PTAEO Strings in OGA

www.dartmouth.edu/~ospwww.dartmouth.edu/~osp

PTAEO StringsPTAEO Stringsin OGAin OGA


What is PTAEO?What is PTAEO?

A unique A unique chart string chart string that is used to:that is used to: Record sponsored-project financial Record sponsored-project financial

transactionstransactions Specify details about transactions Specify details about transactions Report on transactionsReport on transactions Allocate and track sponsored-project Allocate and track sponsored-project

budgetsbudgets


Why not just use the GL?Why not just use the GL?

AccountingAccounting Oracle ApplicationOracle Application Type of StringType of String

Non-GrantNon-Grant General Ledger General Ledger (GL)(GL)

GL Chart StringGL Chart String

GrantGrant Grants Grants Accounting (OGA)Accounting (OGA)

PTAEO PTAEO

Budgeting, transacting, and reporting require a different accounting approach for grants.


Impact and Usage of Impact and Usage of PTAEOPTAEO

All financial systemsAll financial systems OSPOSP Project personnelProject personnel ProcurementProcurement Grant ManagersGrant Managers Service & Recharge Service & Recharge

centerscenters Fiscal officesFiscal offices

ImpactsImpacts:

Purchase RequisitionsPurchase Requisitions P-Card TransactionsP-Card Transactions Journal EntriesJournal Entries ReportingReporting Payroll AuthorizationsPayroll Authorizations

Used by:


P T A E O

PTAEO StringsPTAEO Strings

5 segments 5 segments separated by periods separated by periods make a PTAEO stringmake a PTAEO string Each segment represents a different piece of informationEach segment represents a different piece of information Total of 24 characters in a PTAEO stringTotal of 24 characters in a PTAEO string Every transaction must have a complete PTAEO stringEvery transaction must have a complete PTAEO string One PTAEO string represents all of the information about a One PTAEO string represents all of the information about a

particular transactionparticular transaction No hierarchies or range values with PTAEONo hierarchies or range values with PTAEO

● ●XXXXXX XXX●XXXXXX XXXX XXXXX●

PProjecrojectt

TTaskask AAwarwardd

EExpenditurxpendituree

TypeType

OOrgrg


What does a PTAEO String tell us?What does a PTAEO String tell us?

OGA Feeds Data to GLOGA Feeds Data to GL

P T A E O

PProjecrojectt

TTaskask AAwarwardd

EExpenditurxpendituree

TypeType

OOrgrg

Indicates the work

being done

Provides a mechanism for organizing expenditures

within a project

Describes how the

work is beingpaid and howwe are beingreimbursed

Is equivalent to Natural

Class “expense”

values

Denotes thesame valueas “Org” in

GL chartstring


Segment Values: ProjectSegment Values: Project

6 characters6 characters All projects fall within 500000-589999 All projects fall within 500000-589999

rangerange Examples:Examples:

Insulin Regulation Insulin Regulation BioinformaticsBioinformatics Mascoma ClinicMascoma Clinic

Indicates the work

being done

Project

P

XXXXXX


Segment Values: TaskSegment Values: Task

4 characters4 characters Organizes expenses within a project Organizes expenses within a project Each project must have at least one taskEach project must have at least one task Current task ranges:Current task ranges:

5000-5999—funded by an external sponsor5000-5999—funded by an external sponsor 6000-6999—funded by internal cost share6000-6999—funded by internal cost share

Provides a mechanism for organizing expenditures

within a project

Task

T

XXXX


Segment Values: AwardSegment Values: Award

6 characters6 characters Initial alpha character identifies Initial alpha character identifies

billing mechanism to allow efficient billing mechanism to allow efficient processing of sponsor invoicesprocessing of sponsor invoices L - Letter of creditL - Letter of credit B - Billed monthly and quarterlyB - Billed monthly and quarterly P - Payment/Installment ScheduleP - Payment/Installment Schedule C - Cost ShareC - Cost Share

Describes the money paying for the work

being done

Award

A

XXXXXX


Segment Values: Expenditure Segment Values: Expenditure TypeType

5 characters5 characters Is a subset of the GL Expense Is a subset of the GL Expense

