DocumentsDocuments NeededNOYESYESNOYESNOYESNONOYESNOYESYESNOYESYESNONOYESYESNOTo OASISRevenueFlowchartNOYESYESNONONOYESYESTo UnencumberedFlowchart

&RPage &P of &NGather ALL Supporting Documents Required to perfom your reconciliation by printing official ledgers, and obtaining files of "pending" transactions.GLedgers are used in all phases of the reconciliation, as items are reconciled, a should be placed next to the amount to indicate reconciliationElectronicGEMS Payroll RegisterObtain Payroll DocumentsRun GEMS query and Print payroll register for periodPayroll RegistersRetroactive Rate Adjustment?Leave Certification?Compensatory Cash Out?Bonus or Awards?Pay Certification Adj?Obtain Supporting DocumentsPay Certification Adj FormPerformance Pay or Bonus DocsComp Time Payout FormsLeave CertificationElectronicGEMS Payroll RecordDetermine Amount of Payout from GEMS, Print SupportGo FAST LedgersElectronicGeneral LedgerPrint LedgersIObtain Pending File of Purchasing DocumentedPurchase Reguisition (may just have PO)Purchase OrderReceiving Documents (packing slip etc)Invoice (if sent to Dept)FTravel Planned or Incurred?Travel Expenditure ReportObtain Pending File of Purchasing DocumentedTravel Occurred?Travel Authorization ReportPrepaid Expense SupportInter-departmental Charges?Work orders, invoices, charge slipsEPay RegisterOther Supporting Payroll DocsVendor CreditsPcard Charges?Invoices, and other supportExpenditure Transfers?ETR FormPay Exp Trsf?Expenditure Transfer FormOther Unencumbered ExpRequest for Reimbursement or other supptEncumberedTransactionsNon-encumberedTransactionsObtain Files of Revenue received and unrecordedRevenueDeposit SlipRecorded in OASIS and billed?Is revenue receipt on-line?Is revenue credit card?Swiped Chg Report (963)Web Chg Report (904)Peoplesoft Billed RevenuesBilling DocumentHSTARTBilling DocumentHMonthly Merchant Bank Statement

PayrollReconcile PayrollReconcileFromPayroll TransactionsDocument FlowchartNOYESFromDocument FlowchartNOTo ReconcileFlowchartYESNote: Certification should have beenNOCompared to the Payroll RequistionPrior to the Monthly Reconciliationprocess for hourly employees.YESNOTo ReconcileYESFlowchartTo ReconcileEncumberedFlowchart

&RPage &P of &NObtain source documentation for manual paymentsBLedgers Agree to Register?AGo FAST LedgersIPayroll RegistersOther Supporting Payroll DocsManual payments or Adj?Compare the payroll registers to the ledger to ensure proper postingPlace on unresolved list for research and follow-up.Other Supporting Payroll DocsCompare amount of manual documents to ledgerLedgers Agree to Register?Place on unresolved list for research and follow-up.JEBEPayroll Exp?

EncumberedReconcile Encumbered TransactionsFrom Documents FlowchartFrom PayrollFlowchartNote: Invoice should have been compared tothe purchase order, and goods received comparedNOto the invoice, prior to the monthly reconciliationprocess.YESNote: Complete meansInvoice received, and goods or servicesReceived in FAST!!NOYESNOYESYESYESNONONONONOYESYESYESYESNONOYESYESYESNONONOYESYESNOTo ReconciledFlowchartNOYESNOYESNOToUnencumberedFlowchart

&RPage &P of &NIs transaction complete?Go FAST LedgersBRequisitions, and/ or Purchase OrdersReceiving Doc and/or InvoiceVendor CreditsReview Invoice, if available or Look up in Fast to determine if Invoice & Receiver agrees to Actual Amount on LedgerAmount Agrees to Actual?Agrees to Actual?Other Items to be Reconciled?CFPlace on unresolved list for research and follow-up.JPurchase Order Issued?Requisition Approved?Compare amount in the Encumbered column on the ledger to the amount per purchaser orderAmount Agrees?Compare amount in the Pre-encumbered column on the ledger to the amount per purchaser requisitionAmount Agrees?Other Items to be Reconciled?Credit Applied?IAny Encumb Expenses?Mark Documents Posted and Remove from Pending File.Return docs to Pending File.Partial pymt?Line/bal. agrees?Compare amount in the actual column on the ledger to the amount per purchase orderInvoice and item received & are in Actual

