Reconciliation Process Flowchart 6a5133
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Page 1 of 9 START
Documents Needed Gather ALL ing Documents Required to perfom your reconciliation by printing official ledgers, and obtaining files of "pending" transactions.
Ledgers are used in all phases of the reconciliation, as items are reconciled, a √ should be placed next to the amount to indicate reconciliation
Revenue Obtain Payroll Documents
Encumbered Transactions
Electronic GEMS Payroll
ElectronicG eneral Ledger
Non-encumbered Transactions
Obtain Pending File of Purchasing Documented
Obtain Files of Revenue received and unrecorded
Obtain Pending File of Purchasing Documented
Print Ledgers
Recorded in OASIS and billed?
Run GEMS query and Print payroll for period
Purchase Order
Purchase Reguisition (may just have PO)
Travel Planned or Incurred?
Payroll s
Receiving Documents (packing slip etc)
Invoice (if sent to Dept)
Billing Document
I
Prepaid Expense
NO
YES
YES
Vendor Credits
NO
NO
Is revenue receipt online?
YES F
Peoplesoft Billed Revenues
NO
Billing Document
Travel Expenditure Report
YES
Web Chg Report (904)
Pay Certification Adj Form
YES Performance Pay or Bonus Docs
Swiped Chg Report (963)
Deposit Slip H
NO
Bonus or Awards?
NO
YES
Pay
Certification Adj?
Is revenue credit card?
Travel Occurred?
Obtain ing Documents
Retroactive Rate Adjustment?
Go FAST Ledgers
YES
Travel Authorization Report
YES
NO
Interdepartmental Charges?
YES
Bonus or Awards?
Interdepartmental Charges?
Performance Pay or Bonus Docs
Page 2 of 9 Work orders, invoices, charge slips
NO
NO
Monthly Merchant Bank Statement
YES YES
Comp Time Payout Forms
Compensatory Cash Out?
Pcard Charges?
NO
NO
H Invoices, and other
YES Leave Certification
Leave Certification?
YES Expenditure Transfers?
NO Determine Amount of Payout from GEMS, Print
Pay Exp Trsf?
Electronic GEMS Payroll Record
ETR Form NO
NO YES Other Unencumbered Exp
YES
Request for Reimbursement or other suppt
Expenditure Transfer Form
Other ing Payroll Docs
Pay
G
To Unencumbered Flowchart
E
To OASIS Revenue Flowchart
Reconcile Payroll Transactions
NO
Page 3 of 9
From
A
I
Document Flowchart
Go FAST Ledgers
Payroll Exp? YES
Payroll s Compare the payroll s to the ledger to ensure proper posting
Other ing Payroll Docs
NO
Ledgers Agree to ?
Place on unresolved list for research and follow-up.
YES
YES
Manual payments or Adj?
E
J
To Reconcile Flowchart
Note: Certification should have been Compared to the Payroll Requistion Prior to the Monthly Reconciliation process for hourly employees.
NO B
Obtain source documentation for manual payments
Other ing Payroll Docs
Compare amount of manual documents to ledger
NO Ledgers Agree to ?
Place on unresolved list for research and follow-up.
YES
B
From Document Flowchart
To Reconcile Encumbered Flowchart
E To Reconcile Flowchart
Page 4 of 9
Reconcile Encumbered Transactions From Documents Flowchart From Payroll Flowchart
I
B
F
Go FAST Ledgers
NO
Note: Invoice should have been compared to the purchase order, and goods received compared to the invoice, prior to the monthly reconciliation process.
Requisitions, and/ or Purchase Orders
Any Encumb Expenses? YES
Note: Complete means Invoice received, and goods or services Received in FAST!!
Receiving Doc and/or Invoice Is transaction complete? NO
Vendor Credits
YES Invoice and item received & are in Actual NO
YES Compare amount in the YES actual column on the ledger to the amount per purchase order
NO Amount Agrees to Actual? YES
Purchase Order Issued?
YES Review Invoice, if available or Look up in Fast to determine if Invoice & Receiver NO agrees to Actual Amount on Ledger YES
Requisition Approved?
NO
NO
NO
YES YES
Compare amount in the Encumbered column on the ledger to the amount per purchaser order
NO Agrees to Actual?
Credit Applied?
NO
Compare amount in the Preencumbered column on the ledger to the amount per purchaser requisition
YES
Mark Documents Posted and Remove from Pending File.