Natural ClassNatural Class An Alpha character at end of An Alpha character at end of

the four digits provides the four digits provides flexibility when greater detail flexibility when greater detail is needed in OGA, for is needed in OGA, for example, subcontractor example, subcontractor paymentspayments

Examples:Examples: 7471A SUPPL LAB Chemical 7471A SUPPL LAB Chemical

GasesGases 8111A TRAVEL FOREIGN Air8111A TRAVEL FOREIGN Air

Is equivalent to

Natural Class “expense”

values

Expendituretype

E

XXXXX


Segment Values: OrgSegment Values: Org

3 characters3 characters Values identical to the Org Values identical to the Org

values in GLvalues in GL Some Oracle modules, such as Some Oracle modules, such as

Accounts Payable, Labor Accounts Payable, Labor Distribution, Procurement, Distribution, Procurement, accept name in place of Org accept name in place of Org valuevalue

Org

O

Is equivalent to

G/L Org

XXX


PTAEO RelationshipsPTAEO Relationships

PTAEO allows several types of relationships among Projects, Tasks, and Awards.

Single Project, Single Award

Project500001Project500001

Task5000Task5000

AwardL12345AwardL12345

Single Project, Multiple Awards

Task6000Task6000

AwardC26116Award

C26116

Task5000Task5000

AwardL78221AwardL78221Project

500001Project500001

Externallyfunded

Internallyfunded


Another PTAEO RelationshipAnother PTAEO Relationship


Task5000Task5000


Multiple Projects, Single Award


Task5000Task5000


Task5000Task5000

PI Robinson

PI Radley

PI Finch


Another PTAEO RelationshipAnother PTAEO Relationship



Multiple Projects with Cost SharingCost Sharing, Single Award

Task5000Task5000


PI Robinson

PI Radley

PI Finch

Task6000Task6000


Task5000Task5000

Task5000Task5000

AwardC48001Award

C48001internally funded


Sample PTAEO StringSample PTAEO String

500322.5000.P00290.7471A.169

ProjectSmooth

muscle cells

TaskExternalfunding

Award Smooth

muscle cells

ExpenditureType

SUPPL LAB Chemical gases

OrgSurgery

● ● ● ●500322 5000 P00290 7471A 169

Sample Project in Dartmouth Medical School



501381.5000.L00475.7571A.842

ProjectSmart

Laser Beams

TaskExternal Funding

Award Smart

Laser Beams

ExpenditureType

CAP EQUIP Scientific

OrgMechanical

Thayer

● ● ● ●501381 5000 L00475 7571A 842

Sample Project in Thayer



500681.5000.B00051.6012A.472

ProjectFrom Cells

to Solids

TaskExternal Funding

Award From Cells

to Solids

ExpenditureType

FAC REG Tenure

OrgPhysics &Astronomy

● ● ● ●500681 5000 B00051 6012A 472

Sample Project in Arts & Sciences


Attention Grant Managers!Attention Grant Managers!

Project dates set up within Project dates set up within OGA will enforce existing OGA will enforce existing policies of spending policies of spending within within project start and end datesproject start and end dates by by blocking expenditures with an blocking expenditures with an expenditure item date that expenditure item date that does not fall between the start does not fall between the start

and end dates.and end dates.


Attention Grant Managers!Attention Grant Managers!

Submit project documents Submit project documents (cost (cost

transfers, budget templates, transfers, budget templates,

attribute changes, SPUD, attribute changes, SPUD,

journals)journals) to OSP via a new all- to OSP via a new all-

inclusive e-mail account: inclusive e-mail account:

[email protected]@Dartmouth.edu


What OGA is Checking ForWhat OGA is Checking For

Mandate valid PTAEO string Mandate valid PTAEO string combinationscombinations

Transaction dateTransaction date that falls that falls between the start and end dates between the start and end dates of the Project, Task, or Awardof the Project, Task, or Award

Project status that allows Project status that allows transactionstransactions

Award status that allows Award status that allows transactionstransactions

Documents

PTAEO Strings in OGA