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Reconciling the Ledger

Reconciling the Ledger

Once the ledgers are printed, you can start the reconciliation by looking at the first document number. If unfamiliar with the charge, you can look up the document number in IRIS under FB03. In FB03 go to Extras in top header, click texts and then double-click 2nd line and look for explanation. If there is no explanation, go to first screen (Display Document) and click on the Hat icon. This will display the responsible individuals name under entered by or parked by. This person may be contacted for backup information. Backup can be attached to FB03, if non payroll related or does not contain sensitive information. You can contact the responsible individual by using the NETID in the people search on the UT Directory. Make sure to:

  • Compare departmental records with the current month’s transactions (encumbrances, charges and deposits) listed on the department’s ledgers. Ensure the correct cost center or WBS element, general ledger account, amount, and so forth, were charged.
  • Verify the sponsor award amount and budget for sponsored projects. Also note the end date and ensure charges occurred within the project period.
  • Ensure all transactions appearing on the ledger which are not supported by the department’s records are accurate and authorized.
  • Ensure that appropriate measures are taken to correct errors from prior month’s posting.
  • Reconcile ledgers no later than 45 calendar days after the month closes, per FI0115.
  • Initial and date ledger to indicate the ledger is ready for review and approval.
  • Provide the reconciled ledgers for the cost center/WBS element(s) to the department head each month.

The Electronic Ledger Reconciliation Tool

The electronic ledger reconciliation tool is now available to IRIS users. It can be accessed from ZFM_UT_LEDGER after executing the initial selection screen. A new button is now located at the top of the ledger report(s), which will open up the Electronic Ledger Reconciliation Tool.

Documentation is available at:

https://irishelp.tennessee.edu/gm/folder-1.11.19522. Included in the documentation is a step-by-step tutorial that will walk you through the reconciliation process using the new tool.

For more Information on the Ledger

  • To see an example of a Paper Reconciled ZDept Restricted Ledger “R” click here.
  • To see an example of a Paper Reconciled ZDept Unrestricted Ledger “E” click here.
  • To see an example of a Paper Reconciled UT Ledger Unrestricted Ledger “E” click here.
  • To see an example of a Paper Reconciled UT Ledger Restricted Ledger “R” click here.

Salaries

Go to IRIS, ZPR_CC_WBS_DIST (Payroll Distribution-Dist Report). For Biweekly use the pay date for the selection period from and to dates, enter cost center, execute, and expand to the level you would like. Print report and attach to the payroll detailed check register or attach in IRIS at the funds center header level if using the ELR tool. For Monthly use the first day of the month and the last day for the month for the selection period and then follow the directions for Biweekly above. Please note: printing the Payroll Distribution Report is an optional procedure. The Check Register remains REQUIRED.

  • 411000 – ADMINISTRATIVE SALARIES
  • 412000 – FACULTY SALARIES
  • 413000 – GTA, GA, GRA SALARIES
  • 414000 – PROFESSIONAL/OTHER ACADEMIC SALARIES
  • 415000 – SUMMER SCHOOL
  • 416000 – CLER/TECH/MAINT-SALARIED
  • 418000 – STUDENT EMPLOYEES
  • 419000 – NON-WAGE & CONTRACTUAL PAY

Travel

For travel training through IRIS click on the included links.

Attach travel expense report

  • 431000 – TRAVEL

Motor Vehicle Operations

Fleet Management will send a departmental remittance advice, if applicable call 4-2134, email fleetmanagement@utk.edu, or fax 4-1992 for a copy.

  • 432000 – MOTOR VEHICLE OPERATIONS

Printing, Duplicating & Binding (Media Processing – Copier Charges)

Click convenience copier program to view charges. Problems or questions call University printing & mail at 4-3122.

