Resources
Users may assign an “Alternate” (Preparer, Examiner, or Approver) in the Recon@UVA system to facilitate reconciliation. Alternates must be knowledgeable of the relevant policies, procedures, and guidelines for reconciling departmental records. The assignment of an alternate does not alleviate the fiscal responsibility of the Person of Record.
NOTE: Reconcilers can only assign an alternate role for the position in which they are listed as the Person of Record. In other words, a Preparer will only be able to assign an Alternate Preparer and cannot assign an Alternate Approver on their
As you are working on reconciling the revenue in the General Ledger, it can be helpful to know some background information about the General Ledger and Depositing. If you aren't the person who processes the revenue and you haven't completed the GL - Working in the General Ledger class in Workday Learning, I recommend that you complete that training. It will help you better understand the information of the reports you will be reviewing as part of the GL reconciliation process.
- GL String
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Entity
The GL String's Entity segment is the balancing segment in
See a full listing of Award Prefixes here: https://fro.vpfinance.virginia.edu/processing/all
See a full listing of School / Unit Prefixes here: Fiscal Officer Resource
Acronym | Meaning |
---|---|
AP |
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AR |
|
BBA |
Budget Balance Available |
BCS |
|
CC |
Credit Card |
ESHARP |
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ETF |
|
EVA |
What is a Revenue Parent?
- A Revenue Parent is a combination of Revenue Projects that has a project number beginning with the characters "RP" in the Integrated System.
- All the Revenue Projects in a Revenue Parents have a like purpose
- It is used for reporting purposes
- Revenue is not deposited into the RP
How do I find Revenue/Expenditure Project Associations?
- Integrated System (Oracle)
- Must have the Award Manager responsibility
- GM Award Manager -> Grants Accounting -> Awards ->Enter Award Number
- University Business
How do I check to see if the Fund Source and Entity Code are correct for my project?
- Check the Award Purpose Code in the UBI GA Reference Module in the A-P-T tab. The first four digits are the Fund Source that is to be used with that project and the last two digits are the entity code.
What do I do if I find an error?
- Contact the person that entered the journal. You should be able to find their computing ID in the JE Batch Name.
What should I do if there is a deficit in my Cash Balance?
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If you are the Preparer - bring the deficit to the Approver's attention.
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If you are the Approver - make arrangements to resolve the deficit.
How do I request an authorized cash deficit?
- Requests for cash deficit authorizations must be made in writing to the Treasurer and must be signed by the appropriate Dean or Vice President. Authorization(s) for cash deficits will be granted, in writing, by the Treasurer.
How do I certify if a report doesn't pull in the GL Details Recon module?
- If a report doesn't pull, this means your project had no current period activity, however, you must review the project's GL Cash Balance. In order to certify, you must print the GL Cash Balance Summary. The Preparer and the Approver should sign and date the printed GL Cash Balance Summary report.
What documentation am I required to keep?
- Departments and activities must maintain files that are sufficient to support the accuracy and completeness of data entered into the financial modules of the University’s
Who is the GL Approver the Project Approver or the Project Manager?
- Either - The unit can chose either the Project Approver or the Project Manager to approve the GL reconciliations. However, if the Project Manager is also the Fiscal Contact then the Project Approver will have to approve the GL Reconciliation.
How can I be assigned as a Preparer or Approver?
- In order to be the Preparer or Approver of record, you must be listed as a Key Member in the Integrated System, specifically the Fiscal Contact (Preparer) or the Project Approver/Project Manager (Approver). If you need to make
What access do I need to reconcile GL projects?
- You will need access to UBI to complete the General Ledger reconciliation procedure. If you do not already have access to the finance modules in UBI, you can find more information on their website's Get Started section.
What reports are we required to review?
- GL Cash Balance Summary
- GL Details Recon
*See the GL Reconciliation Procedure for detailed instructions on how to find these reports
THE VICE PRESIDENT FOR FINANCE LEADS THE FOLLOWING REPORTING UNITS:
- Financial Operations, composed of
- Finance Outreach & Compliance
- Financial Planning & Analysis
- Office of the Treasurer, composed of
FAQs regarding COVID-19 and Financial Operations
Please review the following details of UVA Finance operations regarding COVID-19.
Refer to UVA's Comprehensive information regarding the coronavirus and the University's operational state: https://coronavirus.virginia.edu/
Accounts Receivable
- Has UVA made any changes to its debt collection policies while operations are disrupted?
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A: All operations continue as normal while UVA employees are working remotely, including collection of outstanding debts. However, the University understands that these are stressful times. If you would
ARMICS is an initiative of the Department of Accounts (DOA) for all state agencies within the Commonwealth of Virginia. The primary purpose of ARMICS is to ensure fiscal accountability and safeguard the Commonwealth's assets.
The goal is to provide reasonable assurance of the integrity of all fiscal processes related to:
- Submission of transactions to the Commonwealth's general ledger
- Submission of deliverables required by financial statement directives
- Compliance with laws and regulations
- Stewardship over and safeguarding the Commonwealth's assets
Mila Demchynk Savage
Recon@UVA System Administrator
Danielle Hancock
Reconciliation Training Administrator
Stewart Craig
Functional Administrator for Sponsored Projects
Augie Maurelli
Functional Administrator for Non-Sponsored Projects
Gift cards must be purchased either through the UVA Marketplace or using a Travel and Expense Card. University employees are not allowed to purchase gift cards with personal funds and seek reimbursement. Gift cards are taxable at any amount. Please use expense tile Gifts Non-Employee or Employee Award Taxable (whichever is appropriate) no matter the amount of the gift card. For Medical Center Employees who are being reimbursed, please use expenditure type Gifts Non-Employee.