Reconciling UAccess Financials

To UAccess Student

Two University systems merge data on a daily basis: UAccess Student and UAccess Financials. The item types that are used to post debits and credits to a student's UAccess account then feed into the UAccess Financials system overnight and place the debits/credits into the UAccess Financials accounts assigned to each item type. Financial Services maintains and reconciles this daily accounting feed. Many times, departments will contact Financial Services Cash Accounting for information on a UAccess Financials entry. Cash Accounting can provide the department with more detailed information on the debit/credit affecting their UAccess Financials account. The information the department would need to provide is the UAccess Financials account number and the date of the transaction as it is shown on the UAccess Financials report.

To Deposited Funds

University funds are deposited in one of two ways: Cash Receipt or by bank deposit.

  • Cash Receipt deposits are brought directly to the Bursar’s Office for processing. Funds will show deposited into the department's UAccess Financials account the next business day.
  • Bank deposits will see funds in their UAccess Financials autoposting account within 2-3 business days.

Reconciling of these deposits by either method should be done at least monthly to ensure funds are recorded correctly. UAccess Financials accounts need to be reconciled with balance sheets, receipts, deposit logs, deposit slips, and mail check logs. If there is a discrepancy, contact Financial Services Cash Accounting for assistance and be ready to provide the UAccess Financials account number and the date of the transaction as shown on the UAccess Financials report.

Direct bank deposits are deposited to a UAccess Financials autoposting account or clearing account. The department determines if funds will stay in this account or be moved to correct accounts for which the funds were collected. The reconciler will process a Distribution of Income (DI) document in UAccess Financials to move funds out of the autoposting account to another account or sub-accounts.

Refer to the Autoposting Distribution Procedures located in Policy 8.10.