transaction number, dollar amount, type if it's an ACH or WIRE request, the date the transfer is to be made, and the required form with the recipient's name, bank name, bank routing number, account name, bank account number, Department contact name, and phone number. The form and directions for wires and ACHs can be located at: https://core.state.co.us/forms/treasury-forms.

****The ACH or Wire will not be created until the MD/CR transaction is in the Treasury workflow. If it is past the required time to receive the request, the transfer will be done on the following business day.

Please ensure that Treasury receives the request at least 1 day before the ACH/Wire is to be expected, no later than 11:00 a.m. the prior day. For emergency wire transfers, requests must be submitted no later than 9 am the day of the transfer, these can be denied, depending on the money flow for that particular business day. If you have questions about transfers, please contact Kathy Canino at 303-866-2440, Debra Flotte at 303-866- 4949, or Steve Dominguez at 303-866-3565.

ACH DEBITS

This applies to a FEW agencies: Treasury "debits" money from a Department's external bank account(s) to credit the Main Operating account (these have been set by departments in advance with Treasury) -- In the transaction description field, type "ACH DEBIT" and the last four numbers of the bank account to be debited to assist Treasury in selecting the correct transaction template. Enter the expected date of the debit in the bank deposit date field. After the CR has been submitted to the Treasury for final approval, an email needs to be sent to treasurycashiers@state.co.us. In the Subject, type "ACH DEBIT" (all capital letters) and the full CR number. The email must also include the dollar amount, the date of the debit, the Department's bank name and routing number, the Department's bank account number and name, and a Department contact name & phone number.

NOTE:

Wires - All wire requests must be accompanied by the form located at https://core.state.co.us/forms/treasury-forms , a bank letter, or a copy of a voided check or deposit slip. Both must contain the correct routing number, account number, and bank name.

ACHs (credits & debits) – ACHs are for departments that have requests often. They are set up on a template in Wells Fargo CEO. The initial request must be accompanied by a bank letter or a copy of a voided check or deposit slip.

June Closing

CR3 & CR1 Transactions (Cash/Checks – Cash Account 1100)

NOTE: Period 12 close – CR Transactions must be emailed to treasurycashiers@state.co.us by 12:00 one day before accounting period 12 close

CR3 & CR1- CASH &/or Checks:

NOTE: All CR transactions approved after the last business day of June must have Budget FY, Fiscal Year, and period filled out on the header page.

CR3 & CR1 Transactions MUST be received at the Treasury window by 2:00 p.m. on the last business day of June. This includes walk-ins, mail (USPS & IntraMail), and runners. If you mail your checks to Treasury it is your responsibility to ensure the checks reach the Treasurer’s office promptly. If necessary, checks can be taken to a Wells Fargo bank for deposit to the Treasury’s main operating account to ensure credit by the last business day of June. (Account number is 4120280912).

All departments are encouraged to get those “OLD” checks and cash to the Treasury before the last working day of June. This will help the deposits at the window go much quicker on the last day of June. (Note: Checks should always be deposited within a few days after receipt), most checks three months older will be NSF. Please make sure the OLD checks are not past the expiration date which will cause the check to be an NSF.

CR3 & CR1 Transactions for cash and/or checks received in Treasury AFTER 2:00 p.m. on the last business day of June will be rejected and will need to be recorded in the new Fiscal Year. Please watch for the CRs that may have been rejected in your worklist or the transaction catalog and resubmit with the correct fiscal year and on a new DD Sheet.

On the last business day of June, the Treasury cashiers will be processing cash and checks as a priority rather than the direct deposits.

Make sure the CR3 transaction has departmental approval BEFORE Treasury receives the transaction(s).

CR3 Requirements:

Print the header page of the CR3 transaction. Please use the Ctrl-P command to provide the best-quality printout of the header page. (the print is larger and can be read and the scanned CR will be readable).

**Provide a contact name and phone number on the CR3 header page – in the transaction description in CORE or handwritten on the sheet so Treasury can reach someone if there is a problem.

If the CR3 transaction consists of Checks+Cash – Attach an adding machine tape with Cash + Checks to show they equal the CR3 transaction or use the Cash Breakdown Slip (provided by Treasury). Checks must have an adding machine tape that has all checks.

CR3 (Cash and or Checks) Note: All cash & checks should be on a CR3, except for CR1’s.

• Cash and checks can be combined on one CR3 transaction.

• Bank Account 8 and Cash Account 1100 must be filled in.

• CR3 transaction must have departmental approval before delivery to Treasury.

• Record Date, Budget FY, Fiscal Year, and the Period – all should be correct if filled in.

