| Category : CB$ - Adjustments (4)
|Are there any changes in the way warrant adjustments are made to the accounts?|
Under the old system, both sides of an adjustment (correcting amount of a previously paid warrant) were reflected on the account statement as “deposit transactions” (positive and negative deposits), with no transaction being reflected on the “paid warrant file.” Under CB$, the amount of the new ‘rebooked’ warrant is reflected on the paid warrant file. The rebooked warrant retains its original DIN Date and DIN, but shows a new paid date (process date). This method allows a warrant paid for the wrong amount to remain on the agency’s outstanding list until it is matched during the next processing of the paid warrant file. Additionally, while viewing the transaction activity of the date it was originally paid and after the warrant has been adjusted by NCDST, the screen will distinctly display the warrant as a “reversed warrant” and indicates the warrant number that was reversed. The account statement shows the reversal side of the transaction as a negative debit, denoted with the code “R.” The credit adjustment will show on the statement as a “negative debit,” having a negative sign in front of the figure.
|Can anyone at the agency perform the adjustment request function?|
The agency user must have been granted Messaging Role, with the NCDST Support and Services function being mapped to the account.
|Does the entity receive an advice for adjustments made to the account?|
Yes. The advice contains the DIN Date and DIN of the warrant being adjusted, the CB$ reference number, and a trans code description. The trans code description indicates if the adjustment was initiated by the agency or by the FRB, as the FRB sometimes discovers the error before the agency does.
|How does an agency submit warrant adjustment requests to NCDST?|
For requested adjustments, for errors (encoding errors, etc.) found during the reconciliation process, the agency submits the request through the messaging system after completing a preformatted form. A separate request form is to be submitted for each adjustment. After acting upon the request, NCDST sends a message confirming that the request has been acted upon. A paper advice containing the details is also mailed to the agency.
| Category : CB$ - Agency Admin User (15)
|Can a CB$ user perform any function associated with a role?|
Not necessarily. The user must be mapped to a combination of a function and an account. For example, although a user may have a role that allows him to submit stop payments, he can only submit stop payments for accounts mapped to him.
|Can the agency CB$ Admin also perform end-user functions?|
Yes but not under the same User ID that the admin functions are performed. If the CB$ Admin needs to perform end-user functions, he has to assign himself a separate User ID to perform those functions. The agency Admin User ID is solely for admin functions.
|Can there be more than one Agency CB$ Admin User?|
Yes, if requested, NCDST can create one or more backup Admin User IDs for an agency.
|Does each agency have a CB$ Admin User?|
Yes, each agency, university, community college and Local Education Authority (LEA) has a designated Administrator who is responsible for user setups and maintenance.
|How are accounts and functions mapped to a CB$ user?|
After one or more roles are assigned to a user, appropriate accounts can then be mapped to individual functions, which are part of the role(s). (Functions are sometimes referred to as transactions.)
|How are available roles and functions displayed to a CB$ user?|
Upon log-in, only the functions available to the user are displayed in the left-hand menu column. Functions not assigned to the user are not displayed.
|How is security handled for accounts that have a centralized State agency responsible for multiple accounts for decentralized locations?|
There is one Administrator at the central State agency, which is in turn responsible for assigning User IDs to individuals at the various decentralized locations. This procedure allows the central agency to have access to all the accounts, yet limits each decentralized location to only its account. Maintenance of the decentralized User IDs is the responsibility of the Administrator at the central State agency.
|Is there a naming convention for CB$ UserIDs assigned to agency users?|
Yes. The naming convention for a user under CB$ will require that the User ID be 6-10 characters in length, with at least one alpha and one numeric character each. For agencies having a policy that the User ID is associated with their position number, the agency should be aware that all audit activity is associated with the User ID, not the individual.
|What are CB$ “roles?”|
When the agency’s CB$ Admin sets up an agency end-user, he can then assign one or more roles to the end-user. There is a list of pre-established roles available each consisting of either one function or a group of functions. Examples of functions could be: view balances, view transactions, download statements, initiate stop payments, perform positive pay maintenance, retrieve warrant images, and submit batch files. There is a minimum of two standard roles that must be assigned to each user: “Security” and “Messaging.” Additional roles may be assigned according to the job duties of the user.
|What are the duties of the agency CB$ Admin user?|
Four primary duties of the Agency CS$ Administrators are: 1) Set up users (create and activate); 2) Assign roles; 3) Map accounts to the users; and 4) Perform ongoing password maintenance (reset lost passwords, etc.).
|What other functions can an agency Admin perform?|
After creating a user, the Admin can activate, lock, and unlock a user, and reset a password. The Admin can also view and modify all users that have been created, including their status and profile. Whenever a user is created, or his password is reset, a system-generated email is sent to the user via email.
|Who is the Admin for each of the Local Education Agencies (LEAs)?|
Since both disbursing and STIF accounts of the LEAs are reconciled by each LEA individually, each LEA is considered a direct customer of NCDST. Therefore, each LEA has its own CB$ Admin. There is not a central Admin at the Department of Public Instruction for LEAs.
|Who is the Admin for Public School Building Capital Fund accounts?|
Each of the 100 counties has a Public School Building Capital Fund (PSBCF) account with the NCDST. The NC Department of Public Instruction (DPI) provides the administrative support for these accounts, and the accounts are established under a single customer number (PSB3000) assigned to DPI. The DPI Administrator has the ability to grant the individual counties, or associated LEAs, access to their respective accounts. Each county can download the statement in .pdf format.
|Who is the Admin for the accounts pertaining to community colleges?|
Disbursing accounts of the community colleges are considered to belong to the Department of Community Colleges (DCC), since the accounts are reconciled centrally by DCC. The administrator is an employee of the DCC. The DCC in turns creates users at the various colleges, granting them access to their respective disbursing accounts. However, any STIF accounts that an individual college may have directly with NCDST rather than as a sub-account of the Dept of Community Colleges are considered independent of the disbursing accounts, and therefore independent of the CB$ access through DCC. As a result, a user at a community college may have two different User IDs, one assigned by DCC for the disbursing account, and one assigned by the college’s Administrator of the STIF account(s). The college’s Administrator is also responsible for establishing users for any foundation STIF account, if applicable.
|Will the CB$ Admin User’s ID always remain the same for an agency?|
The Admin User ID is assigned to the agency and generally does not change whenever the individual changes.
| Category : CB$ - Budget Code Applicability (5)
|Does CB$ reflect the same information as CMCS?|
CMCS balances reflect the modified accrual method (i.e., accommodates “set back transactions”), while CB$ balances reflect the cash method. There is a daily reconcilement of receipts and expenditures between CB$ and CMCS. There is also a monthly reconcilement of ending balances between the two systems. Therefore, all transactions that post to CMCS should also be reflected on CB$. Any differences in ending balances will be the result of “set back transactions” that may appear on CMCS but not on CB$. Additionally, for interest bearing budget codes, there will be a difference in the balances on the last day of the month. This is because the interest for a given month is posted on CB$ on the last day of the month (valued dated to the first day of the following month), while it is not posted on CMCS until the first day of the following month.
|Does CB$ replace CMCS?|
No. Although budget codes are maintained, CB$ is an additional tool that the agency can use to view certain transactions which may also be on CMCS. For example, the agency is able to view deposit activity, requisitions, and agency transfers, as well as balances.
|Is there any special treatment of Capital Improvement Budget Codes?|
In the case of capital improvement budget codes (4xxxx series), allotments are posted in CB$. The cash balance reflected on CB$ should therefore equal the code’s “unexpended allotment balance” in CMCS.
|Which budget codes are available for viewing on CB$?|
All budget codes except general fund codes (type 1XXXX) are available for viewing. All other types (i.e., 2, 3, 4, 5, 6, 7, and 8) are available. No transactions affecting budget codes can be initiated through CB$.
|Why are general fund (type 1XXXX) not available for viewing on CB$?|
CB$ does not accommodate “appropriations” postings. General fund budget code balances on CB$ reflect “cash” balances only. Consequently, those codes may have negative balances and not reflect balances that are “available” to the agency. The agency should rely upon CMCS for information on general fund budget codes.
