Frequently Asked Questions
Accounting and Reporting
No. Due to Segregation of Financial Duties, Manager and Reconciler duties should be performed by separate individuals to reduce the risk of fraud or concealment of errors, and no one individual should have responsibility for all aspects of a transaction.
No. A Person of Interest (POI) is a non-employee of UTRGV; therefore, they are not allowed to be any type of Key Member.
- Please visit our General Ledger Resources page.
- Locate and download the UTRGV Chart of Accounts with Examples of Allowable/Unallowable Expenses.
- Review the chart of accounts to determine, based on the information provided, if the expense is allowed under the Cost Center funding.
- Additionally, the expense should be within the purpose of the Cost Center, if it is not, the expense is not allowed.
- Please visit our General Ledger Resources
- Locate and download the Crosswalk of PeopleSoft Account Code to Texas Comptroller Expenditure Object Code.
- Review the crosswalk from the PeopleSoft account codes to the Texas Comptroller expenditure object codes to determine the account code best suited for the expense.
- If you cannot determine the account code best suited for the expense, please contact the Accounting and Reporting department at AccountingandReporting@UTRGV.edu.
Send an email to AccountingandReporting@utrgv.edu with the manager’s approval to inactivate the cost center.
The following requirements must be met before the request can be processed:
- Review the Cost Center’s fund balance in the Actuals ledger and the budget balance.
- All Cost Centers preparing to inactivate, must have no funds available in their budget. The budget can be reviewed by running the budget overview.
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- In PeopleSoft navigate the Accounting & Financial Reports Module
- Click on the Budgets Overview tile
- Using the Budget Overview training document, please generate the report for your cost center
- Please search the Cost Center by the Fiscal Year.
- Restricted Cost Centers & Cost Shares: The email request must be submitted with the Grant Accountant’s approval of the inactivation.
- Designated & Restricted Cost Centers: Must have no fund balance in the Actuals ledger. The fund balance in the actuals ledger can be reviewed by running the UTZ_GL_TRANSACTIONS_AFRNODE query for the Cost Center in the GL WorkCenter.
How to run query:
In the Accounting & Financial Reports Module, click on the GL WorkCenter tile
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- Navigate to Links > Query/nVision/Trees > Query Viewer
- paste the query name in the empty field: UTZ_GL_TRANSACTIONS_AFRNODE
- Click the SEARCH button to run query for the Cost Center
- In the Search Results row with Query Name of “UTZ_GL_TRANSACTIONS_AFRNODE” select the EXCEL option
- In the next screen, the following
- For BU (required) enter UTRGV
- Year (required) enter the CURRENT Fiscal Year (i.e., 2026)
- From Per (required) enter the numerical value for the current accounting period (for example, September = 1, January = 5, August = 12)
- To Per (required) enter the numerical value for the current accounting period (for example, September = 1, January = 5, August = 12)
- Enter ONLY one value for either the COST CENTER or PROJECT ID in the respective field (i.e., Cost Center (%) = 31000999)
- Review entered content and when ready, click on VIEW RESULTS button
Cost Centers: Send an email to AccountingandReporting@utrgv.edu with subject “SpeedType Update Request” with the manager’s approval.
Restricted Cost Centers & Cost Shares: Send an email to AccountingandReporting@utrgv.edu with subject “SpeedType Update Request” with the manager’s approval and include the grant accountant’s approval.
The following requirement must be met before the request can be processed:
- Review and confirm the Cost Center has no purchase order encumbrances or requisitions pending to be processed prior to requesting the SpeedType update.
- Purchase order (PO) encumbrances can be reviewed by running the UTRGV_PO_ENCUMB_RECON_ALL query in the General Ledger WorkCenter by the Cost Center you are requesting the update.
- The sum PO encumbrance balances must be zero to be fully cleared.
