How to Use the Statement of Account Certification Pages

Authorization

In order to view the Statement of Account you must have a UT EID. Viewing privileges are restricted to *DEFINE authorizations, i.e. desk and view.

How to use the entry page

• The U.T. seal in the upper right will take you to the Office of Accounting Home page.
• There is a "Logoff" link on every page. Log off when you are finished with any UT Direct page, so that no one else will be able to use your account.

• Enter the unit, and select the month and year for which you would like to certify account activity.
• In the "Unit" box, you may type a 4-digit or a 7-digit Unit Code. Entering a 4 digit unit will retrieve a listing of all budget groups for all units requiring your certification that begin with the 4 digits entered. Entering 7 digits will retrieve only budget groups within the entered unit. Please note that only budget groups that require your certification will be displayed. Once certified, budget groups will no longer appear on this page.
• To view the transactions on accounts requiring certification, click on the checkbox next to each budget group you wish to certify and click the "Select Checked Budget Groups" button, or you may click the "Select All Displayed Budget Groups" button to choose all the budget groups listed.
• You will be taken to a page listing transactions for the first selected budget group, for the month and year selected on the entry page.

How to use the transaction certification page

• Please note that only transactions that represent activity requiring your certification will be displayed on this page.
• If there are more transactions for the budget group than can be displayed at one time, a "Get More Transactions" button will be available.
• After reviewing the transactions, you may certify them as correct by clicking the "Certify Budget Group" button. The site will attempt to store your certification and will return, displaying a success or failure message and the transactions for the next selected budget group for your review.
• If you do not wish to certify the transactions for the displayed budget group at the time, you may click the "Skip Budget Group" button to move on to the next selected budget group's transactions.
• When all selected budget groups have been certified or skipped, you will return to the entry page, where any remaining budget groups requiring your certification will be listed.

Certification of Budget Groups

Overview

In order to save paper and reduce expenses, the Office of Accounting has replaced the printed Statement of Account (SOA) with an electronic notification system. In the past, a printed SOA was campus mailed or US mailed to the Ledger Sheet Contact as specified on GG5 within 5 business days after month-end closeout.

Now, instead of the printed SOA, an email will be sent after the monthly closeout to the Ledger Sheet Contact only listing Units on which transactions have been recorded in the preceding (just closed) month. (The message is sent to the Unit Head if there is no one listed as Ledger Sheet Contact on the GG5 command in DEFINE.) The email recipient can use the link provided in the email to certify budget groups on these pages.

About Certification

Units listed in the e-mail (see above) contain budget groups that must be certified by the Ledger Sheet Contact, an authorized manual signer, or the Unit Head because they contain accounts that had wage or salary transactions during the month. If you received a list of certifiable Units, you are asked to review the last month's transactions for these Unit's budget groups on these pages. (You may have used the link provided in the email to find these pages.) Again, the email is only sent to the Ledger Sheet Contact.

Note: Although based on real data, the screenshots here have been fictionalized.

Before Certification...

Confirming...

After Certification

If the Budget Group has already been certified the message will say so and you need not take any action.

Troubleshooting

If you are not seeing a budget group to certify, one of the following may be the explanation.

1. You are not the Ledger Sheet contact, a Signer for the Budget Group, or the Unit Head. You can check this on the CA1, CA3 or GG5 screen in *DEFINE, or ask your office manager or accountant.
2. The budget group has already been certified. You can confirm this by checking your unit for the month in question on the Account Balances pages.
3. You have entered a month either before the electronic SOA began, or for the current month before closeout.

If you have difficulties with these pages, please contact the Support Team at: Payme GeneralAccounting@austin.utexas.edu

More Information

• For a general introduction to UT's accounting system, including more information on how to update Ledger Sheet Contacts, Accounting Contact, and authorized manual signers, please refer to the handout for the Office of Accounting's class DE301: Introduction to Accounting I.
• For more information on the Statement of Account concepts, please refer to the handout for the Office of Accounting's class DE303: Statement of Account and Reconciliation.