Recon@UVA System Generated Emails

Recon@UVA sends system generated emails for a number of scenarios.  Expand the categories below for the specific wording on each:

Month-End Close
Sent to all preparers and their alternates when month-end close has occured.
 
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 no later than 30 calendar days after the end of the month.
Please log in to Recon@UVA to take action on your accounts.

 

Change in Activity

Sent to all user 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 examiners and their alternates, this would be sent if a proejct had been prepared and was ready to be reviewed.
  • For approvers and their alternates, this would be sent if a project had been prepared and was ready to be approved.
To:  all reconcilers with new actions
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 please visit our website.
 
For Approvers:
Your Preparer has completed one or more reconciliations and has forwarded them for review and approval in Recon@UVA.
Please log into Recon@UVA to review and approve the reconciliations. Note:  Follow your unit's internal process regarding the Examiner role, if applicable.  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 to you and the Approver for review and approval.  Please log into Recon@UVA to review your reconciliations. Note:  Approvers have also recevied this notice and can approver before your review.  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,
Augie & Stewart
 
Augie Maurelli                                                              Stewart Craig
Assistant Vice President for Financial Operations            Assistant Vice President for Research Administration
 
Reminder
Sent to all reconcilers who have projects that have not been approved within 5 days of the due date.  This includes preparers, examiners, approvers, and all of their alternates.  Reminders 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,
Augie & Stewart
 
Augie Maurelli                                                              Stewart Craig
Assistant Vice President for Financial Operations            Assistant Vice President for Research Administration
Fiscal Officer
Sent to all Fiscal Officers that have been assigned projects that are overdue 30 days after due date.
 
To:  All Fiscal Officers with projects that are overdue 30 days after the due date
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 Recon@UVA System Administrator.

With kind regards,
Augie & Stewart
 
Augie Maurelli                                                              Stewart Craig
Assistant Vice President for Financial Operations            Assistant Vice President for Research Administration
 
Vice President (VP)/Dean
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 the due date
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 Recon@UVA System Administrator.
 
With kind regards,
Augie & Stewart
 
Augie Maurelli                                                              Stewart Craig
Assistant Vice President for Financial Operations            Assistant Vice President for Research Administration

If you have received an email and are concerned it is spam, expand the scenario below that corresponds with your email's subject line to view the wording of the email. 

You should also login to check the status of your project(s).  A snapshot of your projects on the Welcome page to see how many projects are "Not Prepared," "Not Examined," and "Not Approved."

Note:  If you believe the email has been sent in error, please forward the system generated email to recon@virginia.edu with information on why you believe it was received in error.