How to run the query:
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- In the PeopleSoft - Accounting & Financial Reports module, go to General Ledger WorkCenter tile
- Navigate to Links > Query/nVision/Trees > Query Viewer >
- Paste the query name in the empty field:
UTRGV_PO_ENCUMB_RECON_ALL - To configure and run the run the UTRGV_PO_ENCUMB_RECON_ALL query for the Cost Center please review the Reports training document (see page 20)
Send an email to AccountingandReporting@utrgv.edu with the following information:
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- Cost Center Manager’s Approval
- Cost Center ID number
- Current Cost Center name
- New/Proposed Cost Center name
- Reason for the Cost Center name update
- Restricted Cost Centers & Cost Shares: include the grant accountant's approval.
To remedy this situation, please obtain the training material for the Cost Center Process.
- Please visit our General Ledger Resources
- Locate and download the UTRGV Request & Update Cost Center Process. The update process begins on page 39 of the training document.
- On the "Submit an Update" screen, select "Update", then click "Find an Existing Value" and search for the Cost Center to determine whether an update request already exists.
- If there are any requests with the status of ‘Denied’ click on it and update it to ‘Cancel’ at dropdown menu located at the bottom.
- After the request has been cancelled, try submitting a new request again.
To submit a Grant Project Key Member update:
- In the POST-AWARD section, locate the form titled “GA UTRGV Project Key Member Update.”
- Follow the instructions provided in that document.
- Submit completed Grant Project Key Member updates to Grants Accounting at: GrantsAccounting@utrgv.edu.
Contact Planning and Analysis at PlanningandAnalysis@utrgv.edu. In your message, please provide as much information as possible, including Cost Center number, and a detailed explanation of the specific issue or concern.
This message appears when the required access has not been requested or is still pending IT approval.
To obtain the necessary access, please follow these steps:
- Log in at http://support.utrgv.edu
- Click the Information Technology button, then select Get Access
- Click the Request Access button
- Enter the following information in the appropriate fields:
- Category: PeopleSoft – Financials
- Resource: PeopleSoft – General Ledger
- Description: As part of my duties and responsibilities for Cost Center Creation/Approval, I will need access to the following roles in the PeopleSoft PRD environment:
- UTZ_FI_GL_JOURNAL_INQUIRY
- UTZ_FI_GL_LEDGER_INQUIRY
- UTZ_FI_GL_QRY_ACCGRP
- UTZ_FI_GL_ACCT_RECONCILIATION
- UTZ_FI_GL_COSTCENTER_APPROVAL
- UTZ_FI_GL_CHARTFLD_REQUEST
- UTZ_FI_GL_JOURNAL_ENTRY (Note: If you are already a Reconciler, only add this role to your request, as you already have access to the other roles listed above.)
- Click the Request button
- Review and approve the End-User License Agreement (EULA) that will be emailed to you.
- After you approve EULA, the request will be routed to your immediate supervisor for approval.
- Once your supervisor approves it, IT will begin processing your access request.
Commitment Accounting/Labor Distribution
Departments can avoid Commitment Accounting corrections by:
- Reconciling Cost Centers/Projects monthly, and
- Verifying that employee salaries charged to their Cost Centers/Projects are accurate and within the allocated budget.
Monthly Reconciliation ensures:
- Timely submission of required HR Portal forms, and
- Minimizes the need for retroactive adjustments.
Please email Commitment_Accounting@utrgv.edu with following information:
- Incorrect Cost Center/Project number,
- Correct Cost Center/Project number, and
- Include as much detail as possible regarding the discrepancies requiring correction, such as salary charges posted to an incorrect Cost Center/Project number.
Funding sources can be updated by submitting a Change in Funding Source (CFS) form in the HR Portal.
A CJD can be submitted to update funding sources as well as one or more job elements such position number, department, dates, and hours. To access the CJD please sign in to the HR Portal.
If the correction requires more than 6 funding sources, please send a separate attachment to Commitment_Accounting@utrgv.edu.
In the subject line, please include the CFS form #.
