New Ledger Review Process (2015)
Who Can Access the MLR? When is it Completed?
The MLR report is reviewed monthly by Management Services Officers (MSOs and equivalent roles: CAOs, Directors, Managers) (persons listed in the MSO field in the Organization Management section of the Organization document).
Who Shouldn't Complete the MLR?
In general, the Fiscal Officer should NOT complete the MLR for organizations for which the majority of the accounts are ones for which they are assigned as a Fiscal Officer since they would already have completed the Analytical Ledger Review (ALR) for their accounts. The system will not stop a Fiscal Officer from completing the MLR (if they are listed in the MSO field for that organization), but it will not allow them to also complete the Quarterly Ledger Review (QLR). It is best if the person completing the MLR is different from the person completing the ALR.
What Organization Types Complete the MLR?
The Organization Type Codes of D (Department) and G (Department Group) are those organization levels at which the MLR occurs. Only one organization code at a time can be entered on the MLR, so we recommend that you run the MLR at your highest-level organization code.
How does the Report Work? What Information is Included?
The MLR provides the ability to search by multiple criteria, similar to the Summary Sources and Uses of Funds (FIS349) report in FIS Decision Support (DS). The MLR is intended to provide summary information for the managers.
The MLR can be reviewed before or after their fiscal officers review the Analytical Ledger Review (ALR). The data does not change once the fiscal period is closed, so the order in which they review it should not matter and is left up to the discretion of each manager.
The idea is for the managers to have a different way to look at things rather than just looking at one account. It is an overall picture, and if something doesn’t look right it will help them get those conversations started. Each organization is different and the manager of each organization can use the MLR in the way that works best for them.
The first 4 report sections listed below are required in order to mark the MLR as "reviewed." The other sections are optional and can be included/excluded as you wish.
- Unreviewed Accounts (Review Overdue): Accounts that have not been yet marked as “reviewed” by the Fiscal Officer on the Analytical Ledger Review (ALR) as of 60 or more calendar days after the fiscal period has closed. If an account is unreviewed less than 60 calendar days, it won't appear in this section.
- Overdrawn Accounts: Accounts with total spend that exceeds established budget. This section includes account encumbrances, not just expenditures. Also, whether you include/exclude payroll encumbrances and non-payroll encumbrances does not affect the accounts that appear in this section.
- High Value Transactions: Financial (non-payroll) transactions at/above $5K, or another (lower) amount as indicated in the High Value Threshold field
- Budget to Actuals: Comparison of how much has been spent compared to how much has been appropriated
- Payroll Encumbrances: Displays Liens created by the Payroll/Personnel System (PPS) (Defaults to Include)
- Non-Payroll Encumbrances: Displays Financial encumbrances created in the KFS by Purchasing and Pre-Encumbrance documents (Defaults to Include)
- C&G History Balances: Recommend including this option if your organization includes Contracts & Grants accounts (MLR will match totals on Transaction Listing (2))
- SUB3 Summary: All SUB3 (Supplies) activity in one section; recommend including this section as supply transactions are the most common type of departmental activity, but they can include High Risk Transactions (e.g., memberships, research payments, non-cash awards)
- Monthly Feed Summary: Displays monthly activity for Davis recharge units/departments by unit where expense originated
- DV Summary: Displays KFS Disbursement Voucher (DV) activity by person (payee) for high risk DV transactions
What Needs to be Included/Excluded in Order to Mark MLR as "Reviewed?"
If any data is entered in the following fields/sections, the Review button will NOT appear for the MSO on the MLR :
- Report Group/SFGT Category(s): Report Groups must be left UNCHECKED
- Sub Fund Group Type(s)
- Sub Fund Group(s)
- UC Fund(s)
- Fiscal Officer
- Principal Investigator
A High Value Threshold greater than $5000 will not allow the Review button to display.
In the Report Options section, if any of the first 4 are not selected (unreviewed accounts, overdrawn accounts, high value transactions, budget to actuals), the Review button will not display.
High Risk Transactions (Supplies and Expenditures)
The following display as High Risk Transactions (if applicable) in the SUB3 Summary section:
- Installment Payments
- Lease Payments
- Moving/Removal Expenses
- Non-cash Awards
- Purchasing Card Billing
- Research Subjects
Why Isn't the Acknowledge Review Button Appearing?
In order for the button to appear:
- The person logged in must be listed as the MSO for the organization
- The fiscal period must be closed
- The correct chart of accounts (COA) must be selected on the input screen; if more than one COA is checked, the button will NOT appear
What Does the MLR Look Like?
It's the 404 report in FIS Decision Support. Check it out today.