Get It While It’s Hot
Timely Reconciliation & Reporting
Allyson Lee McAdams – Accountant
Jennifer Paine – Business Manager, Senior
SBS Business Center - Marshall
College of Social & Behavioral Sciences
SBS Business Center - Marshall
Departments
• Arizona Center for Judaic
Studies
• Center for Middle
Eastern Studies
• School of Journalism
• School of Middle Eastern
and North African
Studies
Why Reconcile Daily?
• Reasonable assurance
that transactions are
authorized, allowable
and charged to the
correct accounts
• Daily reconciliation can
reduce workplace
stress
• Easier to recall details
of events and expenses
from these events
• Back-up is easier to
obtain as its HOT
Responsibilities of a Business Center
• Every transaction
needs backup –
why?
 Accurate record
of accounting
 Justification in
case of audit
Not ALL financial transactions are generated
within our business center and not all route to
the fiscal officer for approval
Do charges ever
appear on your
accounts without your
knowledge?
Who charged? Who
approved purchase?
Is it on the correct
account?
Some financial documents not
generated in our business center
INTERNAL BILLINGS
•
•
•
•
•
Office supplies
Motor Pool
Parking & Transportation
UA Book Store
Facilities Management
SERVICE BILLINGS
•
•
•
•
•
•
•
Software Licenses
Postage
Printing/Fast Copy
Digital Print Studio
HR Background Checks
Student Union Charges
Ricoh Service Charges
What do they mean?
• IB – INTERNAL BILLING
• SB – SERVICE BILLING
• Approved by fiscal
officer. Backup not
required by FSO
documentation kept in
unit and billing dept.
• Transactions do not
route to fiscal officer for
approval
WHAT DO THEY HAVE IN COMMON? They are all charges that appear on your
accounts without your knowledge and you must review & provide back-up to
ensure they are legitimate charges
Methods to find backup for transactions that
are not generated in our business center
Scavenger Hunt
Method
• Look daily at your accounts
• Review charge
• Find department that
generated the transaction
• Contact department for
back up
• Review back up
Analytics Report
Delivered by an Agent
• If a transaction was posted
the previous business day
you will receive a
notification the next day
• Contact originating
department for back up
• Review back up
So many systems, so little time
UAccess Analytics
UAccess Financials
UAccess Student
How can an Analytics report help you
stay informed with transactions not
generated in your area??
• Set up a simple report specific to a type of
expense
• Have an agent deliver it to you via email each
day, week, or month – which ever works for you
• Ensure you obtain your back-up
• Upload to Docuware
Create a dashboard report
Select a Subject Area
Customize the Report
Agent has notified you via e-mail with
PDF attachment of report
Create your
own
message
Student Awards
Student Financial Dashboard
Wilma Wildcat
Wilbur Wildcat
How to use that cool idea?
Student Award Process in SBS
Business Center - Marshall
• Lots of variability
– Who initiates awards
– Purpose of awards
– Timing of awards
• Variability makes tracking difficult
Several systems/areas involved to get
funds from department to student
UAccess Student
Student Financials
AKA Bursar’s Account
• Student A
• Student B
• Student C
• Student D
CSW – Student Financials Services –
Student Financials Transactions
Details
UAccess Financials
Financial Aid
External Awards
Trans ID 12345
• Student A
• Student B
• Student C
Trans ID 12346
• Student D
DI/Manual Feed
• Doc # 2015031069000542
• Doc # 2015030969000533
• Doc # 2015031169000555
CSW – Student Financial Aid –
External Awards Details
UAccess Analytics
KFS Ledger Entries
Looking at it from the other side
• Problem: How do you
know when a
transaction you’ve
initiated has hit the
system?
• Solution: Use an agent
Is it enough information to be useful?
How many
Students?
Which
students?
More details about student awards
Stipend
Donnie Darko
Donnie Darko
George Eliot
George Eliot
Scholarship
John Adams
John Adams
Enough details about student awards
Donnie Darko
Donnie Darko
Virginia Woolf
Virginia Woolf
Olaf Amundsen
Condition = bursar’s account feed
transactions hit Financials account
previous business day
• .
/Shared Folders/…./SCHOLARSHIPS POSTED DAILY - CMES
The Financial Report is the condition
Student
Awards
Have hit
My account
Different content is delivered
/Shared Folders/UA…External Awards Report for CMES previous business day
All the details about the student
awards
Donnie Darko
Donnie Darko
Virginia Woolf
Olaf Amundsen
What happened to my award?
Filter for report
• Do you ever have questions
about what you see in
financials?
• What makes up the
"Accounting Line"?
• What does Origin is
there "To" and
"From"? Can't we
just see Debits
and Credits?