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Reconciliation Process Flow Chart

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Documents Needed

                                            Gather ALL Supporting Documents Required to
                                            perfom your reconciliation by printing official ledgers,                                                                                                              Ledgers are used in all phases of the
                                            and obtaining files of "pending" transactions.                                                                                                                        reconciliation, as items are reconciled, a √
                                                                                                                                                                                                                  should be placed next to the amount to indicate
                                                                                                                                                                                                                  reconciliation




                                                                                                                                                                                   Revenue
       Obtain Payroll                                                                                                                                                                                                                                               Electronic
                                                            Encumbered                                      Non-encumbered
       Documents                                                                                                                                                                                                                                                    General
                                                            Transactions                                    Transactions
                                                                                                                                                                                                                                                                    Ledger

                                                                                                                                                                                   Obtain Files of
                                                                                                                                                                                   Revenue received
        Electronic                                                                                          Obtain Pending                                                         and unrecorded
                                                          Obtain Pending                                    File of Purchasing                                                                                                                                   Print Ledgers
        GEMS
                                                          File of Purchasing                                Documented
        Payroll
                                                          Documented
        Register
                                                                                                                                                                                                       NO
                                                                                                                                                                                        Recorded in
                                                                                                                                                                                        OASIS and
      Run GEMS                                                                                                                                                                            billed?
                                                                                                                                                                                                                                                             Go FAST
      query and Print                                                      Purchase Order
                                         Purchase                                                                                       Travel                                                         YES                                                   Ledgers
      payroll register                   Reguisition (may
      for period                                                                                                                        Authorization
                                         just have PO)                                                                                  Report
                                                                                                                                 YES
                                                                                                                  Travel
                                                                                                                Planned or                                                          Billing
                                                                                                                Incurred?                                                           Document
                                                                            Receiving Documents                                         Prepaid Expense                                                                                                                 I
     Payroll Registers                   Invoice (if sent to                (packing slip etc)                NO                        Support
                                         Dept)
                                                                                                                                                                    YES                 Is revenue           NO
                                                                                                                                                                                        credit card?
                                                                                                                                                                                                                                                   Peoplesoft Billed
                                                                                                                                                                                                                                                   Revenues
                             YES                                            Vendor Credits                                                          Travel
       Retroactive                   Obtain                                                                                                       Occurred?
           Rate                      Supporting
       Adjustment?                   Documents                                                                                         NO
                                                                                                                                                                          Is revenue
                                                                                                                                                                          receipt on-
NO                                                                                                                                                            YES                                NO                                                Billing Document
                                                                     F                                                                                              YES
                                                                                                                                            Travel Expenditure
                       YES                                                                                                                  Report
           Pay                                                                                                                                                                                  Swiped Chg             Deposit Slip
       Certification                                                                                                                                                Web Chg
                                   Pay                                                                                                                                                          Report (963)
           Adj?                                                                                                                                                     Report (904)
                                   Certification Adj
                                   Form                                                                                                                                                                                                                      H

NO
                                                                                                                 Inter-
                                                                                                                                            YES
                                                                                                              departmental
                         YES                                                                                   Charges?
         Bonus or                      Performance
         Awards?                       Pay or Bonus                                                                                           Work orders,
                                       Docs                                                            NO                                     invoices, charge                                   Monthly
                                                                                                                                              slips                                              Merchant Bank
NO
                                                                                                                                                                                                 Statement
                                                                                                                                                         Statement
                                                                                                                       YES
                       YES           Comp Time                                                        Pcard Charges?
      Compensatory
       Cash Out?
                                     Payout Forms
                                                                                                                                                                                 Page 2 of 9

                                                                                                 NO                                                                  To OASIS
                                                                                                                                                                H
                                                                                                                                   Invoices, and other               Revenue
                                                                                                                                   support                           Flowchart
NO                        YES

