-
What is the On-line Statement of Account?
The On-line Statement of Account is an electronic version of the paper Statement of Account. In order to improve services while saving personnel time, paper, and other expenses, the University has replaced the printed monthly Statements of Account with this electronic system. Departments can review and certify account information on the Web.
-
Why did I receive an e-mail notification?
You are either a Ledger Sheet Contact person for this account OR you are the Unit Head for this account (who receives this message when there is no Ledger Sheet Contact in *DEFINE on the GG5 screen.)
-
When is this e-mail notification sent?
A Statement of Account is created for any month that has transactions,
and the e-mail notice is sent the night of close-out, which is usually
the 5th business day of each month except for August. You will have access
to your account information the day after close-out.
-
How can this e-mail notification be sent to another person?
Your electronic office manager, delegate, or unit head is authorized to add or update the Ledger Sheet Contact information listed in *DEFINE on the GG5 screen. This contact person may be listed for the unit code of the account or for the budget group listed within the unit.
-
Is certification required?
Internal Audits requires all wage and salary accounts to be certified.
-
How do I certify an account?
The Unit Head, Ledger Sheet Contact, or Authorized Signer can click the
link in the email notification: https://utdirect.utexas.edu/acct/soa/soa_cert.WBX
-
Do I have to certify Statements of Account if I am also using the Effort Certification System (ECS)?
Unit Heads who use the Effort Certification System (ECS) to certify
personal effort on sponsored projects (26-accounts) do not have to
also certify their Statements of Account. They click this link
instead: https://utdirect.utexas.edu/acct/cg/ecs/
-
Is it possible to still print a Statement of Account?
Yes, the IF5 command in *DEFINE may be used to print statements of account. You should order your reports after the monthly close-out, which is usually on the 5th business day of each month except for August. The IF5 reports will print overnight to your shelf.
-
Is there another way I can view my information?
It is now possible to use a report on the IF1 screen in *DEFINE (AC30) to download accounting transactions for one month. This is used with IF4 in conjunction with FTP to download accounting transactions in an EXCEL spreadsheet. Special instructions are available: http://www.utexas.edu/business/accounting/slideshow/if1/index.html
-
When should I certify the accounts as correct?
The Unit Head or Authorized Signer should certify the accounts after they have been reconciled. There is a class handout available on reconciliation: http://www.utexas.edu/business/accounting/pubs/de303.pdf
-
Why am I not authorized to view the budget page?
To view accounting information on the web, you need an EID and authorization in *DEFINE (i.e. a desk and view with a mainframe logon ID). Your department contact should be able to assist you.
-
Where is the download button?
The download button is only offered on the Account Balances page. You can copy and paste the account transactions into an EXCEL spreadsheet.
-
On the Account Balances page for my budget group and the Amount Detail pages, the balances are rounded. How do I see the actual balances?
Choose Accountant in the Format pull-down menu instead of Departmental. The Accountant format does not round the balances on the Account Balances page or the Amount Detail page.
-
Are departments required to maintain paper copies of the monthly Statement of Account (SOA) for records retention purposes?
Up through May 2003 departments are required to keep signed salary and fringe SOAs for FE + 3 years (Agency #AALL538 in the UT-Austin retention schedule). Requests for their destruction after the retention period has ended should be prepared and submitted to the Office of Accounting for approval. Beginning in June 2003, the salary and fringe SOAs can be certified on-line and if your department utilizes this on-line service or reconciles using the LMM, then you are not required to maintain paper copies. If your department does, then these would be considered convenience copies.
-
Who can I contact with additional questions?
Additional questions about the On-Line Statement of Account may be
sent at any time to Accounts Payable at paymentinfo@austin.utexas.edu.
You may also call (512) 471-1083 (Monday to Friday, 8 a.m. to noon
and 1 to 5 p.m. ).