433000 – PRINTING, DUPLICATING, BINDING

Communication-Postage Charges

Go to https://dfworks1.utk.tennessee.edu/dfworks/Authenticator

  1. YOU MUST USE INTERNET EXPLORER
  2. Log in with the Username/Password emailed to you from Mail Services
  3. Click on “Custom Reports” in the menu on the left of the screen
  4. In the submenu under “Custom Reports”, click “Postage by Account”
  5. In the submenu under “Postage by Account”, click “Postage by Account”
  6. Enter your search criteria
  7. Be sure to select ENDDATE from the “Search Date Field” dropdown
  8. Enter a Start Date & End Date
  9. Click “View” or “Export”

If you have any questions, please call 974-6462.

  • 435100 – POSTAGE

IT Communications Group (formerly Telephone Services):

    • Go to the IT Communications departmental login
    • Log in with your NetID and Password
    • Select Billing (upper right hand corner).  The Department Billing screen will display.
    • Enter Billing Date and/or Departmental Number.  If you have multiple departments and wish for all to display together, do not enter departmental number in the search criteria.
    • Click Search.

    A list of Billing Date links for that department will display.

    • Click on the bill date that you wish to view.  The Departmental Bill Summary will display.
    • Click the View Report button.  Your report will display.
    • Select your print icon to print your bill; or save to save it to your computer.

    You may also view Non-Usage and Usage charges by selecting the options from the sub-menu bar.

    For questions or problems accessing your bills, please call the OIT HelpDesk at 4-9900.

    435000 – COMMUNICATION

  • 435300 – TELEPHONE

     

Maintenance & Repairs

For instructions on how to pull information on maintenance and repair charges from Archibus, click here. If you have questions, contact Facilities Services at 4-7790.

  • 436000 – MAINTENANCE AND REPAIRS

Professional Services & Memberships

  • 437000 – PROF SERV & MEMBERSHIPS

Computer Services Network Charges

IT Communications login (Login information is NetID and Password)

Charges should appear on OIT site. Problems or questions call the OIT HelpDesk at 4-9900

Professional Services & Memberships

  • 437000 – PROF SERV & MEMBERSHIPS

Computer Services Network Charges

IT Communications login (Login information is NetID and Password)

Charges should appear on OIT site. Problems or questions call the OIT HelpDesk at 4-9900

Computer Services/Network Services Monthly-Int

These items are generated charges from Admin Application & Development for reports. The code list is as follows: BB-Book Binding (Binding reports) DC-Data Control (Job submission and monitoring); LP-Line Printer (Greenbar, special forms, address labels); OP-Operator (Job preparation, monitoring and distribution); XX-Xerox Printing (Laser Print).  Problems or questions call the P2 Print Service at 4-2210.

  • 438000 – COMPUTER SERVICES
  • 448900 – LABELS

Supplies

This could be VolShop, Staples, etc… VolShop will send a monthly statements to the department with receipts attached.

  • 439000 – SUPPLIES

Awards

Look up document # FB03 (see above) there may be details in text.

  • 443000 – AWARDS

Cost Sharing

Go to IRIS, FMRP_RFFMEP1AX (document journal) enter fund # and fiscal year/period, execute. Double click on an amount it will give you the name of the person that entered the information. See Fiscal Policy FI0210 for more detailed information on cost sharing.

  • 444000 – GRANTS AND SUBSIDIES

Student Fees

Use Argos to print out your monthly student fees from Banner.

  • 444100-STUDENT FEES – Payroll Based Fee Waivers

Contractual & Special Services

Records Management

To get monthly statements call the Records Management Office to email or fax the documentation. Problems or questions call 4-6328 or 4-6644 or email: rmrequest@utk.edu.

  • 446000 – CONTRACTUAL & SPECIAL SERVICES
  • 448000 – SERVICE DEPARTMENT CREDITS

Unrestricted Revenue and Ledger Activity Revenue

Look over this section of your ledger and check off the amounts as you compare them to previous posting to ensure there are no large differences in the income or that the descriptions are consistent.

Procurement Card Charges

These charges will post in various commitment items. Verify the charges were on the individual cards and have posted correctly. The department should have reconciled and approved the procurement card charges by the 25th of the month preceding the ledger reconciliation. Fiscal Policy FI0530 documents the procurement card responsibilities.

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