Please copy the following:
- Cost Center/Project Managers
- Project Accountants
- Position Control
A new CFS will need to be submitted to override the CFS needing to be cancelled. To access the CJD please sign in to the HR Portal.
To view labor encumbrances by cost center/ project, you will need request access to the query: UTR_CA_BUDGET _ENCUMB. Please email Commitment_Accounting@utrgv.edu for assistance in requesting access to the query.
Yes, however changes to E&G cost centers will require prior approval from the Accounting & Reporting.
Changes to Projects will require approval from Grants and Contracts.
In your email, please provide the following information:
- Cost Center number,
- Detailed Transaction Information, and
- Include the Cost Center Manager in the email.
Interdepartmental Transfers (IDT)
An IDT is used to record payment for services rendered within the University. IDTs are appropriate when supporting an activity that is offered “for sale” to campus departments (and in some cases, external parties).
Please note that prior authorization from Planning and Analysis is required before processing an IDT.
Typical examples of activities that use IDTs include:
- Professional development courses
- Printing services
Please view the IDT Training document as a resource/guide for processing an Interdepartmental Transfer (IDT).
Due to the specific requirements associated with the IDT process, IDT training prior to initiating an IDT is highly recommended.
To register for upcoming IDT Process training, visit: http://utrgv.edu/training. You may also contact the Training Coordinator at AccountingandTimeKeepingTraining@utrgv.edu.
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- Prior to initiating an IDT, the department providing the goods or services should send an email to PlanningandAnalysis@utrgv.edu with the subject line “IDT Process Approval Request” and enter the following information:
- A brief description of the proposed IDT process and business justification
- Confirm the IDT revenue will be recorded within the same cost center/project where the expenses related to the IDT charges are incurred, and
- Include the type of fee and the rate for the charge.
NOTE: Your IDT Process Approval Request will be reviewed by Planning and Analysis, and a determination of approved or denied will be provided to you and Accounting & Reporting
- Once approved submit IDT and include all supporting documentation (uploaded into PeopleSoft)
IMPORTANT to include Planning & Analysis approval notification.
Failure to provide approval notification will delay processing of the IDT.- Follow the IDT process in the IDT process training document.
- Prior to initiating an IDT, the department providing the goods or services should send an email to PlanningandAnalysis@utrgv.edu with the subject line “IDT Process Approval Request” and enter the following information:
The department providing the services is responsible for processing submitting the IDT.
Please view the IDT Training document as a resource/guide for processing an Interdepartmental Transfer (IDT).
Due to the specific requirements associated with the IDT process, IDT training prior to initiating an IDT is highly recommended.
To register for upcoming IDT Process training, visit: http://utrgv.edu/training. You may also contact the Training Coordinator at AccountingandTimeKeepingTraining@utrgv.edu.
Supervisor approval is a key part of the IDT process and serves as an important internal control. This step ensures that the transaction is accurate, complete, and properly authorized. It also confirms that all financial details, such as Amount, Cost Center/Project number, and Account Codes are correct before the IDT is fully processed.
Your immediate supervisor will need access to approve your IDT submission. Please view the IDT Training document.
- Page 7 of the training document contains the “How to Request Access” guide for the supervisor.
If you have any questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu.
IDTs should be processed and submitted as soon as possible. However, the following monthly deadlines apply:
- September through July: IDTs must be fully approved by close of business (5:00 p.m.) on the 1st business day of the new month.
- August: IDTs must be fully approved by close of business (5:00 p.m.) on the last business day of the month, as August closes out the fiscal year.
If you have any questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu.
Yes. If your Cost Center received funds for a product or service through an IDT, you must submit a new IDT to “return” those funds. This ensures the credit is properly recorded and routed through the PeopleSoft workflow.
Please follow the steps outlined in the Interdepartmental Transfers (IDT) training document available in the UTRGV PeopleSoft Academy at http://brightspace.utrgv.edu (select UTRG SSO). Navigate to IDT (Interdepartmental Transfers) > Training Materials >
If you have any questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu.