| Category : CB$ - CIT Accounts (5)
|Are CIT accounts viewable on CB$?|
Yes. The user must be assigned the role “Account Data” with the viewing transaction function being mapped to the account. In addition to the six-digit account number, a CIT account can be recognized by the description, which is the same as on CMCS, and begins with a bank code (i.e., BOA, BBT, CCB, FCB, CENT, WAC). In the case of community colleges, the Department of Community Colleges is considered owner of the accounts. The DCC Admin User can map a particular community college’s CIT account number to one or more users at the college, just like disbursing accounts. Other central agencies can do the same (i.e., DMV-Drivers License Offices, DMV-License Plates Agencies, AOC-Clerks of Court).
|Do all agencies utilize CIT accounts?|
No. For depository services, agencies are free to choose their depository from the 6 Main banks or any of the approved non-Main banks, but all accounts must be in the name of the State Treasurer. Community banks do not use CIT accounts. Bank accounts that are not designated as CIT accounts are not viewable on CB$, mainly because these accounts are shared with other agencies. Therefore, bank accounts are assigned to the NCDST, not to any particular agency. CIT accounts are not applicable to LEAs.
|What are CIT accounts?|
Some agencies make bank deposits into one of the six banks that provide the NCDST a cash concentration service. These agencies are each assigned a 6-digit agency location number. This number is contained on the lower left-hand corner of the agency’s bank deposit tickets (on the MICR line). An Agency utilizing a separate settlement account for credit card collections may also be assigned a CIT account. When submitting a “certification of deposit” on CMCS, this 6-digit number is reported in the “bank account” field. CIT stands for “Certifications in Transit.” This feature accommodates an automated reconciliation process performed by the NCDST, which matches “CMCS-reported” deposits to “bank-reported” deposits. These 6-digit CIT numbers appear on CB$ as 7-digit numbers, with a leading zero.
|What is the Unmatched CIT Bank Deposits Menu Item?|
This item allows for the display of a report that displays the transactions (CMCS certifications and bank-reported deposits) that have not matched off. This is the same report viewed by the NCDST’s Bank Recon Unit and used in its reconciliation function. Agencies should use this report to monitor, on a daily basis, its own discrepancies, as opposed to relying upon the NCDST to contact them regarding discrepancies. It is particularly useful for a central agency office to monitor the deposit activity of decentralized depositing offices. This report generally displays outstanding items as of the end of the previous business day. The user must be assigned the role “Deposit Reporting Recon” and be mapped to the account.
|What types of transactions are reflected in the CIT accounts?|
CMCS Certifications are reflected in the debit column and bank-reported (BAI) transactions are reflected in the credit column. The balance column reflects the net difference of any transactions that do not offset. This allows the agency to view, for each unmatched deposit, the amount reported on CMCS versus the amount reported by the bank.
| Category : CB$ - Contact Maintenance (6)
|Are there any variable contacts that are account specific?|
In addition to the five fixed viewable contacts there are two variable contacts that can be assigned to each account. These two variable contacts are for use by NCDST and are not available for viewing by the agency. These contacts could have any one of the following labels assigned: Finance / Budget Officer, CMCS Reporting, Deposit Discrepancies, Electronic Warrants, Bad Checks, Wire Transfers, Fraud Collections, Cashier’s Office, and Deposit Ticket Ordering. Even though these contacts are not available for viewing on CB$, the agency can still use the Contact Change Feature within the Messaging function to request a change in the contact name and/or address information.
|How does a user view the contacts that are available for viewing on CB$?|
There is a View Contact item on the menu. Contacts can be viewed only if the agency’s Admin User has assigned a role to the user that allows this function, and has mapped the account to the user.
|How does an agency notify NCDST of a contact change needed?|
CB$’s “Message” function is to be used to notify NCDST of any contact changes needed. There is a form that can be accessed, completed, and submitted online. The form is routed to the appropriate person at NCDST who will update CB$. If it is one of the five contacts viewable on CB$, the user will be able to see when the change has been made.
|What contacts are “account specific?”|
There are five fixed contact fields that are account specific. Each agency’s account (i.e., budget code, disbursing account, STIF account, and CIT account) can each be assigned a different contact, if desired. For each account, all or some of the contacts can be assigned. The five contacts include:
Account Statement Rendering, Deposit Reporting, Positive Payment, Stop Payment, and Interest Statement Rendering. All five of these contacts are viewable to the agency on CB$. The first four contacts accommodate the needs of disbursing and STIF account customers, while the fifth contact (interest statement rendering) accommodates the needs of any interest bearing account, budget code or STIF account. The Deposit reporting contact also accommodates the needs of CIT account customers.
|What contacts are “customer (agency) specific?”|
There are two fixed contacts for each agency that are agency specific: Chief Fiscal Officer and technical help contact. There are two other contacts that may vary by title/label. The variable contacts are determined by NCDST, depending upon the type of agency and the nature of the contact needs. None of the agency specific contacts are viewable to the agency on CB$.
|What types of contacts are maintained on CB$?|
There are two categories of contacts: those that are “customer (agency) specific” and those that are “account specific.” Only the contacts that are account specific are available through CB$.
| Category : CB$ - Customers and Account Numbers (5)
|How are account numbers selected in CB$ when inquiring on a account?|
Whenever an account number has to be selected (e.g., inquiring on balances, viewing images, submitting stop payments, etc) there will always be a drop down menu. The menu will contain all (and only) the accounts mapped to the user, for that particular function.
|How are agencies recognized on CB$?|
Each agency that is considered a customer of NCDST has been assigned a customer number. The format of a customer number consists of both alpha and numeric characters, as follows: AAANNNN.
• The 3-alphas represents the abbreviated name of the customer, and in most cases is the same three letters used to identify the agency’s Admin’s User ID.
• In the case of agencies and universities, the 4-numerics represents the agency identifier recognized by NCAS or OSC. In the case of LEAs, the 4-numerics is comprised of the last four digits of the LEA’s disbursing account.
• In the case of community colleges and boards with STIF accounts, the 4-numerics is comprised of the last four digits of the STIF account.
• Examples: Department of Administration is DOA4100; and East Carolina University is ECU6065.
• The customer number is displayed on disbursing/STIF account statements as “Agency ID.”
|Is there any change in the account number format for CB$?|
Disbursing and STIF account numbers appear on warrants with dashes in the format. Example: 5-000-060. On CB$ reports and menu screens, the account numbers will appear without the dashes (e.g., 5000060). On certain menu screens, the account name will be displayed in front of the account number.
|Is there any change in the length of account numbers in CB$?|
No. On CB$, all account numbers are 7 digits. Any account number that is naturally less than 7 digits will have leading zeros. Examples: 1) The 5-digit budget code 23456 will be displayed as 0023456; 2) The 6-digit CIT bank account 100123 will be displayed as 0100123; 3) Disbursing accounts and STIF accounts are already 7 digits as assigned. However, some disbursing and STIF accounts may have leading zeros within the 7 digits (i.e., 0-000-161 is displayed as 0000161.)
|What account numbers are displayed in dropdown menus?|
Regardless of what function is selected, all accounts mapped to the user for that particular function will be displayed. This will include budget codes, disbursing accounts, STIF accounts, and CIT accounts. The order of the accounts will be in descending account number order. Since disbursing and STIF accounts are 7 digits, CIT accounts are 6 digits, and budget codes are 5 digits, the disbursing and STIF accounts will, in most cases, be displayed at the top of the dropdown menu. The exception will be where a disbursing account starts with a ‘0.’ When mapping accounts, it is recommended that accounts not applicable to a particular function not be mapped to that function. For example, budget codes should not be mapped to the warrant retrieval and stop payment functions. Doing so only makes the dropdown list for that particular function longer than necessary.
| Category : CB$ - General (4)
|Did CB$ replace the Warrant Image Retrieval System (WIRS)?|
Yes. All images can be retrieved through CB$. WIRS was discontinued September 30, 2003.
|What functions are available online?|
• View informational bulletins
• View various contacts associated with each agency account
• View current account balance(s)
• View transaction activity between selected dates
• Inquire about whether a particular warrant number has cleared
• Retrieve images of paid warrants
• Download monthly disbursing and STIF account statements
• Submit requests for adjustments for warrants paid incorrectly
• Verify completion of monthly statement reconcilement
• Initiate stop payments (adds and deletes)
• Perform maintenance on positive pay warrant issuance files (adds and deletes)
• Submit stop payments and positive pay records via batch uploads
• View and download active stop payments and positive pay records
• Submit messages to the NCDST and other CB$ users within the agency
|What is the Core Banking System (CB$)?|
In 2003, the North Carolina Department of State Treasurer (NCDST) implemented the Core Banking System (CB$) which provides online banking services to State agencies, universities, community colleges and local school systems. In addition, the consolidated system provides the accounting for all budget codes, disbursing accounts, STIF accounts, and depository bank ledgers.