         Leave                        Leave
      Certification?                  Certification
                                                                                                                       YES
                                                                                                       Expenditure
                     NO                                                                                Transfers?
                                     Determine Amount                Electronic
                                     of Payout from                  GEMS
                                     GEMS, Print                     Payroll                                                       ETR Form
                                     Support                         Record
                                                                                                 NO


                                NO
      Pay Exp Trsf?
                                                                                                                       YES

                                                                                                          Other
                     YES                                                                              Unencumbered
                                                                                                           Exp


                                                                                                                                   Request for
                                                                                                                                   Reimbursement or
     Expenditure                                                                                                                   other suppt
     Transfer Form
                                                                                  Other
                                                      Pay Register
                                                                                  Supporting
                                                                                  Payroll Docs

                                                                                                                                               G



                                                                                                                             To Unencumbered
                                                                                                                             Flowchart
                                                                     E
Reconcile                                                                   From
                                A                                    I
Payroll Transactions                                                        Document Flowchart
                                                                                                                Page 3 of 9


                                                         Go FAST
              NO                                         Ledgers
                           Payroll

                                      YES
                                                                                                 From
                                                         Payroll
                                                                                           E     Document Flowchart
                                                         Registers

                   Compare the payroll
                   registers to the ledger
                   to ensure proper
                   posting                            Other Supporting
                                                      Payroll Docs




                         Ledgers             NO       Place on                        To Reconcile
                         Agree to                     unresolved list for      J      Flowchart
                                                      research and
              YES                                     follow-up.



                                                                                      Note: Certification should have been
                                      NO                                              Compared to the Payroll Requistion
                         Manual                            B                          Prior to the Monthly Reconciliation
                         payments
                                                                                      process for hourly employees.
                YES




                     Obtain source
                     documentation for
                     manual payments




                    Other Supporting
                    Payroll Docs




                   Compare amount
                   of manual
                   documents to
                   ledger



                                                  Place on
                                      NO          unresolved list for
                       Ledgers                                                 E
                                                  research and
                       Agree to
                                                  follow-up.
                                                                            To Reconcile
              YES                                                           Flowchart


                                      To Reconcile
                                      Encumbered
                            B
                                      Flowchart
                                                                                                                                                                                                                                                      Page 4 of 9

Reconcile Encumbered Transactions
                                                                  From Documents Flowchart
      From Payroll                                 I
      Flowchart             B                                                         F



                                              Go FAST                                                                                              Note: Invoice should have been compared to
                                                                          Requisitions, and/
                                              Ledgers                                                                                              the purchase order, and goods received compared
                                                                          or Purchase Orders
      NO                                                                                                                                           to the invoice, prior to the monthly reconciliation
                      Any Encumb
                      Expenses?                                                                                                                    process.

                                       YES
                                                                             Receiving Doc                                                         Note: Complete means
                                                                             and/or Invoice                                                        Invoice received, and goods or services
                                                                                                                                                   Received in FAST!!
                     Is transaction
                     complete?

                                             NO
                                                                             Vendor Credits
                 YES


                      Invoice and            NO
                     item received
                     & are in Actual



                 YES
               Compare amount in the
                                       YES
               actual column on the ledger
               to the amount per purchase
               order




                                                                                                                                                                      Purchase                                           Requisition
                                                  YES Review Invoice, if                                                                                                                                 NO
                                                      available or Look up in                                                                                         Order Issued?                                      Approved?
                                       NO
                                                      Fast to determine if                                                                                               NO                                                                      NO
                        Amount                        Invoice & Receiver agrees
                                                                          NO                                                                                  YES
                        Agrees to                     to Actual Amount on
                                                                                                                                                                                                                                   YES
                        Actual?                       Ledger


                 YES                              YES                       NO                                                                                      Compare amount in the                           Compare amount in the Pre-
                                                                                                                                                                    Encumbered column on the                        encumbered column on the
                                                             Agrees to                       Credit        NO
                                                                                                                                                                    ledger to the amount per                        ledger to the amount per
                                                            Actual?                         Applied?
                                                                                                                                                                    purchaser order                                 purchaser requisition
                 Mark Documents Posted                                                    YES
                 and Remove from
                 Pending File.
                                                                                                                                                                                                              YES           Amount
                                                                                                                                            YES               NO                                                            Agrees?
                                                                                                                           NO   Line/bal.         Partial                 Amount
                                                                                                                                agrees?           pymt?                   Agrees?


