Approving Cost Center Reconciliation Quick Guide
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Cost Center Reconciliation
Cost center Reconciliation is a comparison of the
department’s monthly financial reports in
PeopleSoft to supporting documentation, which is
retained in the department. Verification and
substantiation are essential for an effective
internal control environment, which ensures:
•
The accuracy and validity of the entries
and balances
•
The records are accurately recorded
•
Unauthorized changes/charges did not
occur
•
Resolution of discrepancies in a timely
fashion
Logging in:
1. Go to an Internet browser (accepted browsers
include Internet Explorer, Firefox, Safari or
Chrome). Didn’t think Chrome was valid
2. Type http://galaxy.utdallas.edu in address line.
3. Press Enter.
4. Type NetID and Password. Press Signin.
Contacts

Reconcile Deadline
Reconcile monthly following the close of financial
books.
Office of Finance sends monthly alerts explaining
when to begin reconciling.
1
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Payroll Distribution: your department’s budget
analyst, Rohan Nilekani x6386, Dena Davis x5371 or
Naomi Emmett x6384
Budget: David Gaarder x6374
Financial Reporting and Account Reconciliation
Application: Alan Thomas x2632
Sponsored Programs Billing: Greg Argueta x2679
Purchasing, Accounts Payable, Travel, Purchasing
Cards: Pete Bond x2301
Payroll: Greg Argueta x2679
Approving Cost Center Reconciliation Quick Guide
Search Page
Search for Cost Centers
Search Page
This page serves as the “Front Door” to the
reconciliation process. Use the Search Page to find
Cost Centers across a wide range of Periods and
Years.
Once you start Account Reconciliation, the Search
Page appears. You need to supply details in the fields
(if necessary).
Search Page Fields
2
Field
Description
Business
Unit
This field should show DAL01 for the
Business Unit. This is a required field.
Year
This field displays the Fiscal Year
available. Visit the Finance page to verify
the current Fiscal Year. This is a required
field.
Period
This field displays the Fiscal Month (not
the calendar month). It defaults to the
prior Fiscal Month (prior 31 days). This is a
required field.
Cost
Center
This field is used to provide a specific cost
center. You are not required to provide a
value in this field.
1. Type DAL01 in Business Unit field. (This is required)
2. Select or Type 2012 in Year field. (This is required)
3. Type Period (or month) in Period field. (This is
required)
4. Type Cost Center in Cost Center field. (this is
optional)
5. Click Search button.
6. Click any Cost Center from Search Results list.
Open a Cost Center
1. Click the Cost Center field.
2. Choose any of the displayed tabs: Budget,
Approval, Actuals or Encumbrance.
Approving Cost Center Reconciliation Quick Guide
Needs approval
Click to Save
changes
Multiple Cost Center Approval
Search Page
This page lists all Cost Centers in your department.
Note: some of the Cost Centers listed are not your
responsibility to approve.
What to approve?
Only the Cost Centers that require approval appear
highlighted.
Previously approved Cost Centers are grayed out
3
Approving Steps
1. Click Main Menu. Click General Ledger custom.
Click Account Reconciliation.
2. Click Transfer to Range of Cost Centers Approval
Page.
3. Type or Select Business Unit
4. Type or select Fiscal Year (ie., 2012).
5. Type or select Accounting Period.
6. Click Search button.
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.
Approving Cost Center Reconciliation Quick Guide
Single Cost Center Approval
Approval Page
This page lists all three sets of transactions (Budget,
Encumbrance and Actuals.)
Note: some of the Cost Centers listed are not your
responsibility to approve.
What to approve?
4
Approving Steps
1. Click Main Menu. Click General Ledger custom.
Click Account Reconciliation.
2. Type or Select Business Unit
3. Type or select Fiscal Year (i.e., 2012).
4. Type or select Accounting Period.
5. Click Search button.
6. Find and click the Cost Center from displayed list.
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.
Approving Cost Center Reconciliation Quick Guide
Add Comments
Budget Reconciliation
To Approve:
1. Click Approval Page checkbox.
2. Click Approve checkbox.
3. Type your First and Last Name.
4. Click Save button.
5
1.
2.
3.
4.
5.
6.
Open Account Reconciliation.
Click any Cost Center from Search Results list.
Click the Approver Comments box.
Type comments.
Click Save.
Follow up on notes accordingly.
Approving Cost Center Reconciliation Quick Guide
Encumbrance
View Pre-Encumbrance:
1. Click Pre-Encumbrance Detail link.
2. Review transactions. Add comments where
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.
Detail Pages
Encumbrance Summary displays any PreEncumbrance or Encumbrance transactions for
the fiscal month selected. These are usually
wages and eProcurement purchases.
Approving Cost Center Reconciliation Quick Guide
Actuals
The Actuals Reconciliation page displays the
expenses and revenue for the fiscal period by
account (salary and/or M&O). The types of account
transactions shown reflect the activity occurring
during the Fiscal Period (or month).
To view all Expense transactions:
1. Go to first expense account.
2. Click View all link.
To view all Revenue transactions:
1. Go to first revenue account.
2. Click View all link.
To Reconcile:
1. Click Reconciliation checkbox.
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.
7
Accounts
The transactions are shown using a column-row
format called a grid. This layout displays
information for an individual transaction. The
grid groups transactions by expense or revenue
accounts. For example, salaries are always in
accounts starting with 5 and M&O accounts
start with 6. The following table shows a sample
of the Account number and Account Names
displayed on the Account section.
Account
Number
63001
43001
62106
Account
Name
Consumables
Sponsored Prgms
Revenue
In-St Meals & Lodge