July 2024 | News from the IFS Training Committee

Positive Pay Process

Positive Pay is a fraud prevention service offered by banks to protect against unauthorized check transactions. When a check is issued, its details (check number, date, and amount) are shared with the bank. As checks are presented for payment, the bank cross-references them with provided details, ensuring only authorized checks are processed.

Not all banks require/accept the same information. Contact your bank for file format requirements before submitting. Extract your check information to load into your bank.

• In IFS, select the MISCELLANEOUS tab at the top
• Click Positive Pay File on the left (you’ll need access to menu option 9200)
• Bank = Select applicable bank format

New Setup Tip: Try all bank formats from the dropdown. If none of the options provide the file format you need, a customized file could be created by submitting a “Direct Support” request with TriMin. This will be at the expense of the county requesting the custom report.

The generic file layout will require

• Warrant Dates
• Warrant Numbers (if all warrants within the selected date range are wanted, enter 0 through 9999999)
• Warrant Forms File (if all warrants forms are wanted, leave blank)

Additional fields are available with each blank selection. Again, know your bank’s requirements.

Click Download. The CSV file will be in your IFS inbox. Save your file and continue with your bank’s upload process.

Detailed documentation will be available in the TriMin portal in the future.

Did You Know?

The Check Reconciliation option in IFS allows you to reconcile or unreconcile warrants that have been processed in IFS and to upload checks into IFS (ie: Payroll) for reconciliation. You can upload and work with bank transactions that are not processed in IFS. You can also mark reconciled warrants to be removed from the list.

Here are just a few items IFSpi can help with!

• Bank Setup
• Unreconciled Warrants
• Uploading Warrants from Outside IFSpi
• Reconciled Warrants
• Bank Transactions
• Check Reconciliation Reports
• Purge Reconciled Checks

Additional information on Check Reconciliation can be found on TriMin’s website.

Contract Approved!

The TriMin contract amendment through 2027 was approved at the annual User Group meeting on June 3. Additions include GASB revisions, TriMin training, updated modernization hours, direct support for new entities, and fees through 2027. All counties are required to return the Board Ratification to MnCCC by September 6, 2024. The email sent on July 3 went to the IFS User Group on RSVP, so your county/agency may have received several copies. Please determine who will be responsible to bring the ratification to your board and return to MnCCC.

Year-End Training

Join us for specialized year-end training for all IFS Users on September 20 at the Resource Training & Solutions Center in Sartell, MN! This year’s training will cover 1099s and Year-End Prep/Best Practices. Registration is available on RSVP, so sign up to reserve your seat! $40 to attend, billed after session.

TriMin Customer Portal

Have you visited TriMin’s Customer Portal lately? They have been busy updating content, information, and user guides.

Login at TriMin Portal

If you do not have login access, submit a request to ifssupport@triminsystems.com

Resources

Training is available on-demand through IFSGolden.com and the TriMin Customer Portal

Have ideas for future training topics you’d like to see? Send a message to emily@mnccc.gov

Sign up for IFS User Group notifications at mnccc.gov/rsvp to receive future newsletter releases and stay tuned for our next edition!

For a PDF version of this quarter's newsletter, click here