Non-encumberedReconcile Non-encumbered transactionsFrom DocumentsFlowchartNote: Allowability of project related non-encumbered transactionsNOshould have been confirmed prior to the monthly reconciliation.NOYESNOYESYESNONote: Prior to ApprovalYESPcard Charges wereVerified to ActualInvoices anddocumentationNote: Receipt of good or servicesYESShould have been confirmed priorNOto the monthly reconciliationor done at this time.NOYESNONONote: AdvancesShould have beenreconciled to TER when itwas approvedYESYESNOTE: Pcard ChargesShould have been reconciledTo TER report when the TERwas approved.NOYESYESNOYESNOTo ReconciileToFlowchartRevenueCredit/OASISFlow Chart

&RPage &P of &NPcard Charge (including pcard travel)?Is transaction interdepart-mental billing?Any Unencumbered Transactions?Go FAST LedgersCIAdvance RequestPCARD SupportInterdept Billing SupportExpenditureTransfersGAgree Pcard Charges posted in actual column to approval documents (begin with PCD)Proper Account and Amt?Other Items to be Reconciled?DPlace on unresolved list for research and follow-up.JTravel Expense?GGExpenditure Transfer?GAgree Charges posted in actual column to interdepartmental charge supportProper Account and Amt?Agree Charges per the Ledger to the Travel Expenditure ReportProper Account and Amt?Travel Advance?TAR/TERGAgree Advance to FAST LedgerAgree amount posted (Charged or Credited) in the FAST actual column to the expenditure transferProper Account and Amt?Mark Documents Posted and Remove from Pending File.

REV-OASISRevenue FlowchartTO People SoftRevenue FlowchartNONote: Credit card transactions shouldYEShave been reconciled to the Swiped Charge ReportOr Web Charge report on a daily basis and are notPart of the Monthly ReconciliationNONote: OASIS Daily cash balancing reportsYESshould be reconciled to the deposit slipon a daily basis and are not part of the monthlyreconciliation reportNOYESNOYESNOYESNOYESYESYESNONONOYESYESNOYESYESNOTo ReconcileFlowchart

&RPage &P of &NAny refunds?Is revenue received via web?Is revenue credit card?DIGo FAST LedgersRecorded through OASISMerchant bank statement & Swiped Chg Report (963)HAgrees to Ledger?Any refunds, Adj?Compare total Swiped less refunds to LedgerAgrees to Ledger?Merchant bank statement and Web Charge Reports 804HSupport for Refund or AdjHAgrees to Ledger?Compare total web based less refunds to LedgerHSupport for Refund or AdjOther Items to be Reconciled?JPlace on unresolved list for research and follow-up.JDeposit SlipHKCompare total per deposit slip to the FAST LedgerAgrees to Ledger?Revenue Adjustment?NSF or Adjustment DocHCompare total per deposit slip to the FAST LedgerCompare total web receipts to Ledger

ReconcileReconciliation Process FlowchartFrom Revenues FlowchartFrom Payroll, Encumbered andFrom Un-encumbered transactionsflowchartNOTo Revenues FlowchartTo Payroll, Encumbered andTo Un-encumbered transactionsflowchartYESYESNOYESNOTE : Supervisor should reviewunresolved list and follow-up on old items.NONOTE: Accountable Officer/PI should providedocumented certification of allowability andappropriateness of transactions througha specified date.

&RPage &P of &NReconciler Signs & Dates ReconciliationFile and retain reconciliationENDJUn resolved items listAll transactions reviewed by reconciler?Go FAST LedgersIPrior Month Un resolved items listCompare to current unresolved items listAll Unresolved items on the new list?Add any additional items to new unresolved listUn resolved items listPrepare Reconciliation ReportReconciliation ReportAre any unresolved items older than 60 days?ENDFCarry forward unresolved items list to next month's reconciliationObtain supervisory approvalAccountable Officer/PI provide their approval through DATE______