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:
- The Accounting Office closes the monthly ledgers
- The Reconciler certifies a ledger has been reconciled
- A ledger has not been reconciled in the required timeframe
Listed below are samples of LRSS generated e-mail announcements:
The Accounting Office closes the monthly ledgers
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Date: 10 Sep 07 10:07:27 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. |
The Reconciler certifies a ledger has been reconciled
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Date: 29 Sep 07 10:12:42 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. |
A ledger has not been reconciled in the required timeframe
A ledger has not been certified in the required timeframe
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Date: 16 Oct 07 10:33:51 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. |
A ledger is 7-days past due for certification
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Date: 23 Oct 07 10:33:51 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. |
A ledger is 15-days past due for certification
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Date: 30 Oct 07 10:33:51 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. |
A ledger is 21-days past due for certification
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Date: 7 Nov 07 10:33:51 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. |
A ledger is 30-days past due for certification
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Date: 15 Nov 07 10:33:51 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. |
A ledger is 45-days past due for certification
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Date: 30 Nov 07 10:33:51 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. |