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[ BEN Financials ]

Notes on BEN Billing & Receivables (BBR)
Documentation
[Last Updated: 8/27/14]

Overview

BEN Financials is composed of many different modules. The most widely used modules are the General Ledger module & the Purchasing module. The Payables module & the Fixed Assets module are also part of BEN Financials, but are used by fewer people. Since May 1, 2014, there are two additional ones: the Grants module & the Receivables module - both used only by the Office of Research Services. These two new modules will streamline & improve invoice creation & billing, reconciliation, & collections for sponsored projects. Together they are called the BEN Billing & Receivables (BBR) system.

The BBR system does not change how direct expenses are charged to grant funds; spending from a sponsored project award is exactly the same as prior to May 2014. In BEN Financials, these two new modules will affect only a few GL balances & a few reports. As part of this new system, the grant receivable balances originally were going to be posted only to fund 599999 in the General Ledger, but that has been changed - the grant receivable balances are now being posted to the individual grant funds in the General Ledger, just like they were prior to May 2014. There are still many other differences, though, as noted below:

Object Code 1220 (Billed Receivable)

When a sponsor is invoiced, object code 1220 is debited in the grant fund; the offsetting credit is recorded to object code 1222 or 2630 in the same grant fund.

When a payment is received from the sponsor, it is credited to the grant fund in object code 1220.

When the cumulative amount invoiced to the sponsor is greater than the cumulative payment amount received from the sponsor, then the difference is object code 1220 (Billed Receivable). When the cumulative amount invoiced to the sponsor equals the cumulative payment amount received from the sponsor, then object code 1220 is $0.

Object code 1220 is recorded in the grant fund to org-program-cref 0034-0000-0000.

Object Code 1222 (Unbilled Receivable)

If the cumulative amount of grant revenue is greater than the cumulative amount invoiced to the sponsor, then the difference is object code 1222 (Unbilled Receivable). If the cumulative amount of grant revenue is less than the cumulative amount invoiced to the sponsor, then object code 1222 is $0.

Object code 1222 is recorded in the grant fund to org-program-cref 0034-0000-0000 in the grant fund.

Object Code 2630 (Deferred Revenue)

If the cumulative amount of grant revenue is less than the cumulative amount invoiced to the sponsor, then the difference is object code 2630 (Deferred Revenue). If the cumulative amount of grant revenue is greater than the cumulative amount invoiced to the sponsor, then object code 2630 is $0.

Object code 2630 is recorded in the grant fund to org-program-cref 0034-0000-0000.

Object Code 4600 (Grant Revenue)

Grant Revenue is booked to the grant fund daily for every dollar spent on billable expenses, up to the Project Funded Amount (formerly known as PBIL). The journal created to recognize grant revenue credits object code 4600 to the grant fund, & debits object code 1222 or 2630 in the same grant fund.

If the cumulative amount of grant revenue is greater than the cumulative amount invoiced to the sponsor, then the offsetting debit is object code 1222 (Unbilled Receivable). If the cumulative amount of grant revenue is less than the cumulative amount invoiced to the sponsor, then the offsetting debit is object code 2630 (Deferred Revenue).

Object code 4600 is recorded in the individual grant fund to the same org as the expense. If the account combination is mapped in PennERA, then the grant revenue will also be recorded to the same program-cref as the expense. If the account combination is not mapped in PennERA, then the grant revenue will be recorded to program-cref 0000-0000. To request an account combination to be mapped in PennERA, please use the “Sponsored Programs Subaccount Worksheet” form & associated instructions at http://www.upenn.edu/researchservices/Forms and Agreements.html.

“Please note: The revenue on grants with milestone billing (e.g., Clinical Trial Agreements) will always post to CNAC-RespOrg-4-5xxxxx-4600-0000-0000 regardless of whether the expenses are charged to mapped account combinations or not. This update is a result of the change issued by Financial Accounting Standards Board (FASB) Revenue Recognition – Milestone Method (Topic 605).”

Object code 5282 (Sponsored Grant/Contract Overhead Charge)

Grant Overhead (Indirect Cost) is booked to the grant fund daily for every dollar spent on burdenable expenses (up to the award’s maximum F&A amount, if applicable). The journal created to record grant overhead debits object code 5282 to the grant fund, & credits object code 5510 (Indirect Cost Recovery) to the School’s 000000 fund.

Object code 5282 is recorded in the individual grant fund to the same org as the expense. If the account combination is mapped in PennERA, then the grant overhead will also be recorded to the same program-cref as the expense. If the account combination is not mapped in PennERA, then the grant overhead will be recorded to program-cref 0000-0000. To request an account combination to be mapped in PennERA, please use the “Sponsored Programs Subaccount Worksheet” form & associated instructions at http://www.upenn.edu/researchservices/Forms and Agreements.html.

