Expenditure Batches - UVA's Coding Convention

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Distribution

Comptroller

GM Award Manager

GM Billing Specialist

GM Project Manager

GM Setup Specialist

GM Transaction Specialist

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Definition

Transactions Actual or encumbrance expenditures charged against a project-award combination. Transactions are entered into the GA module in Batches.

You must enter a unique Batch name to identify each set of expenditures. The batch name should be identifiable and memorable.

There are twenty spaces available in the Batch Name field.

Expenditure Naming Convention

Actuals

[A] followed by [email id] followed by the date [ddmmyy] followed by your own 3-digit sequential number [001]

Encumbrances

[E] followed by [email id] followed by the date [ddmmyy] followed by your own 3-digit sequential number [001]

Relieve Encumbrances

[E] followed by [email id] followed by the date [ddmmyy] followed by your own 3-digit sequential number [001] followed by R

NOTE: When relieving encumbrances, it is useful to use the same batch number as the original encumbrance - followed by an R.

Format

Use a capital A for Actuals or E for Encumbrances.

Put a space between each section of the batch name.

Values/Examples

A ACH7H 240401 001

E ACH7H 240401 001

E ACH7H 240401 001 R

Additional Information

This convention is not forced by the GA module. It is a convention adopted to make finding your transactions easier over time.

Effective: 07/01/02

Revision: 3 04/29/05