|What types of accounts does an agency have access to?|
An agency can access its: 1) disbursing account(s); 2) STIF account(s); and 3) certain budget codes. Additionally, an agency that uses one of the six main depository banks as an official depository can access its CIT bank account(s). (See question regarding CIT bank accounts.)
| Category : CB$ - Interest Bearing Acounts (6)
|Are there any changes in the crediting of interest for interest-bearing accounts?|
Yes. Under the old system, interest was posted to an account generally the first week following the end of the month for which the interest applied. Under CB$, the interest is posted on the last day of the month for which the interest applies (with a “value date” of the first day of the following month). In the case of budget codes, the agency should record the interest the following month, as the credit posting will not appear on CMCS until the following month. In the case of a STIF account, the agency should determine which month to record the interest credit on its books. Even thought the interest posting is value dated the first day of the following month, the interest credit will be reflected as a posting on the last day of the month and will be included in that month’s ending “book” balance.
|Are there any changes in the interest calculations?|
Yes. Under the old system, the interest rate applied was not determined until after the end of month. Under CB$, the interest rate is predetermined at the beginning of the month in which the funds will earn interest. The rate is calculated based on the previous month’s earnings. This will allow the agency to know at any time what rate the balances are currently earning.
|Can a user view/change the name and address of the individual to whom interest advices are mailed?|
Yes. Using the View Contacts function, a user can view the name and address, etc. of the individual to whom the NCDST sends the monthly interest advice (statement), for each account. If a change in contact is needed, the user can send an internal message to the NCDST, requesting the contact information be changed.
|Do accounts earn interest?|
There are three types of customer accounts that could potentially earn interest, as specified by law. They are certain budget codes, STIF accounts, and a select few disbursing accounts. Some accounts earn for themselves, some for other budget codes or STIF accounts, while the interest on non-interest bearing accounts accrue to the benefit of the General Fund.
|How does an agency know what the current interest rate is?|
There is a standing message bulletin displayed each time a user logs on to CB$ that indicates the current month’s interest rate. The bulletin page is the first page a user sees when he logs on to CB$.
|Is a monthly interest advice provided?|
Yes. The advice (interest statement) shows the amount of interest credited and the earnings rate. If there were any interest adjustments made, the adjustment amount is shown separately. All monthly statements are provided electronically; they are not mailed out to participants.
| Category : CB$ - Other (3)
|Are there any changes in the format of the “Paid Warrant Listing” retrieval from ITS?|
• The account number has the check digit as leading digit (i.e., CXXXXXX). This format is consistent with how it appears to the agency on statements and on warrants.
• There is an informational field for the 16-digit CB$ transaction reference number.
• The file is in the comma-delimited format, allowing for utilization in Excel.
• The format can be viewed on the Core Banking Updates site.
|Are there any changes in the processing of fraud items?|
There are some changes at NCDST, but they will not affect the method utilized by agencies for collection requests. NCDST uses CB$ to track the outstanding fraud collection items, which include forgeries, altered items, and counterfeit items. In most cases, the original warrant will not be available, so the Substitute Check (Image Replacement Document—IRD) will be utilized, with the NCDST providing the appropriate certification of the genuineness of the image. All fraud items will be processed on a “collection basis.” Unsuccessful attempted collections will be referred back to the entity for possible legal action. The publication, “Banking Services Handbook” should be referenced for more detailed discussion of fraud items.
|What should I do if I have questions?|
The latest version of the FAQs is available for viewing and downloading from the CB$ site address. You can also contact the CB$ Help Desk. Questions may be E-mailed to CBS.email@example.com
, or made by telephone at (919) 508-5914.
| Category : CB$ - Passwords (7)
|Can a CB$ password become invalid?|
Yes. If a CB$ user attempts to log-on with an incorrect password three successive times, his User ID becomes locked. The agency’s Admin must reset the password, which will unlock the user. The Admin also has the option of locking a User ID for a period of time (e.g., while the user is on vacation.)
|Can a CB$ user request his password to be emailed to him?|
Not directly from the Administrator. CB$ will generate a password that is delivered via email, but neither the Agency Admin nor the CB$ Helpdesk within Banking Operations knows what that password is.
|Do CB$ passwords expire?|
Yes. Passwords expire after 45 days. Seven (7) days prior to expiration, the system notifies the user of the expiration date upon successful login. When changing passwords, the old password must be entered. The most recent three passwords cannot be repeated for use as a new password.
|How are CB$ passwords assigned?|
When NCDST activates the agency Admin’s User ID, the system generates a unique password, which is communicated to the agency Admin’s email address on file. For security reasons, the email does not contain the Admin’s User ID, but is communicated separately.
For an agency end-user, the agency’s Admin assigns the end-user a User ID. Once the user has been activated, the system automatically sends the user an email notification that contains the initial password. The method the Admin uses to notify a new user of their User ID is determined by the Admin. For security purposes, the Admin should never submit an email containing both the User ID and password. While a user may have been created on the system by an Admin, the email notification of the password is not sent by the system until the user is activated.
|How are CB$ passwords changed?|
The first time an individual accesses the CB$ logon screen using his User ID, he is prompted to change the password initially assigned. The initial password is a randomly generated combination of upper and lower case letters and numbers, and is unique for each user. Because of the convention of the system-generated password, it is recommended the “copy and paste” method be used to input the password. Be careful not to highlight any spaces when using the “copy and paste” method. The new password must be typed twice for verification purposes. The user may also change his password at any time.
|What if a CB$ user forgets his password?|
An agency Admin must contact the NCDST Core Banking Helpdesk to have the user’s password reset. Upon being reset, the system automatically sends an email notification to the email address on file for the Admin. An agency user must contact his Admin or backup Admin, not NCDST, to have his password reset. Upon being reset, the system automatically sends an email notification to the email address on file for the user.
|What is the format for CB$ passwords?|
The password must be from 8-16 characters; it must contain at least one uppercase alpha, one lowercase alpha, and one numeric character. The required convention is shown on the ‘change password’ screen.
| Category : CB$ - Positive Pay (9)
|Are there any changes for the accounts currently participating in Positive Pay Program?|
Agencies participating through NCAS and those submitting files directly to ITS for NCDST to pick up will continue to do so. However, there is a file format change. Refer to the file layout available on the Core Banking Updates web site.
|Can an agency view all warrants that are active on the positive pay file?|
Yes, under Active positive pay menu function. The agency can also download a comma-delimited active positive pay file into Excel. At any given time, this file should be the same as the agency’s own outstanding warrants file (issued but not paid). If not, the agency should either submit “adds” and/or “deletes” to the CB$’s active positive pay file.
|Can anyone at the agency perform the positive pay function?|
The agency user must have been granted the role that includes the positive pay initiation and maintenance function, and it has been mapped to the account. A separate role is available for viewing only. In the case of agencies uploading files through CB$, the Batch Upload role must also be granted.
|Can the status of an uploaded batch positive pay file be viewed?|
Yes. After submitting a batch file, the status can be viewed under the menu item, Batch Upload Status, which is under the heading of Account Data. The status will be displayed as follows:
• Unprocessed – Received by DST, but not yet added to the database (pending).
• Processed – Received by DST and added to the database.
• Error – Received by DST, but file format contains an error.
