RECONCILIATION TOOLBOX PROCEDURES
OVERVIEW
PURPOSE - To provide a resource for tracking transactions in order to perform the Monthly Financial Report
(MFR) reconciliation.
CONTENT - The Reconciliation Toolbox is an Excel spreadsheet with five tabs:
 TAB 1: Non-Salary Transaction Log (Cost Centers/Project IDs with no salaries or a mixture of salary and
non-salary)
 TAB 2: Salary Transaction Log (Cost Centers/Project IDs with only salaries/fringe expense)
 TAB 3: Monthly Reconciliation of MFR to Transaction Log
 TAB 4: Reconciliation Cover Sheet
 TAB 5: Check Log
Except for the formulas in columns G, H, and I in the Non-Salary Transaction Log, and columns G and H in
the Salary Transaction Log, the document is editable (you may add/subtract columns or edit column
header names).
BEFORE YOU START:
• Familiarize yourself with Fiscal Management Operational Guideline (FMOG) - Monthly Financial Report
Reconciliation Process.
• You are strongly encouraged to attend PS207.01 – Monthly Financial Report Reconciliation Using
UTShare/PeopleSoft; and PS 205.02 - Managing Departmental Expense & Revenue Budgets. Register at
MyTraining.utsa.edu.
• Gather all appropriate documentation that supports the transactions for your Cost Centers/Project IDs.
See the Appendix for examples of support documentation.
TAB 1: NON-SALARY TRANSACTION LOG
PURPOSE - To keep track of transactions for Cost Centers/Project IDs with no salary transactions or a
mixture of non-salary and salary transactions.
1. Rename the Tab from “Trans Log_XXX000” to the correct Cost Center/Project ID name. If you have
multiple Cost Centers/Project IDs, copy the tab (see the Appendix for instructions) and rename for
each additional Cost Center/Project ID.
2. Enter transactions as they occur:
• Transaction Date – The date that the transaction occurred.
• Vendor Name/Employee Name – The name of the vendor where the purchase was made, or the
employee name for reimbursements or salary expense.
• Item Description – The items purchased, or a note that identifies the entry (e.g., Dell Laptop,
Folders, Paper, Ink, Hotel Charges for J. Smith).
• Document # - The PO #, Voucher #, Journal ID, Report ID, or other ID that identifies the item.
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• Budget Account (optional) – The Budget Account (e.g., A4000) for the entry. The Budget Account is
not used for most transactions (except for budget transfers) but it might be useful in some cases
because the MFR produces detailed information by Budget Account.
• Account Code - The Account Code for the transaction (e.g., 63003).
• Type of Expense – Description of the Account Code (e.g., Office Supplies, Registration Fees, Travel
Expenses). This column is editable (categories may be created based upon department needs).
• Additions to Available Balance – The dollar amount of transactions that add to the total balance.
Examples of additions:
- Cash/check/credit card deposits for items/services sold
- Budgetary transfers in from other funding sources (or other budget category)
- Reversed or “credited” expense for a purchased item that was returned/over-charged
• Subtractions from Available Balance – Enter the negative dollar amount of transactions that
subtract from the available balance. Examples of subtractions:
- Budgetary transfers out to other funding sources (or other budget category)
- Expense reimbursements
- Procard or CLIBA card charges
- Non-PO voucher payments
- Salary or benefit expense charges
- Requisition or Purchase Order that creates a Pre-Encumbrance or Encumbrance
- F&A expenses related to sponsored programs
Note – Be sure to enter the amount as a negative amount, otherwise it will add to the total. You will
know it has subtracted from the total when the number turns red.
• Balance – The only entry you need to make in this column is the beginning balance. The total
balance will then be automatically populated based on what is entered in the other columns.
• Month Cleared – Indicate that an item has appeared in the MFR by entering the month that the
transaction cleared (e.g., SEP, OCT, NOV).
• Comments – Optional. This field can be used for tracking or noting items that don’t match any of
the criteria in the other fields.
TAB 2: SALARY TRANSACTION LOG
PURPOSE - To track salary and wage transactions for Cost Centers/Project IDs that include only
salaries and fringe benefits.
1. Rename the Tab from “Salary Log_XXX000” to the correct Cost Center/Project ID name. If you have
multiple Cost Centers/Project IDs, copy the tab (see the Appendix for instructions) and then rename for
each additional Cost Center/Project ID.
2. Enter transactions as they occur:
• Transaction Date – See Tab 1.
• Name –The name of the employee that was paid.
• Item Description – Details that identify the transaction (e.g., Salary for September, Grad Assistant week
ending 10/31).
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• Budget Account – See TAB 1.
• Account Code – See Tab 1.
• Type of Expense – Indicate whether the expense is salary or fringe.
• Additions to Available Balance – Enter the dollar amount for transactions that add to the total balance.
Examples of additions:
- Budgetary transfers in from other funding sources (or other budget categories)
- Reversed or “credited” expense for salary or benefits that were over-charged
• Subtractions from Available Balance – Enter the negative dollar amount of transactions that subtract
from the available balance. Examples of subtractions:
- Budgetary transfers out to other funding sources (or other budget categories)
- Salary or benefit expense
- Salary encumbrances
Note – Be sure to enter the amount as a negative amount, otherwise it will add to the total. You will know
it has subtracted from the total when the number turns red.
