Maryland Courts

Messages from Tammy Sitar

Update: April 12, 2015

ALL:
Internal Audit Website – Please be sure to review the Internal Audit website for recently published documents and guidance.  Included under the Resources Tab are many checklists that could be very useful to operations within the courts.  In addition, the Department has also started a new initiative of Statewide Conference calls, some topics of which may apply to GEARS.  Please check with the Internal Audit Department for further details. 

  • Recent Audit Recommendations for Circuit Courts
  • Circuit Court Monthly Checklist
  • Circuit Court UCS Accounting Module Checklist
  • Operations Checklist
  • Drug Court Operations Checklist

Security Role Queries – An additional new security query has been created which can be run based on PCA.  Both queries display GEARS user roles and have the option to include “locked accounts” in the results.  A locked account is a User ID account that has been made inactive.  Please review these queries on a regular basis to ensure that staff have the appropriate roles for their work functions.

  • AOC_SECTY_USERS_BY_RULE, i.e. JUD01, AOC_HR
  • AOC_SECTY_USERS_BY_PCA, i.e. 60091, C0300

Subject Matter Experts – Please review the most recent Subject Matter Expert (SME) listing found on the GEARS site.  These people have agreed to be available for assistance.  Please feel free to contact them.

Tip Sheets – Please note the below Tip Sheets have been added or revised since the last GEARS update:

Training – Please review the training schedule that can be found on our GEARS site.  The classes will repeat one more time in May and then training will not resume until the fall.  The remaining P-card classes have been canceled, as the document has been revised and provides sufficient information to complete the required processes.

COMMITMENT CONTROL (KK) and GENERAL LEDGER (GL):

Chartfield Value Sets – In running the KK Budget Overview and GL Ledger Inquiry, the user may select specific accounts for their data inquiry or Chartfield Value Sets may be used.  Value sets are created and controlled at the GEARS Team level. The below value sets have been created and are available for use.

  • EXPENDITURES – This set includes all accounts designated as expense accounts, 0100 through 1446 (including payroll accounts).
  • EXP.FIELD.BUDGETED – This set includes accounts 0102, 0201, and 0301 through 1446.  These specified accounts are budgeted and controlled by the local court or department.
  • REV_EXP_ACCT – This set includes all accounts that have been designated as revenue or expense; expenses 0101 through 1446, and revenue 3012 through 9743.
  • REVENUE_ACCT – This set includes all accounts designated as revenue accounts, 3012 through 9743.

ORDER TO CASH:

New Bill Type – JDP – Adjustment Deposit Amount.  A new bill type has been created for use as a POST FAR ADJUSTMENT and the OTC User Guide has been updated.  Using the Guide as a reference, this new bill type should be used when there is an issue that falls under the Scenario 1 description, in which the dollar amount of the actual deposit did not equal the FAR Report but the Single Action Invoice process has already been completed.  Issues that fall under Scenario 2 should continue to utilize a Bill Type of JAD – Adjustment - Other.  As always, please continue to enter an audit note explaining why a JDP or JAD bill adjustment was required and other pertinent information, such as receipt number, Treasury Code, deposit date, etc.

Copy a Single Bill Feature – This feature has been slightly modified to restrict the copying of a bill from a previous fiscal year.  If a user attempts to copy a bill from 6/30/14 or earlier, the system will not find any bills for selection to copy.  This was required because the wrong earlier appropriation year was also defaulting in (in our example AY14) and users were not making the correction to the year (example AY15).  The instructions in the OTC User Guide have been updated to reflect this enhancement.

New Query – AOC_AR_AP_REFUND – This new query will provide a listing of Local Revenue Bills processed per the date range selected and will also display the GAD Check Date and Check Number, as applicable.  If these columns are blank, GAD has not issued the payment at the time of running the query.  

Request Refund Item Page – The last step in the Local Revenue Disbursement process requires the Request Refund Item process to be completed.  There is a checkbox on this page which is required to be checked in order for the process to send the Refund worksheets to Accounts Payable for processing.  An enhancement has been added that will automatically default the box as checked, when a new Run Control Id is created.  The OTC Guide will be modified for this, but users with a previously established run control should already have the box selected. 

Return of funds to CCU and P&P STARS Processing – Please note the below clarification on the return of funds process. 

  • Circuit Court: 
    •  P&P – Parole and Probation
      • Please enter any received overpayments or mis-directed payments that need to be returned to P&P in UCS as a 0190 Stars Refund. 
      • Run the STARS FAR Report in GEARS.
      • Complete a Return of Funds P&P accounting form (old 120 form) making sure the case information is included on the form.
      • Email to the Judiciary Finance Revenue Circuit Court, the Return of Funds P&P accounting form, the STARS FAR Report(s) and the UCS Report(s). 
      • Email P&P a copy of the Return of Funds P&P accounting form with the case information to notify them of pending money.
    • CCU – Central Collection Unit
      • Please enter any received overpayments or mis-directed payments that need to be sent back to CCU in UCS as a 1903 Stars Refund. 
      • Run the STARS FAR Report in GEARS.
      • Complete a Return of Funds CCU accounting form (old 120 form) making sure the case information is included on the form.
      • Email to the Judiciary Finance Revenue Circuit Court, the Return of Funds CCU accounting form, the STARS FAR Report(s) and the UCS Report(s). 
      • Email CCU the Return of Funds CCU accounting form with the case information to notify them of pending money.
  • District Court: 
    •  P&P – Parole and Probation
      • Please enter any received overpayments or mis-directed payments that need to be sent back to P&P on the Return of Funds P&P accounting form (old 120 form) making sure the case information is included on the form.
      • Email to the Judiciary Finance Revenue District Court, the Return of Funds P&P accounting form. 
      • Email P&P the Return of Funds P&P accounting form with the case information to notify them of pending money.
    • CCU – Central Collection Unit
      • Please enter any received overpayments or mis-directed payments that need to be sent back to CCU on the Return of Funds CCU accounting form (old 120 form) making sure the case information is included on the form.
      • Email to the Judiciary Finance Revenue District Court, the Return of Funds CCU accounting form. 
      • Email CCU the Return of Funds CCU accounting form with the case information to notify them of pending money.

OTC User Guide Appendix – The Appendix section of the OTC User Guide has been updated to now include a Table of Contents and 3 new subjects. 

  • How to Look Up a Charge Code
  • How to Copy a Single Bill
  • Central Collection Unit (CCU) adjustments – This is for DISTRICT COURT ONLY.  This is new training material and since February, it has been included in the training to all District Courts that have gone live on GEARS.  Some courts may already be following this process, but if not, the recommendation is to begin performing this during your monthly procedures.  As usual, please enter a Helpdesk ticket if should you need assistance or have any questions. 

PROCURE TO PAY:

Voucher Activity Report – This report has been enhanced to display the vendor name as well.  The report displays vouchers associated with a PCA, account and range of accounting dates.  Below is the navigation to run the report.
Menu row in Voucher Activity Report

 

Thank you,
Tammy

Tammy Sitar, CPA
Maryland Judiciary
Deputy Director Budget and Finance
GEARS, Project Director
580 Taylor Avenue, Bldg A-4
Annapolis, MD  21401
410-260-1419
410-260-1290 Fax
tammy.sitar@mdcourts.gov