MFR Reconciliation Project
Update
Reminder of Project Summary
• Cross-functional task force was set up to determine campus
needs and next steps related to monthly reconciliation
process
• Updated list of campus reconcilers
• Sub-group, led by Sarah Remmert & Sheri Hardison,
developed a basic expense/revenue tracking tool
• Training needs
• Need for temporary, additional front office resources to
help campus “catch-up”
MFR Reconciliation Assistance
• Contract accountants
– Assisted departments in catching up on expense
tracking
– Trained departmental staff on the expense
tracking tool, if no other tool was in use
– Assisted in reconciling tracking records to
MFR
– Made note of questions – specific and broad
Reconciliation Project Statistics
Duration of Assignments
13%
Assistance by Division
17%
9%
11%
8%
14%
18%
51%
58%
1 day
2 days
3 - 5 days
> 5 days
VPBA
VPSA
VPAA
Pres./VPER/VPCS
VPR
Project Takeaways
• Until MFR is modified, training needs to be adapted to
ease campus use
• Need to increase campus awareness of screens/tools
available to see transaction details faster
• IDT process is misunderstood and requires clarification
• All of our offices will be looking for ways in which to
improve communication
• Over time we will disseminate new tools/information as
they become available
MFR – General Info & Hints
•
Summary Tab – ties to Budget Overview; from the Commitment Control PS Module
•
Detail Tab – from the General Ledger PS Module
•
Examples of differences:
– Transactions budget checked but not fully posted/finalized –only appear on the
Summary Tab
•
Accounting Periods – 1 to 12; 998 to include year-end closing adjustments
•
Recommend running MFR cumulatively through the reconciled month rather than one
month at a time - PO changes/closures are retroactive
•
Accrual and prepaid adjustments made at August 31 will reverse on September 1
•
$0 activity in a given month  will produce blank MFR
•
Payroll-Related Costs/Fringe/A3000 on E&G cost centers is funded monthly so that actual
expenses equal budget
MFR – Journal Entries
•
Journal entries include cost transfers and Interdepartmental Transfers (IDT’s)
•
IDT’s and many transfers are directly received from another department
•
–
Accounting has no additional information beyond what is received from the charging
department
–
Charging departments vary in the details they send for upload
MFR does not include the Line Description entered for journal entries
–
Sometimes includes helpful information on IDTs or transfers such as Facilities Work Orders
MFR – Journal Entries (Cont’d)
•
To see the journal line descriptions, a query can be used:
–
Query name - UTS_GL_Transactions_UTSA
–
Front office personnel with access to create/update transactions should have access to this
query
–
For access issues, please contact the PSSC
•
Filter out non-revenue/expense accounts – query will include balance sheet
accounts (4xxxx – revenue; 5xxxx – Payroll expense; 6xxxx – Other expense)
•
The GL query only provides additional information for some journal entries –
details on DTS or Procard payments are not visible on this query because the
details reside in another module
UTS_GL_TRANSACTIONS_UTSA
STEP 1
STEP 2
STEP 3
STEP 4
UTS_GL_TRANSACTIONS_UTSA
UTSA1
UTS_GL_TRANSACTIONS_UTSA
CLICK
UTS_GL_TRANSACTIONS_UTSA
ProCard Query
• Query UTS_PO_CC_DEPT_RECONCILE
• Can be used to see further detail on ProCard
charges – more info than on MFR
ProCard Query (Cont’d)
STEP 1
STEP 3
STEP 2
STEP 4
ProCard Query (Cont’d)
STEP 1 Populate with either Emp ID, Dept, Cost Center or Project ID
STEP 2 Enter Date Range
STEP 3 Click View Results
ProCard Query (Cont’d)
Click Open
ProCard Query (Cont’d)
Other Updates
• FY2015 is closed
• September 2015 will close Friday, October
23
• Controller’s Office will email when future
months are closed
Other Updates
• When making iServices requests with Facilities, a NACUBO/function
800 (Operation/Maintenance of Plant) cost center may be required
– Necessary for proper financial reporting by functional use
– Excluded – Sponsored Projects, Auxiliaries, Service Centers, Agency Funds
– Required for:
• Major Project Request (> $5,000)
• Minor Project Request (< $5,000)
• Corrective Vehicle Maintenance Request
• Corrective Facility, ROD, or Grounds Maintenance Request (not usually Department funded)
– Set up cost center only once and fund it in the future as needed
– Not a new requirement – cost centers replace OPM sub-accounts in DEFINE