• Balance – See Tab 1
• Month Cleared – See Tab 1
• Comments – See Tab 1
TAB 3: MONTHLY RECONCILIATION OF MFR TO TRANSACTION LOG
PURPOSE - To determine:
• if the Transaction Logs balance to the MFR, and
• the remaining spending authority.
NOTE: Each section is editable, but since Rows 8 and 10 have formulas, it is recommended that you do
not edit those cells.
After all transactions have been entered in the Transaction Logs (TABS 1 and 2):
1. Enter the ending balance for the month being reconciled from the Transaction Log into the cell in
Row 6. Example – If you are reconciling September, enter the balance as of September 30.
2. Download the MFR (for detailed download instructions see Setting Up and Running the Monthly
Financial Report Using UTShare/PeopleSoft) and save the Summary and the Detail files.
3. Open the MFR Detail file and calculate the Available Budget by totaling the Available Budget column.
Enter the Available Budget in the section labeled “MFR Available Balance” (Row 7).
4. Go through the MFR and mark all transactions in the Transaction Log that are on the MFR in the
Month Cleared column. If any transactions are on the MFR that are not on the Transaction Log, add
them to the Log.
5. Total of Uncleared Items: Enter the total of the transactions that have not been marked in the
“Month Cleared” column on the Transaction Log in the Uncleared Items cell for the month you are
reconciling. (It is best to use a formula here, so you or anyone reviewing will know what is included.)
6. If your department has multiple Cost Centers/Project IDs, copy the tab and rename for each
additional Cost Center/Project ID (see the Appendix for instructions on how to copy a tab).
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TAB 4: RECONCILIATION COVER SHEET
PURPOSE – For departments that have more than one Cost Center/Project ID. It combines all Cost
Centers/Project IDs in one document for signature, and provides an “At-A-Glance” document for
Department Managers to view the balances for all of their Cost Centers/Project IDs.
1. Enter each Cost Center/Project ID you are responsible for reconciling (one Cost Center/Project ID per
line).
2. Complete the remaining fields (“Balance per MFR” and “Actual Balance from Transaction Log”) using
the amounts from Lines 6 and 7 in TAB 3.
3. The Reconciler and Department Manager must sign and date the completed cover sheet.
NOTE: Be sure that the Department Manager is provided with documentation for all transactions before
signing the Cover Sheet. Documentation includes the MFR, access to the Transaction Log (printed or
electronic), and documents such as those listed in the Appendix.
TAB 5: CHECK LOG
PURPOSE – For departments that receive checks. Because copying checks is not allowed, it is important
to use the Check Log to maintain reference information for each check received.
NOTE: The revenue recorded in the Check Log should also be included in the Transaction Log for the
corresponding Cost Center/Project ID.
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APPENDIX
Instructions for Copying a Tab
1. Open the workbook with the worksheet(s) that you want to move or copy and the workbook
that is to contain the moved or copied worksheet(s).
2. Display the workbook that contains the worksheet(s) that you want to move or copy.
3. Select the worksheet(s) that you want to move or copy.
If you want to select a group of neighboring sheets, click the first tab and then hold down
Shift while you click the last tab. To select nonadjacent sheets, click the first tab and then
hold down Ctrl while you click each of the other sheet tabs.
4. Right-click one of the selected sheet tabs and choose Move or Copy on the shortcut menu.
Excel opens the Move or Copy dialog box, where you indicate whether you want to move or
copy the selected sheet(s) and where to move or copy them.
5. In the To Book drop-down list box, select the workbook that you want to copy or move the
worksheets to.
If you want to move or copy the selected worksheet(s) to a new workbook rather than to an
existing one that you have open, select the (New Book) option at the top of the To Book
drop-down list.
Use the Move or Copy dialog box to move or copy worksheet(s) from the current workbook
to another workbook.
6. Select where in the new workbook you want to drop the worksheets.
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In the Before Sheet list box, select the name of the sheet that the worksheet(s) you're about
to move or copy should precede. If you want the sheet(s) that you're moving or copying to
appear at the end of the workbook, choose the (Move to End) option.
7. If you want to copy the sheets rather than move them, select the Create a Copy check box.
8. Click OK to complete the move or copy operation.
If you prefer a more direct approach, you can move or copy sheets between open workbooks by
dragging their sheet tabs from one workbook window to another (hold down the Ctrl key as you
drag a sheet tab to create a copy). Use the Arrange All command on the View tab to display all
workbooks onscreen. Note that this method works with a bunch of sheets as well as with a
single sheet; just be sure that you select all their sheet tabs before you begin the drag-and-drop
procedure.
You also can use drag-and-drop to move or copy a worksheet to another workbook.
2. Examples of Support Documentation
a.
b.
c.
d.
e.
f.
g.
Invoices
Packing slips
Receipts
Approval documents for
Travel reimbursement forms
Hotel/airfare confirmations
Procard and Travel Card statements
3. Reference Links
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Financial Management Operational Guidelines (FMOG)
Monthly Financial Report Reconciliation Process
Monitoring Plan for Segregation of Duties and Reconciliation of Accounts
Fiscal Management Sub-Certification Work Plan
UT System Policy
UTS142.1 – Policy on the Annual Financial Report
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