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Approving Cost Center Reconciliation Quick Guide

Cost Center Reconciliation How to Login

Cost center Reconciliation is a comparison of the Logging in:
department’s monthly financial reports in 1. Go to an Internet browser (accepted browsers
PeopleSoft to supporting documentation, which is
retained in the department. Verification and include Internet Explorer, Firefox, Safari or
substantiation are essential for an effective Chrome). Didn’t think Chrome was valid
internal control environment, which ensures: 2. Type http://galaxy.utdallas.edu in address line.
3. Press Enter.
• The accuracy and validity of the entries 4. Type NetID and Password. Press Signin.
and balances
Contacts
• The records are accurately recorded
• Unauthorized changes/charges did not  Payroll Distribution: your department’s budget
analyst, Rohan Nilekani x6386, Dena Davis x5371 or
occur Naomi Emmett x6384
• Resolution of discrepancies in a timely
 Budget: David Gaarder x6374
fashion  Financial Reporting and Account Reconciliation

Reconcile Deadline Application: Alan Thomas x2632
 Sponsored Programs Billing: Greg Argueta x2679
Reconcile monthly following the close of financial  Purchasing, Accounts Payable, Travel, Purchasing
books.
Cards: Pete Bond x2301
Office of Finance sends monthly alerts explaining  Payroll: Greg Argueta x2679
when to begin reconciling.

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Approving Cost Center Reconciliation Quick Guide

Search Page Search for Cost Centers

Search Page Once you start Account Reconciliation, the Search
This page serves as the “Front Door” to the Page appears. You need to supply details in the fields
reconciliation process. Use the Search Page to find (if necessary).
Cost Centers across a wide range of Periods and
Years. 1. Type DAL01 in Business Unit field. (This is required)
2. Select or Type 2012 in Year field. (This is required)
Search Page Fields 3. Type Period (or month) in Period field. (This is

Field Description required)
4. Type Cost Center in Cost Center field. (this is
Business This field should show DAL01 for the
Unit Business Unit. This is a required field. optional)
Year 5. Click Search button.
This field displays the Fiscal Year 6. Click any Cost Center from Search Results list.
Period available. Visit the Finance page to verify
the current Fiscal Year. This is a required Open a Cost Center
field.
1. Click the Cost Center field.
This field displays the Fiscal Month (not 2. Choose any of the displayed tabs: Budget,
the calendar month). It defaults to the
prior Fiscal Month (prior 31 days). This is a Approval, Actuals or Encumbrance.
required field.

Cost This field is used to provide a specific cost
Center center. You are not required to provide a
value in this field.
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Approving Cost Center Reconciliation Quick Guide

Needs approval

Click to Save
changes

Multiple Cost Center Approval Approving Steps

Search Page 1. Click Main Menu. Click General Ledger custom.
This page lists all Cost Centers in your department. Click Account Reconciliation.

Note: some of the Cost Centers listed are not your 2. Click Transfer to Range of Cost Centers Approval
responsibility to approve. Page.

What to approve? 3. Type or Select Business Unit
4. Type or select Fiscal Year (ie., 2012).
Only the Cost Centers that require approval appear 5. Type or select Accounting Period.
highlighted. 6. Click Search button.
Previously approved Cost Centers are grayed out 7. Select Accounting Period from list.
8. Find the Cost Center from displayed list.
9. Click Approve? button in Approve column.
10. Click OK button at bottom of page.

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Approving Cost Center Reconciliation Quick Guide

Single Cost Center Approval Approving Steps

Approval Page 1. Click Main Menu. Click General Ledger custom.
Click Account Reconciliation.
This page lists all three sets of transactions (Budget,
Encumbrance and Actuals.) 2. Type or Select Business Unit
3. Type or select Fiscal Year (i.e., 2012).
Note: some of the Cost Centers listed are not your 4. Type or select Accounting Period.
responsibility to approve. 5. Click Search button.
6. Find and click the Cost Center from displayed list.
What to approve? 7. Click Approval Page.
8. Click Approve checkbox.
9. Type first and last name in Approved By.
10. Click Save button at bottom of page.

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Approving Cost Center Reconciliation Quick Guide

Budget Reconciliation Add Comments

To Approve: 1. Open Account Reconciliation.
2. Click any Cost Center from Search Results list.
1. Click Approval Page checkbox. 3. Click the Approver Comments box.
2. Click Approve checkbox. 4. Type comments.
5. Click Save.
3. Type your First and Last Name. 6. Follow up on notes accordingly.

4. Click Save button.

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Approving Cost Center Reconciliation Quick Guide

Encumbrance Detail Pages

View Pre-Encumbrance: Encumbrance Summary displays any Pre-
1. Click Pre-Encumbrance Detail link. Encumbrance or Encumbrance transactions for
2. Review transactions. Add comments where the fiscal month selected. These are usually
wages and eProcurement purchases.
appropriate.
3. Click Return to Encumbrance Summary link.

View Encumbrance:
1. Click Encumbrance Detail link.
2. Review transactions. Add comments where

appropriate.
3. Click Return to Encumbrance Summary link.

To Reconcile:
1. Click Reconciliation checkbox.
2. Type your First and Last Name.
3. Click Save button.

To Approve:
1. Click Approval page. Click Approve checkbox.
2. Type your First and Last Name.

63. Click Save button.

Approving Cost Center Reconciliation Quick Guide

Actuals Accounts

The Actuals Reconciliation page displays the The transactions are shown using a column-row
expenses and revenue for the fiscal period by format called a grid. This layout displays
account (salary and/or M&O). The types of account information for an individual transaction. The
transactions shown reflect the activity occurring grid groups transactions by expense or revenue
during the Fiscal Period (or month). accounts. For example, salaries are always in
accounts starting with 5 and M&O accounts
To view all Expense transactions: start with 6. The following table shows a sample
1. Go to first expense account. of the Account number and Account Names
2. Click View all link. displayed on the Account section.

To view all Revenue transactions: Account Account
1. Go to first revenue account. Number Name
2. Click View all link.
63001 Consumables
To Reconcile: Sponsored Prgms
43001 Revenue
1. Click Reconciliation checkbox. In-St Meals & Lodge
62106
2. Type your First and Last Name.

3. Click Save button.

To Approve:
1. Click Approval page.
2. Click Approve checkbox.
3. Type your First and Last Name.
4. Click Save button.

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