Account Reconciliation Quick Guide
How to login
Account Reconciliation
Account Reconciliation is a comparison of the
department’s monthly financial reports to
supporting documentation, which is retained in
the department. Verification and substantiation
are essential for an effective internal control
environment, which ensures:
•
The accuracy and validity of the entries
and balances
•
The records are accurately recorded
•
Unauthorized changes/charges did not
occur
•
Resolution of discrepancies in a timely
fashion
Reconcile Deadline
Reconcile monthly following the close of financial
books.
Office of Finance sends monthly alerts explaining
when to begin reconciling.
Logging in:
1. Go to an Internet browser (accepted browsers
include Internet Explorer, Firefox, Safari or
Chrome).
2. Type http://galaxy.utdallas.edu in address line.
3. Press Enter.
4. Type NetID and Password. Press Signin.
Contacts






1
Payroll Distribution: your department’s budget
analyst, Rohan Nilekani x6386, Dena Davis x5371 or
Naomi Emmett x6384
Budget: David Gaarder x6374
Financial Reporting and Account Reconciliation
Application: Alan Thomas x2632
Sponsored Programs Billing: Greg Argueta x2679
Purchasing, Accounts Payable, Travel,
Purchasing Cards: Pete Bond x2301
Payroll : Renee Motley x 5341
Account Reconciliation Quick Guide
Search Page
Search for Cost
Search Page
This page serves as the “Front Door” to the reconciliation
process. Use the search page to find Cost Centers across
a wide range of Periods and Years.
Once you start Account Reconciliation, the Search Page
appears. You need to supply details in the fields (if
necessary).
Search Page Fields
Number
Field
Description
1
Business
Unit
2
Year
This field should show DAL01
for the Business Unit. This is a
required field.
This field displays the Fiscal
Year available. Visit the Finance
page to verify the current Fiscal
Year. This is a required field.
3
Period
4
2
Cost Center
This field displays the Fiscal
Month (not the calendar
month). It defaults to the prior
Fiscal Month (prior 31 days).
This is a required field.
This field is used to provide a
specific cost center. You are not
required to provide a value in
this field.
1. Type DAL01 in Business Unit field. (This is
required)
2. Select or Type 2011 in Year field. (This is required)
3. Type Period (or month) in Period field. (This is
required)
4. Type Cost Center in Cost Center field. (this is
optional)
5. Click Search button.
6. Click any Cost Center from Search Results list.
Open a Cost Center
1. Click the Cost Center field.
2. Choose any of the displayed tabs: Budget, Approval,
Actuals or Encumbrance.
Account Reconciliation Quick Guide
Needs approval
Click to Save
changes
Approver Search Page
Search Page
This page lists all Cost Centers in your department.
Note: some of the Cost Centers listed are not your
responsibility to approve.
What to approve?
Only the Cost Centers that require approval appear
highlighted.
Previously approved Cost Centers are grayed out
3
Approving Steps
1. Click Main Menu. Click General Ledger custom.
Click Account Reconciliation.
2. Click Transfer to Range of Cost Centers Approval
Page.
3. Type or Select Business Unit
4. Type or select Fiscal Year (ie., 2012).
5. Type or select Accounting Period.
6. Click Search button.
7. Select Accounting Period from list.
8. Find the Cost Center from displayed list.
9. Click Approve button in Approve column.
10. Click OK button at bottom of page.
Account Reconciliation Quick Guide
Budget Reconciliation
Review transactions.
To Reconcile:
1. Click Reconciliation checkbox.
2. Type your First and Last Name.
3. Click Save button.
To Approve:
4. Click Approval Page checkbox.
5. Click Approve checkbox.
6. Type your First and Last Name.
7. Click Save button.
4
Add Comments
1.
2.
3.
4.
5.
6.
Open Account Reconciliation.
Click any Cost Center from Search Results list.
Click the Comments icon.
Type comments.
Click Save and Return to Previous Page.
Follow up on notes accordingly.
Account Reconciliation Quick Guide
Encumbrance
View Pre-Encumbrance:
1. Click Pre-Encumbrance Detail link.
2. Review transactions. Add comments where
appropriate.
3. Click Return to Encumbrance Summary link.
View Encumbrance:
1. Click Encumbrance Detail link.
2. Review transactions. Add comments where
appropriate.
3. Click Return to Encumbrance Summary link.
To Reconcile:
1. Click Reconciliation checkbox.
2. Type your First and Last Name.
3. Click Save button.
To Approve:
1. Click Approval page. Click Approve checkbox.
2. Type your First and Last Name.
3. Click Save button.
5
Detail Pages
Encumbrance Summary displays any PreEncumbrance or Encumbrance transactions for
the fiscal month selected.
Account Reconciliation Quick Guide
Actuals
The Actuals Reconciliation page displays the expenses
and revenue for the fiscal period by account (salary
and/or M&O). The types of account transactions shown
reflect the activity occurring during the Fiscal Period (or
month).
To view all Expense transactions:
1. Go to first expense account.
2. Click View all link.
To view all Revenue transactions:
3. Go to first revenue account.
4. Click View all link.
To Reconcile:
5. Click Reconciliation checkbox.
6. Type your First and Last Name.
7. Click Save button.
To Approve:
1. Click Approval page.
2. Click Approve checkbox.
3. Type your First and Last Name.
4. Click Save button.
6
Accounts
The transactions are shown using a column-row
format called a grid. This layout displays information
for an individual transaction. The grid groups
transactions by expense or revenue accounts. For
example, salaries are always in accounts starting
with 5 and M&O accounts start with 6. The
following table shows a sample of the Account
number and Account Names displayed on the
Account section.
Account
Number
63001
43001
62106
Account
Name
Consumables
Sponsored Prgms
Revenue
In-St Meals & Lodge
Account Reconciliation Quick Guide
7