Upon selecting the menu item, a variety of query criteria can be entered, viewing single or multiple files that have been uploaded. This feature only applies to batch files submitted via CB$, not batch files submitted via NCAS or directly to NCDST via FTP.
|How do the positive pay and stop payment functions work together?|
A stop payment may be on a particular warrant drawn on an account that participates in the Positive Pay Program. The positive pay edit takes priority over the stop payment edit. If warrant number has been deleted from the positive pay outstanding fileand has a stop payment on it, the warrant will be returned as a result of the item not being on positive pay, not because of a stop payment. If the warrant is on the positive pay outstanding file as a valid warrantand has a stop payment on it, it will pass the positive pay edit first, but it will be returned as a result of the second edit, the stop payment edit. Agencies should not use stop payments to prevent stale dated warrants from paying, instead agencies should use the positive pay delete feature to instruct CB$ not to honor stale dated warrants. This will allow the warrant to be returned with the correct reason denoted (i.e., “stale dated” instead of “payment stopped.” If it is desirable for the warrant to be returned for reason of “payment stopped” (e.g., lost, stolen, or issued by mistake), the item should be left on CB$ as an active positive pay record.
|How does an agency submit positive pay files through CB$?|
An agency can, through CB$ either: 1) submit a batch file to NCDST (containing “adds” and/or “deletes;” and in the proper format); or 2) submit single items “adds” and/or “deletes” to NCDST.
|How does positive pay affect escheated warrants?|
The agency should submit positive pay “deletes,” which takes the warrant numbers off of the active positive pay file. The agency can submit “deletes” either as individual transactions or as a batch. This will allow the warrant to be returned with the correct reason denoted of Stale Date rather than Payment Stopped.
|What is positive pay?|
Positive pay is a program through which the agency, on a daily basis, submits to NCDST a check-issuance file containing the warrant data for all warrants being issued (i.e., account number, warrant number, amount, issue date, and optional payee name). NCDST performs an upfront matching of warrants presented through the FRB. This allows the NCDST to: 1) detect any counterfeits presented; and 2) correct upfront any amount and warrant number encoding errors. The program helps to ensure that only valid warrants for the correct amounts are posted to an agency’s account. Positive pay also has a stale date feature, allowing warrants presented more than a specified number of days after the issued date to be dishonored. For most accounts, the specified number of days is 750 (by which time the warrant should have already been escheated). For certain accounts involving federal funds (i.e., ESC, Child Support, and Social Services), the specified number of days is 180 (by which time the funds are required to have been returned to the federal government). A more detailed description of the positive pay program is available in the Banking Handbook on the State Treasurer’s Web page, under Financial Operations Publications.
|When should batch positive pay files be submitted?|
Files should be submitted before the warrants have an opportunity to be presented to NCDST by the Federal Reserve Bank. The deadline for submitting a batch positive pay file is 10:00 a.m., which is when NCDST begins to process all submitted files. Files submitted after this time will not be process until the following business day. A submitted file will have the status of “unprocessed” until it is processed.
| Category : CB$ - Query Balances (5)
|Can the balance for a previous day be viewed?|
Yes. Refer to the section on query transactions.
|For what types of accounts can transactions be viewed?|
Transactions can be viewed for a disbursing account, STIF account, budget code (except general fund code), and CIT account. (See separate discussion of CIT accounts.)
|What is the definition of current balance?|
CB$ is updated "real time" throughout the day. Therefore, the current balance can change throughout the day. For disbursing and STIF accounts, debits are generally posted against the account prior to 12:00 noon, as warrants are presented by the FRB, and credits are posted to the account when the CMCS interface is performed, normally around 2:00 p.m. For budget codes, both credits and debits are posted to the account at the 2:00 p.m. CMCS interface. Since the warrant postings are posted prior to the 2:00 p.m. CMCS interface, there may be intra-day overdrafts, depending upon when the balances are viewed.
|What types of balances can be viewed?|
The “current balance” of a disbursing account, STIF account, budget code, and CIT account can be viewed. (See separate discussion of CIT accounts.)
|What types of transactions can be viewed?|
All transactions that post to the account are displayed. Types of transactions include: CMCS certifications, CMCS requisitions, CMCS agency transfers, interest postings (for interest bearing accounts), electronic warrants, paid paper warrants, fraud refunds, and adjustments relating to paid warrants. In the case of paid paper warrants, for each day, the summary amount is displayed, which then allows the user to drill down to see the individual warrant transactions comprising the summary amount.
| Category : CB$ - Query Transactions (5)
|Are transactions posted prior to July 1, 2003 available for viewing?|
No. CB$ does not display any transactions dated prior to the conversion. Therefore, July 1, 2003 is the earliest “start date” that can be selected. However, images for warrants paid prior to July 1, 2003 are available for retrieving/viewing.
|Does the transaction query feature show the daily running balance?|
Yes. The ending balance for each day is displayed. This feature can be utilized whenever one desires to know the balance at the end of some day, other than the current day.
|For what dates can transactions be viewed?|
There are two options to select. The current period option will display the most recent 45 days. The date range option will allow the user to inquire on a period of days, with the limitation that the range between start date and end date cannot exceed 90 days. The earliest start date cannot be prior to July 1, 2003.
|How are the transactions identified?|
Each transaction has a “trans code description,” providing a description of the posting (e.g., CMCS Requisition, CMCS Deposit, etc.). There are separate columns for debits and credits, and each may be either a positive or negative figure. Negative figures are normally denoted as ‘reversals.’
|What are the options for printing a transaction query result?|
Two options are available for printing the results of the query. On each page of the query results, a “Print” button and a “Download” button are available options. The Print button is similar to a Print Screen button, in that the resulting printout provides only the information you see on the screen. The Download button allows the entire report to be downloaded into a comma-delimited file (.csv format), which can then be opened in MS Excel. Excel will automatically prompt you to use the Text Import Wizard.
| Category : CB$ - Statements (4)
|Are monthly statements available on CB$?|
Monthly account statements are generated for disbursing and STIF accounts. CB$ allows the statements to be downloaded by the agency. Statements are not generated for budget codes or CIT accounts. In the case of several high-volume disbursing accounts, a mini-statement may be generated (does not contain paid warrant data) upon request by the agency and approval by Banking Operations. The regular statements rendered are:
• Letter size (landscape).
• Contain the period’s opening balance and period’s closing balance.
• Contain a debit column and a credit column for transactions.
• Contain a running daily balance column.
• Contain a trans code description for each posting.
• Contain the total number and amount of all warrants paid on a given day.
• Contain a separate section containing the details of all warrants paid during the period, in warrant number order.
• Contain the total (item count and amount) of all debits and credits on the statement.
• Contain the total (item count and amount) of all paid warrants. The total does not include any warrants that were paid and reversed within the month. The ‘rebooked’ warrant is included. This total should equal the monthly paid warrant file retrievable from ITS.
• Downloadable in a .pdf format, requiring Adobe Reader.
• Available for downloading for the previous twelve months.
|Are paper statements rendered to the agencies?|
Paper statements have been discontinued. The September 2003 statement was the last paper statement rendered and mailed. Online statements provide a cost savings to the State and a convenience to the agencies.
|Are statements older than twelve months available?|
Statements older than twelve months are not available for download, but can be recreated internally by NCDST. If needed, the agency can submit a request through the messaging function requesting those statements.
|Can statements be downloaded into MS Excel?|
No. Official statements are only downloadable in .pdf format, thus requiring Adobe Reader. However, the agency can perform a transaction query on a range of dates (e.g., 1st day of a month thru the last day of the month) and create a comma-delimited report (.csv format) that is downloadable into Excel. Refer to the section on Query Transactions. Should the agency desire to have the entire month’s paid warrant data available for sorting, it can retrieve the monthly paid warrant data from ITS, which is provided in a comma-delimited format.
| Category : CB$ - Stop Payments (13)
|Can a previously submitted stop payment be deleted (lifted)?|
Yes, under the Single Stop Payment menu function. It can also be deleted by including it on the batch upload file, with a ‘D’ instead of an ‘A’ in the appropriate field.
|Can a stop payment be placed on a series of warrant numbers?|
Yes. This feature is provided when a series of warrant numbers need to be "stopped". However, the agency cannot perform this function online, and must contact the NCDST directly for instructions.
|Can a stop payment be placed on a specific warrant number without specifying an amount?|
For a particular account, a stop payment can be placed on a warrant number with the insertion of amount as zero. The zero amount in effect serves as a wild card. This feature would be used when a particular warrant number is being counterfeited, but the amount is not known. It would also be used when a particular blank check has been stolen. However, the zero amount cannot be used if the same check number with a specified amount is already on file.
|Can all active stop payments be viewed?|
Yes, under Active Stop Pay menu function. If desired, a comma-delimited report (.csv format) can be downloaded into Excel. The date indicated for each record is the issue date of the warrant, not the date the stop payment was added. After submitting a single stop pay, the active stop payment can be viewed. However, there is generally a 10-15 minutes delay before the item is viewable.
