Glossary

A function in Recon@UVA that allows a user to share their access with another user. This can facilitate shared work, for example users may work on different tasks in a particular project/award, or one can be responsible for personnel and another for OTPS. Alternates can also be used to cover for a vacation or other temporary access purposes. An alternate has the same access as the original user, including receiving workflow emails. See the Assigning an Alternate webpage and the Frequently Asked Questions (FAQs) section titled "Alternates."

An alternate user may be assigned to facilitate reconciliation of your projects. The alternate user must be knowledgeable of the relevant policies, procedures, and guidelines for reconciling departmental records.

The assignment of an alternate user does not alleviate the fiscal responsibility of the Person of Record.

A written record of the alternate assignment must be kept with the reconciliation documentation (Alternate Assignment Form). It must include a list of the projects, date range, and names and signatures of the Person of Record and the alternate. 

The Approver is responsible for verifying the legitimacy, appropriateness, and necessity of transactions recorded in the GL module of the University’s Integrated System.

The Integrated System role, Project Approver or Project Manager, is the Approver of Record.  

The same individual cannot be both the Preparer and the Approver.

A function in Recon@UVA that allows the user to document notes that they would previously have written on the paper reconciliation. See the Recon@UVA Features webpage and the Frequently Asked Questions (FAQS) section "Comments, Outstanding Issues and Reconciling Items."

Documentation of a user's certification of a step in the workflow. Security of the electronic signature is protected by requiring Netbadge login to the application. Users provide their electronic signature to the reports by using the following system icons:

  • Preparers:  Green "send forward" arrow

  • Examiners:  Green "send forward" arrow

  • Approvers:  Orange and blue "approve" stamp

The Fiscal Officer role should be filled by an administrative officer of the organization who has the appropriate authority. The Fiscal Officer is charged with oversight duties for the accounts assigned to them. They will be notified if those accounts have not been reconciled (both Prepared and Approved) within 30 days after the close of a month.

More information regarding the late notice received by Fiscal Officers can be found in the corresponding section on the System Generated Emails page. 

Available Tools

  • Oversight view of all accounts assigned to them via the Summary Screen i

GL String: 

 

The GL String & the  PTAEO document provides information about each of the segments of the GL String and how they relate to the PTAEO. 

Organizational plans and procedures which are designed to safeguard assets, verify the accuracy and reliability of accounting data and other management information, promote operational efficiency, and adhere to prescribed policies and compliance with federal and state regulations.

A function in Recon@UVA that allows the user to mark a detailed expenditure line for follow up with an action. See the Recon@UVA Features webpage and the Frequently Asked Questions (FAQS) section "Comments, Outstanding Issues and Reconciling Items."

A group of departments and cost centers having a common organizational relationship, typically that functional unit immediately below a vice president. It may include a large unit such as an entire school (for example, the College of Arts & Sciences) or a single administrative department (for example, the Office of Financial Planning & Analysis).

The user identified in the Role table as the primary holder of the role on a project. For Sponsored Projects these must be the Fiscal Contact as the Preparer and the Principal Investigator as the Approver.

The Preparer is responsible for reviewing each transaction (deposit or transfer journal entry) posted to a GL account string in the University’s Integrated System to ensure its accuracy, and to ensure that sufficient source documentation is available.

The Integrated System Role, Fiscal Contact, is the Preparer of Record.

The same individual cannot be both the Preparer and the Approver.

A system that provides an electronic solution for the documentation of reconciliations for all organizational units at the University of Virginia (including all academic schools and unit).

A systematic review of accounts against source documents to verify that all charges are accurate and appropriate, and to identify expected charges that have not yet occurred.

A function in Recon@UVA that allows the user to post financial adjustments to the project/award in order to more accurately reflect the financial standing. See the Recon@UVA Features webpage and the Frequently Asked Questions (FAQS) section "Comments, Outstanding Issues and Reconciling Items."

A Project Key Member title (Fiscal Contact, Examiner, Approver, etc.) assigned in the Integrated System used to restrict access to data in the Recon@UVA system and identify one’s position in the reconciliation workflow. See the Roles & Responsibilities webpage for a comprehensive definition on each role.

An individual who holds the GM Role Manager responsibility in the Grants Accounting (GA) module of the Integrated System. This individual is responsible for maintaining personnel assigned to reconciliation roles. Roles are assigned in the Integrated System and passed to Recon@UVA each night.