| Doc | Name | Purpose | Example for use of document | Users | Roles Needed to Initiate | How is the document generated? | Automatically Routes to: * | Auto Disapprove EnRoute Docs at Year End Yes/No | Cancel Draft Docs (Saved) over 90 Days |
|---|---|---|---|---|---|---|---|---|---|
| AD | Advance Deposit | To record funds received by the university where the department is unknown. | Central Financial Administration | Special Group Access | Banking Transaction Generated | None | No | N/A | |
| CR | Cash Receipt | To record cash and checks received by units, for subsequent deposit into bank accounts via the Cash Management document. The cash receipt document creates the specified accounting entries in UAccess Financials. | Used to process cash or checks received by the department before the funds are sent to the Bursar's Office. | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document and Bursar's Office. | Yes | Yes |
| CCR | Credit Card Receipt | To record credit card and bank deposits directly to a department account based on the banking transaction. | Central Financial Administration | Special Group Access | Banking Transaction Generated | None | No | N/A | |
| DV | Disbursement Vouchers | To reimburse employees and nonemployees for expenses incurred while conducting university business and to pay other vendors for performing a service, or providing material goods for the university. | Used to request employee reimbursements and direct payments to off campus vendors or organizations. The DV should only be used when the Requisition is not appropriate. | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document. Fund Accountant Group and Accounts Payable for petty cash, change fund or operational advance object codes. Property Management or Capital Finance for capital object codes. | Yes | Yes |
| DI | Distribution of Income and Expense | To distribute the income or expense, assets and liabilities from a holding account to one or more appropriate accounts when one account has incurred expenses or received income on behalf of one or more other accounts. | Used to move revenue, expenses, assets and liabilities to other sub-accounts, object codes, or sub-object codes. For instance, income might come in to one account, but you need to allocate it to multiple accounts in order to accurately track revenues. | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document and Fund Accountant Group. Property Management or Capital Finance for capital object codes. | Yes | Yes |
| GEC | General Error Correction | To correct inappropriate or erroneous accounting data for General Ledger entries generated from other financial transactions. Validates the accounting string data of the original entry for reversal. | Used to correct non-payroll transactions. For instance, corrections are needed to the account number, object code, or other details on a transaction that has been finalized. | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document. Property Management or Capital Finance for capital object codes. | Yes | Yes |
| ICA | Indirect Cost Adjustment | To make an adjustment to funds on an indirect cost object code | Central Financial Administration | Role 54 | User Interface | Sponsored Projects Administration | Yes | No | |
| IB | Internal Billing | To bill for goods or services provided by one university department to another university department, reflecting income to the provider and expense to the customer. Most commonly used by Service Centers and Auxiliary Enterprise units. | Used to purchase goods and services from another University department. Either the selling department or the buying department can fill out this document. | All Employees | Role 32 | Initiated by user and/or Collector Feeds | Fiscal Officers of accounts on the document. Property Management or Capital Finance for capital object codes. | Yes | Yes |
| JV | Journal Voucher | To perform accounting tasks that cannot be done by any of the other financial transaction documents. This document creates very open ended financial transactions, with few business rule checks. The JV document can also be used to correct errors that may occur in the system which inadvertently put the General Ledger out of balance. | Central Financial Administration | Special Group Access | Initiated by user | University Comptroller or Delegate | No | N/A | |
| LLCP | Labor Ledger Correcting Process | To record labor ledger correcting entries at an administrative level. | Used to post Labor Ledger transactions that were not able to post during Payroll processing, due to sub-account or sub-object code not set up or active. Currently using this to post Graduate Direct Bill to Labor Ledger. | Central Financial Administration | Special Group Access | Initiated by user | University Comptroller or Delegate | Yes | N/A |
| LLJV | Labor Ledger Journal Voucher | To record labor ledger entries at an administrative level. | Used to correct Labor Ledger Position Numbers, Project Codes and ERE that was incorrectly posted at time of payment. | Central Financial Administration | Special Group Access | Initiated by user | University Comptroller or Delegate | Yes | N/A |