This situation typically occurs when a Journal Entry remains unposted in PeopleSoft at the time the accounting period closes. Unposted Journal Entries are deleted by Acounting and Reporting to comply with closing month deadlines and the initiator is notified via email of the deletion.
If you have any questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu.
SAHARA
This message appears when the Cost Center/Project does not have revenue or expense actuals and therefore does not require reconciliation, or you do not have access to the Cost Center/Project.
To obtain access to SAHARA, please review the SAHARA Training Document’s “How To Request Access.”
- Reconcilers (page 15),
- Managers (page 47), or
- Inquiry Only (page 79).
Yes. Once a Cost Center/Project has activity during a fiscal year, monthly reconciliation is required for the remainder of the fiscal year, regardless of subsequent activity.
Only the Cost Center/Project Manager is authorized to approve reconciliations.
Exceptions:
Approval may be granted to the alternate approver only under the following circumstances:
- The grant has ended and cannot be updated by Grants Accounting.
- The manager is on extended leave and does not have access to PeopleSoft.
To obtain access to SAHARA, please review the SAHARA Training Document’s “How To Request Access” for Managers (page 47).
Only the Cost Center/Project Manager is authorized to approve annual financial certifications.
Exceptions:
Approval may be granted to the alternate approver only under the following circumstances:
- The grant has ended and cannot be updated by Grants Accounting.
- The manager is on extended leave and does not have access to PeopleSoft.
To obtain access to SAHARA, please review the SAHARA Training Document’s “How To Request Access” for Managers (page 47).
If certain Cost Centers or Projects do not appear on the SAHARA Monthly Reconciliation screen, they typically do not require reconciliation.
To verify this, select the following options and click Search:
- Reconciliation Not Required
- Budget Activity Only
- Encumbrance Activity Only
The previously missing Cost Centers/Projects should appear under one of these categories.
For additional guidance, refer to the SAHARA Training Document.
If the expected Cost Centers/Projects still do not appear, please contact AccountingandReporting@utrgv.edu with the subject line “Missing Cost Center/Project in SAHARA”.
General & Training
Please visit the UTRGV Training Portal for upcoming dates, times, and locations of General Ledger related Training session.
If you have any questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu.
If you need access to review reconciliations but are not the designated Reconciler or Cost Center Manager:
- Visit the Accounting and Reporting - Resources webpage.
- Download the Monthly Financial Reconciliation training document and refer to the sections that explain how to request access through IT:
- How To Request Access: Cost Center/Project Reconciler (page 48)
- SAHARA – How To Request Access: INQUIRY ONLY (page 51)
- How To Request Access: REPORTING ENVIRONMENT (page 52)
For questions, contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu .
Please request a copy of the receipt for deposit from the Office of the Bursar by sending email to BursarOffice@utrgv.edu.
To process a correction for a deposit made to Bursar office email AccountingandReporting@utrgv.edu to request correction.
On this email provide:
- brief explanation of reason requesting correction,
- copy of receipt, and
- approval from cost center manager or alternate approver to debit cost center.
Accounting and Reporting will process correction and reply when it is posted in Peoplesoft.
If you have access to upload journals, then you can proceed to upload Journal using COR source and attached supportive documentation.
If correction involves a Project, then send email to grantsaccounting@utrgv.edu for guidance.
Contact our Training Coordinator at AccountingandTimeKeepingTraining@utrgv.edu to attend NON-AP related COR training.
Yes. The Procurement Office is responsible for all iShop training sessions, documentation, and related materials.
Any upcoming training sessions will be posted on the Training Portal at: http://utrgv.edu/training.
Visit the Purchasing Office Purchasing Quick Reference Guides.To process correction for an Accounts Payable purchase voucher. send email to Accounts Payable at AccountsPayable@utrgv.edu for guidance on requesting purchase voucher corrections.