Electronic Financial Reports– FAQ’s
General Information
What is an MFK? 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 (3-Characters), Organizational Unit (2), Department (4), Sub-Department (5), Grant/Program ID (1), Grant/Program Number (7), Institutional Account (4), Organizational Account (3), Departmental Account (5), Function (2) and Cost Center (4).
What is the difference between a WhoKey and an MFK? A WhoKey includes the following components of the MFK: Fund, Org Unit, Dept, Sub-dept, Grant/Program, Function.
What is the difference between a WhoKey and an Account? These terms are used interchangeably and mean the same thing.
What is the policy for reviewing the monthly reports and what are my responsibilities? Please read the Monthly Review of Transactions & Accounts Policy on this site.
WhoKey Assignments
How do I obtain rights to Transaction Detail Reports for reconcilement? 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.
Why am I getting these monthly notifications? What am I required to do? You were assigned to a role for each account listed on the notification email. Check with your supervisor for direction on your specific role in reviewing or reconciling each report.
I am no longer responsible for these reports, how can I be removed? 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.
These WhoKeys are closed, why do they keep appearing on the monthly notifications? 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.
Are WhoKey Owners required to approve TDR's? An Owner or reviewer can approve a TDR.
Will the owner of the "main" grant see reconcilements tor all sub-accounts? 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 TDR's.
What if WhoKeys are not assigned? Budget Officers will see these on the Unassigned WhoKey report distributed monthly. Terminated and transferred employees will have assignments automatically removed.
Do account owners/reviewers need GLDSS access? No. Is there a way to assign multiple WhoKeys at once? There is a button at the bottom of the screen in the WhoKey Administration Application.
Transaction Detail Report
Why am I unable to open my report? Check the "Activity" column in your report list. If there is no activity for the period, no TDR is created and no further action is needed.
Once reconciled, can a report be marked as un-reconciled? Yes, there is a button at the bottom of the TDR.
Who can "unreconcile" an account? Any owner or reviewer can "unreconcile".
Can users voluntarily subscribe to any account? 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 t they are assigned.
Can you drill down to CumComp details for voluntary subscriptions? The user must have CumComp access rights if they are not the owner or reviewer. Owners or reviewers can drill down to CumComp automatically.
Can another user delete my TDR comments? Any owner or reviewer can delete comments.
Can TDR comments be edited? Comments can only be deleted. Then you can replace it with a new comment. Multiple comments can be made for a transaction.
When downloading TDR to Excel, will comments be included? Only the most recent comment will be included.
Is there a limit to the length of transaction or report comments? The limit is 255 characters, including spaces.
How soon will email notifications be sent to other account owners or reviewers when a new comment is made? Immediately.
Can TDR comments be carried forward to future periods? No.
There is an error on my TDR, can I make a change to this transaction? 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.
Do owners/reviews automatically have rights to create CV's? No. If they do not have CV rights, the "pencil" icon that allows CV's will not appear.
After TDR is reconciled, can corrections still be made? Yes. You do not need to remove the "reconciled" status to make a correction.
How soon will email notifications be sent to other account owners or reviewers when a new comment is made? Immediately.
Why does my Administrative Report request return no results? 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".
How much printed/hard copy documentation needs to be retained? The online Record Management Policy is being revised to reflect the current electronic environment.
Additional Information and Training
For more complete information about Electronic Financial Reports and the TDR, you may want to review the TDR User Manual.
An online ICON training course is available through My Training on the Self Service site: WASTDR: Transaction Detail Report Training.
The Controller's Office is a division within the Finance and Operations organization.
