1. Saving Backup for Transaction Review (see next slide for example) In the Pod 3 Server, in the Finance function, under each department, there will be a folder named “Reconciliation” Have a folder for each month under the “Reconciliation” folder – Save ALL backup to the month in which it will hit the ledger (this can be adjusted if something hits later than expected, etc) Within each month’s folder, create a “(month) Reconciled” folder – After your FOOT member reconciles the items, we will put the backup in this “Reconciled” folder

2. These documents (on the right) have been saved, but have NOT been reconciled.

3. Naming Scheme Required fields in document name when scanning/saving in the reconciliation folder: – Center # - If multiple centers, list as many as possible or if too many, list the center being debited or 1 st center listed – Document # - CR#, 1180 #, etc. The reconciler will add the JEID after we check the JE off in Transaction Review – Total Amount $ Department discretion as to what else to include and what order to put the information in for the name – Examples: Vendor, Date, Short Description, PI

4. Why do we need to have one process for saving backup? Financial Operations & Oversight Team (FOOT) will be doing Transaction Review for all Pod 3 departments. We will need to have a streamlined and consistent process in order to complete this task. Less places to hunt and click Save time in the future (we won’t be needing to contact AO’s, etc to obtain backup) Consistency

5. Examples of Items that need to be saved in the Reconciliation Folder Check Requests Journal Entries Concur/Travel 1180’s Software Purchases Chem Storeroom Charges Deposits Invoices Non-federal Award Documents Any other items that will hit the ledger which we cannot run reports to obtain the backup

6. Journal EntryConcur Check Request 1180’s Example: JE 404208000 $50.02 Animal Charges 10.19.14 Order: JE (Will change to MX) ▪ Center Number ▪ Total Amount ▪ Keyword ▪ Effective Date on JE Order: Concur ▪ Report Key ID # ▪ Center Number (1 st Center Listed) ▪ Total Amount ▪ Employee’s Last Name (reimbursement) Example: Concur 55331 4042080000 $110.10 Smith Example:CR1476245 1042080000 $171.00 Dotmatics Order: 1180 ▪ ID Number ▪ Center Number ▪ Total Amount ▪ Keyword Example: 1180 2547814 1042080000 $30.00 Ethanol Software Store Deposits Order: Software ▪ Order Number ▪ Center Number ▪ Total Amount Example: Software 100452173255 404208000 $254.15 Order: Deposit ▪ Center Number ▪ Total Amount ▪ Keyword Example: Deposit 404208000 $15,245.00 Children’s Hospital Invoice Order: Invoice ▪ Month of Invoice ▪ Center Number ▪ Total Amount ▪ Keyword (Contract/Vendor) Example: Invoice January 4042080000 $1,245.00 Contract’s Name Chem Store Order: Storeroom ▪ Month (per spreadsheet) ▪ Total Amount Example: Storeroom January $1,245.00 VEHS Order: VEHS ▪ Center Number ▪ Total Amount Example: VEHS 1042080000 $45.00 Health Insurance & Tuition Order: Health Insurance (or Tuition) ▪ Center Number (1 st Listed) ▪ Last Name Of Trainee Example: Health Insurance 1042080000 Smith Example: Pharmacy 1042080000 $450.00 Non Federal Award Document Example:1042080000 Autism Speaks Foundation Pharmacy Order: Pharmacy ▪ Center Number ▪ Total Amount Order: CRNumber ▪ Center Number ▪ Total Amount ▪ Keyword (Payee ) Order: Center Number(1 st Listed) ▪ Funding Agency Name