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 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.
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.