University of California, Riverside

LRSS



Emails


Automated Email Notifications

The Ledger Reconciliation and Storage System generates automatic email notifications for a variety of announcements to LRSS assigned user roles. Following is an overview of this notification process.

Who

LRSS roles define the email notification process. Depending on the circumstance, messages are sent only to Reconciler users, while other messages are sent to Certifier users. In addition, messages may include a courtesy copy to Department SAAs and Institutional SAAs.

What

Several categories of email messages are sent, e.g. notifications of available ledgers to review or notifications if ledgers have not been reviewed.

The e-mail messages contain the Ledger period and org. value. In addition, a link to the LRSS system is included for further convenience. It is important to remember that these announcements are system generated and users should not use the REPLY option.

Escalation Notices

System generated escalation notices may indicate future difficulty meeting the ledger reconciliation and certification timeline schedule published on this website. It is strongly recommended that department management assess the situation and develop a plan to ensure ledgers are reconciled and certified within the time schedule. Under these circumstances department management may need to confer with their unit’s CFAO. Unreconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits

When

Automated e-mail messages are generated when:

Listed below are samples of LRSS generated e-mail announcements:

The Accounting Office closes the monthly ledgers

Date: 10 Sep 07 10:07:27
From: LRSS Notification
To: Reconciler Users
Subject: FY2008 Period 2 (August) ledger available for review

This e-mail serves as notification that the FY2008, Period 2 (August) ledgers are available for review. Please obtain your Financial Transaction Detail Reports from http://ucrfsreports.ucr.edu/ and proceed to the Ledger Reconciliation Storage System at http://lrss.ucr.edu. Ledgers must be reconciled by September 30th.

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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The Reconciler certifies a ledger has been reconciled

Date: 29 Sep 07 10:12:42
From: LRSS Notification
To: LRSS Certifier@ucr.edu
Subject: FY2008 Period 2(August) Ledger Reconciled

This e-mail serves as notification that Reconciler Patricia Baxter has reconciled FY2008 Period 2 (August) ledger. Please proceed to the Ledger Reconciliation Storage System at http://cnc.ucr.edu/lrss.

LRSS Org. Value Designation: D01094

Ledgers must be certified by October 15th

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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A ledger has not been reconciled in the required timeframe

Date: 1 Oct 07 10:33:51
From: LRSS Notification
To: LRSS Reconciler
Subject: Ledger Reconciliation Past Due
cc: LRSS Certifier

This e-mail serves as notification that FY2008 Period 2 (August) Ledger is past-due for reconciliation. The Ledger Reconciliation Storage System is available at .

LRSS Org. Value Designation: D01094, Assigned Reconciler(s): Jane Doe

Unreconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods on time. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits.

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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A ledger has not been certified in the required timeframe

Date: 16 Oct 07 10:33:51
From: LRSS Notification
To: LRSS Certifier
Subject: Ledger Certification Past Due

This e-mail serves as notification that FY2008 Period 2 (August) Ledger is past-due for reconciliation and/or certification. The Ledger Reconciliation Storage System is available at http://lrss.ucr.edu.

LRSS Org. Value Designation: D01094 Assigned Reconciler(s): Jane Doe

Unreconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits.

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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A ledger is 7-days past due for certification

Date: 23 Oct 07 10:33:51
From: LRSS Notification
To: LRSS Certifier
Subject: Ledger Certification 7-Days Past Due

This e-mail serves as notification that FY2008 Period 2 (August) Ledger is 7-Days past-due for reconciliation and/or certification. The Ledger Reconciliation Storage System is available at http://lrss.ucr.edu.

Department Head will be copied on next notice. It is strongly recommended that department management assess the situation and develop a plan to ensure ledgers are reconciled and certified within the time schedule. Unreconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits.

LRSS Org. Value Designation: D01094, Assigned Reconciler(s): Jane Doe

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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A ledger is 15-days past due for certification

Date: 30 Oct 07 10:33:51
From: LRSS Notification
To: LRSS Certifier
Subject: Ledger Reconciliation/Certification 15-Day Past Due
cc: Department Head

This e-mail serves as notification that FY2008 Period 2 (August) Ledger is 15-Days past-due for reconciliation and/or certification. The Ledger Reconciliation Storage System is available at http://lrss.ucr.edu.

LRSS Org. Value Designation: D01094, Assigned Reconciler(s): Jane Doe, Assigned Certifier(s): Jack Black

It is strongly recommended that department management assess the situation and develop a plan to ensure ledgers are reconciled and certified within the time schedule. Under these circumstances department management may need to confer with their unit’s CFAO. Un-reconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits.

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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A ledger is 21-days past due for certification

Date: 7 Nov 07 10:33:51
From: LRSS Notification
To: LRSS Certifier and Dept. Head
Subject: Ledger Reconciliation/Certification 21-Days Past Due

This e-mail serves as notification that FY2008 Period 2 (August) Ledger is 21-Days past-due for reconciliation and/or certification. The Ledger Reconciliation Storage System is available at http://lrss.ucr.edu.

LRSS Org. Value Designation: D01094, Assigned Reconciler(s): Jane Doe, Assigned Certifier(s): Jack Black

If no action is taken within the next 7 days, an additional Escalation Notice will be sent to the CFAO, Department Head, Audit & Advisory Services and the UCR Controller.

It is strongly recommended that department management assess the situation and develop a plan to ensure ledgers are reconciled and certified within the time schedule. Under these circumstances department management may need to confer with their unit’s CFAO. Un-reconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits.

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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A ledger is 30-days past due for certification

Date: 15 Nov 07 10:33:51
From: LRSS Notification
To: LRSS Certifier, Department Head, Org CFAO
Subject: Escalation Notice: Ledger 30-Days Past Due
cc: Audit & Advisory Services, UCR Controller

This e-mail serves as notification that FY2008 Period 2 (August) Ledger is 30-Days past-due for reconciliation and/or certification. The Ledger Reconciliation Storage System is available at http://lrss.ucr.edu.

LRSS Org. Value Designation: D01094, Assigned Reconciler(s): Jane Doe, Assigned Certifier(s): Jack Black

Department management should assess the situation and submit a plan to ensure ledgers are reconciled and certified within the time schedule to the Organizational CFAO. Un-reconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits.

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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A ledger is 45-days past due for certification

Date: 30 Nov 07 10:33:51
From: LRSS Notification
To: Org CFAO
Subject: Ledger 45-Days Past Due
cc: LRSS Certifier, Department Head, Audit & Advisory Services, UCR Controller

This e-mail serves as notification that FY2008 Period 2 (August) Ledger is 45-Days past-due for reconciliation and/or certification. The Ledger Reconciliation Storage System is available at http://lrss.ucr.edu.

LRSS Org. Value Designation: D01094, Assigned Reconciler(s): Jane Doe, Assigned Certifier(s): Jack Black

Department and Control Unit Management must assess the situation and submit a plan outlining the actions needed to resolve outstanding ledger reconciliations.  This plan should be submitted to Audit & Advisory Services and the Controller within 10 business days.

Unreconciled ledgers for accounting periods in arrears will affect the timely reconciliation of future periods. Untimely reconciliations may result in delinquent cost transfers, delay the identification of fraudulent activity, increase risk to the University, negatively impact the Organization’s (Dean/VC) ability provide annual certifications, and negatively impact the outcome of the fiscal year end audit and other audits.

This is an automatically generated message. Do not use the "REPLY" button as your message will not be received and will be returned to you by the mail server.

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More Information 

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University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

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Fax: (951) 827-4541
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