TOP OF HELP DOCUMENTATION

REPORTER Business Services, Support and Contact

Financial Admin Help Documentation

Table of Contents:

About REPORTER

REPORTER Business Services

REPORTER Business Services Contact & Support

REPORTER Business Operations

REPORTER Support Structure

College/Division Business Office

Segregation of Duties

About REPORTER

REPORTER  is a cross university solution for tracking, managing, and reporting non-degree credit activities. It allows groups, such as those in external outreach and required training, to measure their impact across the university and beyond. Participants can use REPORTER to view and register for non-degree courses or events at NC State, and maintain a history of the courses they have taken.

REPORTER Business Services

(Click to view the REPORTER Business Services Model)

REPORTER Business Services will provide general business services in support of the REPORTER registration system. These services include client billing for use of registration system, refund processing, general overall reporting of system business activities, requests for REPORTER financial access, College/Division Business Officer training, and business unit onboarding.

REPORTER Business Services will build and maintain customer satisfaction to the highest standard, focusing on units’ business results:

• Approaching all situations with honesty and integrity
• Exploring options when unable to deliver a requested service
• Providing business units with status reports and solution progress updates
• Quickly and effectively solving customer problems

REPORTER Business Services Contact & Support

REPORTER Business Services

• REPORTERbusinessservices@ncsu.edu 
• Voice: 919.515.4362

• Department Business Units are the first point of contact for all client questions and participant relations.
• REPORTER Business Services provides REPORTER business unit support services only:

• General transactional and business questions related to the registration system
• Refunds and refunds processing
• POS Terminal use requests for REPORTER registrations
• Credit card company inquiries
• System usage billing
• REPORTER Financial role access
• Questions concerning product features and business unit practices
• College/Division Business Officer training and support
• Coordinating with NC State’s Help Desk, assist business users with reporting requests and registration questions
• Business unit onboarding 
• Contribute to REPORTER Help and Community  website, Community The site is a news, information, and collaboration portal for the platform's stakeholders throughout NC State University

REPORTER Support Structure

College/Division Business Office

• Business units onboarded, or thinking of onboarding, to REPORTER for their non-credit registrations should discuss their business processes and practices and REPORTER’s functionality with their college or division business office.  REPORTER Business Services will then work with both the business unit and college or division business office through the onboarding process.  Units may find that their business practices may need to be refreshed and processes and procedures standardized to ensure practices are efficient and effective and mitigate risk.  

Segregation of Duties

• Business units handling credit or debit card transactions must segregate, to the extent possible, all duties related to data processing and storage of credit card information. A system of checks and balances should be put in place in which tasks are performed by different individuals in order to assure adequate controls.
• One person cannot hold all these positions:

• User access to REPORTER storefront to set up and approve course/instance cancellation and refund policies, chartfield information, discounts and course price (Department Business Officer (4-digit OUC level); REPORTER ROLE: FINANCIAL ADMIN)
• User processing orders (takes payments):  Department Account Technician (4-digit OUC level); REPORTER ROLE: FINANCIAL ADMIN
• User requests dropped course/event refunds: Department Account Technician (4-digit OUC level); REPORTER ROLE: FINANCIAL ADMIN or Course Administrator (4-digit OUC level); REPORTER ROLE: Course Administrator/Program Administrator
• User authorizes overpayment refunds requests: Department Business Officer (4-digit OUC level); REPORTER ROLE: FINANCIAL ADMIN
• User processing refunds: This role is managed by the REPORTER Business Services Office; REPORTER ROLE: FINANCIAL LIAISON
• Reconciles REPORTER reports with WRS:

• Payments and refunds processed in REPORTER:  Department Account Technician and Department Business Officer reviews
• Approves journal for reconciliation to post to financials: College Business Office; REPORTER ROLE: College Division Business Officer
• REPORTER Business Services manages the REPORTER Revenue Clearing Project (994005) for all non-credit registration revenue. This will include all unidentified checks for registrations and credit card receipts. Each month the revenues will be moved to the appropriate projects throughout campus (or active campus REPORTER clients). REPORTER only uses a single merchant ID for credit card transactions.
• REPORTER Business Services manages the REPORTER Merchant Fees Clearing Project (385756). Merchant fees/banking fees are billed separately and will be charged to campus departments to cover the cost of electronic payment process.  This clearing account will be managed by REPORTER Business Services for incoming transaction maintenance and other related fees and charges associated with REPORTER activities.  RCF Sub

• Business units may combine the following roles:

• REPORTER storefront access
• REPORTER processing orders  
• REPORTER refunds processing is managed by REPORTER Business Services