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<p class="MsoNormal">Dear Colleagues,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The first Accounting Period, July 2023, under the new Oracle Financial system has been closed. Financial Transaction Detail Reports are now available in RSpace under the Tools section “<a href="https://finwebreports.ucr.edu/">Financial
Web Reports</a>”. A few notes and reminders:<o:p></o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level1 lfo1">
Regardless of the process used to reconcile your monthly ledgers, the Financial Transaction Detail Report (FTDR) should be used as the basis to ensure completeness of the data being reconciled<o:p></o:p></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
The FTDR is a fiscal year-based report. At this time reconcilers are asked to reconcile PPM project costs against the FTDR.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
Reconcilers must be provisioned inquiry access to the related systems for the transactions they are responsible for reconciling.
<o:p></o:p></li></ol>
</ol>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.5in;mso-add-space:auto;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo1">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Reconcilers should be provisioned the Oracle Financials UCR Inquiry role at a minimum.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:1.5in;mso-add-space:auto;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo1">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>ii.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Individual reconciling payroll transactions will need to complete the Gender Recognition and Live Name training in LMS, sign the Non-Disclosure agreement, and be provisioned access
to Looker-Finance-Payroll Distribution role.<o:p></o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<ol style="margin-top:0in" start="3" type="a">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
Reconciliations should be to source documents (such as purchase orders, invoices, etc.) When reconciling payroll transactions, the user should be validating against source documents (e.g., signed offer letters, promotion letters, leave notices, etc.) and the
Time & Attendance Reporting System (TARS). A reconciliation of the FTDR to the Payroll Distribution Database is insufficient.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
If errors in the data are identified, the departments must have established procedures to ensure corrections are tracked and confirmed.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
Please review UCR Policies and Procedure-<a href="https://fboapps.ucr.edu/policies/index.php?path=viewPolicies.php&policy=200-97">Ledger Reconciliation & Review Guidelines 200-97</a>. Although updates are required to address the new systems, the objectives
are the same. <o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
If a system error is identified, please submit a ticket using the Impact23 support site:
<a href="https://ucrsupport.service-now.com/finadmin_portal">https://ucrsupport.service-now.com/finadmin_portal</a>
<o:p></o:p></li></ol>
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level1 lfo1">
The updated Ledger Reconciliation and Storage System (LRSS) under the new COA is not yet available. Ledgers should continue to be reviewed and reconciled. Once the updated LRSS is deployed, users will be asked to mark the July ledgers as reconcile and certify
in LRSS<o:p></o:p></li></ol>
<p class="MsoListParagraphCxSpMiddle">Note: Department SAA will need to recreate the LRSS matrixes once the replacement system is deployed. Additional guidance will be provided upon deployments, so please begin evaluating if changes in roles are necessary.
<o:p></o:p></p>
<ol style="margin-top:0in" start="3" type="1">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level1 lfo1">
Please work with your department financial manager to evaluate your reconciliation procedures under the new financial systems and Chart of Accounts. As you are aware, most transactions are processed using workflow approval (versus the Post Audit Notification
(PAN)). <o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level1 lfo1">
At this time, the <a href="https://finwebreports.ucr.edu/">Financial Web Reports</a> only contain the FTDR. In the near future, the monthly PI Summary Reports by PI and the Encumbrance Reports will be housed at this site.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level1 lfo1">
Payroll journals for July:<o:p></o:p></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
Please note you will see the posting and reversal of several journals. This situation will not re-occur after the August ledgers<o:p></o:p></li><li class="MsoListParagraphCxSpLast" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo1">
July payroll journals are mislabeled “August”; this situation has been corrected going forward.<o:p></o:p></li></ol>
</ol>
<p class="MsoNormal">Thank you for your patience during the system transitions. <o:p>
</o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Sincerely,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Bobbi McCracken<o:p></o:p></p>
<p class="MsoNormal">Associate Vice Chancellor and Controller<o:p></o:p></p>
<p class="MsoNormal">Business & Financial Services<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="http://bfs.ucr.edu/"><b><span lang="EN" style="color:#0563C1">http://bfs.ucr.edu/</span></b></a></span><b><u><span lang="EN" style="color:#383838"><o:p></o:p></span></u></b></p>
<p class="MsoNormal"><img border="0" width="157" height="48" style="width:1.6333in;height:.5in" id="Picture_x0020_1" src="cid:image001.png@01D9E008.351689D0" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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