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System Generated Emails

Month End - ACTIVE

Sent 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

Sent 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 - ACTIVE beginnning November 3rd, 2014

Will go to all reconcilers who have projects that have not been approved within 5 days of the due date (can vary by org). This includes preparers, examiners and approvers and all of their alternates. This will only go out once per month.

To:  All reconcilers with outstanding projects
Subject:  Reconciliations are due

Dear Recon@UVa user,

The University relies on your timely and accurate review of financial accounts to ensure all charges are accurate and appropriate. As the due date for the current period approaches, please note that a number of projects where you are a reconciler (preparer, examiner, or approver) have not been completed. Please log into Recon@UVa to complete the reconciliations.

Accounts that have not been reconciled within 30 days of the due date are reported to your Fiscal Officer, and to your Vice President or Dean within 60 days of the due date. No additional reminders will be sent.

If you have additional questions about what is required in your role, please contact your research or fiscal administrator.

With kind regards,
Dave & Gerry


Dave Boling
Gerry Kane

Assistant Vice President for Finance

Assistant Vice President for Research Administration

Fiscal Officer - ACTIVE beginnning November 3rd, 2014

Will go to all Fiscal Officers that have associated projects that are overdue 30 days after month-end close.

To:  All Fiscal Officers with projects that are overdue 30 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 in accordance with Policy FIN-023. Please note that a number of projects in your area have not been reconciled within 30 days of the due date. Accounts not reconciled within 60 days of the due date will be reported to the Vice President or Dean of your organization. To review a report of the personnel with overdue projects you can log in to Recon@UVa . The Delinquent Users Report is found by accessing the Reports tab.

Thank you for your time and attention. If you have any questions please feel free to email the .

With kind regards,
Dave & Gerry


Dave Boling
Gerry Kane

Assistant Vice President for Finance

Assistant Vice President for Research Administration

Executive - ACTIVE beginnning December 1st, 2014

Will go to all VPs and Deans (or designated executive) that have associated projects that are still overdue 60 days after month-end close (determined by organization).

To:  All VPs and Deans with projects that are overdue 60 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 or by the approved alternate reconciliation schedule for your unit. Please note that a number of projects in your area have not been reconciled within 60 days of the due date. Accounts not reconciled within 30 days of the due date 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 email the .

With kind regards,
Dave & Gerry


Dave Boling
Gerry Kane

Assistant Vice President for Finance

Assistant Vice President for Research Administration