Reconciliation Reports
The various reports outlined within this webpage can be helpful resources for you to utilize when performing your monthly reconciliations. These reports are updated on a regular basis, so always remember to come back for refreshed reports each time you begin a new reconciliation process.
FOAPAL Discrepancy Reports
NACUBO-Fund Type Discrepancy Report
This report lists expense balances on the operating ledger which reside on unallowable program code and fund code combinations. For example, if a state C-FOAP had an expense balance on a program code which was assigned with a 5000 "Stores and Services" NACUBO function, this would appear as an error as this is an unallowable combination.
Since this report only lists balances (not individual transactions), you will need to locate the details of the offending transactions by going to Banner page FGIBDST. Once there, enter the unallowable C-FOAP string identified within this report, and then go to the “Related” menu and select “Transaction Detail Information” [FGITRND]. From here, you will be able to see the individual transactions making up this balance. You will then need to investigate each transaction and complete an expense reclassification to move the expense to the proper C-FOAP to clear the NACUBO-fund type discrepancy.
If you need assistance, contact the applicable subject matter expert from UAFR by searching on “NACUBO” or “program code” within the Search box of the Business and Finance Who to Ask list.
Misclassified FOAPAL Report
This report lists FOP balances which contain operating ledger balances that are using an incorrect combination of fund, organization, or program code segments. For example, the three-digit department code embedded in the organization and program code of a state or ICR C-FOP should agree with each other. Items included in this report have been identified as items that could possibly contain misclassified transactions, given that they meet some of the qualifications that we look for when trying to identify misclassified transactions.
In addition, this report identifies balances that do not conform to the basic fund type FOAPAL design. For example, a "generic" program code (i.e., one that begins with a “19”, such as 191100) should only be used with certain types of funds (such as gift funds). If a state or ICR C-FOP used a generic program code, it would appear on this report, as that is typically not allowable.
This report can be used as a tool in identifying misclassified balances and can assist departments in quickly identifying these types of errors. However, it is not designed to identify all misclassified balances.
Since this report only lists balances (not individual transactions), you will need to locate the details of the offending transactions by going to Banner page FGIBDST. Once there, enter the unallowable C-FOAP string identified within this report, and then go to the “Related” menu and select “Transaction Detail Information" [FGITRND]. From here, you will be able to see the individual transactions making up this balance. You will then need to investigate each transaction and complete an reclassification entry to move the transaction to the proper C-FOAP to clear the misclassified error.
The Misclassified FOAPAL Report also includes the department names of the fund, organization and program codes used. When correcting a misclassified CFOAPAL, please remember to contact the other department involved, if applicable.
If you need further assistance, contact the applicable subject matter expert from UAFR by searching on “C-FOAPAL Questions” or “Journal Vouchers” within the Search box of the Business and Finance Who to Ask list.
FOAPAL Maintenance Reports
Generic Activity Codes
The activity code segment is an optional field. It is used to track financial transactions for particular events or projects with more detail than just the fund, organization, account, and program fields alone. Using an activity code could also reduce the need of establishing new FOP strings to track activities. These generic activity codes are open for use by any department and for any purpose. If you would like to create activity codes specific to your department, see the Banner Activity Code Request Form.
Multiple-Person Information (Financial Manager and GLDC)
Every fund, organization, and program code has a Financial Manager responsible for this segment and a GLDC used for generating reports in EDDIE. Other information available in these segments include Principal Investigator and Co-Principal Investigator.
To view this information in Banner, choose either Fund Code Maintenance FZMFUND, Organization Code Maintenance FZMORGN, or Program Code Maintenance FZMPROG. Select Filter or use F7 to enter query, then enter the chart and segment code and select Go or use F8 (execute query). This will return the segment information. Go to Tools and select Personnel Information. The information may also be reviewed in the attached reports.
Keeping this information up to date and accurate is vital for report generation as well as determining who to contact if there are any questions.
If this information is incorrect or if additional GLDC's should be added, send an email request to uas@uillinois.edu to have it changed. Be sure to specify the specific piece of information requiring addition or modification.
Open Encumbrance Reports
Accurate encumbrance balances are important because they provide a clear picture of anticipated spending and aid in decision-making. They also inform the campus budget office of the extent of committed state funding. Invalid open encumbrances on June 30th roll into the next fiscal year even though they are no longer needed.
These Excel files contain all open general encumbrances, requisitions, and purchase orders. They are organized by chart and three-digit organization code.
General encumbrances can be modified or liquidated via journal voucher. See Job Aids & Training Materials Section for instructions on creating these journal vouchers.
Requisitions and purchase orders must be modified or closed by the Purchasing Divisions. See Purchasing "Who to Ask" Section for contact info.
These listings DO NOT contain payroll or indirect cost encumbrances. Any remaining payroll encumbrances will be liquidated before the close of the fiscal year in period 12. The payroll encumbrance amount to be entered for the next fiscal year is based on payroll appointment information. Indirect cost encumbrances are dependent on the total of all other encumbrance balances.