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Information Systems Finance Processes

Document Owner:

Document Number: OP-0014-V3

APPROVAL

Area Approver Name: Carlos Trabal Signature:

Administrative Approver: Name: Freddie Ayuso Signature:

Quality Approver: Name: Raquel Roman

1. Objective

Information Systems

Page: 1 of 8

Effective Date: A ril 1, 2014

Establish the procedures for check printing and Bank Statement import of the Environmental Quality Board's (EQB). In general, the processes consist of the following functions:

• Checks interface procedure is issued in order to establish the standards and procedures applicable to the creation of the email that is sent to the Puerto Rico Department of Treasury for checks printing.

• Import Bank Statement procedure is issued in order to establish the standards and procedures applicable to Import Bank Statement dispatched by the Puerto Rico Government Development Bank ..

2. Legal Authority

To the execution of this procedure, it should observe the followings laws and regulations and any other applicable laws, regulations, directives, policies, procedures or guidance that may be issued after the effective date of this SOP:

• Law 230 of July 23, 197 4, as amended, known as Accounting Law of Commonwealth of Puerto Rico.

3. Applicability

This procedure is applicable to the Finance and Information System Offices. • Check Interface procedure should be executed for any action requiring the EQB check

printing and duly justified by the officials authorized to request one.

• Import Bank Statement procedure will be executed monthly by EQB, each time the Bank Statements are submitted by GOB.

4. Organizational Roles and Responsibilities

The areas responsible for the compliance with this procedure are:

4.1. Check interface

0 1EQB Document Number: Page: 2 of 8 IJA~1•(!L.l.maou::.

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OP-0014-V3 Information Systems Finance Processes

• Finance Division - Responsible of executing the processes that generates the check data file to be sent to DT. Also is responsible of reviewing the resulting data from the processes. Finance Division is in charge or reviewing the data on the Bank Statements sent from GOB.

• Application Design Division - Responsible of recording the flat files generated from FiMaS with the checks data into an email to be sent to DT.

4.2. Import Bank Statement

• Application Design Division - Responsible of running the processes to import the bank statements into FiMaS system.

5. Definitions and Abbreviations

5.1. Definitions

Term

Pay Cycle

Definition

PeopleSoft process used to select vouchers to be paid and generate the information required for check generation and printing.

5.2. Abbreviations

Abbreviation Term ADD Application Design Division

GOB Governmental Development Bank ISO Information System Office

EQB Environmental Quality Board EPA Environmental Protection Agency OT Department of Treasury FiMaS Financial Management System

. lEQB Document Number: Page: 3 of 8 L.,.. ... _.., .. Q...un~

~r.oin"l\\•to:ih...J OP-0014-V3 Information Systems Finance Processes

6. Procedure Description

6.1. Checks Interface

Checks Interface is the process of generating the flat file containing all the checks information prepared by EQB. The flat file is sent to the DOT for check verification and printing.

6.1.1. Finance Division run the pay cycle process to create the check information related to payments made. There are four pay cycles: "Nomina, Comun, Neumat and Hacienda". Each pay cycle creates a different flat file.

6.1.2. Finance Division informs ADD the completion of the pay cycle processes. It also informs which of the four pay cycle processes were performed.

6.1 .3. ADD download the flat files located at:

a. Server IP - 10.3.99.22 (Process Scheduler Server)

b. Location - r:\fscm\appserv\prcs\fin89prd\files

6.1.4. ADD identifies the files specifics to a pay cycle by the following nomenclature:

a. "Neumat"

• EQBCHECKS-NEUMAT and EQBCHECKS_CNTL_NEUMAT

b. "Comun"

• EQBCHECKS-COMUN and EQBCHECKS_CNTL_COMUN c. "Nomina"

• EQBCHECKS- NOMI NA and EQBCHECKS_CNTL_ NOMINA d. "Hacienda"

• EQBCHECKS- HACIEN and EQBCHECKS_CNTL_HACIEN 6.1.5. ADD generates and download the Check Register report "QB_AP03".

6.1.6. ADD verifies the checks information in the flat file against the information in the Check Register report for accuracy and completeness.

6.1. 7. Once the information is verified, ADD proceeds to send the flat files via email to the following persons in DT and EQB:

a. EQB Administrator;

b. EQB Federal and State Finance Manager; and

c. DT resources

~EQB Document Number: Page: 4 of 8 IYla......., .. o,...un•-,.,...._.,,1. .. Dr.l'\UJlll'b0

OP-0014-V3 Information Systems Finance Processes

6.2. Bank Statement Import

6.2. 1. Bank statements are received by email from the GOB. ADD is responsible of receiving the files, if files are not received by the end of the first week of the month; ADD communicates with GOB to request the bank statements. If no transaction were generated by the end of the closing month no statement will be received.

