Skip to Search Skip to Navigation Skip to Content

Section 1: Internal Control

Reconciliation of Student Financial Data

Effective Date:

09/01/10

Approved By:

Lenora Chapman, Associate Vice President for Financial Affairs

Last Revised On:

02/03/17

For Assistance Contact:

Student Information Systems Financial Accounting Manager

PURPOSE/SCOPE

To describe the process for verifying that financial data from the Banner Student Information System (Banner) is fed correctly to the financial accounting system (UTSHARE/PeopleSoft).

AUTHORITY

University of Texas (UT) Systemwide Policy UTS142.1 - Policy on the Annual Financial Report assigns direct responsibility to the Institutional Financial Reporting Officer to establish internal controls over the preparation of the University of Texas at San Antonio (UTSA) Annual Financial Report. Timely, accurate reconciliation is essential to effective internal control.


UNIVERSITY GUIDELINES

Table of Contents

A. Overview

Effective reconciliation activities greatly increase UTSA’s ability to proactively identify and resolve issues that could result in misstatements in financial accounting and reporting records. An example of this is the reconciliation of student financial data.

Detailed financial records and transactions for all tuition and fees charged to students and others are originated in the Banner system. This data is uploaded daily from Banner to the general ledger and sub-ledgers in UTShare/ PeopleSoft.

Reconciliation verifies that the total revenues recorded in Banner equal the total revenues posted to UTShare/ PeopleSoft. A Cost Center is considered reconciled when differences have been investigated, proper accounting treatment determined, and correcting journal entries (if any) are posted to the general ledger or sub-ledger. UTSA must reconcile all Cost Centers that could contain a significant or material misstatement and post all necessary adjustments to the general ledger/sub-ledger in a timely manner.

B. Reconciliation Process and Responsibilities

To verify that all Banner activity correctly feeds to UTShare/PeopleSoft, both daily transaction-level and monthly sub-ledger reconciliations are performed.

The daily reconciliation is performed by the Associate Bursar culminating in the approval of the daily Banner Interface journal voucher. This document includes all daily activity processed by Fiscal Services; any feeds from outsides sources, such as electronic check and credit card payments; and associated changes in receivable and revenue Cost Centers. Banner reports are created which list daily transaction-level detail and are used to verify proper feed of data into UTShare/PeopleSoft. Cash postings must balance to the daily master balance sheet prepared by Fiscal Services, which includes student payments accepted by each cashier, departmental deposits and all electronic payments. Final approval of this document in Accounting Services provides a secondary reconciliation of the cash totals reported.

The monthly reconciliation includes a review of all statutory tuition, ten mandatory fees, tuition exemptions, student receivables, and undistributed receipts.

Reconciliation reports (Appworx) created by the Office of Information Technology are run monthly by Financial Services. The reports include detail Banner activity for tuition detail codes, fee codes, summary student receivables, and summary undistributed receipts. These reports are reviewed to verify that all revenue and associated receivables generated from Banner registration and payment activity are properly recorded in UTShare/PeopleSoft. The reconciliations are performed by the Financial Affairs Coordinator and reviewed by the SIS Financial Accounting Manager. Any discrepancies found are corrected via a journal voucher and forwarded to the Director of Financial Services and University Bursar for review and approval. Monthly reconciliation folders are maintained in the Financial Affairs Office.


DEFINITIONS

None at this time.

REFERENCES/LINKS

None at this time.

RELATED FORMS/WORKSHEETS

None at this time.


REVISION HISTORY

Date

Description

02/03/17

Revised Purpose and Authority sections. Revised Section A. and renamed Section A. to Overview. Renamed Section B. to Reconciliation Process and Responsibilities, combined Section B. with Section C.

05/01/14

Updated DEFINE information for transition to UTShare/PeopleSoft.

06/21/11

Revised Section title, Guideline title and Section B. Reconciliation.

09/22/10

Published guideline.


In All We Do, We Do With Excellence - Every Person - Every Day - Every Job
         

Operational Guidelines

Helpful Links