KI0020 - The Continuous Audit Annual File process

Revised: Aug 19, 2004

Number: KI0020      Status: release 3.04

Use of the Edit Continuous Audit Temp Table and the Continuous Audit File/Report The Edit Continuous Audit Temp Table page does not provide access to Name and Soc Sec#. In order to correct either of these fields, users will have to modify the information on the file itself. Users who insert a row on this page will also find that while the employee name and social security # auto populates on screen, this information does not write to the table CA_IF_BOR. As a result, both the file and the report will display a blank name and SSN for the employee. The workaround is to manually update the file itself with the missing employee data prior to submission. The Edit Continuous Audit Temp Table page allows users to correct Jobcode on screen using a lookup. This field requires the full six digit code on screen, and does not truncate the code prior to writing it to the table CA_IF_BOR. As a result, both the file and the report will display a six digit jobcode for any employees who have been manually updated. The workaround for this is to either do the initial correction directly on the file, or to go into the file after correcting on screen and manually removing the last two digits of the jobcode for these employees. Any jobcodes over four characters on the file will trigger the State Auditors website validator to reject the file until corrected. Continuous Audit file names Currently, the annual process produces two files that use the incorrect fiscal year reference - the summary total file FXXXSAL03.txt and the submission file XXXSAL03.txt, where XXX is the institutional code. The files produced are for the correct fiscal year, even though the naming convention appears incorrect. A fix has been created and will go out with the next release.

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