Skip to Content


Frequently Asked Questions (FAQ)

Below are the frequently asked questions and answers for the Recon@UVa system. If you do not see your question addressed please also view our Help Topics for more information.

If you have questions on terminology, please visit the Integrated System Fin/HR Glossary page.


Roles and Workflow


  • Q: What is a "Role" in Recon@UVa?
    A: In Recon@UVa we use roles to restrict your access to data and identify your position in the workflow. For each project the following roles are used:
    • Preparer (REQUIRED): The personnel responsible for the detailed reconciliation, including maintenance of source documents to verify all transactions are legitimate.
    • Examiner: Optional role to assist in the review and approval process.
    • Approver (REQUIRED): The personnel with fiduciary responsibility. Must have the appropriate knowledge and authority.
    • Fiscal Officer: Will be notified of accounts that are not reconciled within 60 days and have viewer access to monitor activity.
    • Deans and Vice Presidents: Will be notified of accounts that are not reconciled within 90 days and have viewer access to monitor activity.

  • Q: Can I be assigned to more than one role on a project?
    A: A reconciler can hold multiple roles on a project, but may never be assigned as the preparer and approver.

  • Q: What happens if my reconciliations are not completed on time?
    A: The Fiscal Officer is notified when a project is not reconciled within 30 days (about a month overdue from the due date). The Dean or Vice President is notified when a project is not reconciled within 60 days (about two months overdue from the due date).

  • Q: How do I know what projects are assigned to me in Recon@?
    A: Enter your name or user id in the Reconciler filter on the Role Assignment Report in Recon@.

  • Q: Why don't I see my project(s) in Recon@?
    A: Check to see if you are assigned a role on the projects(s) by accessing the Role Assignment Report on the Reports tab. Enter your name or user id in the Reconciler filter to display the list of projects.

  • Q: How can I see who is assigned as Preparer, Examiner, Approver, or Fiscal Officer on a project?
    A: Enter the project (or Award) number in the appropriate filter on the Role Assignment Report in Recon@. Expand the grid to display alternates by clicking the small gray arrow on the left.

  • Q: How can I see who is assigned as an alternate Preparer, Examiner, Approver, Fiscal Officer on a project?
    A: Enter the project (or Award) number in the appropriate filter on the Role Assignment Report in Recon@. Expand the grid to display alternates by clicking the small gray arrow on the left.

  • Q: How do I request a role on a project?
    • Email your request to the Role Manager for your unit.
    • Link to a partial list of Role Managers. A complete list of Role Managers can be found by running the Discoverer report ASC_Oracle Responsibility by Employee report.

  • Q: Can I request a change to a Preparer, Examiner, Approver, or Fiscal Officer by emailing recon@virginia.edu?
    • No. Role changes are made in the Integrated System by a Role Manager.
    • Link to a partial list of Role Managers. A complete list of Role Managers can be found by running the Discoverer report ASC_Oracle Responsibility by Employee report.

  • Q: What is a Role Manager?
    • GA_UVA Role Manager is a responsibility in the Grants Accounting module that can change key member roles in the Integrated System.
    • Link to HR Toolkit

  • Q: Who is my Role Manager?
    A: Link to a partial list of Role Managers. A complete list of Role Managers can be found by running the Discoverer report ASC_Oracle Responsibility by Employee report.

  • Q: How can I get a list of projects assigned to my org?
    A: Enter your Org number (or MBU or Department) in the appropriate filter on the Role Assignment Report in Recon@.