| LLPR | Labor Ledger Payroll Entries | To record expenses and liabilities associated with a payroll cycle. | Used to post the Payroll Labor Ledger file from UAccess Employee. | Central Financial Administration | Special Group Access | System Generated | None | N/A | N/A |
| PREQ | Payment Request | To pay a vendor on a purchase order. | Central Financial Administration | Role 32 | Initiated by user | Accounts Payable initiates document. Fiscal Officers of accounts on the document. Property Management or Capital Finance for capital object codes. | No | No | |
| PCDO | Purchasing Card (PCard) Document | To distribute expenses incurred on a purchasing card. (Note: Accounts Payable also processes payments to vendors that have had orders processed via Requisition or Disbursement Voucher, using Single-Use Account Credit Cards) | Used to purchase goods and services in line with PCard Policy. | Cardholders, Reconcilers and Fiscal Officers (Liaisons for monitoring) | Special Group Access | System Generated | PCard Reconciler Workgroup then to Fiscal Officers of accounts on the document. FYI generated to Cardholder. Property Management or Capital Finance for capital object codes. | No | No |
| PE | Pre-Encumbrance | To encumber expenses that are known prior to the expense being paid. | Used to create a "soft" encumbrance for expenses that are known prior to payment. For example, a pre-encumbrance may be done for travel expenditures. It is the department's responsibility to properly disencumber these expenses once the expense has been paid. | All Employees | Role 32 | User Interface | Fiscal Officers of accounts on the document | No | Yes |
| PO | Purchase Order | To establish a specific price for item(s) with a specific vendor. | All Employees | Role 54 | User Interface | Fiscal Officers of accounts on the document. Property Management or Capital Finance for capital object codes. POA routes to Fund Accountant Group if over $5,000. | No | No | |
| RCV | Receiving | To document the receiving of item(s) on a purchase order. | All Employees | Role 32 | System Generated | None | N/A | No | |
| REQS | Requisition | To request a purchase order for a particular item and/or vendor. | All Employees | Role 32 | User Interface | Fiscal Officers of accounts on the document, Fund Accountant Group if over $5,000 and Property Management or Capital Finance for capital object codes. | No | No | |
| ST | Salary Expense Transfer | To move salaries and benefit charges for a given employee for a particular accounting period (or set of periods) from one or more accounts to one or more other accounts. | Used to correct an employee's payroll expense that was charged to an incorrect account. | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document | Yes | Yes |
| SB | Service Billing | To bill for goods or services provided by one university department to another university department, reflecting income to the provider and expense to the customer. The Service Billing document does not route for approval and is a restricted document used by Service Centers and Auxiliary Enterprise units. | Used for billing other University departments for goods and services. | Specific Individuals with Additional Permissions and Restrictions established by Central Administration | Special Group Access | Initiated by user | None | Yes | Yes |
| TF | Transfer of Funds | To transfer cash between accounts. | Used to cover an overdraft, reimburse an account for an expense, or to fulfill a funding commitment. | All Employees | Role 32 | Initiated by user and/or Imported via Budget Files | Fiscal Officers of accounts on the document and Fund Accountant Group. | Yes | Yes |
| YEDI | Year End Distribution of Income and Expense | Year End version of the DI (Distribution of Income and Expense) | Documents used only at Year-end in July (Period 13) to post to the previous Fiscal Year | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document and Fund Accountant Group. Property Management or Capital Finance for capital object codes. | Yes | Canceled on Department Close |
| YEGEC | Year End General Error Correction | Year End version of the GEC (General Error Correction) | Documents used only at Year-end in July (Period 13) to post to the previous Fiscal Year | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document and Fund Accountant Group. Property Management or Capital Finance for capital object codes. | Yes | Canceled on Department Close |
| YESET | Year End Salary Expense Transfer | Year End version of the ST (Salary Expense Transfer) | Documents used only at Year-end in July (Period 13) to post to the previous Fiscal Year | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document and Fund Accountant Group | Yes | Canceled on Department Close |
| YETF | Year End Transfer of Funds | Year End version of the TF (Transfer of Funds) | Documents used only at Year-end in July (Period 13) to post to the previous Fiscal Year | All Employees | Role 32 | Initiated by user | Fiscal Officers of accounts on the document and Fund Accountant Group | Yes | Canceled on Department Close |
* Additional routing can be set up on more of an administrative level, depending on the individual department.