                                                                                                                                                                                                                         NO
           YES        Other Items to                                                               Place on unresolved          YES               NO
                      be Reconciled?                    To Reconciled                              list for research and
                                                        Flowchart                 J                follow-up.                               NO                           YES


                                       NO                                                                                                                               Return
                                                                                                                                                                        docs to
                                                                                                                                                                        Pending
                                                                                                                                                                        File.
                                                                                          YES          Other Items to
                                                                                                       be Reconciled?



                                                                                                                NO
                                C

                                             To
               Page 5 of 9
Unencumbered
Flowchart
                                                                                                                                                                                                                                                            Page 6 of 9
Reconcile Non-encumbered transactions

                                                                      I       From Documents
                                       C                                      Flowchart



                                                              Go FAST
                                                              Ledgers                                             Note: Allowability of project related non-encumbered transactions                                                           NO
                                                                                                                                                                                                                    Expenditure
                                                                                                                  should have been confirmed prior to the monthly reconciliation.
                                                                                                                                                                                                                    Transfer?


                                                                                                                                                                                       NO                                          YES
                                                                                                                                                               Is transaction
                                     Any                                                                                                                       interdepart-
                                 Unencumbered                                                                                                                  mental billing?
                                 Transactions?
      NO                                                                                                                                                                         YES
                                                                                                                                                                                                     G


                                                 YES                                              Travel          NO                                        Agree Charges
                                                                                                                                                            posted in actual                                     Agree amount posted          Expenditure
                                                                                                  Expense?                                                                                   Interdept Billing   (Charged or                  Transfers
                                                                                                                                                            column to
                                                                                                                                                            interdepartmental                Support             Credited) in the FAST
      Note: Prior to Approval                                                                                           YES                                                                                      actual column to the
                                                                                                                                                            charge support
      Pcard Charges were                                                                                                                                                                                         expenditure transfer
      Verified to Actual                                                                                                         Advance
      Invoices and                 Pcard                                                                                G        Request
      documentation                Charge                                                                                                                                 Note: Receipt of good or services
                                   (including                                                                     YES                                                     Should have been confirmed prior
                                   pcard               NO                                                                                                                 to the monthly reconciliation
                                   travel)?                                                       Travel
                                                                                                  Advance?                    Agree Advance to                            or done at this time.                                          NO
                                                                                                                              FAST Ledger                                                                            Proper
                                                                                                                                                                                                                     Account
                                                                                                                                                                                                                     and Amt?
                                           YES                                                               NO                                                                  NO
                                                              PCARD Support                                                                                    Proper
                                                                                                                                                               Account
                           Agree Pcard Charges                                                                    Note: Advances
                                                                                                                                                               and Amt?
                           posted in actual                                                                       Should have been
                           column to approval                                       TAR/TER                       reconciled to TER when it
                           documents (begin                                                                       was approved                                                                                                     YES
                           with PCD)
                                                                                                                                                                          YES
                                                                                               Agree Charges per
                                                            NOTE: Pcard Charges
                                                                                               the Ledger to the
                                                            Should have been reconciled        Travel Expenditure
                                                            To TER report when the TER         Report
                                                            was approved.
                                  Proper
                                  Account
                                  and Amt?             NO
                                                                                                                  YES
                                                                                                 Proper
                                                                                                 Account
                            YES                                                                  and Amt?

                                                                                          NO




                         Mark Documents Posted
                         and Remove from
                         Pending File.
                                                                    Place on
                                                                    unresolved list for
                                                                    research and
                                                                    follow-up.

                            YES

                                Other Items to
                                be Reconciled?

