General Ledger Toolkit
What is the General Ledger?
The General Ledger module in the Integrated System is used to record revenue, approve pending journals, analyze transactions, analyze assets, liabilities, and fund balance (net assets). University resources - including cash - comes from a variety of sources. They must be used appropriately and not co-mingled, and they require unique identification and reporting.
The University seeks to strike a balance between open access to data and data protection by assigning Integrated System (IS) and Student Information System (SIS) Responsibilities to employees. The Responsibilities allow access to specific categories of data and the assignment process complies with the University of Virginia Administrative Data Access Policy.
Requests for Integrated System responsibilities are made by you or your supervisor and submitted via the Electronic Self-Help Access Request Process (ESHARP). To begin the IS access process, go to ESHARP. In most cases, additional responsibilities are automatically assigned with a responsibility.
Departmental GL Responsibilities:
GL Specialist is authorized to create and approve journal entries, and inquire or report on General Ledger account activities and balances. May also: view General Ledger information; create journal entries to record cash deposits and other GL activities, including university investment programs; correct or reverse previously created journal entries; self-approve journal entries within pre-determined limits; approve journal entries of other GL Specialists; and inquire and report on GL activity and balances.
Conflicting Responsibilities For audit reasons, this responsibility cannot be assigned to someone who has the CM Bank Reconciliation Accountant responsibility activated.
Additional Responsibilities GL Viewer and ODS Specialist.
GL Viewer has access to view General Ledger information.
Each responsibility has an associated Learning Path in Employee Self-Service which contains all of the courses that are required for access to the system. Learning Paths contain the required courses, both instructor-led and online, and assessments. You must pass all assessments with at least an 80%. If you do not pass, you have the opportunity to return to the assessment and take it again. All mandatory components of the Learning Path for a responsibility must be completed before access to the system will be approved.
If you have already completed a component, the system will reflect that.
Please see the Instructions for Completing a Learning Path. It may be helpful to print these instructions to follow until you become familiar with subscribing to Learning Paths. When searching for the Learning Path, enter the responsibility name or part of the name in the search field. Note: Please make sure that you change the search field to search for a Learning Path rather than a Course.
For viewer responsibilities, completion of the Learning Path is not required, but is highly recommended.
Six Month Rule: If you have taken a required class for a specific responsibility, but have not completed the training nor have had the responsibility activated within six months of taking the class, you will be required to retake the class. Also, if you are assigned a responsibility that you previously had, which was deactivated for longer than 6 months, you will be required to retake the course(s) before it is reactivated.
We also offer monthly instructor-led workshops during which we focus on common issues and questions you may have. Completion of the Learning Path for the responsibility and access to the system is required prior to you attending a workshop. These workshops offer an opportunity for you to bring your work and get your questions answered. You may find these workshops by entering “Workshop” in the search field for the course (do not change the default search.)
We periodically offer special sessions for new functionality, problem areas, and common issues. We will communicate these special sessions by posting a link on this page and/or by email.
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Training and Access Help: For assistance with training registration, please contact the HR Service Center at (434) 982-0123. For questions regarding IS training and access, please contact the IS training team at firstname.lastname@example.org.
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