What

Who

When

How Do I

Receive cash & initiate deposit to appropriate revenue project

Department

-- or --

Development Office 
(924-1402)

Depending on who received cash directly

Within 24 hours of receipt

Complete Gift Deposit Form and mail/hand deliver to Development Office. Gift Deposit Form

If an appropriate gift account does not exist, see: Creating New Gift Projects

Create manual journal entries

Development Office

Day of bank deposit or upon receipt of gift receipt form.

Install money on the award

Investment and Tax Services (ITS)

243-5512

Approximately mid-month for all deposits made the previous month.

Fund projects

Award Manager

Upon email notification from ITS that installments have been made.

Modify Budgets and Funding

1. Increase or first time (Steps 1-10)
2. Decrease (Steps 11-42)

Budget award-project combination

Award Manager

After Funding is completed.

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 (Steps 11-31)

Monitor and reconcile expenditures

Project Manager

All projects should be reviewed by the tenth (10) working day of each month for the previous month’s activity.

See Review Policy.
See GA Review Procedure.
For more information see:
Reconciliation Class.

FM Expenditure Detail by Project

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

Project  Manager

All projects should be reviewed by the tenth (10) working day of each month for the previous month’s activity.

See Review Policy.
See GA Review Procedure.
For more information see:
Reconciliation Class.

FM Project BBA by Expenditure Type

Monitor budget to actual and projected expenditures at the award level

Award Manager

All awards should be reviewed by the tenth (10) working day of each month for the previous month’s activity.

See Review Policy.
See GA Review Procedure.
For more information see:
Reconciliation Class.

FM Award BBA by Award Manager

Or

FM Award BBA by Expenditure Type

Review and reconcile gift deposits and other general ledger transactions such as: cash deposits, expenditure credits, etc.

Revenue Project Manager

All Revenue projects should be reviewed by the tenth (10) working day of each month for the previous month’s activity.

See Review Policy.
See GA Review Procedure.
For more information see:
Reconciliation Class.

GL Only Project Activity Detail

Monitor Cash Balance

Revenue Project Manager

All Revenue projects should be reviewed by the tenth (10) working day of each month for the previous month’s activity.

See Review Policy.
See GA Review Procedure.
For more information see:
Reconciliation Class.

GL_Cash Balance by Project

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

Award Manager

As needed

FM Installment Modification by Organization

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

2.    To confirm award installments are fully funded and budgeted.

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

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

Revenue Project Manager

 Or

Award Manager

As needed

UVA PA Revenue vs Installment vs Funding vs Budget vs Expenditure Report