Processing Auxiliary Funds:  State and Local (LA/SA)

 

1. Deposit to Revenue Project (GL)

What 

Who

When

How  Do I

Receive & Deposit Revenue

A.   Direct Deposit to Bank

B.    Credit Card Deposits to bank

C.    Deposit to Cashier’s Office

Department

Within 24 business hours of receipt once $200 is received.

A) Preparation of Direct Bank Deposits and manual journal entry   

(B) Creating a GL Journal Entry

(C) Preparation of a University Cashier’s Office Deposits

If an appropriate revenue account does not exist, see: Creating and Revising A Project

Create manual journal entries

(A) Department

(B) Department

(C) Cashier’s Office

Daily or when deposits are made.

(A & B)  Creating manual journal entry instructions are included in the corresponding “Receive and Deposit Revenue” hyperlinks above.

 

2. Install (allocate funds to) Awards (GA)

What 

Who

When

How  Do I

Install allocation to award

University Budget Office

budget@virginia.edu

At the beginning of the fiscal year as part of the annual BOV approved budget load.

 

Award Manager

After the beginning of the fiscal year, any adjustments to the installment are initiated as a result of an ICOM submission initiated by the Award Manager.

ICOM Request Form

If an appropriate award does not exist for this revenue, see Request for New Award procedure.

University Budget Office

budget@virginia.edu or approved School Budget Director

After receipt of ICOM.

 

3. Fund Projects (GA)

What 

Who

When

How Do I

Fund Projects

University Budget Office

budget@virginia.edu

At the beginning of the fiscal year as part of the annual BOV approved budget load.

 

Award Manager

After the beginning of the fiscal year, upon notification from the Budget Office or School's Budget Director that an ICOM has been processed.

  1. Modify Budgets and Funding

4. Create Budgets (GA)

What 

Who

When

How Do I

Budget award-project combination

University Budget Office

budget@virginia.edu

At the beginning of the fiscal year as part of the annual BOV approved budget load.

 

Award Manager

         or

Project Manager

(If the Award Manager so delegates.)

After the beginning of the fiscal year, when funding is complete.

A.   For projects linked to an award for the first time. Creating Award Budgets 

B.    For all existing Award/Projects links:

Modify Budgets and Funding

5. Manage Accounts (GL & GA)

What 

Who

When

How Do I

Monitor and reconcile expenditures

Preparer

All projects should be reviewed by the 15th calendar day of each month for the previous month’s activity, or as detailed in an alternate schedule approved by the University Comptroller and the Chief Audit Executive.

See Review Policy.

See GA Review Procedure.

For more information see Reconciliation Class.

Recon@

Or

Expenditure Detail by Project worksheet in the Discoverer workbook GA_Project Reconciliation Reports

Monitor budget to actual and projected expenditures at the award-project level

Preparer or

Examiner or

Approver

All projects should be reviewed by the 15th calendar day of each month for the previous month’s activity, or as detailed in an alternate schedule approved by the University Comptroller and the Chief Audit Executive.

See Review Policy.

See GA Review Procedure.

For more information see Reconciliation Class.

Recon@

Or

Expenditure Detail by Project worksheet in the Discoverer workbook GA_Project Reconciliation Reports

Monitor budget to actual and projected expenditures at the award level

Award  Manager

All awards should be reviewed by the 15th calendar day of each month for the previous month’s activity.

See Review Policy.

See GA Review Procedure.

For more information see Reconciliation Class.

Award BBA by Award Manager worksheet in the Discoverer workbook GA_Award Review Reports

OR

Award BBA by Expenditure Type worksheet in the Discoverer workbook GA_ Award Review Reports

Review and reconcile revenue deposits, revenue clearing and other general ledger transactions such as: AR, wire payments, cash transfers, ISIS collections, imputed interest postings, etc.

Revenue Project Manager

All Revenue Projects should be reviewed by the 15th calendar day of each month for the previous month’s activity, or as detailed in an alternate schedule approved by the University Comptroller and the Chief Audit Executive.

See Review Policy.

See GA Review Procedure.

For more information see Reconciliation Class.

GL Only Project Activity Detail worksheet in the Discoverer workbook GL_Revenue Reconciliation Reports

Monitor Cash Balance

Revenue Project Manager

All Revenue Projects should be reviewed by the 15th calendar day of each month for the previous month’s activity, or as detailed in an alternate schedule approved by the University Comptroller and the Chief Audit Executive.

See Review Policy.

See GA Review Procedure.

For more information see Reconciliation Class.

Cash Balance by Project worksheet in the Discoverer workbook GL_Revenue Reconciliation Reports

Verify and Troubleshoot as Needed (GL & GA)

What 

Who

When

How Do I

To verify installment changes made via ICOM request or as part of the initial fiscal year approved BOV budget load.

Award Manager

As needed

Installment Mods – State, Local, EI,DI,FI worksheet in the Discoverer workbook GA_Project Reconciliation Reports

1.     To determine if additional revenue is available to install on awards.

2.     To confirm project-to-date award installments are fully funded and budgeted.

3.     To determine project-to-date budget, expenses, and encumbrances for each award summarized by project.

4.     To determine project-to-date cash balance for a revenue project with expenditures summarized by project.

Revenue Project Manager

 Or

Award Manager

As needed

Installment vs Funding Report

worksheet in the Discoverer workbook GA_ Analysis Reports

1.     To confirm year-to-date award installments are fully funded and budgeted.

2.     To determine year-to-date budget, expenses, and encumbrances for each award summarized by project.

Award Manager

As needed

Installment vs Funding vs Budget vs Expenditure Report

worksheet in the Discoverer workbook GA_ Analysis Reports