6.2.2. ADD uploads the bank statements flat files to the following location:

a. Server IP - 10.3.99.22 (Process Scheduler Server)

b. Location - r:\fscm\appserv\prcs\fin89prd\files\ Estados_Bancarios_BGF

6.2.3. ADD performs the process to import the bank statements information into the FiMaS system. The process is "Import Bank Statement EQB".

->;.i "-> See Bank Reconciliation user manual.

~EQB Document Number: Page: 5 of 8 ..,., ... ~, ... _Q.;;_ot.mltw:J

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OP-0014-V3 Information Systems Finance Processes

7. Tabular Summary of Procedure

7.1. Checks Interface

Step Description Official in Outcome Time

Charge Required

Finance Division run the Pay Cycle Finance Flat file generated and

6.1 . process to generate the flat files. Division

saved in specific 1 day folder.

6.1. ADD prepares the email. ADD Email is ready to be

1 day sent for check printing.

7.2. Bank Statement Import

Step Description Official in Outcome Time

Charge Required

ADD receives the bank statements from Flat file loaded and 6.2. GDB and loads them into the appropriate ADD saved in specific 1 day

directory. folder.

Bank Statement

6.2. ADD runs the Import Bank Statements ADD

information available 1 day

process to load the information into FiMaS. in FiMaS for reconciliation .

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OP-0014-V3 Information Systems Finance Processes

8. Forms and Reports

8.1 . Check Register Report

l ~ lN;.QIJ9UAfiOC.,l.,.\(."() (le:~ IQ R;.al;O

onein~ dcl Oobcm~dor Junta de Calldad l\mblenbl .lJ' /UH£ q,,w..A--~ti..&d

PW'/ Cycle: COM.JN

PW'/ CycltSeq. llum: 98

Chock llbr. 00000901 Dace: 41W2009

Transacdon Dale Vouchet Type

Checlc llbr: 00000902 Dace: 412212009

Transacllon Dale VoucllerType

4/22n'Yn EV

Chock llbr: 00000903 Dote: 412212009

Tunsacdon D1tt Voucf"' Type

41221m3 RV

Fhecks Register

From 711/2008 To 4128!2009

Vendor ID: 521386726

Vouclledd

09))1303

Vendor ID: 582397476

Vouclletld

09))1314

Vendor ID: 582671316

Vouthtfld

O\lll13ro

Name: SCAltlEK tlC

Duslness Unit P..,.men1Amt

ooou 1,280 00

Total Payment Amt: 1,20000

tl• me: EOIJEE ZElllllt CUEVAS

Business Unit Payment Arne

00014 250.00

Total Payment llmt:250JJO

Hame: Al.IARLYS ROSARIO ORTIZ

Business Unit Payment Amt

ooou 800

Repo~ ID: QD_APOJ

~IJO/X1J9

11:48 25 AM

P"fllml: 1,280.00

P"fllroc 250.00

PayAmt: 35.00

~EQB Document Number: Page: 7 of 8 l:"•~t.i.~.im~

i.~~""'•Nbli OP-0014-V3 Information Systems Finance Processes

9. Document Revision Table

Revision Revision

Number Date Section Modification Justification

V1 2/25/2010 All New New

V2 6/14/2010 All Add, correct and remove Correct given

recommendations

V3 3/2/2014 All Update Reflect current process being

used

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OP-0014-V3 Information Systems Finance Processes

Table of Contents

1. Objective ....... .. ..... ......................... ....... ... ...... .............. .... ......... .... ............ ..................... .... ... ... 1 2. Legal Authority ........... ............................. ...... .. .... .................... ............ ................. .............. .. ... 1 3. Applicability ... .............. ... ................... .. ................................. .. .............. ...... ..... ..... .. ... .............. 1 4. Organizational Roles and Responsibilities .................. .............. .. .................... ......... ............... 1 5. Definitions and Abbreviations ............. ........................................... .......................................... 2

5.1 . Definitions .. ...................................................................................................................... 2 5.2. Abbreviations ....... .... ........ .................. ...... ..... .. ... ............ ........... ....... .... ... ........... ............ .. 2

6. Procedure Description .... .... .. .......... ........ .......... ..... ........ .................. .... ...... ... .......................... 3 6.1. Checks Interface .... .... ..... ........................... .. ..................... .......... ........................... .. ........ 3 6.2. Bank Statement lmport .............. ...... .... ............ .. .. .... ......................................................... 4

7. Tabular Summary of Procedure .... ................. ......................................................... .... ........... . 5 8. Forms and Reports ................................................................................................................. 6

8.1. Reports ............. ...................................................... ........................ ........ ......................... 6 9. Document Revision Table ..................... ...... ...... ... ... ........ ............ ............................................ 7