Accounting and Financial Reporting

 

Location: 371 Peterson Service Building 0005

Phone: (859) 257-8889

Fax: (859) 257-6236

In Accounting and Financial Reporting, we are responsible for the University’s financial reporting and coordination of the annual external audit for the University and its affiliated corporations.  We assist the campus community with accounting related compliance and regulation issues; we create and maintain the University’s chart of accounts; and we file monthly state sales tax returns and annual federal 990/990T tax returns.

 Additionally, we process journal vouchers for non-grant related transactions and process requests for stop payments and voiding of checks, as well as prepare monthly bank reconciliations.

 

Staff

Links

FAQs

 

Staff

Gwen Conley Accounting and Financial Reporting Director (859) 257-6235
Annetta Carter Cash & Financial Reporting Manager (859) 257-6245
Robbie Dials Financial Reporting Accountant (859) 257-6243
Amy Quire Master Data Coordinator (859) 257-2949
Crystal Bostic Bank Reconciliation Associate (859) 257-8638
Jessica Milner Cash Accountant (859) 257-6244
Stephanie Wehby Staff Support & Check Inquiry Associate (859) 257-8889

 

Links

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General Ledger Accounts

FAQs

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Who do I contact if I have questions concerning checks?

How long should I wait before a stop payment can be placed on a check?

What should I do if a vendor says they didn't receive a check?

Why is a check showing as void on my BW reports/detail transaction reports?

How do I collect and remit sales tax?

How do I obtain a Kentucky Sales Tax Exemption Certificate or UK's Federal Identification Number?

Who do I contact concerning Unrelated Business Taxable income (UBIT)?

How do I access my BW Reports/Detail transaction reports?

How do I get information about a balance on my BW Reports/Detail Transaction reports?

Who do I call to get a copy of a document that appeared on my BW reports/Detail transaction reports?

What is this payable or receivable on my cost object?

Who do I call if I'm unsure of the correct G/L account to use for a transaction?

What are the balances in my fund?

Where is my fund balance from last year?

How do I set up a new cost object?

How do I set up a new general ledger account?

Why is my cost object blocked?

Questions and Answers

Who do I contact if I have questions concerning checks?

Email ControlDesk@uky.edu or call (859) 257-8889

How long must I wait before a stop payment can be placed on a check?

Generally, if the vendor name and address on the check are correct, a stop payment cannot be placed on the check until 10 business days have passed. This delay gives the vendor ample time to receive the check through the mail.

For questions concerning checks with incorrect vendor names or addresses or any other questions about stop payments, please email ControlDesk@uky.edu or call (859) 257-8889.

What should I do if a vendor says they didn't receive a check?

Verify that the check has been issued using one of the following transactions.  Note the date of the check, the check number, and the amount.

  • Search for payment by vendor name:
    • FBL1N (Vendor Line Item Display) – Search for vendor number information by name and review payments made to the vendor for any selected time frame.
    • FK10N (Vendor Balance Display) – Search for vendor number by name and review payments made to the vendor by fiscal year.
  • Search for payment by invoice number or PRD number:
    • FB03 (Display Document) – Search for vendor payments using the invoice number or assigned document number.
  • Search for payment by cost object:
    • KSB1 (Display Actual Cost Line Items for Cost Centers) – Search for vendor payments made against a cost center for any selected time frame.
    • S_PLN_16000269 (Grants Management: Line Item Display) – Search for vendor payments made against a WBS element for any selected time frame.
    • FMRP_RFFMEP1AX (Document Journal) – Search for vendor payments made against any cost object for any selected time frame.

 If the check has been issued, email ControlDesk@uky.edu to verify that the check is outstanding, to obtain a copy of the paid check, or to place a stop payment on the check.

 If the check has not been issued, contact the appropriate Accounts Payable Services personnel.

Why is a check showing as void on my BW reports/detail transaction reports?

This could happen for several reasons including, but not limited to, the following: a stop payment may have been requested, duplicate checks may have been issued, or two vendor payments may have been combined in error into one check.  Email ControlDesk@uky.edu with specific questions.

How do I collect and remit sales tax?

For sales and use tax questions, refer to the Business Procedures Manual E-6-1.  If you still have questions, contact Crystal Bostic at (859) 257-8638 or Annetta Carter at (859) 257-62455.

How do I obtain a Kentucky Sales Tax Exemption Certificate or UK's Federal Identification Number?

Call the Purchasing Division at (859) 257-9100.

Who do I contact concerning Unrelated Business Taxable income (UBIT)?

Questions about Unrelated Business Taxable Income (UBTI) should be directed to Gwen Conley at (859) 257-6235.

How do I access my BW reports/detail transaction reports in SAP?

Click on this link for instructions:  BW Reports/Detail Transaction Reports Display

How do I get information about a balance on my BW reports/detail transaction reports?

  • For questions about a specific item on your report, contact the department that initiated the transaction. For help in determining the initiating department, follow this link to view the list on the EAG Website.
  • If you still have a problem with the item, contact Amy Quire at (859) 257-2949.
  • For help understanding BW reports/detail transaction reports, contact your Area Business Officer. Instruction and simulation are also available on the EAG Website.

Who do I contact to get a copy of a document that appeared on my BW reports/detail transaction reports?

  • For AFRS documents only, contact Crystal Bostic at (859) 257-6632
  • For RFS documents only, contact Jeff Lyons at (859) 257-3662
  • For PRD, Purchase Orders and TRIP documents please reference Accounts Payable Services Quick Reference Cards
  • For Cash Receipts, contact Treasury Services at (859) 257-1983
  • For regular monthly billings such as Communications, Duplicating, etc., contact the billing department to request a copy of the document. The Document Types and Numbers will help you determine which department to contact.
  • For HOSP documents only; contact Phil Trisler in Hospital Accounting

What is this payable or receivable on my cost object?

  • For monthly accruals, contact your Area Business Officer
  • For year-end accruals, contact Lora Dials at (859) 257-6604

 Who do I contact if I'm unsure of the correct G/L account to use for a transaction?

Refer to the Business Procedures Manual E-17-8, or contact Amy Quire at (859) 257-2949.

What are the balances in my fund?

Transaction Code ZGL_TRBR1_FUND in SAP displays the current account balances. If you need help interpreting what you see in SAP, contact your Area Business Officer.

Where is my fund balance from last year?

Please contact your Area Business Officer to determine how much, if any, fund balance is returned.

How do I set up a new cost object?

  • For UK cost centers, contact your Area Business Officer or reference the cost/funds center request form.
  • For student or non-UK professional organization agency cost centers, reference the Business Procedures Manual E-17-14 and the agency cost center form. For all other questions, contact your Area Business Officer.

How do I set up a new general ledger account?

For general ledger accounts (assets, liabilities, revenues, expenses, recharges and transfers), contact your Area Business Officer or reference the account request form.

Why is my cost object blocked?

1129’ cost objects (agency cost centers) are generally blocked for two reasons:

  • The account has a zero or a deficit balance. To clear a deficit in a 1129' cost center, make a deposit at Treasury Services, Room 356 Service Building, 0005. If you have questions regarding the amount of the deficit or the charges that created the deficit, contact Amy Quire at (859) 257-2949.
  • The account has an expired ending date. Contact your Area Business Officer about procedures for re-activating an expired account.

 For other cost objects, contact your Area Business Officer.

 

 

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