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Purpose of reports• Monitor financial status
– How much money left to spend or overspent?– Budget adherence is sometimes important
• Some sponsors require it• Spending outside budget categories can cause F&A over /
under spending• Review detailed activity
– Ensure charges posted correctly• If not, take immediate action
• Provide information to PI• Provide information to Department Head
– Summary level reports
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ZDEPT_LEDGER description• Sources and uses of funds section shows
overview of project• Detailed transactions are shown• Primary source of information (official)• Tips
– Budget should equal zero– Obligated amount and budget for total uses of funds
should match– Remember that cumulative actual expenditures and
budget variance for uses of funds include F&A
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ZDEPT_LEDGER example
Budget should equal zero
Obligated amount and budget fortotal uses of funds should match
ZFM_UT_LEDGER
• This IRIS transaction give you the same detail as ZDEPT_LEDGER, but
• It gives additional line item information that is helpful.
• It gives a clear budget vs actuals picture, that has been reported as easier for the PI’s to quickly see where they are in their projects.
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ZFM_WBS_SUMMARY description
• One-page report summarizes a project’s financial activity and position– Good report for PI
• This report can be run on an interim basis because F&A and settlement are computed on interim expenditures and encumbrances
• Differences in certain key figures indicative of problems– See next slide for example
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ZFM_WBS_SUMMARY example
These amounts should match; ifnot, something is wrong. Either budget &
obligated amount do not match or wehave spent out of budget
categories.
This report can be runon an interim basis because F&A andsettlement are computed on interimexpenditures and encumbrances.
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ZFWBS012 description• Summary report for department head or PI• One line for each project• This report can be run on an interim basis
because F&A and settlement are computed on interim expenditures and encumbrances
• Includes every project for a department and every project for every PI in the department (regardless of where it is located)– For example, Dr. Brown is part of the Chemistry
department, but one of his projects is run through the research centers
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ZFWBS012 example
Note that all projects for the PI are shown, regardless of department.
Note, that obligated amount andbudget should normally match
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ZFWBS012 totals page
• The totals page for this report shows subtotals for sponsored projects flowing through the Chemistry department AND all other departments where Chemistry PI’s are running sponsored projects.
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ZPS_WBS_ATTRIBUTES description
• This is an attribute report – no financial activity is available– Attributes from CJ20N and other modules in IRIS
• Useful for answering questions, such as:– How many projects do we have that are $1 million or
more?– How many projects does Dr. Brown have that are still
open?– What new projects were created in the last month?
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ZPS_WBS_ATTRIBUTESselection screen
• Note that the “All selections” icon gives you a lot more attributes
• “Released” status is important
• Double-click on field for selection options– Such as “greater than”
All selections icon
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CJI3 description • CJI3 can be a line-item report or a summary
report– Can drill down to original document
• Good selection criteria– CJ20N attributes– Status of WBSE– Document attributes
• Answers financial questions, such as:– How much did Dr. Brown charge for travel to his
restricted funds in May?
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CJI3 selection screen• Use “Dynamic Selections”
button to select based on CJ20N attributes.
• Use “Status” button to select only open projects.
• Use “Further selection criteria” button to select based on document attributes, such as document type, user name, amount, etc.
• The layout for the report can be changed here. The default layout is a line-item report.
• If you are running a lot of data line items, you should increase the max hits under Further Settings.
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CJI3 example
• This layout can be changed to a line item report and then you can drill down to the original document.
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ZPS_REST_BAL description
• This is a good report for departmental accounting staff to use when cleaning up old accounts– Not a good report for PI’s or department heads
• Report can be used to show old, expired projects that still have a balance that needs to be cleaned up
• THIS IS NOT “BALANCE LEFT TO SPEND”
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ZPS_REST_BALselection screen
• WBSE end date was changed in order to get old, expired projects with balances– The default end date is
12/31/9999 which will give you all WBSE
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ZPS_REST_BAL example
• This report shows that Chemistry has one sponsored project that ended on or before 12/31/2005 that has a deficit balance. These charges need to be moved off this WBSE so that it can be closed.– Note that the balance includes F&A costs. This particular WBSE
has F&A of 43%. Therefore, $1,185.75 of direct costs need to be moved.
• $1,695.62 / 1.43 = $1,185.75
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Z_CLOSEOUT_NOTIF description
• This report gives a list of sponsored projects expiring within the specified time period– Based on WBSE end date on CJ20N
• Departmental accounting personnel can generate this report to see which projects are ending soon (or have recently ended) that may need cleanup
• It can also be helpful for ensuring extensions are requested timely!
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ZAR_AGING description• This report can be
used to see the outstanding accounts receivable for a WBSE.
• Note, the “as of” date isn’t working correctly
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ZAR_AGING example
• This WBSE has one invoice outstanding that was dated 7/11/2007 for $5,833.33.
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ZPR_CC_WBS_DIST description
• This report shows the payroll distribution to WBS Elements and / or cost centers for the pay period specified
• Can show staff benefits, too– The default selection
is to exclude staff benefits
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ZPR_PAYENCUMB_DETAIL description
• This report shows the details of the salary encumbrance by person
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ZFWBS011 description • This is a FISCAL YEAR
report, not a cumulative grant-to-date report
• To be used to track F&A recoveries on a fiscal-year-to-date basis– By department– By PI
• Not to be used to evaluate financial status of a project
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ZFWBS011 example
Note, a department head can see how much F&A is being
generated by PI. Also, a department head can see all of
the projects that a PI has, regardless of department.
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Other reports• ZPR_ECR_UNCERTIFIED
– ECR Uncertified Effort Report• FBL5N
– Display customer line items• CJ20N
– Project Builder• ZPS_EXPORT_REPORT
– Export Control Report• ZFM_BCS002B
– Overall Budget vs. Actuals - Fund & CI• FMRP_RFFMEP1AX
– FM line item report - All Postings
Sponsored Projects Accounting “Certification
• The Modules listed as Training Classes related to Sponsored Projects can also be taken as a Certification.
• In order to gain a Certification in Sponsored Projects Accounting, you must take the training class and pass a quiz associated with the training module.
• Trainings toward the Certification can be obtained through HR training courses, Blackboard, or In-House training (upon departmental request)
• If taking the training through HR for the Certification you will need to take the quiz. Quiz’s are located in the Sponsored Projects Accounting project section in Blackboard.
• You must be registered as a participant within this project in Blackboard to gain access.
• To be setup in Blackboard contact Jay Taylor, Financial Compliance Officer, SPA @[email protected] or 974-0952.
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Training classes• 1 Overview of Accounting for Sponsored Projects• 2 OMB Circulars & Cost Accounting Standards• 3 Understanding F&A Costs• 4 Direct Costing• 5 Cost Transfers & Closeout• 6 Cost Sharing• 7 Subcontract Monitoring• 8 Advanced Topics• 9 Invoicing, Reporting & Cash Receipts• 10 Sponsored Projects Reports in IRIS• 11 Business Ethics for Sponsored Projects• 12 Schedule of Final Charges (SFC)
RAOR Meetings• ROAR meetings are held on the 3rd Wed. of each month between
10-11am.
• Please consider attending these meetings. Each meeting has a specific topic and the meetings are open forum discussion. That means you should bring all your questions based on the topic being presented or just come to provide feedback about your experiences with others based on their questions.
• Also, the topics are chosen by topics/concerns supplied by attendees. The ROAR Committee would love to hear your topic requests.
• These meetings will give valuable information for you to take back to your department!
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