YES YES NO
Line/bal. agrees?
NO Partial pymt?
Amount Agrees?
Amount Agrees? NO
YES
Other Items to be Reconciled?
To Reconciled Flowchart
Place on unresolved list for research and follow-up.
J
C
NO
YES
Return docs to Pending File.
NO
YES
NO
YES
Other Items to be Reconciled?
NO
Page 5 of 9
C To Unencumbered Flowchart
Page 6 of 9
Reconcile Non-encumbered transactions I
C
From Documents Flowchart
Go FAST Ledgers
Note: Allowability of project related non-encumbered transactions should have been confirmed prior to the monthly reconciliation.
NO
YES
YES
Note: Prior to Approval Pcard Charges were Verified to Actual Invoices and documentation
Travel Expense?
NO
Agree Charges posted in actual column to interdepartmental charge
YES
Pcard Charge (including pcard travel)?
G
NO
Travel Advance?
YES Agree Pcard Charges posted in actual column to approval documents (begin with PCD)
Note: Advances Should have been reconciled to TER when it was approved
TAR/TER
Agree Charges per the Ledger to the Travel Expenditure Report
NOTE: Pcard Charges Should have been reconciled To TER report when the TER was approved.
NO Proper and Amt?
YES NO
Mark Documents Posted and Remove from Pending File.
Place on unresolved list for research and follow-up.
YES Other Items to be Reconciled? NO
D
To Revenue Credit/OASIS Flow Chart
J
To Reconciile Flowchart
YES
Interdept Billing
Note: Receipt of good or services Should have been confirmed prior to the monthly reconciliation or done at this time.
Agree Advance to FAST Ledger
NO
G
PCARD
G
G
Agree amount posted (Charged or Credited) in the FAST actual column to the expenditure transfer
Expenditure Transfers
Advance Request
YES
G
Proper and Amt?
YES
Is transaction interdepartmental billing?
Any Unencumbered Transactions?
NO
NO
Expenditure Transfer?
NO
Proper and Amt?
NO
Proper and Amt?
YES YES
Page 7 of 9
Revenue Flowchart I
D TO People Soft Revenue Flowchart
Go FAST Ledgers Recorded through OASIS
NO K
Note: Credit card transactions should have been reconciled to the Swiped Charge Report Or Web Charge report on a daily basis and are not Part of the Monthly Reconciliation
YES
NO
Is revenue credit card?
H
Note: OASIS Daily cash balancing reports should be reconciled to the deposit slip on a daily basis and are not part of the monthly reconciliation report
YES
Is revenue received via web?
NO
Merchant bank statement & Swiped Chg Report (963)
H
Revenue Adjustment?
YES
NO
H YES NO Merchant bank statement and Web Charge Reports 804
Compare total web receipts to Ledger
YES
Agrees to Ledger?
YES
Any refunds, Adj?
Agrees to Ledger?
NO
Deposit Slip
H
YES
H
Compare total per deposit slip to the FAST Ledger
Compare total Swiped less refunds to Ledger
YES for Refund or Adj
NO Any refunds?
Compare total per deposit slip to the FAST Ledger
NO
YES
Agrees to Ledger?
NO
YES NO
Compare total web based less refunds to Ledger
H
for Refund or Adj
Place on unresolved list for research and follow-up.
YES Other Items to be Reconciled?
NO
J
To Reconcile Flowchart
J
Agrees to Ledger? YES
NSF or Adjustment Doc
Page 8 of 9
Reconciliation Process Flowchart From Revenues Flowchart From Payroll, Encumbered and From Un-encumbered transactions flowchart
J
I
Go FAST Ledgers
Un resolved items list
NO
All transactions reviewed by reconciler?
F
To Revenues Flowchart To Payroll, Encumbered and To Un-encumbered transactions flowchart
YES Prior Month Un resolved items list
Compare to current unresolved items list
YES All Unresolved items on the new list?
Prepare Reconciliation Report
NO
Reconciliation Report
Add any additional items to new unresolved list Reconciler Signs & Dates Reconciliation
Un resolved items list
Un resolved items list Page 9 of 9
Are any unresolved items older than 60 days?
YES
Obtain supervisory approval
NOTE : Supervisor should review unresolved list and follow-up on old items.
NO
Carry forward unresolved items list to next month's reconciliation
able Officer/PI provide their approval through DATE______
File and retain reconciliation END
END
NOTE: able Officer/PI should provide documented certification of allowability and appropriateness of transactions through a specified date.
