Monthly Financial Statements

Using the Financial Statements option from the Minerva Finance (Fund) Administration menu, authorized users* may quickly access monthly statements for funds and grants,without entering any query criteria.

  • Monthly financial statements are normally available by the seventh working day of any given month (view the Month-End Deadlines schedule for a complete listing of dates).
  • These reports are available in PDF format and Excel (SLK) format. Users can save these reports or print them as desired.

*Authorized User = Fund Financial Managers or Principal Investigators, those who are directly responsible for administering funds, have automatic access to query fund balances and transactions posted to their funds and grants in Minerva. Administrative staff and others who need access to query this information must attend training and submit the FIS Authorization form.

Monthly notification emails

When financial statements are ready, users receive an email with the subject line "McGill Financial Statements" - Month of XX 20XX.

Listing of available Financial Statements

Note: Transactions in other currencies will show on the Financial Statements in the Canadian dollar equivalent.

Financial Statement Description and Notes

Monthly Fund Details (FZRG0021)
 

Displays all transactions posted to a FUND to the 5 (revenue), 6 (salaries), 7 (non-salary expenditures), and 8 (inter-fund transfers) account codes for the selected month. Tax rebates for transactions posted to 7 (non-salary expenditures) account code are indicated (if applicable).

Listed transactions are grouped by Account codes. Includes prior month balance forwards, actuals, commitments (encumbrances) and available balances for each account code. The last page includes the total budget, actuals, commitments (encumbrances) and the free balance (available balance) of the fund valid as of the end of the selected month.

For further details about a particular transaction, use the Budget Query for Fund holders menu option (view the How To Use Minerva page) and drill down (click) on the appropriate account code/document number OR use the View Documents menu option (view the How To Use Minerva page).

Monthly Grant Details (FZRG0049)
 

Displays all transactions posted to a GRANT to the 5 (revenue), 6 (salaries), 7 (non-salary expenditures), and 8 (inter-fund transfers) account codes for the selected month. Tax rebates for transactions posted to 7 (non-salary expenditures) account code are indicated (if applicable).

Listed transactions are grouped by Account codes. Includes prior month balance forwards (inception-to-date), actuals, commitments (encumbrances) and available balances for each account code. The last page includes the total budget, actuals, commitments (encumbrances) and the free balance (available balance) of the grant from inception-to-date (valid as of the end of the selected month).

For further details about a particular transaction,use the Budget Query for Fund holders menu option (view the How To Use Minerva page) and drill down (click) on the appropriate account code/document number OR use the View Documents menu option (view the How To Use Minerva page).

Summary of Free Balances by User Security (FZRG0055)
 

Every user receives a report uniquely created just for them!

Lists all funds and grants an individual may view based on their Fund/Org access. Each fund is represented by a single summary line which includes the following information:

  • If a fund is linked to a grant
  • Fund code and title
  • Name of the Fund Financial Manager (FFM) or Principal Investigator (PI)
  • Name and phone number of the Fund Administrator
  • Budget, Actuals, Commitments (encumbrances) and the Available balance of the fund or grant for the selected month

Monthly Payroll Details by FOAPAL (FZRG0048)
 

Displays all salary-related transactions, including benefits, posted to a fund/grant for the 6 (salaries) account codes. Payment dates, documents numbers and names of the individuals are included.

Listed transactions are grouped by Account codes.

You need to have payroll access to view these statements.

Monthly Payroll Benefits (FZRG0050)
 

Displays all salary-related transactions, including benefits, posted to a fund/grant for the 6 (salaries) account codes. Commitments (encumbrances) for salary and benefits are also included.

Listed transactions are grouped by individual.

You need to have payroll access to view these statements.

Monthly Salary/Benefit Encumbrances (FZRG0054)
 

Displays all salary-related commitments (encumbrances), including benefits, for a fund/grant for the 6 (salaries) account codes.

Listed transactions are grouped by Account Codes. All benefit commitments (encumbrances) are recorded in account 600125.

Information for each position is included – Name and McGill ID of the incumbent, position code and title, job beginning and end dates.

You need to have payroll access to view these statements.

Endowment Fund Details (FZRG0020)
 

Displays all transactions posted to the Endowment Capital Fund (fund starting with “6”).

All questions about the statement should be directed to the endowmentaccounting.finserv [at] mcgill.ca (Fund Administrator). (more information about endowment funds)

Unexpended Plant Funds (FZRG0019)
 

Statements are generated for unused plant funds intended for construction or capital equipment purchases.

Displays all transactions posted to a fund to the 4 (fund balances), 5 (revenue), 6 (salaries), 7 (non-salary expenditures), and 8 (inter-fund transfers) account codes from the beginning of the fiscal year, up-to and including the selected month.

All questions about the statement should be directed to the Fund Administrator.

Monthly BSA Transaction Details (KZRFDTM)

Displays all Student Financial Aid & Award activities originating from BSA (Banner Student Aid module) for the selected month.

Includes disbursements, encumbrances (relating to future disbursements scheduled within the year), as well as amounts scheduled to pay in future years.

Transactions are listed by date.

All questions about the statement should be directed to the 'processor' office indicated on the statement.

BSA Transaction details by Student (KZFRDTS)

Displays all Student Financial Aid & Award activities originating from BSA (Banner Student Aid module) from the beginning of the fiscal year, up to and including the selected month.

Includes disbursements, encumbrance amounts (representing future disbursements scheduled within the year), as well as amounts scheduled to pay in future years.

Listed transactions are grouped by student.

POPS payments by month (PYRAUD23A) |
POPS payments by month (overtime and misc) (PYRAUD23B)

Displays POPS payments processed in Payroll and posted to Finance for the selected month.

All questions about the statement should be directed to the Payroll Office at (514) 398-3751.

You need to have payroll access to view these statements.

Frequently Asked Questions

Question Answer
When I try to open a Financial Statement, I receive an error message. What does it mean?

There are three reasons why you received an error message:

  • You do not have the appropriate access to that particular fund or grant OR access to view payroll details (if applicable). If you should have access to that fund/grant/view payroll details, submit the FIS Authorization form found on the Financial Services website.
  • You might be using the wrong report:
  • For funds - be sure to select Monthly Fund Details
  • For grants - be sure to select Monthly Grant Details
  • There is no activity on the fund/grant for the selected month - i.e. no transactions were posted.
  • Ensure that you have logged in to Minerva using your McGill ID number.

If you are unsure why you cannot view a statement, contact the Finance Help Desk by phone at 514-398-3463 or by email at fishelp.acct [at] mcgill.ca.

I just received my FIS access. Why can't I view Financial Statements for the previous months?

Access to view financial statements for the previous months will only take place on the next day after your access was granted.

Exception: You may only view the Summary of Free Balances Financial Statements for the months after your access was granted.

If you wish to view reports for previous years, you will need to run the Month End Reports on the Financial Services website (more information).
I am unsure how to read/interpret the information on a financial statement. Who should I call for help? For questions about specific transactions (why you were charged), contact the individual/Unit who originated the transaction. Otherwise, contact the Finance Help Desk by phone at 514-398-3463 or by email at fishelp.acct [at] mcgill.ca. You may also choose to contact your Fund Administrator.