1. Business Object’s Departmental Reconciliation
By Dalana Moore
2019

2. AGENDA Why use the BO Departmental Reconciler Query?
Documents it accesses
Statement of Activity
Voucher Detail Report – SUB, PO, NonPO, PCard
Gross Pay Register
Organization Budget Status – Flint Gen Fund Only
Statement Reconciliation (Hands On Example)
Source Documents
Verification
File Retention
Tips
Errors
Don’t Forget!
Resources

3. Why use the BO Departmental Reconciler Query?
It combines pertinent information from multiple reports.
It is electronic.
Can be saved, printed, or copied to Excel
It is EASY and SAVES TIME!
Campus Goal: No more hard copy reports from Accounting except the Org Budget Status Report.

4. Report Relationship Diagram
Summarized
Summarized
Summarized

5. BO Departmental Query Diagram
Provides Important Informaton in One Query!

6. Additional Reports from Query
Payroll Summary Report
Summarizes all salary and fringe benefits by person for the current month
SUB Detail Report
Detail information that was processed through the Service Unit Billing Process for the Current Month.
Examples: Printing and ITCom Charges
FY Summary of Activity
Revenue & Expense Account Group totals Year-to-Date

7. Statement Reconciliation
Run CMB Flint GF Departmental Reconciler Query for Example
Account End Date – 12/31/2018
Accounting Period – 6 (December 18)
DeptID# – Fin Services & Budget
Fiscal Year – 2019
Fund – – General Fund
Program - % (=all programs) or # Accounting
Reconcile Sources to Activity
Timesheets to GPR
Name, Appointment Data, Salary Amount, Overtime
Monthly PCard Reconciliation Report
Non PO, PO (if invoices have been received), & SUB
Journal Entries & Cash Receipts
Other
Expense Transfers
Corrections Journals

8. TIPS
Start reconciliation after month-end close from FSB Accounting.
Validate “Tick Off” the Activity
TAKE CREDIT FOR YOUR WORK – write on the statements and sign/date when completed. This can be done manually or electronically.
Create a “Cheat Sheet”
For Payroll, create a list all employees and expected monthly salary amounts and update as needed (more often with Professors & Adjuncts).
For PCards, create a list of PCard holders.
For Telephones, create a list of department phone numbers.
Project Grant List, create a list of Project Grants that are associated to your DeptID and Programs
Valid Account List
A list of all valid Revenue & Expense by Fund. This list provides the account title, long description, account group.
You can open the list (Excel) from the web from the FSB website.

9. Errors
Payroll Errors
For all Regular Facility/Staff have to be corrected through HR. HR will create a correction journal. You have 120 days after a yearend close to fix payroll errors (until Oct. 30th).
For Temporary employees, all corrections are done on a journal entry.
Journal Entry, Cash Receipt, PO, PCard, SUB, NonPO Errors should be corrected by a journal entry.
Chartfield Errors
All corrections need to be corrected by a journal entry if the Fund, DeptID, Program, Class, Project-Grant, or Account is wrong.

10. DON’T FORGET!
To Reconcile all Fund/DeptID(s) and Project/Grants that you are responsible for!
For Flint General Fund:
Fund:
CMB Flint GF Departmental Reconciler Query
For Flint Non-General Fund:
Funds: 30000,40000,5xxxx,90000,20000,25000,8xxxx
CMB Departmental Reconciler Query
For All Project Grants:
Funds: All Funds
CMB Project/Grant Departmental Reconciler Query

11. Resources: File Retention
SPG
Sponsored Programs / Gifts & Endowment – 7 years
General, Designated and Auxiliary Funds – Current year plus 2 years
Rebilling Units – 7 years
Sales Tax Documentation – 6 years
Unrelated Business Income Tax Documentation – years
Tax Returns – 7 years

12. Resources: Contacts Flint Financial Services & Budget
Financial Operations
Procurement
Flint HR
ITCom