Reconciliation Deadline Guidance Related to COVID-19

The ReconUVA team has received questions/concerns regarding the completion of reconciliations during the response to COVID-19.  For now, reconciliations will still be due within 30 calendar days after month-end close.  Should a reconciler (i.e., Preparer or Approver) in your workflow not be able to complete reconciliations during this time, they should assign an alternate to reconcile on their behalf. 

If you have additional questions or concerns, please contact our team at recon@virginia.edu and we will be happy to assist. 

We will continue to update this information as circumstances change.

Resources:

GA/Recon@ - Assigning an Alternate:  https://recon.vpfinance.virginia.edu/ga-reconciliation/assigning-alternate

GL Recon - Assigning an Alternate:  https://recon.vpfinance.virginia.edu/gl-reconciliation/gl-alternate-assignment-form


Recon@ Frequently Asked Questions:

Q:  How should I handle matching physical documentation as part of the reconciliation process while working remotely?
A:  Our systematic recommendation is to mark these items as Issues and include a note that you will follow-up on the particular transaction once you return to Grounds.  See the “Issues” section on the Recon@UVA features page for more information on using and tracking issues in Recon@.   
Remember it is important to delete the Issue from the system once the open item has been resolved.
 
Q:  Will the Internal Service Providers (ISPs) who typically send documentation via messenger mail be sending it electronically since most reconcilers will be working remotely?
A:  We recommend contacting your ISPs directly to see if they are able to meet your needs.  Remember that they serve all of Grounds so they may be limited in what they are able to do to accommodate the various circumstances.  See the Internal Service Providers (ISPs) webpage for a full contact list. 

GL Reconciliation Frequently Asked Questions

Q:  How do I obtain required signatures for my GL Reconciliations while working from home during COVID-19?
A: The ReconUVA Team has developed a DocuSign PowerForm to facilitate obtaining GL Reconciliation approvals.  You can initiate the form here
The GL Recon Certification form from UBI must be saved as a PDF and attached within the DocuSign PowerForm as prompted.
 
Q:  Is this GL Reconciliation Approval Form in DocuSign or short-term or long-term option?
A:  We have updated the GL Reconciliation Procedure to reflect that this digital GL Reconciliation Approval form can be used long-term. 
 
Q:  How do I obtain signatures for my GL Alternate Assignment Forms while working from during COVID-10? 
A:  The ReconUVA Team has developed a DocuSign PowerForm to facilitate obtaining signatures needed in order to assign a GL Alternate.  You can initiate the form here
 
Q:  What are the requirements for storing the completed DocuSign forms?
A:  Review Records Management’s Guidelines for Digital Record Storage document
 
Q:  How should I handle matching physical documentation as part of the reconciliation process while working remotely?
A:  If there is physical documentation related to your GL Reconciliation, check and file the documents upon your return to Grounds.