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3. Grants Management
Documentation :|: BEN Balances Report Documentation

3.0 Grants Management Reports

In addition to the standard summary and detail reports referred to in Section 2, several other reports are available to assist departmental administrators in the day-to-day management of grants and contracts as well as in grant close-out.

130.ORG: PI Report by CNAC/ORG/FUND provides a summary of grant/contract project activity as of a specified accounting period. The display format for this report was designed specifically for a Principal Investigator rather than for a departmental business administrator. In other words, this is basically the PI's version of the 103.ORG report.

301.BUD: Budgetable Amount - Grants/Contracts report is designed to assist departmental business administrators review the status of their grant budgets on a regular basis. This report identifies situations where the grant is either over- or under-budgeted relative to the PBUD amount and also identifies discrepancies between the PBUD and PBIL amounts.

306.BUD: Negative BBA ORG/FUND/CREF PJTD report can be used to identify situations where the grant has been overexpended.

115.ORG: Grant FUND Summary Report provides a summary of grant revenue and expense at the FUND level - that is, activity in the grant is summarized across all combinations regardless of Center or ORG.

137.ORG: Grant/Contract Budget Period Summary Report provides a summary of grant revenue and expense for a specific Budget Period. Information can be summarized at the FUND level, or at the ORG/FUND or ORG/FUND/CREF level.

Special Reports to help support the Grant Close-Out Process

The following reports were designed specifically to assist business administrators with the grant close-out process:

  • 132.ORG: List Of Terminated Grant And Contract Funds

    This report provides a simple list of all grant and contract funds for a given ORG or RESP ORG that have terminated (project end date has passed) but have not yet been disabled. The user can select those funds that have terminated within a specified number of days (parameter) or all terminated funds that have not yet been disabled.

  • 133.ORG: List Of Grant And Contract Funds Due To Close

    This report provides a simple list of grant and contract funds that are either going to terminate, based on the Project End Date, or are going to end an award period, within the next 120 days. This report can be used as a "heads up" to departmental business administrators as they begin to prepare for grant close-out.

  • 134.ORG: Summary Of Final Expenditures (SFER)

    Similar in format to the 102.ORG and 103.ORG reports, the SFER provides detailed financial information about a terminated grant. Information on the final award period is spread across multiple fiscal year columns. The SFER also provides information about unallowable expenses and overhead exclusions based on the specific rules for each grant. Depending on the level of detail desired (parameter), the SFER can provide information broken down at the FUND level as well as the ORG/FUND and ORG/FUND/CREF levels. The 134.ORG report replaces the previous versions of the SFER (135.ORG and 136.ORG) that were used prior to February, 1998.


3.1 Grant/Contract Dates in BEN Financials

In BEN Financials, fund attributes are used to store critical information about the dates associated with a particular grant or contract. Several different sets of dates have been defined in BEN Financials for grants and contracts. These are described briefly in the sections below. These dates can be viewed online in BEN Financials within the "GL COA Inquiry" responsibility on the COA Attributes query screen [\Navigate COA Query COA Attributes].

3.1.1 Contract Start Date, Contract End Date, Project End Date

The Contract Start Date for a grant represents the very first start date of the award and the Contract End Date represents the end of the most current award period. In other words, the Contract End Date should match the award end date on the most recent AIS for that grant. The Anticipated Project End Date reflects the expected final end date on a renewable award. If the grant is subsequently renewed, the Contract Start Date will remain unchanged while the Contract End Date will be updated to reflect the end of the next award period. At any given time, the Contract End Date represents the date through which a formal commitment for funding has been received for this grant.

All three of these dates (contract start and end dates plus the anticipated project end date) are associated with the individual grant/contract fund. This means that this information will be the same for all combinations using this fund.

Example: A grant is awarded on August 1, 1996; the first award period ends on July 31, 1997; it is a three-year non-competing award.

  in Year 1 in Year 2
(after renewal)
in Year 3
(after renewal)
Contract Start Date 01-AUG-1996 01-AUG-1996 01-AUG-1996
Contract End Date 31-JUL-1997 31-JUL-1998 31-JUL-1999
Project End Date 31-JUL-1999 31-JUL-1999 31-JUL-1999

Note that the Contract Start Date never changes while the Contract End Date is constantly adjusted to reflect additional award notices for the grant. The grant is considered "terminated" when the contract end date and the anticipated project end date are the same and the anticipated project end date has passed.

