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System Generated Emails

Month End - ACTIVE

Will go to all prepares and their alternates when month end has occurred.

To:  all preparers and their alternates
Subject:  Month end for [period] has occurred
Dear user,
The [period] month-end close was loaded successfully. Please log in to Recon@UVa to reconcile your accounts.

For reconciliations:

  • Reconcilers must certify that all charges to the accounts are appropriate, necessary, and supported by documentation filed in your department. 
  • Any discrepancies must be documented, including the timeframe for expected resolution.
  • All required electronic signatures must be recorded by the 15th calendar day of the month.

Please log in to Recon@UVa to take action on your accounts.

Change in Activity - ACTIVE 5/25/2012

Will go to all users who have a new pending action. 

    • For preparers and their alternates this would be sent if a project reconciliation had been reversed (sent back).
    • For examiner and their alternates this would be sent if a project had been prepared and was ready to be reviewed.
    • For approvers and their alternates when there is not an examiner this would be sent if a project had been prepared and was ready to be approved.
    • For approvers and their alternates when there is an examiner this would be sent for all prepared project once it had been reviewed by the examiner or once the time allotted for the examiner had passed.

To:  all reconcilers with new actions
From: "recon@virginia.edu" <recon@virginia.edu>

Subject: Pending Reconciliations for your review in Recon@UVa
Dear Approver, Examiner, or Preparer in Recon@UVa,
This email is a notification that your reconciliations have moved to you for review. Guidance for your specific role is included below. To learn more about how to navigate Recon@UVa and approve your reconciliations please visit our website.

For Approvers:
Your Preparer (and/or Examiner) has completed one or more reconciliations and has forwarded them for your review and approval in Recon@UVa.
Please log into Recon@UVa to review and approve the reconciliations. Instructions for the Approver role are available online. This website also provides information on how to log into Recon@UVa, navigate the system, perform approvals and designate an alternate Approver.
If you have additional questions about what is required in your role, please contact your research or fiscal administrator.

For Examiners:
Your Preparer has completed one or more reconciliations and has forwarded them for your review and approval. Please log into Recon@UVa to review your reconciliations. Instructions for the Examiner role are available online. This website also provides information on how to log into Recon@UVa, navigate the system, perform reviews and designate an alternate Examiner.

For Preparers:
If you have received this notification it means that your Examiner or Approver has chosen to send back your reconciliation for rework. Please log into Recon@UVa to research the issues so that you may send the reconciliation forward in the workflow again. Instructions for the Preparer role are available online. This website also provides information on how to log into Recon@UVa, navigate the system, perform reviews and designate an alternate Preparer.

With kind regards,
Dave & Gerry


Dave Boling
Gerry Kane

Assistant Vice President for Finance

Assistant Vice President for Research Administration

Reminder - SUSPENDED

Will go to all reconcilers who have projects that have not been approved.  This includes preparers, examiners and approvers and all of their alternates.  This will only go once per month.

To:  all reconcilers with outstanding projects
Subject:  Reconciliations are overdue
Dear user,
The University relies on your timely and accurate review of financial accounts.  Please note that a number of projects where you are a reconciler (preparer, examiner, or approver) are overdue at this time. Accounts that have not been reconciled are reported to your Fiscal Officer after 60 days from month-end close and your Vice President or Dean after 90 days from month-end close.

Overdue Notification - SUSPENDED

Will go to all reconcilers with overdue projects.  This email will be sent every night to users with overdue projects.

To:  all reconcilers with outstanding projects
Subject:  Reconciliations are overdue
Dear user,
The University relies on your timely and accurate review of financial accounts.  Please note that a number of projects where you are a reconciler (preparer, examiner, or approver) are overdue at this time. Accounts that have not been reconciled are reported to your Fiscal Officer after 60 days from month-end close and your Vice President or Dean after 90 days from month-end close.
Please log in to Recon@UVa to take action on your accounts.

Fiscal Officer - SUSPENDED

Will go to all Fiscal Officers that have associated projects that are still overdue 60 days after month-end close.

To:  all Fiscal Officers with projects that are overdue 60 days after month-end close
Subject:  Financial reconciliations are overdue in your area
Dear Fiscal Officer,
The University relies on the timely and accurate review of financial accounts.  Please note that a number of projects in your area have not been reconciled within 60 days from month-end close. Accounts not reconciled within 90 days from month-end close will be reported to the VP or Dean over your organization.
To review a report of the personnel with overdue projects you can log in to Recon@UVa.
Thank you for your time and attention. If you have any questions please feel free to contact Susan Herod, System Administrator, by email at recon@virginia.edu.

Executive - SUSPENDED

Will go to all VPs and Deans (or designated executive) that have associated projects that are still overdue 90 days after month-end close (determined by organization).

To:  all VPs and Deans with projects that are overdue 90 days after month-end close
Subject:  ALERT: Financial reconciliations are overdue in your area
Dear Sir or Madam,
University Policy requires that financial accounts be reconciled within 15 days after month end.  Please note that a number of projects in your area have not been reconciled within 90 days from month-end close. Accounts not reconciled within 60 days from month-end close were reported to the Fiscal Officers in your organization.
Your finance staff can generate reports of the accounts and departments in question for your review.
Thank you for your time and attention. If you have any questions please feel free to contact Susan Herod, System Administrator, or email recon@virginia.edu.


cc: Dave Boling
Gerry Kane