Documents Needed Gather ALL ing Documents Required to perfom your reconciliation by printing official ledgers, and obtaining files of "pending" transactions.
Ledgers are used in all phases of the reconciliation, as items are reconciled, a √ should be placed next to the amount to indicate reconciliation
Revenue Obtain Payroll Documents
Encumbered Transactions
Electronic GEMS Payroll
ElectronicG eneral Ledger
Non-encumbered Transactions
Obtain Pending File of Purchasing Documented
Obtain Files of Revenue received and unrecorded
Obtain Pending File of Purchasing Documented
Print Ledgers
Recorded in OASIS and billed?
Run GEMS query and Print payroll for period
Purchase Order
Purchase Reguisition (may just have PO)
Travel Planned or Incurred?
Payroll s
Receiving Documents (packing slip etc)
Invoice (if sent to Dept)
Billing Document
I
Prepaid Expense
NO
YES
YES
Vendor Credits
NO
NO
Is revenue receipt online?
YES F
Peoplesoft Billed Revenues
NO
Billing Document
Travel Expenditure Report
YES
Web Chg Report (904)
Pay Certification Adj Form
YES Performance Pay or Bonus Docs
Swiped Chg Report (963)
Deposit Slip H
NO
Bonus or Awards?
NO
YES
Pay
Certification Adj?
Is revenue credit card?
Travel Occurred?
Obtain ing Documents
Retroactive Rate Adjustment?
Go FAST Ledgers
YES
Travel Authorization Report
YES
NO
Interdepartmental Charges?
YES
Bonus or Awards?
Interdepartmental Charges?
Performance Pay or Bonus Docs
Page 2 of 9 Work orders, invoices, charge slips
NO
NO
Monthly Merchant Bank Statement
YES YES
Comp Time Payout Forms
Compensatory Cash Out?
Pcard Charges?
NO
NO
H Invoices, and other
YES Leave Certification
Leave Certification?
YES Expenditure Transfers?
NO Determine Amount of Payout from GEMS, Print
Pay Exp Trsf?
Electronic GEMS Payroll Record
ETR Form NO
NO YES Other Unencumbered Exp
YES
Request for Reimbursement or other suppt
Expenditure Transfer Form
Other ing Payroll Docs
Pay
G
To Unencumbered Flowchart
E
To OASIS Revenue Flowchart
Reconcile Payroll Transactions
NO
Page 3 of 9
From
A
I
Document Flowchart
Go FAST Ledgers
Payroll Exp? YES
Payroll s Compare the payroll s to the ledger to ensure proper posting
Other ing Payroll Docs
NO
Ledgers Agree to ?
Place on unresolved list for research and follow-up.
YES
YES
Manual payments or Adj?
E
J
To Reconcile Flowchart
Note: Certification should have been Compared to the Payroll Requistion Prior to the Monthly Reconciliation process for hourly employees.
NO B
Obtain source documentation for manual payments
Other ing Payroll Docs
Compare amount of manual documents to ledger
NO Ledgers Agree to ?
Place on unresolved list for research and follow-up.
YES
B
From Document Flowchart
To Reconcile Encumbered Flowchart
E To Reconcile Flowchart
Page 4 of 9
Reconcile Encumbered Transactions From Documents Flowchart From Payroll Flowchart
I
B
F
Go FAST Ledgers
NO
Note: Invoice should have been compared to the purchase order, and goods received compared to the invoice, prior to the monthly reconciliation process.
Requisitions, and/ or Purchase Orders
Any Encumb Expenses? YES
Note: Complete means Invoice received, and goods or services Received in FAST!!
Receiving Doc and/or Invoice Is transaction complete? NO
Vendor Credits
YES Invoice and item received & are in Actual NO
YES Compare amount in the YES actual column on the ledger to the amount per purchase order
NO Amount Agrees to Actual? YES
Purchase Order Issued?
YES Review Invoice, if available or Look up in Fast to determine if Invoice & Receiver NO agrees to Actual Amount on Ledger YES
Requisition Approved?
NO
NO
NO
YES YES
Compare amount in the Encumbered column on the ledger to the amount per purchaser order
NO Agrees to Actual?
Credit Applied?
NO
Compare amount in the Preencumbered column on the ledger to the amount per purchaser requisition
YES
Mark Documents Posted and Remove from Pending File.
YES YES NO
Line/bal. agrees?
NO Partial pymt?
