The new statewide accounting system (NCFS) went live across the entire state, on October 10, 2023.
The launch went relatively well, overall. However, there are some issues that came up and which IDS wishes to address.
These items affect all attorneys who do indigent defense work.
ITEM 1: UPDATED LINK TO THE NEW DIRECT DEPOSIT FORM
The initial email to PAC provided a “bad” link to the form that NCFS requires for ePay. As of October 10—the NCFS launch date—IDS can no longer process these “old” direct deposit forms. And any information captured and sent to IDS on the “old” form is not usable. (This is because as of October 10, all ePay requests can only be processed through the OSC.) The links have been repaired.
Here is what you need to know: If you “used” the old form (on or after October 10), and sent it to IDS, you will receive a paper check unless and until you fill out the “new” form and it gets processed through Office of the State Controller (OSC). Because ePay must now be processed through the OSC, all “old” forms sent to IDS for processing will be shredded as they are unusable. We sincerely apologize for this inconvenience.
Attorneys who are receiving direct deposit presently do not need to take any additional action at this point.
Please use this link for the correct Direct Deposit/ePay form. *The Supplier/Employee Payee form MUST be emailed to firstname.lastname@example.org. Please allow at least 30 days to process.
ITEM 2: REMITTANCE AUTO-EMAILS
IDS is aware that some attorneys are not receiving the customary email notices of direct deposit. Some remittance messages may be going to SPAM, but others just may not have been generated.
Here’s what you need to know: This is an issue with the new statewide financial system and the OSC. IDS does not generate or send remittance notices. You should contact email@example.com to request an explanation and resolution of the issue.
ITEM 3: THE DROPPING OF CLIENT NAMES FROM REMITTANCE NOTICES
Another unexpected / unintended consequence of the North Carolina state government’s switch to NCFS was the “dropping” of client names from the remittance emails that DID go out.
Here’s what you need to know: Only paper checks will include the client names; at this time, the remittance notices generated through OSC for ePayments are not configured to include the client names. IDS Fiscal staff are working directly with the OSC to resolve this issue. We will keep you informed of any new developments.
ITEM 4: POLICIES/PROCEDURES FOR REQUESTING OUT-OF-COURT TRANSLATION/INTERPRETATION SERVICES, AS WELL AS TRANSCRIPTIONIST SERVICES
If an appointed attorney does not go through the required procedures for obtaining a translator or transcriptionist, the attorney may be invoiced at a rate that is above what the state is authorized to pay. Here’s what you need to know: To prevent being billed at a rate higher than what the state is authorized to pay, please use the IDS guidelines and instructions for requesting these services, which are located on the IDS website:
If you have any questions, please call the IDS Fiscal Department at 919-890-2188. Or send an email to:
Aaron Gallagher, Chief Fiscal Officer, at Aaron.M.Gallagher@nccourts.org
Chad Boykin, Assistant General Counsel, at Chadwick.E.Boykin@nccourts.org
Shannon Simmons, Accounts Payable Manager, at Shannon.J.Simmons2@nccourts.org