Budget and Monthly Reconciliation Processes

Financial Training for Department Heads Presentation (PDF)

The Executive Administration Coordinated Business Services has been established to provide support for the financial vision and strategic goals of all units within the Executive Administration.  Our goal is to assist all Executive Administration units with the responsibilities, policies and procedures related to the reconciliation of speedtypes, while also verifying financial transactions to ensure the accuracy and integrity of financial reporting records and assist with sound financial stewardship.

The budget and reconciliation process for the following departments has been moved under the EACBS office:

DepartmentContact Person/Reconciler

Office of the President, Office of the Provost, Faculty Senate, Staff Senate, Boards, Grawemeyer Administration, Faculty Affairs, University Ombuds

Tonja Craig

Muhammad Ali Institute, Women's Center, International Affairs, UGA Administration, McConnell Center

Libby Kinberger

Delphi Center, Office of Academic Planning & Accountability (IR), Planning & Budget

Heather Thomas

Cultural Center, Diversity, LGBT Center, Enrollment Management, Admissions, Registrar, Financial Aid

Patti Williams

Audit Services, Central University Reserves, Commissions, Office of Communications & Marketing, VP for Strategy/Gen Counsel, Metropolitan College, School of Interdisciplinary and Graduate Studies (SIGS), Sustainability

Ann Phillips


The following reconciliations will remain in Financial Aid.



Contact Person/Reconciler

Financial Aid, Scholarship Funds

Angela Black


Remember – “If you spend it, send it”.

Listed below are examples of reconciliation backup that should be sent to the Exec. Administration CBS Reconciliation,Service Account as the expense is incurred or the income is received. 


Type of Item

Appropriate Documentation

Stockroom Orders

On-line stockroom order and packing slip

IT (print jobs, business cards, etc.)

Copy of work order/packing slip that is received with job

Physical Plant

Confirmation from Physical Plant that job has been logged and work order number assigned

Postal (Overnight mailings, FedEx, UPS, Courier Service)

On-line request showing estimated amounts

And other expenses that will hit your program
(ex. tuition)

Copy of corresponding documentation

(For tuition, EACBS will scan the PS Tuition Feed Detail Report to the department for
verification.  Please approve by e-mail to Exec. Administration CBS Reconciliation,Service Account
within 24 hours of receipt of scan.
Continue to scan tuition templates and Financial Aid Department Portal Information and Forms to
Exec. Administration CBS Reconciliation,Service Account )

Incoming Funds/Gifts/Revenue

Copy of cash receipt log for the month and/or other documentation with details of the funds


If you are in a department for which EACBS reconciles the programs, please ensure that you send the above supporting documentation when the expense is incurred or the income is received to Exec. Administration CBS Reconciliation,Service Account .  Please do not wait until the end of the month.  This will allow the reconcilers to have the documentation on the front end so they can work through the reconciliations timely rather than having to get copies of detail as they are working the process.  The general rule here is that, if you make a charge or receive incoming funds against a speedtype, EACBS will need a copy of the detail (with the exception of ProCard transactions).  

Financial Reporting Schedule FY18

Financial Reporting Schedule FY19