Automated Statement of Accounts Project and Operational Guideline

March 2011

Current Statement of Accounts (SOA) Report

UTSA Uses DEFINE System for Current Printing of Paper SOA

• Paper copies printed overnight

• Manually sorted by Accounting Services by mail code

• Mailed using university mail system

• Sorted again depending on reconciler

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Automated/Emailed SOA Report Process

Electronic Reports Produced by COGNOS Reporting Tool

Three (3) Reports for Each Unit Code• Summary Report• Detail Report• Reconciliation Report

Report Formats: • Excel - providing opportunity for resorting and analysis• PDF – preformatted and print ready

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Automated/Emailed SOA Report Process

Emailed After Month End Close around the 7th business day• Unit Administrators • Delegated Reconcilers

Includes All Active Budget Groups Even if No Activity for that Month

Includes Reconciliation Worksheet and Certification• One (1) Certification Per Unit Code• If you use another tool (such as Quicken ®) for reconciliation, print

worksheet and attach. You are not required to copy data from Reconciliation Report to worksheet.

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Implementation Plans

“Go Live” Planned for Feb SOA on March 10, 2011

Paper Reports Will Continue to be Distributed for the Next 2 SOA Cycles (February and March)

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Benefits Decrease Cost to Produce and Distribute

Environmentally Friendly

More Timely Delivery

Electronic Format

Reduce Redundancy

Account Maintenance

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How Can You Help? Identify Delegated Reconcilers of Accounts

• Unit Code• Names• Email

To Add or Change a Reconciler, Use Section IV of the DEFINE Departmental User Access Form Located at the Financial Affairs Website/Forms and Worksheets

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Statement of Accounts (SOA) Reconciliation Process Operational Guideline

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Purpose & Scope/Authority Purpose and Scope

• To assist Account Administrators and Reconcilers with the reconciliation of the monthly SOA.

Authority• UT System Policy – UTS 142.1, which requires

monthly reconciliation of SOA reports Effective Date

• May 4, 2011

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SOA Reports

The Detail, Summary and Reconciliation Reports are the official listing of all transactions that have been posted to the DEFINE accounts for a unit code.

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Report Descriptions• Summary Report• Detail Report• Reconciliation Report • Sample pages of reports

Financial Information and Examples• Descriptions and examples are provided for the elements of both the

Summary and Detail Reports, as well as detailed information on more complicated concepts such as encumbrances and pooling of budgets.

Reconciliation Instructions• The guideline also provides detailed reconciliation instructions and

links to other resources for assistance with reconciliation.

Reconciliation Checklist

SOA Report Content

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SOA Summary Report Unit and Administrator Information

• Unit Code • Unit Title• Unit Administrator

Report Columns• Balance Forward• Transfers and Adjustments • Original Budget• Adjusted Budget• Income• Expense• Encumbrance / Investments• Balance Available• Prior Month Balance Available• Current Month Activity (this should match the current month activity on the Detail Report)

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SOA Detail Report

Report Columns• Budget Group• Sub Account• Sub Account Title• Object Class Code -

OCC• OCC Title• Date• Description• Document ID

• PO Number• Permanent –Temporary

Transfer/DTN• Balance Forward• Transfers and Adjustments• Original Budget• Income• Expense• Encumbrance / Investments• Current Month Activity Total

This Report Matches the Current Month Activity as Reported on the Summary Report

Unit and Administrator Information• Unit Code, Unit Title, Unit Administrator

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SOA Reconciliation Report

Report Rows• Original Budget• Transfers and Adjustments• Balance Forward• Adjusted Budget• Income• Expenses• Encumbrances/Investments

• Detail of Income and Total Income

• Detail of Expenses and Total Expenses

• Detail of Encumbrances / Investments and Total Encumbrances / Investments

• Balance Available – as of end of current month closed

Unit and Administrator Information• Unit Code, Unit Title

Date Information• Fiscal Year, Accounting Period

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SOA Reconciliation Worksheet and Instructions

Provided as an Optional Tool for Documenting the Reconciling Items

Departments May Use Other Tools (such as Quicken) But Must Have a Formal Reconciliation Process in Place.

Provides a Section for inputting Departmental Reconciling Items

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The Balance Available is Adjusted to Account for the Reconciling Items, Therefore Provides a Balance Available per Department

Instructions are Provided in:• SOA Guideline• Accounting Website

Instructions• Open SOA Reconciliation Report• Open SOA Reconciliation Worksheet• Click “Insert” Button• Reconcile• Sign Certification

SOA Reconciliation Worksheet and Instructions

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SOA Reconciliation Process is a Control Activity to Compare Departmental Records to the Official Accounting Record.

Monthly Reconciliation Helps to: • Identify errors and inconsistencies in financial records• Determine availability of funds• Identify internal control deficiencies

Because of the Importance of the Reconciliation in Effective Internal Control, Account Administrators are Required to Sub-Certify Annually that all SOAs for the Year Have Been Reconciled.

SOA Reconciliations are factors in Quality Assurance Reviews (QAR).

Reconciliation Process

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The Account Administrator is charged with:

• Stewardship of UTSA’s assets including preventing overspending of departmental budgets,

• Ensuring that accounts are reviewed and accurate accounting records are maintained,

• Ensuring that each SOA is reconciled by a qualified employee, and that all of the Reconciler’s duties are completed and

• Reviewing the reconciliation and signing the SOA Reconciliation Worksheet certification.

• Your signature indicates approval of all activity and agreement that all financial transactions are included and appropriate

Responsibilities

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The Reconciler is Responsible for:• Keeping track of all transactions and related documents during the

month,

• Completing the reconciliation of all SOAs compared to departmental records,

• Promptly notifying the appropriate department of any errors or omissions and coordinating corrections to UTSA records,

• Corrections to accounting records can be sent to accounting.ofc@utsa.edu

• Signing the SOA Reconciliation Worksheet and obtaining the signature of the Administrator and

• Retaining the SOA reports, signed Reconciliation Worksheet, supporting documentation and other related records for the current fiscal year + three (a total of four years).

Responsibilities

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The Administrator and Reconciler Must Sign the Certification on the Reconciliation Worksheet. Your signature Certifies that:• The salary, wages, expenditures and other transactions as detailed

in the SOA report are accurate, allowable and appropriate,

• All posted revenue has been reconciled to cash deposit receipts and the amounts appear to be reasonable and properly recorded,

• Any detected errors have been corrected or correction has been requested and is pending and

• The signers are aware of the requirement to report suspected fraud to their supervisor, Auditing and Consulting Services, University Police or the UTSA Hotline.

Certification

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Documents to Retain:• Summary SOA Report

• Detail SOA Report

• Signed SOA Reconciliation Worksheet

• Supporting Documentation

Document Retention

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Additional Resources Email Management Reporting and Administrative

Systems at MRAS@utsa.edu for assistance with any of the following:

• The SOA email (if you don’t receive SOA that includes all of your accounts).

• Opening the SOA email attachments;• Downloading the SOA Reconciliation Worksheet;• Running the macro to copy information from the SOA

Reconciliation Report into the worksheet;• Other technical issues.

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Additional Resources

Email Accounting Services at accounting.ofc@utsa.edu for assistance with any of the following:

• Accounting corrections;• Recording reconciling items;• Accounting terms and definitions; and• Other matters related to financial information

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Additional Resources

Training Class - Understanding the Statement of Accounts (AM506)

UTSA Accounting Services Website, www.utsa.edu/financialaffairs/accounting/

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Questions

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