|Can an agency submit duplicate stop payments?|
CB$ will not accept a duplicate warrant number for the same amount, but will if the amount is different. However, CB$ will not accept a “positive pay add” for a duplicate warrant number (that is active), even if the amount is different. Agencies should not recycle warrant numbers, within the period of time that the same warrant number is shown as outstanding on the positive pay issuance file.
|Can anyone at the agency perform the stop payment function?|
The agency user must have been granted the role that includes the stop payment initiation function, and it has been mapped to the account. Viewing stop payments is a separate role. Therefore, some users can be given the ability to view active stop payments without being given the ability to initiate.
|How are stop payments initiated?|
Requests for stop payment “adds” and “deletes” are submitted online through CS$, as single item requests. The online method assures that the individual is authorized to submit stop placements, minimizing the risks associated with the request. Additionally, the agency knows at the time that the request is initiated if the item has already paid or not. Those few agencies that submit large volumes of requests can submit batch files. Stop payment is a separate menu item on CB$.
|How does an agency know if a stop payment request is accepted?|
When a single stop payment request is submitted, CB$ determines if the item has already paid, either on some prior date, or at some time earlier during the current day. (CB$ does not check for warrants paid prior to July 1, 2003.) If the item has not yet paid, the stop payment request is accepted. Shortly after submission, the record that was added online can be viewed under the Active Stop Payment menu. When a batch file is submitted, there is a confirmation that the file has been successfully sent. Additionally, the status of the uploaded file can be viewed under the Batch Upload Status menu item (under Account Data).
|How long do stop payments remain on the system?|
Stop payments are purged 3 years after the date it was added (not the date of the warrant). An agency can delete items anytime prior to NCDST’s purging if desired.
|If CB$ indicates that a particular warrant number has paid, will the image be available?|
Not immediately. There is at least a one-day delay between the posting of the financial transaction and the posting of the warrant image. When a query is made on the transaction, the availability of the image will be indicated.
|Is there a cut-off time for accepting stop payments changed?|
There is not a specific cut-off time under CB$. Because CB$ is a real time system, warrant presentments are posted to an agency’s account when received from the Federal Reserve Bank, generally between 11:00 a.m. and 12:00 noon. The earlier in the day that a stop payment is submitted, the better the chance that the request will be accepted before the warrant has had the opportunity to pay that day, if not already paid on a prior day. Stop payments cannot be entered into CB$ past 4:30 p.m. each day.
|Should leading zeros be keyed for warrant numbers?|
No. Keying leading zeros should not be keyed when keying single stop payment adds or deletes.
|What type of message is displayed if a warrant has already paid? |
If the warrant has already paid, a message appears indicating that it has already paid. If desiring to know when the item was paid, a query under the warrant image retrieval can be made.
| Category : CB$ - Troubleshooting (6)
|Are you having trouble administering Roles and Accounts? |
- The Agency Admin should assign the following roles to all users he/she creates: ‘Security’ and ‘Messaging.’ The role ‘AGNCYADMN2’ should not be assigned, even though it is a role available on the pick list. Otherwise, the user’s menu will not be properly displayed.
- If a particular function (e.g., stop payment, statement download, etc.) is not on the user’s menu, he/she may not have been granted the role that contains the function by the agency’s Admin.
- If a user has been granted a particular role, yet cannot perform a function within that role (e.g., stop payment, statement download, etc.), that group of functions may not have been mapped to the account.
- The agency Admin can only perform admin functions (i.e., create users, activate users, reset passwords, etc). If the Admin needs to perform non-admin functions (e.g., stop payments, statement downloads, etc), he/she must create another user ID for him/her to act as an ordinary user.
|Are you having trouble logging in?|
- Keep in mind that both your user ID and password are case-sensitive. Be sure that your Caps Lock key is not engaged, and type carefully. In case of system-generated passwords received via email, it is best to use the 'copy and paste' method to input the password. Be careful that you do not highlight space that may be at the end of the password.
- If you have forgotten your password, you must contact your Admin to have it reset. Resets for an Admin are performed by the NCDST. Resets for an ordinary user must be performed by the agency Admin, not NCDST. Upon being reset, the new system-generated password will be sent to the email address on file.
- A user will be locked from the system upon three successive failed password attempts. In such case he/she must contact his/her Admin to have the user's password reset. Resetting the password automatically unlocks the user.
- The CB$ server may be down, in which case a message will be displayed. You can try again later. If the problem continues, contact the CB$ Help Desk.
|Are you having trouble viewing information on the site?|
- CB$ Web site is available only during the hours 7:00 a.m. to 5:00 p.m., Monday thru Friday (Except State holidays). Attempted access outside these hours will result in a ‘page cannot be found” error.
Screens are best viewed if display resolution setting is 1024 x 768. Should you desire to keep your settings at another setting (e.g., 800 x 600), upon viewing a screen that opens in a new window, you can maximize the screen, thereby enabling both horizontal and vertical scroll bars to allow the entire screen to be viewed.
- Some operating systems have image viewers that may not be compatible with CB$ image formats. Images of cleared warrants can be viewed using the Tiffr Surfer browser plug-in, which can be downloaded from the NC Treasurer website: http://dl.dropbox.com/u/84195985/tiffsurf.exe
- Your computer may have image file types (.jpg and .tif) associated with other programs, which will prohibit you from viewing the warrants properly. To determine what program (viewer) is being used, click on My Computer, and then select View. From the drop-down menu, select “Options,” then click on “File Types,” which will display the various extension types. Highlight each image type (.jpg and .tif) to view its associated default program. To change the default program (viewer) to be used, select “Edit” and then “Edit” again. You can then browse to find the program (viewer) you wish to associate with the image extension type. Tiff Surfer should be selected if you have downloaded this plug in.
- Some other program installed on your PC may be causing a conflict with the image viewer. QuickTime and some filtering programs sometimes cause such conflicts. These programs may have to be reconfigured or uninstalled. Consult your technical support for assistance.
- Occasionally, a particular warrant image will have some other unique problem, not allowing you to view it. In this case, you can contact CBS.Help@treasurer.state.nc.us, and the NCDST will obtain a copy and e-mail it to you.
|Do you have a valid User ID and Password?|
- User IDs for an agency Admin are assigned by the NCDST when CB$ is initially made available to the agency.
- The agency’s CB$ Admin is responsible for assigning user IDs to the agency users and communicating that user ID to the user.
- A system-generated password is sent to the user via email when the Admin activates the new user after being created, and again if the Admin resets the user’s password.
- If the email containing the system-generated password is not received by a new user, the Admin should check to: determine if the user’s email address was entered correctly when the user was set up; and/or determine if the user was activated after being setup (see menu item ‘view user’).
- The system-generated password must be changed at the first logon attempt. Because the system-generated password may be difficult to retype, it is recommended that the user use the “copy and paste” method to input the password received via email. Be careful that you do not highlight space that may be at the end of the password.
- The password must be from 8-16 characters; and must contain at least one uppercase alpha, one lowercase alpha, and one numeric character. Passwords are case sensitive and expire after 45 days.
|Do you have the proper browser?|
Your browser must have 128-bit SSL encryption capability. You should consult your agency’s Information Technology staff for assistance in upgrading your browser.
|Do you need to contact the CB$ Help Desk?|
The Help Desk’s e-mail address is CBS.Help@nctreasurer.com
(without the $ symbol)
Telephone number is (919) 508-5914.
Inquiries not pertaining to CB$ should be made to the normal agency assistance telephone number: (919) 508-5976.
