Cost Transfers - Finding and Reviewing Expenditure Batches in GA

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Distribution

Comptroller

GM Award Manager

GM Project Manager

GM Transaction Specialist

GM Viewer

Related Procedures

Expenditure Batches in GA

Ownership

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

Some Schools and Departments require a review of Actual Expenditure Batches before submission to Central for final review and approval. In those cases, the Batch Creator would save the batch then notify the viewer (i.e. E-mail, phone etc.) that a batch or batches have been created and ready for review.

Choose the appropriate GA responsibility.

UVA GM Award Manager
UVA GM Project Manager
UVA GM Transaction Specialist
UVA GM Viewer

The following instructions detail viewing/submitting transaction batches in GA.

Grants Accounting
N ® Expenditures ® Pre-Approved Batches ® Enter Actuals
Find

Expenditure Batches (UVA) Finding your Batch

1. Navigate to the Expenditure Batches window.

2. From the menu bar select [View], [Find] or select the Flashlight icon on the toolbar.

3. Enter a parameter into the Find Expenditure Batches window.

Parameters can be any of the following:

Your batch name or a portion of it with the wildcard, %. (Example: %NLH8U%)
Your last name followed by a comma, TAB in the Created by field to find a short list of values (LOV).
Any other field on the form, alone or in combination with your name or login id
Select List of Values (LOV) in Batch field
Expenditure Groups LOV opens
Narrow your query in the Find field to locate the batch
Select [Find].

Once the parameters have been selected continue.

4. Select [Find].

In this example the parameters were %NLH8U% a wild card to query on all batches with NLH8U in the batch name. If querying on a specific batch name the Expenditure Batches window would open for that batch only.

The Expenditure Batches Summary window opens.

If the status is Released the batch cannot be changed.

From the Expenditure Batches Summary window you can do the following:

Submit a batch with the Status of Working
Open a batch
Open the Expenditures window to review

If the batch is in Submitted Status and you want to change it click [Open]

Click [Rework].

The status changes to Working.

You can click [Expenditures] to review and edit the details of the batch.

End of activity.

Effective: 01/27/10

Revision: 4

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