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1.

Desposit to REVENUE PROJECT (GL)

Deposit to Revenue Project (GL)
<p>The University receives cash from a variety of sources or fund types, such as tuition and fees, gifts, investment income, sales and services, etc.</p> <p>If you are the cash recipient, follow <a href="https://uvapolicy.virginia.edu/policy/FIN-016" target="_blank">FIN-016: Receiving and Depositing Cash & Other Monetary Instruments</a>, all cash, checks, and money orders should be recorded immediately, entered into a receipt/deposit log, restrictively endorsed and deposited daily if more than $500 and weekly otherwise. A journal entry must be created using the appropriate GL String to record the transaction. </p> <div class="diagram-node interior-link"> GL String <div class="node-HiddenTitle">GL String</div><div class="node-HiddenText">The GL String, Chart of Accounts, is the General Ledger charging instruction used by the University to record transactions, maintain, and report account balances. It consists of 6 segments in the following order:</p> <ol> <li><span class="interior-title">Entity</span> – A two-digit code that defines that state, local, or outside entity associated with transactions and balances for each of UVA’s four State agencies. It is the balancing segment of the GL String.</li> <li><span class="interior-title">Project</span> - Projects used to record revenue in General Ledger. There are five types of projects, Balance Sheet/Clearing Projects (starts with 9), GL Projects, Revenue Parent Projects (RP), Revenue Projects, and Revenue/Expenditure Projects. To be flagged as a Revenue Project, the Project must be serving as the funding source on Award(s), or a child project of a Revenue Parent Project that serves as the funding source on Award(s). <span class="note">Note: Sponsored Programs projects are not permitted to be Revenue projects.</span></li> <li><span class="interior-title">Fund Source</span> - A four-digit code that defines the type of funds (gift, grant, state education and general, endowment, etc.) for institution level reporting and accounting. This is a component of the GL String used to post transactions to the General Ledger. The full list of Fund Sources are available in the GL Reference Module in UBI.</li> <li><span class="interior-title">Object Code</span> - A numeric code used in the General Ledger which maps from Expenditure Type in the Grants Accounting module. Object Code is a four-digit number that signifies a specific General Ledger Revenue, Expense, Asset, Liability, or Fund Balance account. The full list of Object Codes are available in the GL Reference Module in UBI.</li> <li><span class="interior-title">OrGMnization</span> - A five digit numeric field in the Integrated System that identifies the orGMnizational subunit of the institution responsible for the funds. UVA orGMnization codes and descriptions as well as a list of orGMnizational prefixes</li> <li><span class="interior-title">Future</span> - The sixth segment is reserved for a future use and always contains a default value of four zeroes.</li> </ol> </div></div> <p>Process steps differ by fund type. See individual processing steps by fund type and award prefix.</p>
2.

Create Budgets (GM)

Create Budgets (GM)
<p>Budgets are created to establish a detailed spending plan for the funds allocated to a project from an award. Budgets are established at the award level for each project funded.</p> <p>Process steps differ by fund type. See individual processing steps by fund type and award prefix.</p>
3.

Disburse Funds

Disburse Funds
<p>Funds are disbursed to procure goods and services essential to the University's mission, including payroll expenditures, purchases from vendors, and cost transfters.Each of these requires interaction with a different module in the Integrated System. A disbursement in Grants Management (GM) must be assigned one or more PTAEO. The PTAEO is the charging instruction that denotes the project, task, award, expenditure type, and organization to which the expense will be charged. </p> <div class="diagram-node interior-link"> PTAEO <div class="node-HiddenTitle">PTAEO</div><div class="node-HiddenText">The GL String, Chart of Accounts, is the General Ledger charging instruction used by the University to record transactions, maintain, and report account balances. It consists of 6 segments in the following order:</p> <p><span class="interior-title"><span class="PTAEO-letter">P</span>roject</span> - a six-digit number that uniquely identifies a project within the Integrated System. The Project Types spreadsheet provides information on the different types of projects that can be created in the Integrated System and the appropriate expenditure function codes that can be assigned to each type of project. It also contains information on project numbering.</p> <p><span class="interior-title"><span class="PTAEO-letter">T</span>ask</span> - User-defined (flexible) alpha-numeric field that identifies the Task within a Project. Using the same Task Number across multiple projects can facilitate reporting across projects of fund sources (Awards). </p> <p><span class="interior-title"><span class="PTAEO-letter">A</span>ward</span> - a seven-digit alpha-numeric field in the University's Integrated System which represents a source of funds owned by a responsible organization. The type of funds is indicated by the first two characters, which are known as the Award Type. The Mapping Award Prefixes to Award Types document provides information on the relationship between the two-character award prefix and the award types that may be assigned to each award prefix. Sponsored program awards will have a "G" followed by another letter that indicates describes the sponsor or sponsor type (e.g., GC = National Institutes of Health; GI = Industry; and GF = Foundation).</p> <p><span class="interior-title"><span class="PTAEO-letter">E</span>xpenditure Type</span> - A field in the Integrated System used to describe a specific type of expense</p> <p><span class="interior-title"><span class="PTAEO-letter">O</span>rganization</span> - A five digit numeric field in the Integrated System that identifies the organizational subunit of the institution responsible for the funds. UVA organization codes and descriptions as well as a list of organizational prefixes.</p> <p><span class="note">Note: Projects and Awards may be structured one-to-one, one-to-many, or many-to-one. </span></p> </div></div> <p>Funds may also be disbursed directly from the general ledger through a journal entry. These are most often processed by central administrative offices.</p>
4.

