252.SCH: Uncashed Check –Fund Extract
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Last Updated: 10/05/2009
Pennsylvania state law requires organizations such as the University of Pennsylvania to report and remit to the state any
unclaimed property at the end of its dormancy period. The state is responsible for holding the property until claimed by the
rightful owner. Dormancy periods vary based on the type of unclaimed property. For non-payroll checks the dormancy
period is five years. After five years, the University remits payment for the uncashed check to the State of Pennsylvania
and any subsequent attempt by the payee to recover the funds must be made to the State, not the University of
Pennsylvania. The Comptroller’s Office has oversight responsibility for the unclaimed property process and for reporting
unclaimed property to the state.
However, because the Schools and Centers have established relationships with the vendors, employees, and students,
they are responsible for performing due diligence on any uncashed non-payroll checks. This includes following up with
the appropriate payee to ensure that the check is cashed or a new check is issued. This extract can be used to aid the
school/center in this process. The extract provides data on uncashed checks to allow schools/centers to proactively
monitor uncashed checks for a given fund. Electronic, wire, voided, and payments previously remitted to the state are not
included in this extract.
This extract can be run from the GL Reporting (Secured) responsibility.
Sort Order:
None
Parameters:
Fund
Fund number is the only parameter. You may run the report for multiple funds by separating each fund
number by a comma (no spaces).
This report will not produce output for fund 000000 or 000011. If you need to report on either of those
funds please run the 250.SCH: Uncashed Check = Fund Extract from Sr. BA Responsibility.
File Layout:
From left to right, the columns provide the following information:
Column #
Column Heading
1
Check Number
2
Check Amount
3
Check Date
4
Check Stale Date
1
5
Invoice Number
6
Invoice Amount
7
Invoice Date
8
Invoice Description
9
Invoice Line Amount
10
Invoice Line Code Combination
11
Vendor Name
12
Vendor Number
13
Vendor Type
14
Vendor Status
15
Vendor Site Code
16
Address Line 1
17
Address Line 2
18
Address Line 3
19
City
20
State
21
Zip Code
The report will have one row for each Invoice Line that is paid on the uncashed check.
To View the Report:
Once the report completes, from the Requests window, click the View Output button.
From the Toolbar select, Tools > Copy File
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The report output file will open in your browser.
From the toolbar select, File > Save As
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Select the location on your desktop where you want the file to be saved.
Enter a filename and click Save
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Open MS Excel and from the toolbar select, File > Open
Navigate to the directory location where you saved the report in the previous step.
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In the field that is labeled ‘Files of type’ click the dropdown box and select ‘Text Files’.
Single click the report that you saved in the previous step and click Open.
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You will now be prompted to import the file using the Excel Import Wizard. In Step 1, in the Original data type region
select the ‘Delimited’ radio button and click the Next button
In Step 2, in the Delimiters region check the ‘Tab’ checkbox.
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In Step 3, you must select the data format for each column. The default of ‘General’ can be selected for each column
except for the columns specified below. For these columns select a Column data format of ‘Text’. To select ‘Text’ click in
the column that should be changed and click the Text radio button. Repeat for each column that should be changed to
‘Text’.
The column data formats that should be changed to ‘Text’ are:
Check Number
Check Date
Check Stale Date
Invoice Number
Invoice Date
Invoice Line Code Combination
Address Line1
Address Line2
Address Line3
Zip Code
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Click Finish to import the data into Excel.
Save the file as an Excel document. Click File > Save As. Enter the name of the file and change the format from .txt to
.xls. Click Save.
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Proceed with formatting the data in Excel to meet your requirements.
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* It may be helpful to identify uncashed checks in your CNAC that paid invoice(s) with multiple ORGs. Identifying any
checks of this type will allow you to notify the individuals responsible for each ORG and to have them determine the action
that needs to be taken for the given check. To identify any of these checks you may want to utilize the Subtotal function in
Excel. By subtotaling on Check Number you can easily identify uncashed checks that have either multiple invoices or
single invoices with multiple distributions.
Uncashed check with multiple invoices or
single invoice with multiple distributions
Uncashed check with multiple invoices or
single invoice with multiple distributions
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