Before contacting the help desk, you should refer to the CB$ frequently asked questions,
| Category : CB$ - User Access (6)
|During what hours can CB$ be accessed?|
The site is generally available from 7:00 a.m. until 5:00 p.m., Monday through Friday, for most functions. The NCDST utilizes after-business hours to perform nightly updates and routine maintenance. However, the site may be available during after-business hours if updates and maintenance are not being performed. Attempted access when the site is not available will result in a “page not found” error message. The exception is for submitting stop payment, positive pay records, and electronic warrants. After 4:30 p.m., although the site may be available, these transactions cannot be submitted, due to these databases being closed. In such cases, a message will be displayed.
|Is a special image viewer required to view images on CB$?|
The Tiff Surfer that is required to view the cleared warrants images is available on the DST website—www.nctreasurer.com
in the CB$ Troubleshooting Tips. Each agency's technical support personnel should be consulted regarding the agency’s computer capabilities to ensure that the appropriate equipment and software are installed.
|Is data in CB$ considered “confidential” data?|
Some data is considered confidential, and some is not. For example, some warrant images are written against accounts that are specifically exempt from the Public Records Law – Chapter 132 (e.g., tax refunds and medical-related payments). Warrants also reflect bank checking account numbers that are not appropriate for disclosure. Since the NCDST is not in the position to make the appropriate determination as to which data is confidential and which is not, public inquiries are referred to the entity’s chief fiscal officer, who is in the best position to make such determination.
|Is the CB$ web site secure?|
Yes. Users accessing the site must use browsers that support 128-bit encryption. No security certificates are required to be utilized. A valid user ID and password are required to login.
|What computer requirements are needed to access CB$?|
The entity must have a computer that can access the Internet and has a current version of a "browser" that supports 128-bit Secured Socket Layer (SSL) encryption capability.
|What is the web site address of CB$?|
| Category : CB$ - Warrant Images (16)
|Are there any implications for hand writing analysis that may be required of the SBI?|
The Questioned Documents Section of the North Carolina State Bureau of Investigation has a policy of not performing questioned document examinations from copies or reproductions unless it is the only alternative, and then only qualified opinions can be rendered. Qualified opinions alone are usually insufficient to gain a conviction in court. While the benefits of the new system will greatly outweigh the potential loss that could result by not having the original warrant, all parties should be aware that there is some element of risk. This is one of the prime reasons for agencies and other entities to perform their account reconciliation on a timely basis.
|Can a search be made on a range of warrant numbers or amounts?|
No. For security purposes, you must know the specific warrant number you are inquiring on, or know the DIN and DIN Date. For security purposes there is no “wildcard” query feature available.
|How can the image of a warrant be viewed?|
To view an image, the user must first be granted a role that includes the functions of either transactions query or warrant image retrieval and must also be mapped to the account. It is important to note that while a paid warrant transaction may be reflected on CB$, the image may not yet be available, as the image is generally not available until one day after the item has paid. An image may be retrieved in one of two ways:
• Through the “transaction inquiry” function, inquire on transactions for a range of dates. Once a “paid warrant” transaction is identified, an attempt to retrieve the image can be made. If the image is available, it will be displayed. If the image is not yet available, a message will be displayed.
• Through the “warrant image query” function, attempt to retrieve a warrant, using one of two methods: 1) account number and warrant number; or 2) DIN and DIN Date. This option is best to use if you do not know if or when a particular warrant has paid. If the warrant has paid, the transaction will be displayed; if not, a transaction will not be displayed. If a transaction is displayed, you can attempt to retrieve the image. If the image has been received from the FRB, the image will then be displayed.
|How do I print the image?|
You must have a printer connected to your PC or LAN, from which you can print the images (one image of front and a separate image of the rear). If using the Tiff Surfer viewer, the ‘cut icon’ (scissors) can be utilized to cut the item and paste it to a word document.
|How long are images of warrants available online?|
Images are available online for approximately eleven years after date paid. For disaster recovery purposes, the NCDST has a duplicate copy of the images stored off-site.
|How will an entity be able to provide copies of paid warrants requested by an auditor?|
The entity’s Admin can assign User IDs and passwords to individual auditors, just as he would any other employee. Obviously, there should be control on role assigned, just as with any employee.
|If CB$ indicates that a particular warrant number has paid, will the image be available?|
Not immediately. Images are available 1-2 days after posting of the financial transactions. If the image is not yet available, a message will so indicate.
|Is there any statutory authority for utilizing images of warrants as official records?|
Check 21 Legislation allows banks to exchange financial transactions electrionically, which may result in images being exchanged rather than paper warrants. Check 21 allows substitute checks to be admissible as evidence in a legal hearing. In these cases, the image will be in the form of a “substitute check” or presented as an Image Replacement Document.
|What format are the images in?|
The images are captured by the FRB in the JPEG format, but are available for viewing on the NCDST’s system in the TIFF format (.tif extension). Prior to 2005, all images were “gray scale” (more like a photo). Beginning in 2005, due to Check 21 legislation, some of the images may be “black and white.” Images created on and after June 26, 2003 were created by the FRB using the JPEG v.7 format.
|What if I cannot view an image after opening it?|
You may not have an updated version of an acceptable viewer. A compatible viewer is available for downloading from the State Treasurer’s website. See the document entitled “CB$ Troubleshooting Tips.”
|What image viewing modification features are available?|
This depends upon the “viewer” (e.g., WANGIMG, KODAK, Tiff Surfer, etc.) that your operating system utilizes. Most viewers allow the user to zoom in, fit to width, rotate, and annotate, etc. The images (front and back) can each be cut and copied to a Word document if desired.
|What is DIN Date and DIN?|
The combination of a DIN Date and DIN is used to uniquely identify a warrant image, not the transaction. DIN stands for Document Identification Number and is assigned by the FRB. Under CB$, there is a separate CB$ identifier that identifies the transaction associated with an image. DIN and DIN Dates are provided on the monthly paid warrant file retrievable from ITS.
|When querying on an image, what will be displayed?|
This will depend upon which query method is utilized:
• When using the account number / warrant number query, the details of each record for which there is a match will be displayed, as there may be multiple matches. Either the back or front can then be selected for retrieval. After viewing the first image, the user can make additional inquiries.
• When using the DIN / DIN Date query, there cannot be multiple matches. Either the back or front can then be selected for retrieval.
|When will the image of a paid warrant be available for viewing on the system?|
Under normal conditions, the image will be available for viewing online by the second business day after the item has been paid.
|Which warrants are retrievable through CB$?|
All paid warrant images are available through Core Banking / CB$.
|Will a paid warrant always be retrievable by keying the ‘account number’ and ‘warrant number?’|
The warrant number that is captured by the FRB’s sorting equipment may not be the correct warrant number, due to a “misread.” Therefore, failure to retrieve the warrant by keying the true warrant number does not necessarily mean that the item has not paid. The monthly statement (paid warrant listing) will indicate the warrant number that the item actually paid under. The warrant number on the account statement (paid warrant listing) should be the number used to retrieve the image. There may be times when there are two different warrants paid under the same warrant number. In the case of accounts participating in the positive pay program, the item should pay under the correct warrant number, as the NCDST would have corrected any “misread” when presented by the FRB.
| Category : Electronic Warrant - General (2)
|What is an Electronic Warrant?|
An agency can submit an electronic warrant to the State Treasurer’s Office, with a current or future “effective date” initiated from the agency’s STIF or Disbursing account. On the effective date, the State Treasurer acts upon the warrant, effecting the payment according to a preauthorized set of payment instructions. Most of the payments initiated are wire transfers.
|What types of payments are eligible to be made by Electronic Warrant?|
An agency may request a Funds Transfer for any payment they wish to pay electronically. Electronic warrants are frequently used for the examples below, but are not limited to these situations:
• Wire transfers to fund direct deposit of payroll -- to the ACH originator bank;
• Wire transfers to fund federal tax withholding payments -- initiated through EFTPS;
• Wire transfers for debt service payments
• Wire transfers for payroll deduction related payments (401-K, Deferred Comp., etc.);
• Wire transfers for withdrawals from STIF (LEAs, Community Colleges, Boards)
• Funding of investment subscriptions -- in the Treasurer’s Long-term Investment Fund.
| Category : Electronic Warrant - Initiating Transactions (21)
|Can a weekend or holiday date be entered as an effective date?|
At the time of initiation, there is no validation if the effective date keyed is a weekend or holiday. Therefore, the initiator and the authorizer should be careful not to enter an effective date that is a weekend or holiday. Should this occur, the type of transaction will determine the result. If it is a wire transfer (Hold), DST will reject the item, but not likely until the day after the weekend or holiday. If it is an agency transfer (STP), the item may be accepted, but post on the first business day after the weekend or holiday.
|Can free-form wires be initiated?|
No. A user can only initiate an electronic warrant to effect a wire transfer to a payee for which a “Prepayment Authorization Form” containing the payee and wire instructions has previously been submitted to NCDST by the agency’s chief fiscal officer. A “free-form” wire out request may be made by contacting Banking Operations and completing a Wire Out form with the specific transfer instructions included.
|Can the elements (i.e., wiring instructions) of a previously established template be modified?|
Yes, but only by DST. The agency must complete a “Payment Preauthorization Form”.
|Do all funds transfers go through the Hold status?|
No. There are some templates that will be set up by DST as Straight Through Posting (STPs). These transactions will not require action on behalf of DST (i.e., transfers to a STIF or CIT account). Once a STP transaction is authorized by the agency, and the effective date is entered as the current date, the posting takes place immediately, with the status becoming Liquidated. STP transactions with a future effective date will remain in the Accepted by DST status until the effective date arrives, at which time the status will then change to Liquidated. All electronic warrants that involve wire transfers will go through the Sent to DST (Hold) status, requiring action by DST to liquidate the transaction.
|During what hours can CB$ be accessed?|
The site is generally available from 7:00 a.m. until 5:00 p.m., Monday through Friday, for most functions. However, after 4:30 pm, wires, single Positive Pay and single Stop Pay requests cannot be processed.
|How can a funds transfer be corrected?|
The manner of correcting the transaction will depend upon the status of the transaction:
• Initiated – The transaction can be modified by the agency user that initiated it. Once created, a transaction cannot be deleted, only modified. Only the user who initiated the transaction can modify the transaction. If not authorized within 30 days, it will be purged.