CASH

• Cash tape must equal cash. Copy of Cash tape needs to be attached to a printed copy of the CR3 Header page.

• A breakdown in denomination must be cut to size and taped on the CR3 transaction.

CHECKS

• Each bundle of checks must have an adding machine tape.

• If more than one bundle of checks, attach an adding machine tape to the CR3 header page which consists of the total of each bundle – to show that the check bundles equal the CR3 total.

• A bundle cannot have more than 100 checks.

CR & CR1 Transactions – June CLOSING (Cash Account 1100)

Direct deposits

The funds should be in the State's main Operating Account on or before the last business day of June to be recorded on the CR Transactions for Fiscal Year that is closing. See the CORE calendar for the last day to approve direct deposit CR transactions for the prior fiscal year.

DD Sheets must be sent to the Treasury via email (treasurycashiers@state.co.us) by close of business the day before accounting period 12 closes for all CR transactions to be approved for the closing fiscal year.

CR Transactions for the direct deposits emailed AFTER 2:00 p.m. the prior day of accounting period 12 final close will be rejected and will need to be recorded in the current Fiscal Year. Please watch for the CR’s that may have been rejected in your worklist or the transaction catalog. Correct and resubmit on a new DD Sheet.

CR & CR1 Requirements: (Direct Deposits)

• FYxx – Bank Credits/Debits must have an Operating Account bank date of the last business day of June or a prior, if emailed to Treasury before accounting period 12 close. After accounting period 12 close the CR transactions must be recorded in the new fiscal year.

• The new fiscal year – Funds must have a bank date of July 1st or after (if emailed to Treasury before accounting period 12).

•  Bank Account 8 and Cash Account 1100 must be filled in.

•  DO NOT fill in the RECORD DATE

• CR transactions must have departmental approval before emailing to Treasury.

•  Verify the bank date and the bank credit amount by checking in Wells Fargo CEO – Operating account. (Required)

•  Ensure that the direct deposit sheet is correct – CR #’s, bank date, bank amounts should equal the CR transaction, etc.

•  Email DD Sheets to treasurycashiers@state.co.us by the end of business the prior day of accounting period 12 close.

•  Do not change the format of the excel “DD Sheet”. If a line is inserted make sure that the formula adding the CR amounts and the bank amounts are correct. Let Treasury know if you need a new form or obtain from Treasury Cashier Forms.

•  Name the DD Sheet – example, if all the same department name the worksheet BAAA “contact name” $xx,xxx.xx – if more than one department on DD Sheet name B....“contact name” $xx,xxx.xx. (dollar amount of the grand total on the DD Sheet).

•  Record Date, Budget FY, Fiscal Year, and the Period – all should be correct.

•  Do not mix Fiscal Years on the DD sheet. Each fiscal year must have it’s own sheet – They should be on separate CR transactions and a separate direct deposit sheets.

•  ****For the new fiscal year - Do not fill in the Budget FY, Fiscal Year or Period on ANY of the accounting lines. CORE will automatically populate these fields which is based from the header page, this is very important until the prior fiscal year is closed in CORE.

If you must fill in the Budget FY & Fiscal Years:

• Record Date blank + Budget FY and Fiscal Year blank + Period Blank = CR will record in the fiscal year that corresponds to the date it was approved. Make sure it is correct for the fiscal it is for.

• Record Date entered only = CR will record in the Fiscal Year of the Record Date ie. 6/25/18 = FY2018 or 7/5/18 = FY2019.

• Record Date + Period = CR will record in the Fiscal Year of period.

• ****DO NOT**** have the Budget FY and Fiscal Year different– Must be the same year.

For the fiscal year closing - CR Transactions approved after July 1st thru July accounting period 12 close; The header should NOT be blank in the Fiscal Year and Period fields – must have Budget the closing Fiscal Year and accounting period 12.

After accounting period 12 close all CR transactions are to be posted for the current Fiscal Year regardless of when the credit was posted in the main Operating Account. However, they cannot be approved until after cash is completely closed in the State’s accounting system. If the funds need to be posted in the fiscal year that is closing a JV1ADVN will need to be done; the funds will need to be verified by Treasury before final approval from OSC.

If a fiscal year or period has been filled in with the closed fiscal year on the CR transaction and the CR transaction has department approval and has not been approved by Treasury by accounting period 12 close you must request Treasury to reject the CR transaction(s) in order for your department to correctly record the fiscal year in the transaction.

The day after accounting period 12 close. Treasury will go through the transactions and reject all that have had the prior fiscal year. Watch for the rejected transactions in your worklist or Info Advantage or the transaction catalog.

