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The references on this page have been collected to support the "Financial Review and Reconciliation" course developed as a collaborative effort by the Finance Usability and System Solutions (FUSS) Team, Financial Administration, and the Office of Sponsored Programs (OSP). These references are applicable for anyone responsible for performing the monthly accounting reconciliation process. To view the course abstract, Click the link below, enter the keyword "Reconciliation" and click on Search. http://www.web.virginia.edu/DOTWeb/searchoffering.cfm
For more information on this and other financial processes and procedures, visit the University Comptroller's 'Business and Finance Learning Center.'
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| Financial and Administrative Policies |
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University Reviews and Reconciliations
This policy describes the general guidelines for reviewing and reconciling University projects and accounts.
Maintaining Appropriate Internal Controls
This policy describes the general guidelines for establishing and maintaining internal control procedures for
departments and other University activities.
Payments to University Departments
This policy describes the general guidelines for making payments for goods or services provided by other
University organizations. |
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| Financial and Administrative Procedures |
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Monthly Review of GM Project or Award Activity (includes check list)
his procedure covers reviewing and certifying transactions processed against projects and awards
administered through Oracle Funds Management (GM).
Monthly Review of GL Project Activity (includes check list)
This procedure covers reviewing and certifying transactions processed against projects administered
through Oracle General Ledger (GL).
Charges Made by Internal Service Providers
This procedure describes how direct billing is authorized and used by approved internal service providers (isp).
Contact Information for Internal Service Providers
This document contains information related to billing formats and contacts for Internal Service Providers
Establishing an Alternative Review Schedule
This procedure establishes the critera under which a University department may request an exemption from
the deadlines imposed by the University policy on reviews and reconciliations. |
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| Standard Reconciliation Forms |
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Standard Expenditure Project Reconciliation Form
This workbook is provided as an aid for reconciling GM expenditure project activity. This form may not be
applicable to all projects and its use is not required.
Standard Revenue Project Reconciliation Form
This workbook is provided as an aid for reconciling GL revenue project activity. This form may not be
applicable to all projects and its use is not required.
Standard Cash Reconciliation Form
This workbook is provided as an aid for reconciling GL project activity where the project is being managed
on a cash basis. This form may not be applicable to all projects and its use is not required. |
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| Records Retention Requirements |
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University Records Retention and Disposition Policy
This policy describes the general guidelines for retention and disposition of official University records.
Records Management at the University
This site describes the maintenance of currently-active, administratively useful public records; the disposition
of public records that no longer serve administrative, legal, fiscal, or historical purposes; and the preservation
of those records that have historical value or that must be preserved by law or for other reasons.
Health Services Center Record Retention Policy contact:
John Redmond, Administrative Services: 982-3452 or
Abraham Segres, Risk Management: 924-5595 |
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| Office of Sponsored Programs Resources |
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Cost Accounting Guidelines
This PDF document establishes the guidelines which must be followed when spending Federal funds on
research projects.
Cost Transfer Procedure
This procedure offers guidance for processing cost transfers (including retroactive transfers) which affect
Sponsored Program Projects and Awards. |
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| Troubleshooting Resources |
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Internal Service Provider Contacts
This link provides information regarding how to research charges made by other University service providers.
Integrated System 'How Do I' Information
This link connects to helpful information about the functioning of the Integrated System.
Integrated System Frequently Asked Questions (FAQ)
Troubleshooting Reports
Discoverer (IS.)
LD_Labor Suspense Project Balance Report
FM_OTPS Suspense Project Balance Report
Discoverer (PDW4X.)
PS.AP 110 Held Payment Vouchers
PS.AP 120 Held Invoices Matched to Valid PO
PS.AP 130 Held Invoices With No Valid PO
Oracle Standard
UVA PA Installment vs Funding vs Expenditures |
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| Related Activities |
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Processing Revenue
This interactive web page provides information about the steps involved and the offices responsible for
receiving revenue and making that revenue available for spending.
Managing Petty Cash
This document sets forth University policy for establishing, managing, reimbursing, and closing petty cash
and change funds.
Use of the University Purchasing Card
This policy describes the general guidelines for using the University Purchasing Card. The University
Purchasing Card is also sometimes referred to as the "Corporate Purchasing Card," the "P-Card," the
"Procurement Card," the "UPC," and the "AMEX Card."
Use of the University Travel Card
This policy describes the general guidelines for use of the University Travel Card. |
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| Other Resources |
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Reconciliation Class Presentation (PowerPoint)
A PowerPoint slide presentation that is used as part of a class conducted by Accounting Services.
Integrated System Finance Links
(including the Excel Discoverer Predefined Reports Inventory)
Some Tips on Using Discoverer
An MS Word document containing some tips on using Discoverer, as presented at the March 2002 Fiscal
Administrators meeting. |
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