General Ledger Toolkit
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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.
Access 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 Specialists are departmental employees 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, 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 responsibilities.
GL Viewers have access to view General Ledger information.
Training | Responsibility | Training Requirement |
|---|---|
| All Responsibilities | Integrated System Navigation and Overview (online; must be taken first.)
Introduction to University Business Administration-AS Internal Controls-AS |
| GL Specialist | GL1: General Ledger-All Users |
| GL Viewer | General Ledger-All Users (recommended) |
Integrated System Navigation and Overview is an introductory online course that must be taken prior to taking courses specific to any IS responsibility. You can register for these and other courses via Employee Self-Service in the Integrated System.
Note: For viewer roles, training 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.
Documentation Processing Funds Interactive Image
General Ledger PowerPoint presentation
GL Specialist Desk Manual
GL Viewer Desk Manual
GL All Users Student Guide
Other Helpful Information Budget Office Form - Installment Creation or Modification Request
Budget Office Form - Request for New Award
Accounting Services Training & Outreach
Brown Bag Luncheon Schedule
Integrated System home
Getting Started with the Integrated System
IS Finance/HR Glossary
Integrated System Training Instance - requires training password
Contacts University Comptroller
Accounting Services
Budget Office
General Help:
Phone: (434) 924-HELP (4357), menu option 2
Email: 4help@virginia.edu
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 is-help-staff@virginia.edu.