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Report Review

Report back to your Fiscal Contact to confirm review of all reports no later than the last business day of the month.  For any items in question, please schedule a meeting with your Fiscal Contact to investigate any questionable expenses or balances. This will ensure any necessary changes are completed before ledgers close for the next set of reports.

Ledgers typically close around the second week of the next month.  Reports will be sent via email by the 20th for review.

GL Balances

  • Review Balances of ALL Projects for your area. All Balances are as of the date the report is processed after ledgers have closed.
  • Columns to Review:
    • Beginning Balance (G) - Balance remaining from previous Fiscal Year
    • YTD Resources (H) - Year to Date Budget resources since July 1st *This is where your Budget and most transferred funds show up
    • YTD Non-Operating Transfers (I) - Some Departmental support transfers will show up here instead of YTD Resources
    • YTD Expenses (J) - Year to Date Total spend applied to the ledgers since July 1st
    • Ending Balance (L) - Beginning Balance and YTD Resources minus expenses
    • Purchasing Commitments (M) - Purchase Orders and Unexpensed Concur Requests
    • Payroll Projections (N) *if your Unit covers their own payroll
  • If Balances don’t align with what you believe your spend is for the time period, check expenses in Transaction Detail Report for a breakdown of your spend.

Transaction Detail Report (TDR)

  • All transactions are finalized for the previous month (August Expenses = September Reports)
  • Review monthly transactions to ensure that they are accurate expenses for your area.
  • Columns to Review for expense information:
    • Primary Columns:
      • Project Code (I)
      • Expenditure Type (L)
      • Cost (N) *parenthesis () are credits on this report
    • Secondary research information:
      • PO Number (Q) *there may be multiple lines for PO invoices
      • Expenditure Invoice Number (S) *Concur Expense Reports accounts reflect here 
      • Supplier *If necessary (T)
      • Expenditure Comment (U) *Recharge Invoice information
      • Original Transaction Reference (V)
      • Expenditure Invoice Line Requester (AL) *PO Initiator 

Distribution of Payroll Expense Report (DOPE) 

  • DOPE Reports contain confidential information (payroll, employee ID#s). Please be careful not to share this information, especially with students. 
  • Reports are run monthly after the 15th of the month, with the following parameters: 
    • Select Pay Period End Date 
    • End Date From: 16th of the previous month, 
    • End Date To: 15th of this month. 
  • Review names (Column A) to verify that you recognize the employees and Project # (Column AM) to verify folks are being paid from the correct project. 
    • If you do not recognize a name, check the Salary Cost Transfer column (BO) which will either be empty or have a Salary Cost Transfer unique identifier. If there is something in that field then this payroll item has been transferred already. If not, please notify your Fiscal Contact so they can look into it. 
    • Note: If the Project # shows the “DFLT” (default) project, that implies the payroll either needs to be updated or doesn’t belong. 
    • Columns you may also be interested in reviewing, including those already mentioned: 
      • Full Name (A)
      • EID (B)
      • Employee Record # (C)
      • Dates (D-G)
      • Pos # (M), Position (N)
      • Project # (AM)
      • Monetary Amount (note parenthesis indicates credits) (BH)
      • Original Transaction # (to help with matching to TDRs) (BP)
      • Salary Cost Transfer Info (BO)