The University of California at Santa Barbara (UCSB), a longtime user of the EZCheck laser check printing system from ACOM Solutions for both payroll and accounts payable, has replaced the system with ACOM's EZPayManager solution, the two organizations announced.
Switching to EZPayManager is expected to achieve greater security and flexibility, faster check printing, and significant savings on labor and post processing costs for the university. The announcement came from Lou Browdy, accounting office manager of computing support, and Sam Mikhail, ACOM vice president.
The university currently has approximately 1,000 full-time faculty members and a student body of 20,000. Payroll for the UCSB campus is processed at the University of California-Office of the President's (UCOP) data center in Oakland. The check print file from each compute arrives at UCSB's accounting office via FTP from UCOP. There are three check runs totaling about 2,000 checks per month, with the balance of employee payments paid by direct deposit.
Accounts payable files are generated locally, processed in a mainframe-resident Adabas database located on campus in Santa Barbara. The accounts payable requirement entails a range of 150--600 checks in daily check runs covering operating expenses, in addition to quarterly student payment runs averaging 4,000 checks.
Previously, the flat file-formatted check data went through several manual stages before entering the ACOM software for formatting and printing, Browdy said, but the adoption of EZPayManager has eliminated most manual activity. UCSB now uses an SQL database as an interim repository, accepting files from the local mainframe as well as the FTP downloads from the UCOP site. Feeding the check files into the ACOM software from the SQL database results in faster overall processing operations and eliminates the need for manual file conversion.
EZPayManager also enabled the campus to convert to self-sealing check stock, representing a major savings in time and labor otherwise required for post-processing and mailing.
"The EZChecks input file is identical to the file requirements for EZPayManager, so in implementing the new solution, ACOM's technical support staff created an automated conversion process, and now there is no manual activity involved," Browdy says. "Both payroll and accounts payable files move from their original sources to the on-campus SQL file server and then on to EZPayManager. All we have to do is drop the check file into the folder and it's ready to print."
About ACOM Solutions, Inc.
Now in its 25th year of business, ACOM Solutions, Inc. develops modular software systems for document output, document management, secure corporate payments, and B2B EDI/XML e-commerce applications, marketing them domestically and through overseas partners. Corporate headquarters are in Long Beach, California; System i Software Division headquarters are in Duluth, Georgia; and regional offices are located in several major U.S. cities.