Specifically, documentation to reconcile the invoice with printouts of your General Ledger and with your quarterly report in NOVA. There are a number of ways in which this requirement may be met.
What we like to see
Your General Ledger shows expenses by project in the same way they are reported in NOVA. This is easy – all we need is a printout of your detailed General Ledger. If the project names are different, you might need to provide us with a key or annotate the GL. Some colleges assign top codes as a project name, which is very useful for NOVA project cross-referencing.
Your general ledger doesn’t break out expenses by project, but you have a spreadsheet or other system that tracks expenses by project that is reconciled with the general ledger. Send us printouts of your GL and your spreadsheet with some direction about how the two are reconciled.
You aren’t so fortunate as to be able to do either of the above. Provide us with a printout of the general ledger that allows us to at least reconcile the total amounts reported by object code in the General Ledger with the total amounts by object code across all projects reported in NOVA. Ideally, you would annotate the GL so that we can track every expenditure to its project, but we know that for some of you that could take days of work. In this case, provide us with the level of detail that you are able to do without too much trouble. We may ask for more detail once we see what you send us.