CAUS Reconciliation Instructions

University Reconciliation Procedures may be found at.

Monthly Reconciliations:

  • Organization transaction reconciliation
  • VT funds
  • VTF funds
  • Salary/wage position reconciliations
  • CASHNet reconciliation
  • P-card reconciliation
  • CNS user and usage reconciliation
  • CNS ICR requests
  • Leave submission and overtime compensation reconciliation

Organization transaction reconciliation

  1. On the first business day of each month, access Web Report Submissions at:.
  1. On the left side, select Departmental Reports under Finance (Virginia Tech) and Snapshot by Organization from the list on the right. For VTF reports, click Departmental Reports under Finance (Foundation) and run the VTF Operating Ledger Transactions report.
  1. After choosing Snapshot by Org, complete the required Parameters:

Calendar Month: Prior

Required Org codes

Revenues/Expenditure (blank for both)

Specific funds if necessary

Create data (Excel) file: optional

  1. Click submit to run the report.
  1. Next, run the Transaction Detail – Operating Ledger with the same parameters.
  1. Click submit to run the report.
  1. An email will be received to access each report from Web Report Distribution, or you can directly access the reports at:
  1. A reconciliation should be completed for each organizational transaction.

*Verify that transactions were properly initiated and authorized.

> *Verify that transactions were initiated and posted in a reasonable period. > > *Review all transactions for accuracy and agree amounts back to the department’s originating documentation. > > *Scan for unusual amounts or vendors. > > *Contact the Controller’s Office for supporting documentation if you have no documentation.

  1. Document those items that do not agree to your originating documents and follow-up with the proper personnel in order to resolve the item within 60 days.
  1. Use tick marks or highlight items that are reconciling items. This shows evidence of reconciliation.
  1. Start with one fund at a time and check off each transaction as you reconcile it to backup documentation. You should find Purchase Orders in HokieMart; invoices either in CAUS electronic documentation and/or as an attachment in Banner (FOIDOCH).
  1. Budget entries with the PID: ‘msimpso’ are transactions performed by made by Marty Simpson. Supporting documentation is maintained in her files.
  1. Initial the transaction report after your review is complete.
  1. Print the Snapshot by Organization reconciliation certification page (second to last page of the report). List all orgs or funds reconciled, sign, and have reviewed and approved by the Department head within 30 days of the close of the reconciled period.
  1. The report and certification statement must be retained in the department’s files for 3 years.

Salary transaction reconciliations

  1. This reconciliation is completed using the Snapshot by Organization and Transaction Detail – Operating Ledger reports run in the previous Organization transaction reconciliation. Compare this information to the Salary Verification or the Wage-1500 Hour Report, which are run in Web Report Submission, Human Resources.
  1. Review salary transactions for reasonableness and be familiar with the employee’s names.
  1. Contact the Payroll Office for additional information for names that need further information or clarification.
  1. Use tick marks or highlight items that are reconciling items. This shows evidence of reconciliation.
  1. Initial the transaction report after your review is complete.
  1. Print the Snapshot by Organization reconciliation certification page (second to last page of the report). List all orgs or funds reconciled, sign, and have reviewed and approved by the Department head within 30 days of the close of the reconciled period.
  1. The report and certification statement must be retained in the department’s files for 3 years.

Wage transaction reconciliations

  1. Print the Wage Reconciliation Reports that the Payroll Office sends by email to the reconciler. The Payroll Office sends the reports a few days after the end of each pay period.
  1. Print the TCP Payroll Summary Report for each org for the corresponding pay period. These are found in the TimeClock Plus system under Reports. User information for TimeClock Plus can be found at.
  1. If the wage hours are not found for an employee on the TCP Payroll Summary Report, print and check the Time Card Entry Verification web report for the wages in question. This report may be found under Human Resources, verification in the Report Submission system.
  1. Compare the reports. If discrepancies are found, work with the department approver to resolve the issues.
  1. Sign, date and file the Wage Reconciliation Report and file it with the TCP Payroll Summary Report and the Time Card Entry Verification report if needed.
  1. The reconciliation should be completed promptly after the reports are received.

