Resources

Mila Demchynk Savage

      Recon@UVA System Administrator

Danielle Hancock

      Reconciliation Training Administrator

Stewart Craig

      Functional Administrator for Sponsored Projects

Augie Maurelli

      Functional Administrator for Non-Sponsored Projects

Welcome Screen

Welcome Screen

The Welcome Screen is displayed when you login to Recon@UVA.  At your initial login (and annually after that), you will be asked to certify your compliance with the policies, procedures, and guidelines governing the reconciliation process.

Recon@ Welcome Screen

Navigation

  • The Navigation Bar displays a tab for each area in Recon@UVA that you are authorized to access.  Click on the tab to navigate to the desired section.
    • For information regarding the "Reconciling Items" or "Issues" tabs, visit their corresponding section on the Recon@UVA

Users may assign an “Alternate” (Preparer, Examiner, or Approver) in the Recon@UVA system to facilitate reconciliation.  Alternates must be knowledgeable of the relevant policies, procedures, and guidelines for reconciling departmental records.  The assignment of an alternate does not alleviate the fiscal responsibility of the Person of Record.

NOTE:  Reconcilers can only assign an alternate role for the position in which they are listed as the Person of Record.  In other words, a Preparer will only be able to assign an Alternate Preparer and cannot assign an Alternate Approver on their

See a full listing of Award Prefixes here:  https://fro.vpfinance.virginia.edu/processing/all

See a full listing of School / Unit Prefixes here:  Fiscal Officer Resource

Acronym Meaning

AP

Accounts Payable

AR

Accounts Receivable

BBA

Budget Balance Available

BCS

Bicentennial Scholars Fund

CC

Credit Card

ESHARP

Electronic Self-Help Access Request Process

ETF

Equipment Trust Fund

EVA

Electronic procurement system (for

What documentation am I required to keep?

Reconcilers must retain all supporting documentation related to financial transactions.

Note:  Signed and dated packing slips should be maintained when appropriate. 

Exceptions:

  • Petty Cash - original documentation is forwarded to central offices.
  • Transactions in ExpenseUVA - unless required by a grant.
  • If a document resides electronically in the Integrated System, reconcilers are not required to print it.
Are documentation requirements different based the sponsor?

If you have questions regarding documentation requirements for

How can I remove Planned Expenses from my reconciliations?

  • In most cases, an outstanding planned expense is either a Purchase Order (PO) that needs to be finally-closed or a Purchase Requisition that needs to be canceled.  
What is the difference between a comment, an issue, and a reconciling item?
  • Comments are similar to sticky notes, or notes you would write in the margin of a report to provide additional information to reconcilers.  They can be entered at a BBA Summary, Budget Category, or Detail level.
  • Issues are comments entered at the Detail level indicating that the item needs follow-up.  An issue remains active until it is resolved or closed.
  • Reconciling Items are a dollar value entered at the BBA or Budget Category level to increase or decrease the budget balance available to account for future
How do I assign an Alternate in Recon@UVA?

Visit our Assigning an Alternate webpage for step-by-step instructions on completing this process in Recon@UVA.

Can all roles utilize the Alternate feature in Recon@UVA?

Yes, all 3 roles in the reconciliation workflow (Preparer, Examiner, and Approver) can assign an Alternate.

  • The assignment of an Alternate does not alleviate the fiscal responsibility of the Person of Record. 
How do I know if I am an Alternate or the Person of Record?

The descriptive information in the header (once the view details folder icon has been clicked) lists

What is a "Role" in Recon@UVA?

In Recon@UVA, roles are used to restrict users' access to data and identify one's position in the reconciliation workflow.  For each project, the following roles are used:

  • Preparer:  The person responsible for the detailed reconciliation, including maintenance of source documents to verify all transactions are legitimate.  This role is known as the “Fiscal Contact” in the Integrated System and is a required role in the Recon@UVA system.

  • Examiner:  The person responsible for examining and verifying the work of the Preparer prior to final approval. 

What do I need to do as an Approver?
  1. Once your reconciliations have been prepared and/or examined, log on to Recon@UVA.

  2. Review the work of the Preparers and/or Examiners.

  3. Review issues, record comments, and request corrections as appropriate.

  4. Update reconciling items as appropriate.

  5. Certify and approve the reconciliation.  This step records the Approver’s signature and date. If changes are required, return to the Preparer for rework.

Can I approve an account when Issues have been identified?

Yes.  When you electronically sign your report what you

What do the icons mean?
Recon@UVA Icon Glossary
What do the "Actions" icons help me do?
Recon@ Action Icons
How can I keep my NetBadge from timing out?

Users should refresh their screen periodically to ensure their connection is renewed. If you will not be working in the system for a period of time (for instance, an hour or more), it is recommended that you close your internet session and start a new connection

What is Recon@UVA?

Recon@UVA is the University’s official reconciliation system of record that provides an electronic solution for the documentation of reconciliations for all organizational units at the University of Virginia (including all academic schools and departments).

Am I required to use Recon@UVA

Yes, use of the system is mandatory in order to electronically document the review and approval of each Project-Award combination.  

Do I have to print and/or sign reports?

No printing or signing is required.  All reconciler signatures are captured electronically and reports

What is a Budget Balance Available (BBA) Report?

A calculation of the budgeted amount minus expenditures and commitments/encumbrances. Note that this will be based on either a project to date or year to date budget, and does not refer to the amount of cash on hand. 

Can I view a BBA report in Recon@UVA?

Budget Balance Available (BBA) Reports are accessed from the Summary Screen by clicking the printer icon under the associated "Actions" for the Project-Award combination:

Recon@ Printer Icon
Are BBA reports only available in Recon@UVA?

No, this information can also be

Why is reconciling labor important?

Labor expenditures make up greater than 60% of the University’s total expenses each fiscal year.  Therefore the careful review of labor expenses as part of the monthly reconciliation process is critical to sound financial stewardship and is part of our system of internal controls.  A manager’s timely review and approval of any compensation action, including timesheets, is a key control on labor expenses; however, that does not negate the importance of monthly reconciliation to ensure that labor expenses are appropriately allocated.  In addition, monthly

The ReconUVA team has received questions/concerns regarding the completion of reconciliations during the response to COVID-19.  For now, reconciliations will still be due within 30 calendar days after month-end close.  Should a reconciler (i.e., Preparer or Approver) in your workflow not be able to complete reconciliations during this time, they should assign an alternate to reconcile on their behalf. 

If you have additional questions or concerns, please contact our team at recon@virginia.edu and we will be happy to assist. 

We will continue to update this information as circumstances

General Ledger Reconciliation Alternate Assignment Form

In order to maintain accurate Role assignments in Recon@UVA, contact your unit's Role Manager to update a Project's Key Members in the Integrated System (IS).  Please use the Key Member Change Instructions to facilitate this process. 

Area Name Role Manager Email
Architecture Lisa Benton ar-recon@virginia.edu
Arts and Sciences Adrienne Santiago as-recon@virginia.edu
Athletics Sarah May at-recon@virginia.edu
Batten Cindy Moore ba-recon@virginia.edu
Continuing and Professional Studies Amanda Kutch cp-recon@virginia.edu
Curry
Recon@UVA VP/Dean oversight
Training for Recon@UVA

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