The titles of fiscal personnel across campus vary greatly. In order to create a common language and consistent responsibilities, the University Controller’s Office has defined tiers of fiscal responsibility.
It is important to note that communication is an essential part of all three tiers, especially during higher level review. The reconciliation, review, and approval process not only protects the University of Florida, but also all tiers, as everyone makes mistakes.
This person enters the transactions and (in a small department) uses the reconciliation guide to reconcile at the end of each month. In addition, this person makes notes on any items needing explanation, investigation, or correction.
In a larger unit, we would have separation of duties with two people in this Tier, one for transaction entry and the second for reconciliation.
This provides a summary of resources available to Tier 1 employees.
Please e-mail controller-office@ad.ufl.edu with suggestions of useful materials to add to this list.
The UFACC listserv is for anyone who works with the UF accounting systems including payables, purchasing, contracts and grants, Banking & Merchant Services, property, budgets, educational business activities, general ledger, reports, etc.
This Tier 1 Checklist for Monthly Reconciliation provides detailed guidance for a Tier 1 reconciler performing the monthly reconciliation, including suggestions of who to contact with questions at various stages of the reconciliation.
The objective of the Internal Controls Checklist is to provide the campus community with a tool for evaluating the internal control structure in a department or functional unit, while also promoting effective and efficient business practices.
This checklist is designed to assist Tier 1 reconcilers with performing the reconciliation of the Monthly Financial Reports (sometimes called MFRs or departmental ledgers). Monthly reconciliation is a key internal control that compares the transactions posted in the myUFL General Ledger to source documents, either electronic or paper, to:
For questions, suggestions, or updates to this checklist, please e-mail the Finance Hub.
This workshop will introduce UF’s sources of funds along with the accompanying rules, or directives, that govern how each type of monies may be spent. Participants will learn about “allowable expenditures” for each funding source and have a chance to practice applying the rules to ensure uniform and consistent application of associated directives. The overall objective of this workshop is to ensure UF employees with fiscal responsibilities understand how funding sources can be used when completing financial transactions.
Participants will be introduced to an “internal control framework” and study the key concepts together with a series of questionnaires that will guide them in performing unit-based internal control self-assessments.
In this class, we introduce reports, tools, directives, and recommendations for management of financial activities at the departmental level.
Finance Hub contact form
This person is responsible for the finances of the department and checks the reconciliation for the Tier 1 role. Separation of duties is critical in this Tier as well. In addition, the Tier 2 review is even more important in departments where the Tier 1 both processes transactions and reconciles.
This provides a summary of resources available to Tier 2 employees.
Please e-mail controller-office@ad.ufl.edu with suggestions of useful resources to add to this list.
Financial Accountable Officer Roles
The CFO Division has created two roles to create an avenue for strategic communications by the CFO Division to the appropriate fiscal staff. The CFO Financial Accountable Officers (UF_N_FINANCE_ACCT_OFFICER) are the fiscal leaders of a college or VP unit. The Departmental Financial Accountable Officers (UF_N_DEPT_FINANCE_ACCT_OFFICER) are those at the departmental level.
Gator Business Administrator Services (GBAS)
A professional development program designed to help business administrators working in colleges, departments, and units be more effective in their jobs. The professional support focuses on the job skills and expertise of employees in the areas of finance, research administration (both pre- and post-award), reporting, and human resources.
Internal Control Checklist
The objective of the Internal Controls Checklist is to provide the campus community with a tool for evaluating the internal control structure in a department or functional unit, while also promoting effective and efficient business practices.
UFACC Listserv
The UFACC listserv is for anyone who works with the UF accounting systems including payables, purchasing, contracts and grants, Banking & Merchant Services, property, budgets, educational business activities, general ledger, reports, etc.
Useful Queries
A list of useful queries for Tier 2 employees.
This checklist is designed to assist Tier 2 reviewers with the Monthly Reconciliation. A Tier 2 reviewer is responsible for the finances of the department and reviews the reconciliation prepared by Tier 1. Tier 2 reviewers will:
This checklist is not intended to be all inclusive but rather provide a starting point for reviewers creating or modifying current departmental processes.
Tier 2 Checklist for Reconciliation Review
For questions, suggestions, or updates to this checklist please e-mail controller-office@ad.ufl.edu.
In this class, we introduce reports, tools, directives, and recommendations for management of financial activities.
Designed for Tier 1 reconcilers to learn about the reconciliation process and requirements.
Designed for Tier 3 leaders to attend with their Tier 2 and Tier 1 team to discuss the process and learn about best practices.
Finance Hub contact form
This person has authority in the department. Their role is to perform spot-checking monthly and verify that their units’ accountability structures are in place and functioning well.
This provides a summary of resources available to Tier 3 leaders.
Please submit a ticket to the Finance Hub contact form with suggestions of useful resources to add to this list.
Payroll Detail Spot Check – Checklist
This checklist is designed to detail some of the potential red flags to look for and help guide you through the spot-checking process.
Transaction Detail Spot Check – Checklist
This checklist is designed to detail some of the potential red flags to look for and help guide you through the spot-checking process.
The objective of the Internal Control Checklist is to provide the campus community with a tool for evaluating the internal control structure in a department or functional unit, while also promoting effective and efficient business practices.
Questions for Leaders to Ask
A resource for new leaders to begin discussions with their Tier 1 and Tier 2 staff.
Quick Guide for Obtaining the Monthly Financial Reports
The purpose of this tool is to guide Tier 3 staff through obtaining the monthly reports for reconciliation.
Quick Guide for Spot-Checking the Transaction Detail Report
The purpose of this tool is to provide a resource for Tier 3 to effectively spot-check the Transaction Detail.
Quick Guide for Spot-Checking the Payroll Reconciliation Report
The purpose of this tool is to provide a resource for Tier 3 to effectively spot-check the Payroll Reconciliation Detail.
TEAM UP! TO REVIEW ACCOUNTS How can you, in your role as a leader, safeguard your funds and design structures to enhance fiscal accountability? Do you have a standard practice in place to prevent fraudulent activity that all of your staff are aware of and understand?
These sessions are designed for the person in the unit who is in a position of authority and who is ultimately responsible for the finances of the unit, as well as the individual’s team involved in the reconciliation process. Join other campus leaders to discuss the process of reconciliation and leadership’s role in the process. Hear the expectations on reconciliation from the CFO’s Office and consider the roles and structures needed in your area to ensure your unit has optimal safe guards against fraud. Explore processes or structures that can be put in place with your team and learn efficient ways to provide accountability and internal controls with your unit’s financials.
Strongly Recommended: This session is designed in a team format, and the department leader should attend with their business administrator and any other fiscal staff involved in monthly reconciliations. This is a discussion-based session. We will share best practices and explore the challenges that emerge across campus. You will leave knowing what is expected for fiscal accountability and ideas on structures that work to achieve this within your area and for your team.
Office of Internal Audit: (352) 392-1391
Office of the CFO: (352) 392-2402
Office of Internal Audit: (352) 392-1391
Office of the CFO: (352) 392-2402