Assigning an Alternate

Users may assign an “Alternate” (Preparer, Examiner, or Approver) in the Recon@UVA system to facilitate reconciliation.  Alternates must be knowledgeable of the relevant policies, procedures, and guidelines for reconciling departmental records.  The assignment of an alternate does not alleviate the fiscal responsibility of the Person of Record.

NOTE:  Reconcilers can only assign an alternate role for the position in which they are listed as the Person of Record.  In other words, a Preparer will only be able to assign an Alternate Preparer and cannot assign an Alternate Approver on their projects.

For any additional information about this system functionality, review the Frequently Asked Questions (FAQs) "Alternates" section.

Assigning an Alternate

  1. Login to Recon@UVA.

  2. Click on the "Alternates" tab on the menu bar.

  3. Click on the "Add Alternate" button. The screen greys out, and a popup box appears.

  4. Enter the UVA Computing ID of the alternate user. Note: The alternate must have appropriate knowledge and authority for the project(s) assigned.

  5. Click "Lookup Information".

  6. Verify the name displayed is the user to be assigned. 

    • Note: if no name is displayed then the Computing ID may not be a valid user in the system. Contact recon@virginia.edu to request that the Computing ID be added to the Users Table.

  7. Click "Manage Alternate."

Managing an Alternate:  Assigning Projects

  1. Click the "Alternates" tab on the menu bar.

  2. Click "Select" next to the named alternate to be assigned to the new/different project(s).

  3. Enter an Expiration Date (best practice is one year - to ensure the assignment is reviewed annually).

  4. Enter Role.

  5. Check the box left of the project number(s) to be assigned.

  6. Click "Add Selected-->"  The assigned projects will appear on the right side of the screen.

Managing an Alternate:  Editing Assigned Projects

  1. Click the "Alternates" tab on the menu bar.

  2. Click "Select" next to the named alternate who has assigned project(s) to be edited.

  3. To edit the expiration date, select "Edit," and choose the correct date, then click "Update." Click "Cancel" if project was selected in error.

  4. To remove the Alternates' access to a project select "Delete." A pop-up box will confirm your request.

To delete multiple projects:

  1. Check the box left of the project number(s) to be removed.

  2. Click "Remove Selected" (there is no pop-up box to confirm this request).