Attachment 3a_Global Deposit Process-FY22.pdf

Global Deposit Process

An Accounts Receivable Collection is a payment received from a customer for payment of fees, registrations, or other indebtedness to the Government. This type of collection is also referred to as a deposit.

One source of information used to process a deposit is a Standard Form-215 (SF-215) Deposit. Mail is received by AMK-223C, the centralized distribution area where all mail is received. Mail is scanned and sorted by a distribution specialist. The mail is sorted by organization and delivered to the appropriate location. Cash and Check deposits are received at ESC in the AMK-320 designated area by two Accounts Receivable (A/R) personnel that are not on the deposit team. The mail delivery point is monitored throughout the day for incoming mail.

**Effective March 1, 2018 paperless process began and includes all ESC agencies with exception of NCUA.

Checks/ Cash received daily

1. Checks are received by ESC, stamped daily and sorted by Region or Operating Administration (OA) o Checks are scanned and validated for accuracy with redaction to a shared network drive o Check log is updated

2. Checks are logged into the Deposit Database by A/R according to Region (OA)

3. Record of Check Log is Saved by OA to G (Org120)\Deposit Reports\1-ROC Reports

4. Cash/Checks are entered into OTCnet by OA o Cut off for deposits are 12:00 P.M. daily (do not process checks the last business day of the month, with exception of FAA Airman Checks) o Checks are locked in safe

5. Deposit Timeliness (3 Day) is verified against check log

6. Following Business Day, SF-215 Report is saved to G (Org120)\Deposit Reports\(Agency)\Voucher Reports\MM-YY (If applicable)\OA DATE Voucher #

1. Checks are received by ESC, stamped daily and sorted by Region or Operating Administration (OA)

** You MUST have Adobe Pro before beginning this process.

• Mail is delivered twice a day from the USPS and all Overnight Delivery services, between 9 AM-2 PM.

• Stamp outside of the envelopes then open and stamp all of the paperwork inside.

• All checks need to be stamped on the front and initialed; if there is a stub attached stamp the front as well. Ensure stamp is not over MICR line o SEC only: Requires 2 initials on check by 2 A/R personnel not depositing or receipting the transaction

• Sort checks/mail by OA/Region

• Non-Check Mail put in corresponding mail slot in HQ266

• Check info with backup is scanned (see below) o If check signed over to agency, front/back must be scanned o If FAA checks in batch, multiple checks may be scanned per page

Scanning by Batch-Epson ES-200/500

**You MUST have software loaded on your computer before beginning this process. Call 4-3000 to have installed on your laptop.

ES-500WR (Desktop Scanner)

Starting a Scan from a Scanner Button

You can scan using the start button on your scanner. This automatically starts Document Capture Pro (Windows) or Document Capture (Mac) and the scan job you have assigned to the button.

1. Make sure the scanner is connected to your computer or network.

2. Load an original in your scanner.

3. Press the start button. The scanner starts the job that was assigned to the start button in Document Capture Pro (Windows) or Document Capture (Mac).

Note: You can view or change the scan settings using Document Capture Pro (Windows) or Document Capture (Mac).

Note: If your scanner is connected to one computer via USB and another computer via wireless, pressing the start button on the scanner will save the scanned images to the wirelessly connected computer (ES-500W/ES-

500WR).

• Review scans in comparison to hard copies to ensure everything has scanned legibly and accurately, delete any Blank Pages as scanner generates two-sided scans.

• Save Scan file to desktop folder – Open document

• Rotate image accordingly and Redact SPII data (Check banking info and SSN)

How to Redact:

Tools > Redact Mark for Redaction > Text & Images Mark items you want to remove by doing any of the following:

Double-click to select a word or image Drag to select a line, block of text, object, or area Press Ctrl as you drag to select areas of a page in scan doc

When finished, click Apply to remove the items, then click OK Remove Hidden Information feature, click Yes

• When complete save check backup to:

G(Org 120):\Deposit Reports\(OA)\(OA DATE BACKUP) Example: G:\Deposit Reports\SEC\SEC 02.08.2018 BACK UP

FAA & OPM G:\ Deposit Reports\FAA\BACKUP\FAA-AC 02.08.2018 BACK UP

ES-200 (Small Scanner)

Open Document Capture Pro Scan to PDF

Load Documents for Scanning

Add more documents to File or Finish - PDF will open for review

• Update AMK-326 Check Log located at o G:\Deposit Reports\AMK-326 CHECK LOG\DAILY CHECK LOG-FYXX

(Password Protected) o Enter Appropriate Info from check to log (See Details Tab on Check Log) o Run Calculator Tape (or Excel) to validate physical checks vs log

• Once log is updated, Mail Tech will notify A/R Personnel via email that check log is complete with pivot info daily

• Live checks are placed in the locked safe in HQ Room 265

2. Checks are logged into the Deposit Database by A/R according to Region (OA)

• Update Deposit Database using scanned files saved to deposit reports folder.

DO NOT OPEN THE FILE ON THE NETWORK DRIVE!!

AR Management should be notified for access, once access obtained, Drag a copy of the Deposits V2.6 FIXED to your desktop.

SEC & FAA has their own Database under the G:Drive or (ORG120) in their respective folders. Foreign checks are tracked separately

Check Info entered into Deposit Tool Click on Appropriate Operating Administration (OA) box.

