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How to Complete FRC Review

A step-by-step guide to completing your FRC review.

Step-by-Step Guide for Conducting FRC Review

Setting up the Tableau FRC Tool

1. Select the Fiscal Period

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  • This will be the previous month

2. Add Profit Center

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  • Click on Add Profit Center and checking the checkboxes next to the applicable DLCs.
  • This will only need to be set the very first time you enter the portal
  • If you oversee accounts in non-DMSE DLC’s, you do not have to review those accounts
    • The only exception to this is if you’ve been assigned to review cost object in P066100 - Archaeological Materials

3. Add Supervisors

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  • You can add all of the PI you oversee by clicking on the checkboxes next to their name
  • If you are responsible for reviewing department accounts, they will be under Magdalena Rieb
  • Please note that this list is alphabetized by first name and searchable

4. Add Cost Object - OPTIONAL

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  • If you’d like to add each cost object individually, then you can search for specific cost objects and filter your FRC list to only cost objects you are responsible for reviewing
  • These selections will be saved each time you open the portal, so this only needs to be done once

Reviewing Transactions

1. What to look for

Is the transaction allowable?

The following G/L accounts are for costs that are generally unallowable but reimbursable:

  • Meetings Food and Beverage—421000
  • Food—421200
  • Alcoholic Beverages—421205
  • Prizes and Awards—420319/420321

Other unallowable GL’s on research accounts include:

  • 420186 - Grounds
  • 420318 - Recreation Related Expense
  • 420166 - Entertainment
  • 420302 - Promotional Items and Memorabilia
  • 420306 - Publicity
  • 421584 - Membership and Dues-Social

Does the GL look correct?

Is the charge a meal receipt that’s been put under “Lab Supplies”?


Does the amount look correct?

If it’s “Office Supplies” that’s a $4,000 expense, that seems unusually high.

VR (Visual Review) vs. DR (Document Review): If an expense is Low Risk or under $75, and you recognize it and verify the cost object/GL/amount, then you can automatically mark the line as VR. If the expense is High Risk and over $75, then you must also review the supporting documentation for the expense.

2. What to NOT look for

  • A receipt
  • A packing slip
  • Supporting documentation if the item is Low Risk or under $75

Reading the FRC report

1. General Report Info

On the bottom left-hand side, you can click Collapse Sidebar for extra space on your screen

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Transactions are designated by color:


Once a transaction has been reviewed, it will change color:

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2. Filter

  • You can filter your view by profit center, cost object, etc
  • This can be helpful if you’d like to review only Concur expenses, then only B2P expenses, etc.
  • You can also uncheck columns that you don’t want to appear in the table
    • An example of this may be “Profit Center,” since all of the Profit Centers are likely DMSE
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3. Review Types

VR - Visual Review : This is for items that are Low Risk or under $75 (even if they appear in the Elevated or High Risk sections)

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DR - Document Review : This is for Elevated and High Risk items over $75


IS - Issue Identified : This option is for transactions that DO NOT look correct or have an obvious issue that needs to be fixed.


RES - Issue Resolved : This option is for when a transaction marked as IS has been resolved.

Note that you cannot unclick a Review checkbox once it is selected. In order to not save a clicked selection, you’ll have to fully close out of the table and lose all of your progress.

4. Amount

  • All columns are sortable.
  • Recall that transactions under $75 only need to be visually reviewed (VR), so sorting the Amount column low to high can be helpful for going through the VR transactions quickly.
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5. Reference

  • This is the transaction’s reference number
    • If the reference numbers are identical for multiple lines, then the transactions are related to the same order.
      • This may be the same Buy2Pay PO#, the same travel report, multiple lines on the same JV, etc.
    • Note in the example below that transactions on the same report may have different risk distinctions (the yellow line being Low Risk and the peach line being High Risk).
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6. PO Number

  • If a line has a PO Number, then it’s likely a Buy2Pay (Coupa) transaction.
    • Note that the blue Coupa number is a direct link to the Buy2Pay supporting documentation for the transaction. This is helpful when doing a Document Review (DR) for an Elevated/High Risk transaction over $75.
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7. Show Reviewed Items

  • Once an item is marked as Reviewed, it will disappear from the FRC table since the system defaults to hiding reviewed transactions.
    • Clicking the Show Reviewed Items toggle at the top of the page will show the items marked as reviewed (VR and DR).
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Finding Supporting Documentation for each Transaction Type

It may be helpful to add the following ATLAS tabs to your sidebar menu: Journal Vouchers and Find RFPs. See the gif below for how:
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1. Travel

  • Go into Concur
  • Make sure you’re acting as a Delegate for the appropriate PI
  • In the Expenses tab at the top of the page, select View → Last 90 Days
  • All transactions in your FRC report should appear in this Concur list
    • We’re looking for you to verify “Yes I recognize this trip and the expenses look correct”
    • If you have done that review and recognize the transaction, then it can be marked as DR

2. PCards

  • The process is the same for swept and non-swept transactions
  • Go into ATLAS → Journal Vouchers
  • Copy the Document Number in the Reference column in the FRC tool and paste it into ATLAS
    • Make sure you delete the dates in Posting Date as these fields are auto-filled but will interfere in your search
  • In the JV screen, click on the Attachments to review the Pcard documentation, which will include the amount, GL, cost object, and justification
    • Remember the justification is more important than the receipt, which is not needed for FRC review!

3. RFPs

  • In ATLAS → Find RFPs
  • Copy the Document Number in the Reference column in the FRC tool and paste it into ATLAS
  • Unclick Parked and click Posted
  • Review the screen that comes up to see if the transaction looks appropriate (transaction type, GL, amount)

4. Buy2Pay

  • There will be a direct link in the FRC table in the PO Number column that links you to Coupa (Buy2Pay)
    • click on the blue number in the PO Number column to be linked directly to the corresponding B2P transaction page
    • if the first click takes you to the Buy2Pay home screen, and not the transaction detail, try clicking on the link in the FRC table 1 more time. Likely you were not logged into the system, which is what the first click established

5. Internal Vendors

  • Double check that the expense is one that you recognize, is for the correct amount, and has an appropriate GL for the expense type
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