Once all the posted transactions have been reconciled, the encumbrances should be verified. Use the Payroll Encumbrance report: ZPR_PAYENCUMB_DETAIL. Then check the fund reservations section of the ledger for items that should have paid. Find out why the items have not paid and make notes on the ledger.
Once the UT ledger has been reconciled, sign and date it. Provide the reconciled ledger and all applicable documentation to the reviewer. Once the reviewer (Responsible Person) has approved the reconciliation, it is to be documented using one of the following methods:
- An initialed and dated hard copy of the ledgers.
- A sign-off form, including date and title, attached to the ledgers.
- An electronic log for ledgers with no activity.
File the reconciled ledger and maintain it for one year.
Once the ZDept ledger has been reconciled, write or stamp on the ledger a place for signatures and dates similar to:
Reconciled by: _______________________ Date:_________________
Reviewed by: ________________________ Date:_________________
Sign and date that the ledger has been reconciled and provide the reconciled ledger and all applicable documentation to the reviewer. Once the approver has reviewed and documented the approval, file the reconciled ledger and maintain it for one year.
File original invoices and other documentation according to Fiscal Policy FI0120 for retention.
If you use the ELR tool, there is no need to print ledgers and file them. Both the reconciliation and review/approval processes occur within IRIS.