Manage Accounts (GM & GL)

Manage Accounts (GM & GL)
<p>In Accordance with the University Policy <a href="https://uvapolicy.virginia.edu/policy/FIN-023" target="_blank">FIN-023:Reconciling Unit Accounting Records</a>, every unit is required to reconcile all Revenue Projects, Expenditure Projects, and Clearing Projects in order to maintain the integrity of the University's accounting records and to protect the interests of the University. Both the preparer and approver must certify that all transactions are appropriate, necessary, and supported by documentation filed in the department.</p> <p>Any discrepancies must be documented, including the time frame for expected resolution.</p> <p>Process steps are fairly similar, but differ somewhat by fund type.</p> <p>For more details, visit the <a href="https://recon.vpfinance.virginia.edu" target="_blank">ReconUVA website.</a></p>
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.
P
Project
A project is the "P" in the "PTAEO" or a part of the charging instruction used to record expenses in the Integrated System's Grant Accounting module. It represents a primary unit of work or discreet activity for which funds are expended.

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Payroll

Payroll
<p>Payroll expenditures are assigned PTAEOs via the Labor Distribution module. See <a href="https://foc.virginia.edu/sites/foc.virginia.edu/files/LDTrainingGuideWorkday.pdf" target="_blank">Labor Distribution Training Guide</a> for details.</p>

T&E Card

Travel & Expense Card
<p>Procurements using the University purchasing card are charged to PTAEOs through the expense reports in ExpenseUVA. See <a href="http://www.procurement.virginia.edu/pagepcard" target="_blank"> Procurement’s Travel and Expense Card Program webpage for more details.</p>

Vendor Purchases

Vendor Purchases
<p>Purchase Orders or Payment Vouchers</p> <p>Goods and services obtained through University Procurement Services are charged to PTAEOs via the Purchasing/Accounts Payable module. See <a href="http://foc.virginia.edu/training-guides" target="_blank"> Purchasing Training Guide</a> or visit the <a href="http://www.procurement.virginia.edu/pageprocguidev2" target="_blank">Goods & Services Procurement Guide</a> for more details</p>

Cost Transfers

Cost Transfers
<p>Cost transfers (expenditure batches) are the mechanism for correcting clerical errors in original PTAEO charges, clearing costs booked to suspense accounts, and billing internal services to UVA customers. See the <a href="http://training.foc.virginia.edu/GM-TrainingGuide.pdf" target="_blank">Grants Managment Training Guide</a> for details</p>

Journal Entries

Journal Entries
<p>Funds may be disbursed by central administrative offices directly through a General Ledger (GL) journal entry.</p> <p>A journal entry is defined as the logging of a transaction into accounting journal items. A journal entry can exist of several recordings, each of which is either a debit or a credit. The total of the debits must equal the total of the credits.</p> <p>See the <a href="http://training.foc.virginia.edu/GL-TrainingGuide.pdf" target="_blank">General Ledger Training Guide</a> for details</p>

Verify and Troubleshoot as Needed (GL & GM)

Verify and Troubleshoot as Needed (GL & GM)
<p>Visit the <a href="https://ubicommunity.virginia.edu/" target="_blank"> UBI Community</a> for more details related to the reports available to assist with any verification and/or troubleshooting</p>