Changes to Reports – BEN Financials

For reporting on balances prior to 01-May-2014, please use the following reports:

  • 115.OLD.ORG: Grant Fund Summary Report;
  • 134.OLD.ORG: Summary of Final Expenditure Report;
  • 301.OLD.BUD: Budgetable Amount - Grants/Contracts Report.

For reporting on balances from 01-May-2014 onwards, please use the following reports:

  • 115.NEW.ORG: Grant Fund Summary Report;
  • 134.NEW.ORG: Summary of Final Expenditure Report;
  • 301.NEW.BUD: Budgetable Amount - Grants/Contracts Report.

In the “NEW” versions of these reports, the following changes have been made:

  • “Total Award / PBIL” is now called “Project Funded Amount”.
  • “Authorized Budget / PBUD” is now called “Project Budget”.
  • “Receivable Balance / ObjCd 1220” has been broken out into “Billed Receivable / ObjCd 1220”, “Unbilled Receivable / ObjCd 1222”, & “Deferred Revenue / ObjCd 2630”.
  • “Total Receivable” is the sum of the cumulative balances in object codes 1220 + 1222.
  • “Cash Position” is the sum of the cumulative balances in object codes 1220 + 1222 + 2630.

Changes to Reports - Data Warehouse

The following BusinessObjects queries in the public folders have been modified to incorporate the BBR changes:

  • Multiple Data Sources folder:
    • fundsummary
    • fundsummary (w date range)
    • fundsummary with BRIM
    • FY Grant ORG Expense Analysis
    • GRANT Reports
    • Grant Reports – CREF
    • Grant Report – PI
    • Grant Reports – PI awarded
    • Grant Reports – Resp ORG
  • General Ledger folder:
    • Fundsummaries for RESP ORG
    • GrantMonitor
    • ORG Summary
    • ORG Summary
    • ORG Wayward Detail

Please make sure you use shortcuts to these reports in InfoView so you’re always using the latest versions. If you have questions about making shortcuts, you can refer to http://www.upenn.edu/computing/da/bo/webi/qna/iv_webi_shortcuts.html. When refreshing reports, please remember to use the “Refresh All” button at the top right of the screen & answer “Balances” to any context prompts.

If you have a particular need to keep using a copy of one of the reports above that you have stored in a different folder, refer to http://www.upenn.edu/computing/da/dw/bbr/bbr_conv_cashposition.html for instructions about steps needed to update the report logic to reflect the BBR changes.

For BusinessObjects or Data Warehouse-related questions, please contact da-staff@isc.upenn.edu.

Cash Applied / Payments Received from Sponsor

In May-14 & Jun-14, while the BBR system was being rolled out, many sponsor payments were not applied to the individual grant funds. From Jul-14 & continuing into early Sep-14, the May-14 & Jun-14 payments, along with sponsor payments received in Jul-14 & Aug-14, are being credited to the individual grant funds. If you have questions about a specific sponsor payment not being applied to a grant fund yet, please contact the Office of Research Services at BillingAR@lists.upenn.edu.

The receipt #, receipt date, sponsor name, invoice #, & sponsor check # are available in the DFF of each journal entry line when the sponsor payment is credited to the grant fund in object code 1220.

Please note: Prior to May 1, 2014, when a payment was received from the sponsor, the cash was immediately applied to the individual grant fund, even if the total awarded dollars were less than the total amount received from the sponsor. Moving forward, cash will not be applied to the individual grant fund in the General Ledger until after the PennERA record is updated & the awarded dollars (formerly known as PBIL & PBUD) are increased per the receipt of the cash. At this point the cash will be applied to an invoice in BBR, the payment will be interfaced to the General Ledger, & the cash will be posted to the individual grant fund in object code 1220 (via Receipts – Allocations journal source). This process change may delay the posting of cash in the GL by a few working days. If you have any questions, please contact the Office of Research Services at BillingAR@lists.upenn.edu.

Reporting on F&A Rates

From BEN Financials: The F&A rate for the individual grant fund is available on the 115 & the 134 reports.

From the Data Warehouse: The F&A Rate for each grant fund is currently posted at the resp org-fund level only. In the near future, the F&A rate will be posted at each burdenable object code level but for now, the F&A rate is posted in each grant fund only to CNAC-resp org-4-5xxxxx-5282-0000-0000.

Special Budget Balances

As of May 1, 2014, special budgets are no longer being used with grant funds. Object codes FSRD, FSRI, PBIL, PBUD, PIND, & PTCS are no longer being posted into the General Ledger as special budget balances. The balances are still being updated each night after any change in PennERA, but they are recorded in BEN Financials only in the Grants module, & will be available only on specific BEN Financials reports & in Data Warehouse queries, not in the General Ledger.

For example, in BEN Financials, the Financial Statement Reported Direct Costs (FSRD) & the Financial Statement Reported Indirect Costs (FSRI) are still reporting on the 134 reports, & the amounts formerly known as PBIL & PBUD are still available on the 115, 134, & 301 reports.

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