• Authorized – The agency must contact DST to have it “rejected by DST.”
• Sent to DST (Hold) – The agency must contact DST to have it “rejected by DST.”
• Accepted by DST (STP) – The agency must contact DST to have it “rejected by DST.”
• Rejected by Authorizer – The initiator must modify the transaction.
• Rejected by DST – The initiator must modify the transaction.
• Liquidated – The agency must contact DST for determination of resolution.
(CB$ will not allow a negative electronic warrant transaction to be initiated.)
|How does a user authorize a transaction?|
Under the “Authorize Funds Transfer” menu item, the user can do a search on all unauthorized transactions. The user will only be able to see unauthorized transactions initiated by users for which he/she has been mapped to as an authorizer. Upon viewing an item, which will be in the “Initiated” status, he/she can authorize it, resulting in the status changing. Unless it is a STP transaction, the status will change to “Sent to DST.” The authorizer should verify the transaction is correct before authorizing it, including verifying the correct template number, correct amount, and correct effective date. An authorizer cannot authorize transactions with amounts in excess of the “authorized limit” assigned to the authorizer.
|How does a user know that DST has acted on a funds transfer?|
When DST has acted on a transaction successfully, the status displayed will be Liquidated. On the effective date, agencies should always verify that the status of an initiated transaction changes to Liquidated. The View Funds Transfer menu item can be used for this purpose.
|How does an authorizer know for whom he/she can authorize transactions?|
Under the Authorize Funds Transfer menu item, the search criteria has a drop down listing all “initiators” the authorizer is mapped to. Additionally, the agency Admin can view the mapped initiators/authorizers.
|What are the deadlines for Funds Transfer requests?|
Funds Transfer requests must be submitted prior to 10:00 a.m. of the effective date the payment is to be made. Funds transfers may be submitted one or more days prior to the effective date. Funds transfers submitted in advance will not be acted on until the effective date.
|What are the mandatory elements to be keyed when initiating a Funds Transfer?|
The following elements are mandatory:
• Template Number (Select from drop down list) (User must be mapped to account)
• Effective Date (mm/dd/yyyy) (Must be current or future)
• Transfer Amount (Must be within initiator’s maximum limit)
|What are the optional elements to be keyed when initiating a Funds Transfer?|
The following elements are optional:
• User Reference Number (Defaults to CB$ Number if nothing keyed) (Cannot be repeated.)
• Memo (For agency use. Limited to 35 characters)
• Supplemental Information (Lower section for future enhancement – DOR and Retirement)
o Remitting Agency Account No
o Payment Type Code
o Payment Period Date
o Employee Amount
|What are the rules for effective date?|
A transaction cannot be initiated or authorized if it has an effective date prior to the current date. Only current and future-dated transactions can be initiated and authorized. The effective date cannot be more than 30 days in the future.
|What are the supplemental Information fields on the lower section of an initiation screen?|
These four fields are used when initiating a transfer for NC Department of Revenue Withholding tax or Sales and Use Tax payments. These fields should not be keyed when initiating a transfer pertaining to a wire transfer.
|What are the various status levels of a funds transfer?|
A funds transfer will display one of the following status levels:
• Initiated - After initiated by agency user, but not yet authorized by another agency user.
• Sent to DST (Hold) - After authorized by second agency user. Applies to wire transfers.
• Accepted by DST (STP) - After authorized by second agency user. Applies to future-dated agency transfers, not wire transfers.
• Liquidated - After acted upon by DST, on effective date.
• Rejected by Authorizer – Second agency user rejects – not sent to DST.
• Rejected by DST – Sent to DST, but rejected by DST.
Until an electronic warrant displays the status of Liquidated, the transaction has not been completed.
|What do the different reference numbers mean?|
• User Reference No. – For agency use. Optional. Defaults to CB$ Reference Number if not keyed. When using the View Funds Transfer menu item, this number can be used in the search criteria.
• CB$ Reference Number – Assigned by system when initiated (12-digits with first 4 digits being year).
• DST Reference Number – Assigned by DST (FT Contract No.) and viewable on effective date. May or may not yet be in liquidated status. Number is displayed on transaction statement.
|What elements of a funds transfer can be modified after it has been initiated?|
The following variable elements can be modified: user reference number, effective date, and transfer mount. None of the preset elements can be modified (i.e., source account, beneficiary, etc.)
|What happens if an agency user does not authorize a transaction?|
The authorizer can “reject” a transaction, resulting in the status becoming “Rejected by Authorizer.” When rejecting an item, the user (authorizer) must key the reason for the rejection. Otherwise, the transaction will remain in the Initiated status, until later authorized or purged. A rejected item can be modified for subsequent authorization. All items having a status other than “liquidated,” and having an effective date 30 days prior to the current date are automatically purged.
|What is the User Reference Number?|
This is an alpha/numeric field for the agency to use as it desires (example: NCAS journal entry reference number or other sequential #). If it is left blank, the system will cause the default to be the same as the CB$ reference number. Reference numbers must be unique for each transaction (i.e., cannot be repeated) The transaction can later be viewed by doing a search on the User Reference Number.
|What will happen if an authorized transaction is rejected by DST?|
The status will appear as “Rejected by DST.” The agency should contact DST for resolution, at (919) 508-5910 or (919) 508-5901.
|Will there be an audit trail of the users who acted on the funds transfers?|
For each transaction viewed, the user IDs of both the initiator and the authorizer will be displayed, along with the respective date of action. The date of action will also be shown for DST’s liquidation action.
| Category : Electronic Warrant - New Features (2)
|What should I do if I have questions?|
The latest version of the FAQs is available for viewing and downloading from the CB$ site address. Questions may be E-mailed to CBS.firstname.lastname@example.org
. Questions regarding utilization of CB$ (role assignment, user setup, etc.) should be addressed to the CBS Help Desk at (919) 508-5914. Questions regarding specific electronic warrants initiated should be addressed to Banking Operations at (919) 508-5976.
|Will the system accommodate payments between accounts?|
DST has a few customers having multiple STIF accounts. For the STIF accounts not accounted for on NCAS, templates can be established that will allow for the transfer between STIF accounts. These transfers will be “straight through payments” (STP), resulting in a debit to the source account and a credit to the designation account. STPs do not require any authorization action to be taken by DST. No account transfers can be made that affect a budget code. After an electronic warrant involving an account transfer has been posted (liquidated) by DST, the agency can view the transaction under the Account Data role, under the Transaction Activity menu item.
| Category : Electronic Warrant - Query Transactions (3)
|Can Funds Transfer transactions be viewed?|
Yes, by both the initiator and the authorizer. Transactions can be viewed according to the search criteria entered. The search criteria can be by status, effective date range, user, or user reference number. Additionally, transactions that have been posted (liquidated by DST) can be viewed along with all other transactions using the Account Data role. Electronic warrants will not be reflected on the Paid Warrant file, as paper warrants are.
|How are Funds Transfers identified?|
Each transaction on CB$ has a “trans code description,” providing a description of the posting (e.g., Wire Transfer Payroll, Wire Transfer Fed Taxes, Wire Transfer Debt Service, Wire Transfer Other, Investment Subscription, etc).
|How long will Funds Transfers be available for querying?|
It is anticipated that transactions will be purged three years after the effective date.
| Category : Electronic Warrant - Role Assignment (8)
|How is the new role displayed to a user?|
Upon log-in, only the functions available to the user are displayed in the left-hand menu column. Once the new role has been assigned to a user, the role will be displayed as the menu item labeled “Funds Transfer.”
|Is there an order in which users should be set up and mapped?|
It is best to first create all users that will be involved in Funds Transfer, grant them that role, and map them to their accounts. It is best to not map users to their authorizers until all users have been created. This will more readily allow for a pick list of “unmapped authorizers” to be displayed.
|What are the functions associated with the role of Funds Transfer?|
A user having the “Funds Transfer Role” can perform the following four functions:
1) Initiate; 2) Modify; 3) Authorize; and 4) View.
