Reviewing Actual Expenditure Batches in GA

...

Distribution

Comptroller

GM Award Manager

GM Project Manager

GM Transaction Specialist

Related Procedures

Expenditure Batches in GA [PRO4007U]

Ownership

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

Steps in Reviewing/Submitting Transaction Batches

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

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

Grants Accounting
N ® Expenditures ® Pre-Approved Batches ® Enter Actuals
Expenditure Batches (UVA)

The "created" region identifies who created the batch and on what date. This is populated by user login information.

1. From the Expenditure Batches Menu Bar, select [View], [Find].

2. In the Batch field enter %the creator's User ID%

3. In the Status field choose Working from the drop down menu.

Note: You can query on any of the fields, this is the easiest way to find all working batches of a particular creator.

4. Select [Find].

5. Choose the batch to review, click [Open] to review Expenditure Batches first screen or [Expenditures] to review only the Expenditure line screen.

6. Once batch is reviewed, reviewer can close the Expenditures screen and submit the batch to central or have the creator rework the batch for corrections.

Note: If you opened the batch by clicking [Open] in the Expenditure Batches Summary screen click [Submit] on the batch screen.

If you opened the batch by the [Expenditures] in the Expenditure Batches Summary screen click [Submit 1] or if all of the batches have been reviewed and ready to submit click on the first batch then hold down the shift key on keyboard and click on the last batch in the Expenditure Batches Summary lines to submit then click [Submit 2] (the number will be the number of highlighted batches you are submitting).

7. Close.

End of activity.

Effective: 05/14/09