Click on Enter Check Info box

• Date Stamped = ESC Stamp Date (Normally should be current date)

• Initials = AMK-320 initial

• Check/Cash/Credit Card = Type of payment – select from list:

o CHECK o CASH – Multi currency, list as one amount, breakdown in Misc Info o MONEY ORDER o CASHIER’S CHECK

• Check Number = Number on check (Top right on check) – Blank if Cash

• Amount = Amount of check

• Name = Remitter-who wrote the check (Top left on check)

• Bill/Ref – Notate any item from check (Memo)

Record of Check (ROC) will be generated (do not print) to validate amounts balance with check log amount/count (Pivot Screenshot from email)

Include Today’s Date/Time

Once validated, respond to email of completion with Screenshots from database to Mail Tech, include 9-AMC-AR DEPOSITS@faa.gov

If there are questions on check/backup, please respond to email with issues to correct. All other checks can be entered.

• Mail Tech prepares Daily Check Log for Deposit Team to validate

Filter Received Date(s) so Deposit Team can finalize deposit

Insert Total & Count under last filled line under CHECK# column Insert AutoSum Formula =SUM(RANGE) Insert Count Number Formula =COUNT(RANGE)

Highlight field from 1st row - DAILY CHECK LOG FY-XX down to Count (This will include Columns from Date Received to Remitter Name)

Go to ACROBAT on Toolbar Create PDF

Print preview should show as Landscape & fit columns to width

Save As:

G:\Deposit Reports\AMK-326 CHECK LOG\(MM.DD.YY) DAILY CHECK LOG-FYXX

**use date checks will be picked up

Adobe file will open Validate all info is on PDF-close file Clear Total/Count fields on log

Deposit Team will validate checks by 10am daily

Deposit Tech will run tape of checks to validate against pdf log

Once balanced, Deposit Tech will use PIV Sign (Certificates/Digitally Sign) function in Adobe to sign and date

3. Record of Check Log is Saved by OA to G (Org120)\Deposit Reports\1-ROC Reports and checks placed in deposit lockbox

• After Deposit Database has been updated/validated, notify by email to appropriate receipt tech deposit is ready for review (See OTCnet Agency POC) o Forward Check Log email to Agency POC o Subject: (Subject/Date will need to be changed accordingly)

Deposit Review 02-09-18 o Email Info: (File Name, Count/Amt will need to be changed accordingly)

Checks are available for deposit review, you may locate these documents at - G:\Deposit Reports See below pivot for Amount/Count Please reply back via email once completed. (DO NOT REPLY ALL)

• Live Checks are placed in locked safe in OA envelope until ROC is complete for review. If unidentified checks place in “Misc” envelope for further research

Receipt Technician to validate and add info from scanned check backup Click on Edit Check Info Box

Click on Check Number Field then CTRL + F

Enter Check Number Select Find Next

Validate what has been entered by A/R personnel, if changes needed, update accordingly.

Enter Additional Data to complete Deposit for Processing

Bill Ref = Invoice/Bill number, comments, memo line on check or other correspondence, if applicable Misc Info – Treasury Account Symbol (TAS) for CIR deposit purposes Date of Deposit = Next Business Day *SEC-Enter Treasury Account Symbol (TAS) associated with deposit from drop down list

After all checks have been entered and/or updated. Click on Close Form until you get back to the Switchboard

Record of Check Log created from Deposit Tool Click on Report by Date (Preferred) Also use Report by Amount or Name if needed

Enter Date Stamped in M/D/YYYY format.

Enter Batch # (if applicable) 1 = AM before 12:01 2 = PM after 12:01

Check information will be generated to Record of Checks Save/Publish PDF to G(Org 120):\Deposit Reports\Agency\AGENCY DATE ROC Prepared By/Date – Fill/Sign Date

Deposit Packet Prepared

• Receipt/Debt Maintenance Technician prepares deposit packet to be processed.

• Deposit Packet should contain: Record of Checks (Check Log), check copies and any backup that has been saved into the Deposit Reports Folder.

• Receipt Tech will Sign & Organize ROC packet in one file.

In Adobe Pro – Right Tool Bar select Organize Pages Insert From File Select Specific Day(s) to insert Delete any pages not included in deposit

• Note: From Original Check Backup Delete items moved to ROC packet, only items left are pending items for deposit, Save As: Agency Date ROC (Pending) Ex: SEC 03.01.18 ROC(Pending TAS)

Save to Agency Folder Example: FRA 02.09.2018 ROC

• Reply to Deposit Review Email of Completion with # of Checks and Total $ for deposit o Add Agency at end of Subject Line Ex: Deposit Review 11-20-18 - OIG

• Include in email with any changes made to database so log can be updated.

Record of Checks Validated for Deposit Team Processing

• Live Checks are validated against deposit packet saved to Agency Folder

Move (Cut/Paste) to G:\Deposit Reports\1-ROC Reports for processing

• If accurate, deposit preparer processes in OTCnet o If check is not included in ROC place in OA envelope until email received in Deposit (top) Lock Box or safe o Follow Up after 5 days if ROC not received, include management

• If fund has not been updated in OTCnet, you must contact the ESC POC for your agency to ensure the fund is set up in SAM. Once fund is verified in SAM, FORWARD APPROVAL email to Cynthia Benson-Caid to add it to OTCnet

4. Cash/Checks are entered into OTCnet by OA

a. Cut off for deposits are 12:00 P.M. daily (do not process checks the last business day of the month, with exception of FAA Airman checks)

b. Checks are locked in safe in HQ Room 265