KFS Check Reconciliation Procedures

The KFS check reconciliation (or clearance) process is comprised of two parts:

1. Reconciliation/clearance of checks produced internally by KFS/PDP.
2. Reconciliation/clearance of checks produced by external systems; in UConn's case, by the Student Financials (SF) system.

Batch jobs/processes for these two check types are as follows:

1. KFS internal checks (PDP - Bank 15):
   1. Check Reconciliation Bank Upload (online screen and batch)
2. External system checks (SF - Bank 01):
   1. ExternalCheckReconciliationJob (batch only)
   2. Check Reconciliation Bank Upload (online screen and batch)

Inputs to these two processes are as follows:

1. KFS internal checks:
   1. Monthly BOA cleared check file – Bank 15
2. External system checks:
   1. Monthly file of checks produced by the external system
   2. Monthly BOA cleared check file – Bank 01

Output reports from these two processes are as follows:

1. KFS internal checks:
   1. 'Bank Check Reconciliation Batch Upload Report' showing: new PDP payments, checks inserted, and checks updated (cleared). Report is e-mailed by KFS job.
2. External system checks:
   1. 'External Check Reconciliation Batch Upload Report File' showing: checks inserted, checks voided, and checks with an invalid bank code. Report is e-mailed by KFS job.
   2. 'Bank Check Reconciliation Batch Upload Report' showing: new PDP payments, checks inserted, and checks updated (cleared). Report is e-mailed by KFS job.

KFS Check Reconciliation Procedures:

Finance Systems is responsible for these procedures which would normally be performed monthly. These procedures should be completed first for internal checks; all procedures should be completed on the same day.

1. KFS internal checks (PDP):
   1. Retrieve BOA check file for Bank 15 and other FRS Memo Banks (04, 16, 17, 18).
   2. Run FRS batch job J9615S95 to reformat bank transactions into FRS format.
   3. Run FRS batch job(s) to process file against FRS check table.
   4. Run KFS Check Reconciliation Bank Upload (online screen and batch).
   5. Notify Accounting management and staff that these procedures have been completed.
2. External system checks (Student Admin):
   1. Request that Student Financials staff produce monthly check file (SQR=UCSFOUTC).
   2. Run KFS batch file transfer job: PRD-KFS-StudentRefundChecksFromPSOFTtoKFS.
   3. Run KFS batch job: PRD-KFS-externalCheckReconciliationJob.
   4. Retrieve BOA check file for Bank 01.
   5. Run FRS batch job J9615S80 to reformat bank transactions into FRS format.
   6. Run FRS batch job(s) to process file against FRS check table.
   7. Run KFS Check Reconciliation Bank Upload (online screen and batch).
   8. Notify Accounting management and staff that these procedures have been completed.

FRS Check Reconciliation Jobs:

 
Finance Systems is responsible for running these jobs on request from UITS Scheduling.

1. FRS Check Reconciliation job descriptions can be found in the following document 
   1. FRS Bank Reconciliation Jobs

KFS Check Reconciliation Jobs and File Formats:

 
 Finance Systems is responsible for running these jobs either online or on request from UITS Scheduling.

1. The PRD-KFS-externalCheckReconciliationJob file format description can be found in the following document: 
   1. KFS-External Check Load File Update Format
2. The KFS Check Reconciliation BOA Bank Upload (online screen and batch) file format description can be found in the following document:
   1. KFS-BOA Bank File Check Status Update Format