CASHNet reconciliation

  1. Access the university cashier system, CASHNet, using Internet Explorer, through Hokie Spa (www.hokiespa.vt.edu).
  1. Click the Hokie Team tab and select the link for the University Cashiering System from the list.
  1. Begin by clicking Reports at the top of the CAHSNet page and select the Departmental Deposits Open. Enter the dates for the previous fiscal period.
  1. A report of all open deposits will then display for the specified date range. These are deposits that were entered during the time period that have not yet been receipted for your department (not yet tendered by the Bursar’s Office). For reconciliation purposes, print this report.
  1. Any items showing in the report ‘Departmental Deposits Open’ would be considered as outstanding reconciling items because they have not yet been entered on the finance system. These reconciling items should clear the following month and would then appear on the next month’s CASHNet report titled ‘Departmental Reconciler Report’ as well as the monthly finance report.
  1. Access the departmental reconciler report by clicking Reports at the top of the CASHNet page and select the Departmental Reconciler Report link. Enter the dates for the previous period.
  1. A report of all tendered deposits will then display for the specified date range. These are deposits that were receipted for your department during the time period (tendered). For reconciliation purposes print this report.
  1. Each item shown on the ‘Departmental Reconciler Report’ should be matched to entries on monthly finance reports for each G/L fund which you are reconciling. Should there be a discrepancy, it will be necessary for you to make the correction through the University Controller’s Office.
  1. The Business Manager conducting the monthly CASHNet reconciliation should include or attach supporting documentation for the deposited items on the Departmental Deposits Open report and the Departmental Reconciler Report. Supporting documentation includes notes, emails, documents from vendors. It is the responsibility of the CASHNet enterer to provide or include the area Business Manager with the supporting documentation at the time of the CASHNet entry.

P-card reconciliation

Reconciling Charges:

  • The monthly billing cut off is the 15th of the month. Cardholders will receive a hard copy of the statement. The Payment Certification Form and the original P-Card statement must be submitted to the Controller's Office by the 10th of the following month.
  • If an incorrect charge or credit appears on the P-Card statement, it should be treated like any other charge or credit for reconciliation purposes as the statement must be paid each month in its entirely. See Returns, Credits, Disputed Items instruction on how to handle incorrect charges.
  1. Once the P-Card statement is received, compare the log and/or the itemized receiving file documentation provided by the vendor to the P-Card statement to assure the charges are accurately listed on the P-Card statement.
  1. If a purchase does not appear on the P-Card statement, make a note in the log or on the file documentation. Maintain this documentation so it can be used when reconciling a subsequent statement.
  1. If the payment is being placed on the default fund, select the "All charges and credits are correct and should be posted to the default fund" box on the P-Card Payment Certification Form.
  1. If the payment is being distributed to multiple funds, write the corresponding fund and account codes on the P-Card statement or P-Card log for each transaction (log must be in Statement order).
  1. You may use up to four different funds and/or account codes for a single charge. If using log, the items must be in Statement order.
  1. P-Card reconciliations should be saved as an electronic document per cardholder in the CAUS share drive.

> Reconciling Credits:

  1. Compare the credit documentation provided by the vendor to the P-Card statement to assure credits are accurately listed on the P-Card statement. Retain all credit documentation in the file.
  1. If a credit does not appear on the P-Card statement, make a note in the log or on the file documentation. Keep this documentation so it can be used when reconciling a subsequent statement.
  1. If the credit is being placed on the default fund, select the "All charges and credits are correct and should be posted to the default fund" box on the P-Card Payment Certification Form.
  1. If the credit is being distributed to multiple funds, write the corresponding fund and account on the P-Card statement or P-Card log for each credit.
  1. You may use up to four different funds and/or account codes for a single charge. If using log, the items must be in Statement order.

Payment Certification Form

  1. Complete following sections of the P-Card Payment Certification Form:\
  • Department Number\
  • Department Name\
  • Card Number\
  • Cardholder's Name\
  • Cardholder's 9 digit employee ID#\
  • Statement Closing Date\
  • Balance Outstanding\
  • Method of fund distribution - (Select either "All charges are correct and should be posted per the attached sheets" or "All charges are correct and should be posted to the default fund")
  1. Sign and date the Cardholder Signature section.