UAccess Financials: Most Common Document Types

DocNamePurposeExample for use of documentUsersRoles Needed to InitiateHow is the document generated?Automatically Routes to: *Auto Disapprove EnRoute Docs at Year End Yes/NoCancel Draft Docs (Saved) over 90 Days 
ADAdvance DepositTo record funds received by the university where the department is unknown. Central Financial AdministrationSpecial Group AccessBanking Transaction GeneratedNoneNoN/A
CRCash ReceiptTo 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 EmployeesRole 32Initiated by userFiscal Officers of accounts on the document and Bursar's Office.YesYes
CCRCredit Card ReceiptTo record credit card and bank deposits directly to a department account based on the banking transaction. Central Financial AdministrationSpecial Group AccessBanking Transaction GeneratedNoneNoN/A
DVDisbursement VouchersTo 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 EmployeesRole 32Initiated by userFiscal 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.YesYes
DIDistribution of Income and ExpenseTo 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 EmployeesRole 32Initiated by userFiscal Officers of accounts on the document and Fund Accountant Group. Property Management or Capital Finance for capital object codes.YesYes
GECGeneral Error CorrectionTo 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 EmployeesRole 32Initiated by userFiscal Officers of accounts on the document. Property Management or Capital Finance for capital object codes.YesYes
ICAIndirect Cost AdjustmentTo make an adjustment to funds on an indirect cost object code Central Financial AdministrationRole 54User InterfaceSponsored Projects AdministrationYesNo
IBInternal BillingTo 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 EmployeesRole 32Initiated by user and/or Collector FeedsFiscal Officers of accounts on the document. Property Management or Capital Finance for capital object codes.YesYes
JVJournal VoucherTo 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 AdministrationSpecial Group AccessInitiated by userUniversity Comptroller or DelegateNoN/A
LLCPLabor Ledger Correcting ProcessTo 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 AdministrationSpecial Group AccessInitiated by userUniversity Comptroller or DelegateYesN/A
LLJVLabor Ledger Journal VoucherTo 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 AdministrationSpecial Group AccessInitiated by userUniversity Comptroller or DelegateYesN/A
LLPRLabor Ledger Payroll EntriesTo record expenses and liabilities associated with a payroll cycle.Used to post the Payroll Labor Ledger file from UAccess Employee.Central Financial AdministrationSpecial Group AccessSystem GeneratedNoneN/AN/A
PREQPayment RequestTo pay a vendor on a purchase order. Central Financial AdministrationRole 32Initiated by userAccounts Payable initiates document. Fiscal Officers of accounts on the document. Property Management or Capital Finance for capital object codes.NoNo
PCDOPurchasing Card (PCard) DocumentTo 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 AccessSystem GeneratedPCard Reconciler Workgroup then to Fiscal Officers of accounts on the document. FYI generated to Cardholder. Property Management or Capital Finance for capital object codes.NoNo
PEPre-EncumbranceTo 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 EmployeesRole 32User InterfaceFiscal Officers of accounts on the documentNoYes
POPurchase OrderTo establish a specific price for item(s) with a specific vendor. All EmployeesRole 54User InterfaceFiscal 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.NoNo
RCVReceivingTo document the receiving of item(s) on a purchase order. All EmployeesRole 32System GeneratedNoneN/ANo
REQSRequisitionTo request a purchase order for a particular item and/or vendor. All EmployeesRole 32User InterfaceFiscal Officers of accounts on the document, Fund Accountant Group if over $5,000 and Property Management or Capital Finance for capital object codes.NoNo
STSalary Expense TransferTo 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 EmployeesRole 32Initiated by userFiscal Officers of accounts on the documentYesYes
SBService BillingTo 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 AdministrationSpecial Group AccessInitiated by userNoneYesYes
TFTransfer of FundsTo transfer cash between accounts.Used to cover an overdraft, reimburse an account for an expense, or to fulfill a funding commitment.All EmployeesRole 32Initiated by user and/or Imported via Budget FilesFiscal Officers of accounts on the document and Fund Accountant Group.YesYes
YEDIYear End Distribution of Income and ExpenseYear 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 YearAll EmployeesRole 32Initiated by userFiscal Officers of accounts on the document and Fund Accountant Group. Property Management or Capital Finance for capital object codes.YesCanceled on Department Close
YEGECYear End General Error CorrectionYear End version of the GEC (General Error Correction)Documents used only at Year-end in July (Period 13) to post to the previous Fiscal YearAll EmployeesRole 32Initiated by userFiscal Officers of accounts on the document and Fund Accountant Group. Property Management or Capital Finance for capital object codes.YesCanceled on Department Close
YESETYear End Salary Expense TransferYear End version of the ST (Salary Expense Transfer)Documents used only at Year-end in July (Period 13) to post to the previous Fiscal YearAll EmployeesRole 32Initiated by userFiscal Officers of accounts on the document and Fund Accountant GroupYesCanceled on Department Close
YETFYear End Transfer of FundsYear End version of the TF (Transfer of Funds)Documents used only at Year-end in July (Period 13) to post to the previous Fiscal YearAll EmployeesRole 32Initiated by userFiscal Officers of accounts on the document and Fund Accountant GroupYesCanceled on Department Close

* Additional routing can be set up on more of an administrative level, depending on the individual department.