Presentation to Financial Officers - McGill University · 10/12/2012 5 BSAC/Financial Services 9Feb...

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Presentation to Financial OfficersFebruary 24, 2010

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Overview of BSAC

Award processing impact in Finance Current payments Future payments

Reporting◦ Minerva Reports◦ Data Warehouse views

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Mission

◦ To be the authoritative source for all financial aid/award data and to provide a comprehensive set of interfaces and functions to support staff and students in their financial aid/award related activities.


IN◦ All centrally-administered undergrad aid and loans

(SSAO)◦ All centrally-administered grad aid (GPS)◦ What is submitted by faculties and units via the APF

(Award Processing Form )

OUT◦ External grants (e.g. NSERC awards)◦ Aid payments initiated by faculties via HR

Appointment or POPS◦ Government aid

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AwardRecipients of awards/designationsPayment schedule

Fund (FOAPAL)Finance BudgetFiscal Year based

Aid FundAllocation by AwardAttributesAid Year based




Candidate(Optional)

Potential Candidates for an award/designation


Aid Fund: Repository from which an award is given to a student. Every award type is set up in BSAC as an aid fund. This serves to associate specific aid properties and a FOAPAL (if applicable)to each award type.

S 170545 C 10

Aid type Fund code Program stage Sequence

Disbursement Schedule: Allows for multiple pre-established payments to be released on specific dates

Memos: Future-dated disbursements


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As direct deposit (encouraged – students can maintain their own banking info via Minerva) or cheque

Accounts Payable invoice created in real time and posted within 3 minutes◦ I document (e.g. I0901234)◦ Vendor invoice field carries BSAC info (e.g.

GPSOFELW0013812) To look up details in Finance◦ Minerva: View document (type=invoice)◦ Banner: FOIDOCH



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Accounts Receivable entry to student fee account with real time insertion into TSADETL/Web Account Summary

Posted to Finance as part of the daily A/R feed to Finance with F document number (e.g. F0901234)◦ Document reference number carries the A/R receipt #

(if more than one payment is represented on a sequence, then you will only see it on BSAC reports)

To look up details in Finance◦ Minerva: View document (type=Journal Voucher)◦ Banner: FGIDOCR


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If payment date is within the current fiscal year: An encumbrance is dynamically posted as an E

document (e.g. E0901234) with rule code of EX10

The encumbrance is adjusted (e.g. amount changed) or liquidated (e.g. payment becomes due) as a document starting with J (e.g. J0901234). The rule code is EY20 and EZ32 respectively.

To look up details in Finance◦ Minerva: View document (type=Encumbrance)◦ Banner: FGIENCD using original enc doc



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If payment date is beyond the current fiscal year: No encumbrance On the 1st day of the fiscal year within which the

memos are to be disbursed (e.g. June 1st for 2010), original encumbrances are batch loaded.


Payment schedule set on Feb 24th:◦ Pay immediate $400 to student fees◦ Pay immediate $600 as direct deposit◦ Pay $1000 on March 1st

◦ Pay $1000 on July 1st.


Exp $ Enc $ Future$ BSAC Ref PostedDate

PaymentDate

400 0 0 458185 Feb 24 Feb 24600 0 0 I0901234 Feb 24 Feb 24

0 1000 0 E0008900 Feb 24 Mar 10 0 1000 Feb 24 July 1

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Payment schedule set on Feb 24th:◦ Pay immediate $400 to student fees◦ Pay immediate $600 as direct deposit◦ Pay $1000 on March 1st (was processed)




PaymentDate

400 0 0 465789 Feb 24 Feb 24600 0 0 I0003456 Feb 24 Feb 24

0 1000 0 E0008900 Feb 24 Mar 10 -1000 0 J0901234 Mar 1 Mar 1

1000 0 0 I0901235 Mar 1 Mar 10 0 1000 Feb 24 July 1

Payment schedule set on Feb 24th:◦ Pay immediate $400 to student fees◦ Pay immediate $600 as direct deposit◦ Pay $1000 on March 1st




PaymentDate

0 1000 0 E0901239 Feb 24 July 1

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Minerva Reports – imminent release For each Fund impacted by BSAC Fund/Org secured Run each fiscal month end Cumulative year-to-date Brings together all relevant information for

ACCOUNT 600200◦ Payments (reconciles to YTD actuals)◦ Encumbrances (reconciles to YTD commitments)◦ Future Year memos (as an FYI)

Two perspectives: by posting date, by student



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Data Warehouse views – end of March BSAC DWH views are now live for BSAC users Similar views will be released for Finance Users

FOAPAL hierarchies Fund/Org secured Confidential student record data scrubbed

Financial Services will offer standard Crystal and Web templates in our report repository


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Questions?

Knowledge Base Article #11940http://knowledgebase.mcgill.ca/fskb/


Presentation to Financial Officers - McGill University · 10/12/2012 5 BSAC/Financial Services 9Feb...

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