Recon@UVA Roles & Workflows

In Recon@UVA, roles are used to restrict users' access to data and identify one's position in the reconciliation workflow.  For each project, the following roles are used:

• Preparer:  The person responsible for the detailed reconciliation, including maintenance of source documents to verify all transactions are legitimate.  This role is known as the “Fiscal Contact” in the Integrated System and is a required role in the Recon@UVA system.

• Examiner:  The person responsible for examining and verifying the work of the Preparer prior to final approval.  This is an optional role in the reconciliation process and can be assigned in the Integrated System.

• Approver:  The person who has fiduciary responsibility and the appropriate knowledge and authority to authorize reconciliations.  This is a required role in the Recon@UVA system and must be assigned on any Non-Sponsored Project in the Integrated System.

  • Principal Investigator (PI):  The person responsible for program and budgetary management of a grant or contract.  This role is only assigned on Sponsored Projects and will serve as the “Approver” in the Recon@UVA system.

• Fiscal Officer:  The person responsible for verifying that expenditures for the assigned Project-Award combinations adhere to the University Policies and Procedures.  He/she will receive notification if reconciliations are not completed within 30 days of the due date.  This role is assigned in the Integrated System and provides viewer access to monitor activity in Recon@UVA.

• Vice President/Dean:  The person notified when their unit’s accounts have not been reconciled within 60 days.  This list is maintained by the Recon@UVA system administrator and provides viewer access to monitor activity.

A reconciler can hold multiple roles on a project, but the same individual cannot be assigned as both for any project.

Enter the project (or award) number in the appropriate filter on the Role Assignment Report in Recon@UVA. 

• Expand the grid to display alternates by clicking the small gray arrow at the far left of the report.

Enter your Org number (or MBU or Department) in the appropriate filter on the Role Assignment Report in Recon@UVA.

The IS requires a person to be an active employee as of the project end-date, not just active on the date you want the role to start.  You will need to find a substitute to cover the gap until the “newer” employee’s hire date since the replacement will have to have been an active employee as of the project’s end-date.

Enter your name and userID in the Reconciler filter on the Role Assignment Report in Recon@UVA.

Check to see if you are assigned a role on the project(s) by access the Role Assignment Report in Recon@UVA. 

• Enter you name and userID in the Reconciler filter to display the lists of projects.

• The Fiscal Officer is notified when a project is not reconciled within 30 days (about a month overdue from the due date). 
• The Dean or Vice President is notified when a project is not reconciled within 60 days (about two months overdue from the due date).
  • Read more about our System Generated Emails.

No.  Role changes are made in the Integrated System by a Role Manager.

UVA GM Role Manager is a responsibility in the Grants Accounting (GA) module that can change Key Member roles in the Integrated System.

Find your unit's Role Manager here. 

Email the request to your Role Manager.

• Please use the Key Member Change Instructions to facilitate this process.