                                                       NO


                                                                                          To Reconciile
                                                       To                     J           Flowchart
                                      D
                                                       Revenue
                                                       Credit/OASIS
                                                       Flow Chart
                                                                                                                                                                                                                                      Page 7 of 9

Revenue Flowchart
                                                                    I
                                         D

TO People Soft
Revenue Flowchart                                             Go FAST
                                                              Ledgers
                        NO     Recorded
          K                    through OASIS

                                                                                Note: Credit card transactions should
                                                  YES                           have been reconciled to the Swiped Charge Report
                                                                                Or Web Charge report on a daily basis and are not
                                                                                Part of the Monthly Reconciliation
                                   Is revenue           NO
                                   credit card?
                                                                        H                                        Note: OASIS Daily cash balancing reports
                                                  YES                                                            should be reconciled to the deposit slip
                                                                                                                 on a daily basis and are not part of the monthly           Revenue
                                                                                                                 reconciliation report                                      Adjustment?
                                                                Merchant bank
                                                        NO                                                                                                                                       YES
                                  Is revenue                   statement &
                                  received via                 Swiped Chg
                                                               Report (963)                                                                                                          NO


                                  YES
                                                                                NO                                                                                                               YES
                              Compare total                                                                               Any            NO               Deposit Slip
         Merchant bank                                           Agrees to
                              web receipts to                                                                           refunds,
         statement and
         Web Charge           Ledger
         Reports 804                                                    YES                                      YES
                                                                                                                                                                                               Compare total per     NSF or
                                                                                                                  Compare total                                                                deposit slip to the   Adjustment Doc
                                                        YES                                                       Swiped less refunds                                                          FAST Ledger
                                   Agrees to
                                                                                  Support for                     to Ledger
                                                                                  Refund or Adj
                             NO
                                                                                                                                                                         Compare total per
                                                        NO                                                                                                               deposit slip to the
                                   Any                                                                                                   NO
                                                                                                                       Agrees to                                         FAST Ledger

                                                                                                           YES
                                         YES

                              Compare total web                                                                                                                                      NO
                              based less refunds to                                                                                                                                             Agrees to
                              Ledger                                                                                                Place on
                                                                                                                                    unresolved list for                                                     YES
                                                                                                                                    research and
                                                                                                                                    follow-up.
                             Support for
                    H        Refund or Adj
                                                                                YES
                                                                                             Other Items to
                                                                                             be Reconciled?


                                                                                                            NO


                                                                                                                 To Reconcile                 J
                                                                                                     J           Flowchart
                                                                                                                                            Page 8 of 9

Reconciliation Process Flowchart
From Revenues Flowchart
From Payroll, Encumbered and
From Un-encumbered transactions
flowchart                               J




                                                                    Go FAST Ledgers
                                  Un resolved
                                  items list




                                                                   NO


                                                  All                                                      To Revenues Flowchart
                                                  transactions                                F            To Payroll, Encumbered and
                                                  reviewed by                                               To Un-encumbered transactions
                                                  reconciler?                                              flowchart



                                            YES

         Prior Month Un                       Compare to
         resolved items                       current unresolved
         list                                 items list




                                                                   YES
                                                  All
                                                  Unresolved                          Prepare Reconciliation Report
                                                  items on the
                                                  new list?


                                                                   NO                                                 Reconciliation
                                                                                                                      Report
                                      Add any additional items to new
                                      unresolved list
                                                                                          Reconciler
                                                                                          Signs & Dates
                                                                                          Reconciliation


                                             Un resolved items
                                             list
                                                                                                  Page 9 of 9




     Are any           YES
     unresolved
     items older
     than 60 days?                                 NOTE : Supervisor should review
                                Obtain
                                                   unresolved list and follow-up on old items.
                                supervisory
                                approval

NO


                              Accountable          NOTE: Accountable Officer/PI should provide
Carry forward                 Officer/PI provide   documented certification of allowability and
unresolved items              their approval       appropriateness of transactions through
list to next month's          through              a specified date.
reconciliation                DATE______




                             File and retain
                             reconciliation

        END



                                  END

				
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