A user can also be set up with “Funds Transfer View Only” role. A user should be assigned only one of these two roles, not both.
|What is a Funds Transfer?|
The Funds Transfer role replaces the Electonic Warrant role from RSB (CMCS). With a Funds Transfer, the agency can submit a payment request through a Core Banking template created with static information in the account debit field (STIF or Disbursing account) and beneficiary information. The agency will submit a CB$ template with the appropriate dollar amount completed to Banking Operations for completion. The deadline for CB$ funds transfers if 10:00 am on the effective date of the transaction., except for the NDOR Sales Tax templates which must be completed and submitted by 10:00 am on the day prior to the transfer.
|What is involved in mapping a user?|
After the assignment of the Funds Transfer role to a user, the agency admin must map the user. This involves several steps: The user must be:
1. Mapped to the accounts he/she will be have access to (associated with templates)
2. Set transaction limits (maximum amounts that can be initiated or authorized) (limit for each)
3. Mapped to authorizers / initiators
|Why are accounts mapped?|
After a user is granted the Funds Transfer role, he/she must be mapped to the accounts for which he/she can initiate/authorize electronic warrants. Although CB$ displays all of an agency’s accounts during the mapping process (i.e., disbursing accounts, STIF accounts, budget codes, CIT accounts), the user should only map disbursing and/or STIF accounts, as these are the only two types of accounts that are associated with electronic warrants. Even though a user is mapped to an account, if DST has not set up a template associated with that particular account, the user will not be able to initiate an electronic warrant against the account. If a template has been set up for an account, but the user has not been mapped to the account, the user will not be able to access the template.
|Why are transaction limits set?|
After a user is granted the role of Funds Transfer, the agency Admin must determine the maximum amount of a transaction he/she can, both initiate and authorize. If desired, the maximum amounts for initiating and authorizing can be different. While the maximum limit that can be set is $999 million, it is recommended that each user be assigned a limit that is appropriate for the type of transaction he/she will be initiating and/or authorizing. The maximum transaction limit is assigned to the user, not to a specific template.
|Why does a user have to be mapped to other users?|
Since a user cannot authorize his/her own initiated transaction, there must be at least two user IDs to complete a transaction. CB$ requires the mapping of which users can authorize the transactions for a particular initiator, and vice-versa.
| Category : Electronic Warrant - Template Numbers (2)
|How will the Funds Transfer templates be utitlized?|
For each repetitive payment made via Funds Transfer, a template number must be assigned by DST. A template number has the following elements associated with it:
• Agency ID (7-character on CB$)
• Source Account (Disbursing or STIF account to debit)
• Beneficiary Bank / Agency (Name of bank in case of wire transfer; Agency name in case of an account transfer)
• Bank’s 9-digit transit-routing number in case of wire transfer; or Designation account number in case of agency transfer.
• Payment Details – Brief description of the payment
• Originator Beneficiary Information (OBI)
• On CB$, the transit-routing number will be displayed, while the OBI will continue to not be displayed. The OBI is included with each wire, as specified on the Payment Preauthorization Form submitted by the agency.
|Will Payment Preauthorization Forms still be utilized?|
For each repetitive payment an agency desires to be set up, the agency must complete a “Payment Preauthorization Form.” DST will assign the payment a unique template number. The template number will be set up on CB$, providing the agency the ability to retrieve a blank template and initiate payments. All forms are to be signed by the agency’s chief fiscal officer. The Payment Preauthorization Form has been revised to accommodate CB$.
| Category : NCDOR (10)
|Can a weekend or holiday date be entered as an effective date?|
Since this NCDOR tax transaction is an automatic authorization in the core banking system if the effective date is entered as a weekend or holiday date, then the item may be accepted and post on the first business day after the weekend or holiday.
|Can the E-500 - Sales and Use Tax Return be filed online?|
Yes, continue to pay through Core Banking and electronically file your E-500 – Sales & Use Tax Return and accompanying schedules by visiting NCDOR’s website at http://www.dornc.com/electronic/salesanduse.html
. You can select the “File E-500 online and pay by Electronic Funds Transfer (EFT) or by Core Banking System (CB$)” filing option.
|Should a tax return still be filed?|
That depends on the type of tax.
For withholding tax the forms NC-5P or NC-5 will not be required once the payment is made through this method. You will continue to file Forms NC-3, NC-3M, or NC-3A, Employer’s Annual Reconciliation of North Carolina Income Tax Withheld. Semi-weekly filers must also file Form NC-5Q, Quarterly Income Tax Withholding Return.
For sales & use tax the E-500 – Sales & Use Tax Return must be filed by the due date. For semimonthly and monthly filing frequency the due date is 20thday of the following month. For quarterly filing frequency the due date is the on the last day of January, April, July, and October for the preceding three month period.
|What are the mandatory elements to be keyed when initiating a Funds Transfers template for NCDOR withholding tax or sales & use tax?|
The following elements are mandatory:
• Template ID (Please see the section titled Template Number)
• Effective date (mm/dd/yyyy)
• Transfer amount
• Agency Contact
• Remitting Agency Tax ID No (NCDOR assigned tax account number for withholding tax or sales & use tax)
• Payment Tax Type Code (Use code specific to the type of tax and the agencies filing frequency)
• Payment Period End Date (mm/dd/yyyy) (The ending date for the withholding tax or sales & use tax period end)
Reminder: A tax return may also be due. Please see “Should a tax return be filed?”
|What are the rules for effective date?|
The effective date for an NCDOR tax payment must be at least one day greater than the current date. Only future-dated transactions can be initiated and authorized. The effective date cannot be more than 60 days in the future.
|What is the deadline for submitting an NCDOR Tax Payment?|
The deadline is 4:00 p.m. the day before the tax payment is due.
|What is the Payment Period End Date?|
The payment period end date is used to identify the period the payment covers. The format is MM/DD/YYYY (MM-Month, DD-Day, YYYY-Year). This date cannot be greater than the effective date.
Listed below are explanations of the valid tax period end dates.
• Semi-weekly Withholding Tax - The date the wages are paid to the employees.
• Monthly Withholding tax or Sales & Use Tax – The date must be the last day of the month for which the tax accrues.
• Quarterly Withholding tax or Sales & Use Tax – The date must be the last day of the calendar quarter for which the tax accrues.
• Semi-monthly Sales & Use Tax – The date must be the last day of the month for which the tax accrues. This would be true for both payments whether the due date is the 15th or the last day of the month.
|What is the Payment Tax Type Code?|
The payment tax type code is how NCDOR determines the type of tax (withholding tax or sales & use tax) to apply the payment. The type of tax and the filing frequency your agency is assigned determines this code.
The Payment Tax Type Codes are-
• 01101 – Semi-weekly Withholding Tax
• 01102 – Monthly Withholding Tax
• 01103 – Quarterly Withholding Tax
• 04109 – Quarterly Sales & Use Tax
• 04111 – Monthly Sales & Use Tax
• 04120 – Semi-monthly Sales & Use Tax
|What is the Remitting Agency Tax ID No?|
This is the Agency’s withholding tax or sales & use tax account number. It is a nine-digit number assigned to your Agency by the NCDOR.
|Why is contact information required?|
In the event there is a question about the payment the NCDOR EFT staff will know whom to contact. Timing is very important in correcting any errors that may occur on these transactions. Correct posting is very important to both NCDOR and the agency making the payment, so the contact information should include the name(s) and phone number(s) of persons that can assist in answering questions about the payment. Please restrict characters entered to alphabetic characters (A through Z), numeric characters (0 through 9), and these special characters: dash, parentheses, comma, and the period.