The Master File Key (MFK) consists of 11 elements and sub-elements for a total length of 40 characters. The MFK structure is illustrated below:

• Fund
• Organizational Unit (Org)
• Department (Dept)
• Sub-Department (SubDept)
• Grant/Program ID (ID)
• Grant/Program Number (Grant/Prgm)
• Institutional Account( (Iacct)
• Organizational Account (Oacct)
• Departmental Account (Dacct)
• Function (Funct.)
• Cost Center (Cost Cntr)

A WhoKey includes the following components of the MFK: Fund, Org Unit, Dept, Sub-dept, Grant/Program, Function and Budget Reference Field.

These terms are used interchangeably and mean the same thing.

Please read the Monthly Review and Reconciliation of Transactions Accounts Policy.

You must be assigned a WhoKey role for each account. This can be done by the account owner, department administrator or Org administrator for your unit through the WhoKey Administration application on Self Service.

You have an assigned role for at least one account. Check with your supervisor for direction on your specific role in reviewing or reconciling each report.

You can turn off email notifications by changing your Electronic Financial Reports saved preferences.  In Self Service, under the Administration tab, click on "Electronic Financial Reports".  Next, click on the "Saved Preferences" tab and un-check the box for "Send me an email notification when monthly reports are available to be viewed".  Scroll to the bottom of the page and click the "Save Changes" button to apply your new setting.
Please Note that you should be aware that you continue to have certain responsibilities for review of these accounts, even if you choose to turn off the email notifications. Per the University “Monthly Review and Reconciliation of Transactions and Accounts” policy, if you think you should no longer be assigned a role for the accounts listed, please contact your departmental administrator listed in Self Service – Personal – General – My HR Rep/Workflow Admin/Dept Admin or the account Owner for the specific accounts listed.

If you have terminated your employment or transferred departments, an automated procedure should remove you. Otherwise, you can check with your supervisor or department administrator to have the account re-assigned.

The WhoKeys will remain on your list until they are made "inactive". Before an account can be inactivated, all balances must be zero. You can request an account inactivation through the WhoKey Administration application; for Fund 500/510 accounts, make the request through your Grant Accounting contact.

An Owner or reviewer can approve any MAS that they are assigned a role.

The "main" account owner can be assigned as a secondary reviewer of each sub-account. Another solution may be for the "main" account owner to voluntarily subscribe to the sub-account MAS's.

Business Officers will see these on the Unassigned WhoKey report distributed monthly. Terminated and transferred employees will have assignments automatically removed.

No.

There is a "Transfer Roles" button at the bottom of the screen in the WhoKey Administration Application.  Select multiple records using the checkbox at the left of each account, then use the "Transfer Roles" button for Owners or Reviewers.  Use the "Add or Delete Roles" button for multiple Secondary Reviewer updates.

Check the "Activity" column in your report list. If there is no activity for the period, no MAS is created and no further action is needed.

Yes, there is a button at the top of the MAS.

Any owner or reviewer can unreconcile for the specific accounts that they are assigned a role.

Yes. Just as current GLDSS users can query any account now. The account owner and reviewer will be notified when a voluntary subscription is created for an account they are assigned.

The user must have CumComp access rights if they are not the owner or reviewer. Owners or reviewers can drill down to CumComp automatically for accounts where they have an assigned role.

Any owner or reviewer can delete comments for accounts where they have an assigned role.

Comments can only be deleted by the assigned owner or reviewer of that account. Then you can replace it with a new comment. Multiple comments can be made for a transaction.

Only the most recent comment will be included.

The limit is 255 characters, including spaces.

Immediately.

No.

The "pencil" icon to the left of the transaction will bring up the WebCV pop-up entry form. If you do not have WebCV Security, you will need to complete the Access Request Form (Workflow)

No. If a WebCV is allowed on an entry the pencil icon will be available. Upon selecting the pencil icon if the “Correct Entry” button is not available on the next screen, the person does not have the permissions to complete. The user may also check to see if they have WebCV access by reviewing their Financial Systems access in Financial Systems Tools (FST) available in Self Service.

Yes. You do not need to remove the "reconciled" status to make a correction.

Be sure to check the period selection, adjustment periods (9XX) may not contain any reports. You may want to uncheck the box that says "Show Adjustment Periods".

The online Record Management Policy is being revised to reflect the current electronic environment.

There are two methods that can be used to call up a month-to-date (Daily) report: 
               Ad Hoc Search – Open this tool and fill in the desired WhoKey information.  Select the current month-to-date accounting period (this is the default).
               When viewing a MAS report, the Accounting Period/Fiscal Year is displayed in the top-left corner of the header, with an option to quickly switch to a different period and fiscal year.

This report is refreshed daily throughout the month and contains all cumulative month to date transactions available through GLDSS. With the exception of the subsystems listed below as posting daily (including General Ledger Journal Entry transactions), a majority of subsystems post at the end of each month to GL.  As such, please be aware that those systems’ transactions and drilldowns will only be available through the daily MAS beginning on the day after they have posted.

There are two notable differences between the Daily MAS & Monthly MAS:

• The Daily MAS does not currently allow annotations/comments.
• The Daily MAS is not expected to be reconciled and does not include the reconciliation function.

Dashboard tools are used to monitor key performance indicators.  They provide faster, at-a-glance insights to important account information and allow you to drill down to details at the WhoKey level.  The following metrics are currently built into your dashboard:

1. MAS Reconciliation Status
2. WhoKey Owner Role Assignment
3. WhoKey Reviewer Role Assignment
4. WhoKey Purpose Definition
5. Closed WhoKeys with Balances
6. WhoKeys in Deficit Status
7. Appropriated Funds Burn Rate

The data that you will have access to is limited to your role(s) as a Business Officer/Department Administrator for your specific org unit(s) or department(s).

Log into Self Service\Administration\Electronic Financial Reports.  If you have access, a “Dashboards” link will be available in the page header.

Click to read the EFR Dashboard User Manual.

For more complete information about Electronic Financial Reports and the MAS, you may want to review the MAS User Manual.