Definitions

Alternate:  A function in Recon@UVA that allows a user to share their access with another user. This can facilitate shared work, for example users may work on different tasks in a particular project/award, or one can be responsible for personnel and another for OTPS. Alternates can also be used to cover for a vacation or other temporary access purposes. An alternate has the same access as the original user, including receiving workflow emails. See the Assigning an Alternate webpage and the Frequently Asked Questions (FAQs) section titled "Alternates."

Comment: A function in Recon@UVA that allows the user to document notes that they would previously have written on the paper reconciliation. See the Recon@UVA Features webpage and the Frequently Asked Questions (FAQS) section "Comments, Outstanding Issues and Reconciling Items."

Electronic Signature: Documentation of a user's certification of a step in the workflow. Security of the electronic signature is protected by requiring Netbadge login to the application. Users provide their electronic signature to the reports by using the following system icons:

  • Preparers:  Green "send forward" arrow
  • Examiners:  Green "send forward" arrow
  • Approvers:  Orange and blue "approve" stamp

Internal Control:  Organizational plans and procedures which are designed to safeguard assets, verify the accuracy and reliability of accounting data and other management information, promote operational efficiency, and adhere to prescribed policies and compliance with federal and state regulations.

Issue:  A function in Recon@UVA that allows the user to mark a detailed expenditure line for follow up with an action. See the Recon@UVA Features webpage and the Frequently Asked Questions (FAQS) section "Comments, Outstanding Issues and Reconciling Items."

Major Budget Unit (MBU):  A group of departments and cost centers having a common organizational relationship, typically that functional unit immediately below a vice president. It may include a large unit such as an entire school (for example, the College of Arts & Sciences) or a single administrative department (for example, the Office of Financial Planning & Analysis).

Person of Record:  The user identified in the Role table as the primary holder of the role on a project. For Sponsored Projects these must be the Fiscal Contact as the Preparer and the Principal Investigator as the Approver.

Recon@UVA:  A system that provides an electronic solution for the documentation of reconciliations for all organizational units at the University of Virginia (including all academic schools and unit).

Reconciliation:  A systematic review of accounts against source documents to verify that all charges are accurate and appropriate, and to identify expected charges that have not yet occurred.

Reconciling Item: A function in Recon@UVA that allows the user to post financial adjustments to the project/award in order to more accurately reflect the financial standing. See the Recon@UVA Features webpage and the Frequently Asked Questions (FAQS) section "Comments, Outstanding Issues and Reconciling Items."

Role: A Project Key Member title (Fiscal Contact, Examiner, Approver, etc.) assigned in the Integrated System used to restrict access to data in the Recon@UVA system and identify one’s position in the reconciliation workflow. See the Roles & Responsibilities webpage for a comprehensive definition on each role.

Role Manager: An individual who holds the GM Role Manager responsibility in the Grants Accounting (GA) module of the Integrated System. This individual is responsible for maintaining personnel assigned to reconciliation roles. Roles are assigned in the Integrated System and passed to Recon@UVA each night.