Amount Agrees?
Amount Agrees? NO
YES
Other Items to be Reconciled?
To Reconciled Flowchart
Place on unresolved list for research and follow-up.
J
C
NO
YES
Return docs to Pending File.
NO
YES
NO
YES
Other Items to be Reconciled?
NO
Page 5 of 9
C To Unencumbered Flowchart
Page 6 of 9
Reconcile Non-encumbered transactions I
C
From Documents Flowchart
Go FAST Ledgers
Note: Allowability of project related non-encumbered transactions should have been confirmed prior to the monthly reconciliation.
NO
YES
YES
Note: Prior to Approval Pcard Charges were Verified to Actual Invoices and documentation
Travel Expense?
NO
Agree Charges posted in actual column to interdepartmental charge
YES
Pcard Charge (including pcard travel)?
G
NO
Travel Advance?
YES Agree Pcard Charges posted in actual column to approval documents (begin with PCD)
Note: Advances Should have been reconciled to TER when it was approved
TAR/TER
Agree Charges per the Ledger to the Travel Expenditure Report
NOTE: Pcard Charges Should have been reconciled To TER report when the TER was approved.
NO Proper and Amt?
YES NO
Mark Documents Posted and Remove from Pending File.
Place on unresolved list for research and follow-up.
YES Other Items to be Reconciled? NO
D
To Revenue Credit/OASIS Flow Chart
J
To Reconciile Flowchart
YES
Interdept Billing
Note: Receipt of good or services Should have been confirmed prior to the monthly reconciliation or done at this time.
Agree Advance to FAST Ledger
NO
G
PCARD
G
G
Agree amount posted (Charged or Credited) in the FAST actual column to the expenditure transfer
Expenditure Transfers
Advance Request
YES
G
Proper and Amt?
YES
Is transaction interdepartmental billing?
Any Unencumbered Transactions?
NO
NO
Expenditure Transfer?
NO
Proper and Amt?
NO
Proper and Amt?
YES YES
Page 7 of 9
Revenue Flowchart I
D TO People Soft Revenue Flowchart
Go FAST Ledgers Recorded through OASIS
NO K
Note: Credit card transactions should have been reconciled to the Swiped Charge Report Or Web Charge report on a daily basis and are not Part of the Monthly Reconciliation
YES
NO
Is revenue credit card?
H
Note: OASIS Daily cash balancing reports should be reconciled to the deposit slip on a daily basis and are not part of the monthly reconciliation report
YES
Is revenue received via web?
NO
Merchant bank statement & Swiped Chg Report (963)
H
Revenue Adjustment?
YES
NO
H YES NO Merchant bank statement and Web Charge Reports 804
Compare total web receipts to Ledger
YES
Agrees to Ledger?
YES
Any refunds, Adj?
Agrees to Ledger?
NO
Deposit Slip
H
YES
H
Compare total per deposit slip to the FAST Ledger
Compare total Swiped less refunds to Ledger
YES for Refund or Adj
NO Any refunds?
Compare total per deposit slip to the FAST Ledger
NO
YES
Agrees to Ledger?
NO
YES NO
Compare total web based less refunds to Ledger
H
for Refund or Adj
Place on unresolved list for research and follow-up.
YES Other Items to be Reconciled?
NO
J
To Reconcile Flowchart
J
Agrees to Ledger? YES
NSF or Adjustment Doc
Page 8 of 9
Reconciliation Process Flowchart From Revenues Flowchart From Payroll, Encumbered and From Un-encumbered transactions flowchart
J
I
Go FAST Ledgers
Un resolved items list
NO
All transactions reviewed by reconciler?
F
To Revenues Flowchart To Payroll, Encumbered and To Un-encumbered transactions flowchart
YES Prior Month Un resolved items list
Compare to current unresolved items list
YES All Unresolved items on the new list?
Prepare Reconciliation Report
NO
Reconciliation Report
Add any additional items to new unresolved list Reconciler Signs & Dates Reconciliation
Un resolved items list
Un resolved items list Page 9 of 9
Are any unresolved items older than 60 days?
YES
Obtain supervisory approval
NOTE : Supervisor should review unresolved list and follow-up on old items.
NO
Carry forward unresolved items list to next month's reconciliation
able Officer/PI provide their approval through DATE______
File and retain reconciliation END
END
NOTE: able Officer/PI should provide documented certification of allowability and appropriateness of transactions through a specified date.
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