Revenue & Expense Allocations (Various)

Error Correction Procedure

Contact the Interface Owner who will advise on the process for corrections.

REVENUE & EXPENSE ALLOCATIONS / INTERFACE OWNER

JRNL MASK

PROCESSING FREQUENCY

TRANSACTIONS
REPRESENT

END USER
SUPPORT DOCUMENTATION

AHFMR Award Payments and AHFMR ICR

FS - RTA

SFR

Monthly. Processed for current month during current

Award Payments & Indirect Cost Recovery from AHRMR per UofA policies.

Department copy of Award/Contract.
Ledger description provides details.

GL Description Jan-Benefit-19990757 Ben Smith
(indicating month, type, AHFMR notification #, name)

Donations

VP – External Relations (Advancement Services)

DON

Weekly – Two or three times a week as received.

Donations and Bequests received.

Units can access details in Viking or request a hard copy printout.

GL Description 04014-007-GR-DEV-OFF-DON
(indicating session #, sequence #, type of payment)

Indirect Cost Recovery (ICR)

FS - RTA

SFR

Monthly. Processed for current month during current month.

Indirect cost recovery per UofA policies.

Department copy of Award/Contract.
Ledger description provides details.

GL Description G220170075, Barry,Mich Jan, 15%
(indicating project/grant #, p/g holder, month and percentage for indirect cost assessement)

Interest Allocation

FS - RTA

SFI

Monthly. Processed for current month during current month.

Interest allocation as per UofA policies.

Ledger description provides details.

GL Description Monthly Int Alloc Jan 2002
(interest, month/year)

Libraries

Libraries – Financial Systems and Analysis

LIB

Annually – in March, prior to the year-end close.

Quality Color rebates.


Units receive a letter indicating which account was used to record the rebate.

GL Description QC Rebate 01/02 to Faculty
(indicating Quality Color rebate for fiscal year)

Operating & Capital Accounting (OCA)

FS - OCA

GAS

As Required

Corrections, reclassifications and restatements to financial data.

Department receives notification of corrections via e-mail or hard copy.

GL Description COR 308695 to FND 530
(indicating correcting to journal #, fund #)

Student Fees

FS - Fees

SAS

Weekly – at the beginning of the week for the previous week

Revenue from student fees.


N/A

Sustainable Forest Management

Sustainable Forest Management Network

SFM

Quarterly - for previous quarter

SFM Awards

Units receive copies of the Award letters. Account used. Ledger description provides the details.

GL Description REVS to G119127890

Travel

SMS

TRV

Monthly – Prior month purchases. Can include adjustments from prior months.

Diner’s Club airfare/accommodations and meal charges.

Department to retain a copy of the Travel Authorization Program (TAP) forms submitted.

GL Description TAP 49625 Clark/Ken Mr
(indicating Tap # and name)

Treasury

FS - Treasury

TRE

As required for prior Months

Beginning of Month – for prior month

Weekly – previous week

Bank Reconciliation entries.

Credit Card Charges – Terminal rent, Visa, Mastercard and Debit card charges

Returned cheques

Copy of Journal and backup sent to Units.
GL Description Cash & G. Deposit June 2001
(indicating deposit, month, year)

GL Description 985776 Debit Card Chgs June 01
(indicating the 1st 7 digits of the Department Merchant Number)

Copy of Journal and returned cheque are sent to department.
GL Description John Smith-NSF


Other Investment Income

FS - Treasury

TRE

Weekly – current income

Income from Fund Managers, mortgages, carparks, bank interest, etc.

Bank records and correspondence maintained in Treasury.

GL Description Interest Inc Dec 01
(indicating the type of income and month & year earned)

Unitized Endowment Pool (UEP)

FS - Treasury

TRE

Mid-month – for current month

Spending allocations for UEP per UA policy.

Monthly UEP report available on Dangra. \\Dangra\win95\rptbooks\ Reports - Non - PeopleSoft\Uep\

Ledger description provides the details.

GL Description UEP Earnings Allocation Per 8
(indicating it is endowment earnings for the 8th Period, Period 1 = April, Period 12 = March)

Last Updated: March 2015