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OSP Assistance - Projects with Departed PIs

As many of you are working on old reconciliations that are outstanding, we have had several people asking about what can be done to manage grants where the Principal Investigator has left the University and cannot assign an alternate approver.

The Office of Sponsored Programs has been working hard to find a solution. For the next few weeks, there is an opportunity to ‘clean up’ many of these.

If you have grant projects with ‘Default Approver ’ or an invalid PI, this must be corrected in the Integrated System. Normally this is done as recommended by Policy VIII.A.5 (section 2.2) by submitting an SP-23 form. This should commonly be done BEFORE the P.I. exits the University. In these situations, the department chair is commonly designated as the Approver until the project is closed.

NOTE: This method should still be followed for any grant where on-going spending is/will continue.

To assist departments that have outstanding reconciliations with Default Approvers that are no longer at U.Va. in preparation for the System Generated email warnings, OSP has offered a one-time clean-up process. You should create an Excel spreadsheet listing all projects and related awards and the name and U.Va. user I.D. (e.g.:mst3k – not aliases) of the original P.I. that was assigned as an Approver for each account. Also include the name and U.Va. user I.D. for the department chair. If the preparer needs to be changes (exited the department), please include their name & User I.D. as well.

Send this spreadsheet to Kelly Mays (kds7c@virginia.edu), copying osp-recon@virginia.edu, and she will update these accounts. NOTE: Remember, this should only be used for grants where the P.I. is no longer a member of the University.

All requests for these batch changes need to be submitted by no later than noon on November 26th, 2014.

System Generated Emails Launched in November


Moving

For many weeks we have been working with our technical team to refine and test three new system-generated emails designed to ensure compliance with reconciliation deadlines.  Thanks to all of you who have provided feedback, and for supporting this important internal control.

In addition to the Month End and Change in Activity emails that you are currently receiving, we have added the following:

  • Reminder – Sent to all reconcilers (preparers, examiners, approvers and their alternates) 5 days prior to the due date for projects that remain unapproved in the current reconciliation period.
  • Fiscal Officer – sent to designated Fiscal Officers 30 days after the due date for projects that remain overdue.
  • Executive emails – sent to Deans or VPs (or designated executives) 60 days after the due date for projects that remain overdue.   

Additional details and the full email text can be viewed on our System Generated Emails page.

 Key Dates:

Monday, November 3:

  • System generated emails are activated.  No emails are sent on this date.

  • Monday, November 10: 
  • Reminder emails sent to Preparers, Examiners, and Approvers for Oct-2014 recons that are due on Nov 15, 2014 (most units, except SoM).

  • Monday, November 17:
  • Emails are sent to Fiscal Officers for all UNAPPROVED recons due on the 15th, for the months between Oct-2011 and Sep-2014 (most units, except SoM).

  • Tuesday, November 25th:  
  • Reminder emails sent to PreparersExaminers, and Approvers for Oct-2014 recons that are due on November 30, 2014 (primarily SoM).

  • Monday, December 1:  
  • Emails are sent to Fiscal Officers for all UNAPPROVED recons due on the 30th, for the months between Oct-2011 and Sep-2014 (primarily SoM).
  • Tuesday, December 16:  

  • Emails are sent for the first time to Deans/VPs for all outstanding UNAPPROVED recons due on the 15th for the months between Oct-2011 and Sept-2014 (most units, except SoM).

  • Emails are sent to Fiscal Officers for all UNAPPROVED recons due on the 15th, for the months between Oct-2011 and Oct-2014 (most units, except SoM).
  • Wednesday, December 31:  

  • Emails are sent for the first time to Deans/VPs for all outstanding UNAPPROVED recons due on the 30th for the months between Oct-2011 and Sept-2014 (primarily SoM).

  • Emails are sent to Fiscal Officers for all UNAPPROVED recons due on the 30th, for the months between Oct-2011 and Oct-2014 (primarily SoM).

  • Important note from OSP!

    Some of you who reconcile “G” awards could see unusual transactions in Recon@ during the month of September 2014.

    Example:

    Expenditure Batch
    Project
    Task
    Award
    Expnd Type
    Item Date
    Expnd Category
    Employee/ Supplier
    Project Burdened Cost
    Comment
    BTCCBatch-REV-1PJ262169
    142730
    101
    GC12223
    BTCRounding
    20-Sep-14
    BTCRounding
    -0.99
    BTC Rounding Difference Correction
    BTCCBatch-REV-1PJ262169
    142730
    101
    GC12223
    BTCRounding
    20-Sep-14
    BTCRounding
    0.99
    BTC Rounding Difference Correction
    BTCCBatch-INV-1PJ262169
    142730
    101
    GC12223
    BTCRounding
    20-Sep-14
    BTCRounding

    -0.99

    BTC Rounding Difference Correction
    BTCCBatch-INV-1PJ262169
    142730
    101
    GC12223
    BTCRounding
    20-Sep-14
    BTCRounding

    0.99

    BTC Rounding Difference Correction

    These transactions were caused by a fix in the Integrated System during the weekend of September 19-21 for a rounding error. Since these were system generated transactions please move them forward as you approve your Recons.

    You may also see these transactions generate recon reports on awards that have a status of “on hold” where you have no other activity. For these instances please ignore the recon@ reports as these will be fixed by the Office of Sponsored Programs.

    If you have any questions please send your question to osp-recon@virginia.edu.

    Reminders

    • Changes to roles in Recon@ (Preparer, Examiner, Approver, and Fiscal Officer) must be made in the Integrated System using the responsibility GM_Role Manager.
        For more information, check out the Role Manager Toolkit found on the UHR website.
    • Instructions for Approvers are available
    • Online training materials are available
    • The system maintenance window is Mondays from 7 to 8 am.

    Frequently Asked Questions

    • Q: Why don't I get a green arrow when I've "checked off" all my expenditure detail items?
      A:
      Proper fiscal management includes a review of planned expenses (such as commitments for outstanding purchasing orders and encumbrances for expected salary expenditures). If a budget category does not have any expenditure detail items and only planned expenses you must review the planned expenses tab and check the box in the blue header on this tab. This will take the budget category line to "100%" in the Progress column.

    • Q: Why don’t I see all of my Budget Categories and their subtotals?
      A: The system is designed to show only the Budget Categories that have current month activity (unless there are planned expenses). The totals and subtotals can be seen on the printed version of the Budget Balance Available (BBA).

    • Additional FAQ's

    Any questions? Please email us at Recon@virginia.edu.

     

    Quick Links

    Reconciliation and Internal Control Tip

    Review the role assignments in your area regularly to ensure that reconciliations are completed on time