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RECONCILIATION GUIDELINES 

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Implementing UofT's Policies and Procedures in the Office

General Rules for Processing

  • Confirm that the Cost Center/Internal Order is correctly linked to the Funds Center on the document.
  • The G/L Account must be in accordance with the respective transaction
  • Ensure all payables/forms/processed documents have proper authorization (ie. contact names, authorized signatures, dates) and backup documentation.
  • Ensure that all cheques are deposited in a timely manner.
  • Write document number for all processed transactions on respective forms.
  • Ensure segregation of duties in terms of creation of forms and processing of transactions 

 

Recommended Guidelines and Procedures for Various Transaction Types

Journal Entries
(ie. Debit Memos)
  • Includes internal revenues/expense recoveries and corrections to information in the FIS system; Internal Revenues/Recoveries redistribute cash already in the University’s bank account
  • Make sure that there are both debit and credit transactions that offset one another
Certified Invoices
  • For purchases of goods under $5,000
  • Ensure that the invoice has all the information necessary for payment processing:

       o    Full name and mailing address of payee

       o    HST Registration Number if HST is charged.

       o    Goods/Services are clearly identified and described: quantities, prices, delivery dates(s).

Expense Reimbursements
  • Reimbursements are done for out-of-pocket, university business, travel, and related expenses that are legitimate, reasonable, and appropriate for the business activity undertaken
  • Expenses must be personally incurred by the claimant
  • Original receipts from suppliers must support all expense reimbursement claim items, except for per diem claims where applicable
  • All reimbursement claims from University funds require the claimant’s and approver’s signature (approval should be on a one up basis)
  • Business officers must not process their own expense reimbursement forms
Purchase Orders
  • Purchase orders are required for goods/services of $5,000 or more
  • Preconditions for issuing payment to a supplier: the goods/services have been received, the buying department is satisfied with the goods, the invoice for these goods is accurate, and written approval has been provided
  • Ensure that only items received/consumed are paid for at a fair price
T4A Payments (Canadian Residents)
  • Process in FIS: Total payment is under $500 in calendar year. Okay not to report on the T4A slip.
  • Process in HRIS: Total amount of the payment is greater or equal to $500 in a calendar year. Payment must be reported on a T4A slip.

 

Records Management and the UofT File Plan 

  • Should include: the original document form and backup to support the original documentation
  • Responsibility to maintain a File Plan rests with the “selling” (recovering) department
  • Documents included in the current fiscal year should be kept in the “Active” files storage
  • At the change of fiscal years, the previous documentation should be stored in a “semi-active” area (secure on-site storage area or off-site storage facility) for an additional 6 fiscal years
  • After the 6 fiscal years, the documents should be destroyed 

 

Useful Links 

Source Documents and the Audit Trail 

Annual Administrative Accountability Report

Reconciling and Reviewing Month End Statements

Internal Revenues and Internal Expense Recoveries

Travel and Other Reimbursable Expenses – Policies and Guidelines

Purchase Order Invoices

Certified Invoices

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