MD Transactions for the closing fiscal year (Wires/Ach’s) for the FYclosing (Cash Account 1100)

It is encouraged for your Department to consider creating a GAX transaction as an EFT, or check for the payment before requesting wires or ACH’s from Treasury. A GAX transaction is cost-effective and creates a better audit trail.

ACH Requests (Debits & Credits – Credits see CR requirements)

Requests must be received via email by 11:00 a.m. on the day prior to the last business day in June in order to be recorded in the closing Fiscal Year. This includes Departments that request Treasury to ACH to or from their external bank accounts.

Account Transfer Requests

Transfers to the State Operating account – Emergency cases only, requests need to be sent to the Treasury via email to treasurycashiers@state.co.us no later than 1:00 p.m. on the last business day of June. Call to let them know an email is coming as soon as you know to ensure the email will be watched for. If you call JPMorgan or Wells Fargo, they will refer you to Treasury.

Sweeps/ZBA

****NOTE: If your account is set up at the bank to “sweep” or “zba” for credits & debits to or from the operating account, make sure it is done by the last business day of June. After the last business day of June, sweeps/zba’s will be recorded in the new Fiscal Year. Contact Wells Fargo if a change for the last week of June needs to be made.

WIRES Requests (debit to bank)

Requests must be received as early as possible – Preferably the prior day and no later than 10:00 on prior day to the last business day of June.

MD Requirements:

•  Bank Account 8 and Cash Account 1100 filled in.

•  MD transaction must have departmental approval before request is sent to Treasury.

•  Expected date should be the date the transfer is expected to be ACH’d or wired.

•  Do not mix Fiscal Years bank debits bank debits. –They should be on separate MD transactions.

•  Do not fill in the Budget FY, Fiscal Year or Period on the accounting lines. CORE will automatically fill these fields in based on the header page.

•  Record Date blank + Budget FY and Fiscal Year blank + Period Blank = MD will record in the fiscal year that corresponds to the date it was approved.

•  Record Date entered only = MD will record in the Fiscal Year of the Record Date ie. 6/25/18 = FY2018 or 7/5/18 = FY2019.

•  Record Date + Period = MD will record in the Fiscal Year of period.

•  ****DO NOT**** have the Budget FY and Fiscal Year different– Must be the same year.

NOTES for Fiscal year closing:

The prior fiscal year’s CR & MD Transactions were approved after July 1st thru accounting period 12 close. The header should NOT be blank in the Fiscal Year field – Fill this in with the closing fiscal year.

If a transaction is copied from another in CORE - make sure the header is filled in with the proper Budget FY and period. If a closing fiscal year transaction is copied, make sure these fields are correct – double-check the accounting lines a fiscal year.

NOTE: FUNDS MUST BE A CREDIT OR DEBIT INTHE STATE OPERATING ACCOUNT last business day of JUNE OR BEFORE. This includes all bags with cash and/or checks that are sent to the Treasury Office via intra-mail and runners. Make sure the bags are received by the Treasury office before 2:00 p.m. on the last business day of June. To be accounted for in the Fiscal Year that is closing.

***Sorry, no exceptions***

Desktop Scanners: Make sure that the checks are submitted on or before the last business day of June. If they do not post by the last business day the CR transactions will be rejected and will need to post to the new fiscal year.

The Colorado Interactive Portal credits do not have the same date as the CR transactions but the DD Sheet must have the correct operating account bank date – should match the credit date the amount(s) that was received in the operating account. You must take care to watch these dates the last week of June and the first week of July.

Treasury contacts: Debra Flotte (303)866-4949, debra.flotte@state.co.us / Steve Dominguez (303)866- 3565, steve.dominguez@state.co.us / Kathy Canino, (303)866-2440, treasurycashiers@state.co.us

NOTES for the new Fiscal Year:

With the exception of DORA, ALL Cash and Check CR transactions MUST be on a CR3 transaction – no exceptions.

All checks should be stamped with the department’s name or department code on the back of the check, or written on the front of the check.

Do not write on the bottom of the front of the check over the MICR line.

NOTE: It is best to have customers fill in your department name rather than Colorado State Treasury.

The bank credit dates must be correct on the DD Sheets. If you need access to Wells Fargo CEO to get the dates; have your Controller or Supervisor email steve.dominguez@state.co.us and debra.flotte@state.co.us requesting access to the Treasury Information Reporting and Bank Statements for the operating account.

The Colorado Interactive Portal credits do not have the same date as the CR transactions but the DD Sheet must have the correct bank date – it should match the credit date the funds were received in the operating account. This is extra work for you but is very important, especially on common amounts; when the date is wrong and we mark off the wrong date it causes a terrible domino effect for CR’s yet to be emailed to Treasury.