3.1.2 Budget Period Dates

In order to facilitate reporting of individual award periods within a grant, five budget period end dates were added to BEN Financials in February, 1998. These end dates reflect the end of each award period for a given grant and, in most cases, should match the award end dates on the AIS for that grant. As formal notice of each new award is received, Research Accounting will adjust the Contract End Date and also add or modify the appropriate Budget Period End Date. At any given time, the most recent Budget Period End Date should always match the Contract End Date for that grant and, in its final award period, the most recent Budget Period End Date for a given grant should also match the grant's Project End Date.

Given the same example as shown in the previous section, the budget period end dates for that same grant would look like:

  in Year 1 in Year 2
(after renewal)
in Year 3
(after renewal)
Contract Start Date 01-AUG-1996 01-AUG-1996 01-AUG-1996
Contract End Date 31-JUL-1997 31-JUL-1998 31-JUL-1999
Project End Date 31-JUL-1999 31-JUL-1999 31-JUL-1999
Budget Period 1 End 31-JUL-1997 31-JUL-1997 31-JUL-1997
Budget Period 2 End   31-JUL-1998 31-JUL-1998
Budget Period 3 End     31-JUL-1999

Because the database only stores the end dates of each award period, the General Ledger reports must derive the start date of each period. The start date is generally derived based on the end date of the immediately preceding Budget Period, or the Contract Start Date, whichever makes the most sense. In the above example, during year 2 the start date of the second Budget Period would be derived based on the end date of the first Budget Period (31-JUL-1997). The system will add one day to this end date and the resulting start date for the second Budget Period would be 01-AUG-1997. Special rules are used to derive the start of a budget period when the end date of the previous budget period fell during a month rather than at the end of a month. In these cases, the start of the next budget period is calculated as the beginning of the next month. For example, if a budget period ends on August 15, for reporting purposes the start of the next budget period will be calculated as September 1 rather than August 16. This is to prevent double counting the same accounting period in two different budget periods.

3.1.3 Note On The Loading Of Budget Period End Dates To BEN Financials

The initial population of the Budget Period End Dates in BEN Financials was constrained by the BEN Financials conversion date of June 30, 1996. For grants converted to BEN Financials, the project-to-date actuals and budgets were loaded into the JUN-96 accounting period. Consequently, it is not possible within BEN Financials to view financial information prior to JUN-96 by either fiscal year or budget period. For this reason, when establishing the Budget Period Dates for converted grants, the first Budget Period End Date was defined as the end of the first award period that occurred on or after June 30, 1996.

Only those grants that had not expired as of 31-JAN-1998 were selected for purposes of populating the Budget Period End Dates.

3.1.4 Special Note for Grant Budgets

In order for budgets to be reflected in the appropriate grant budget period, budget entries must be posted into the correct GL accounting period. If a budget period begins at any point other than the first day of the month, the system will always calculate the budget period start as the beginning of the following month. Therefore, budget entries for the budget period should be posted no earlier than the beginning of the following month. For example, if a budget period ends on August 15 and the next one begins on August 16, for reporting purposes the system will start the next budget period on September 1 rather than August 16. Therefore, budget entries for this new budget period should be posted into the September accounting period rather than the August period. If they are posted into the August period, on the budget period reports those budget entries will be counted as part of the previous budget period rather than the new budget period.

3.1.5 Use Of Budget Period Dates In BEN Financials Reports

The Budget Period End Dates are used in the following General Ledger reports:

  • 133.ORG: List of Grant and Contract Funds Due to Close -- in this report, the system uses the Budget Period End Dates to select grants that are coming up on the end of a Budget Period (the Project End Date is used to select those grants that are due to terminate). For a grant to be selected for this report, at least one of its Budget Period End Dates or its Contract End Date must be within the next 120 days (compared to the run date of the report).

  • 134.ORG: Summary Final Expenditure Report (SFER) -- in this report, the system uses the Budget Period End Dates to determine the start and end dates of the final Budget Period for this grant. In order to do this, the system looks for a Budget Period End Date that matches the Project End Date and then works backward from there to determine the start date of that Budget Period. If the system can't determine the appropriate start and end dates based on the Budget Period Dates in the database, it will assume that the final Budget Period for the grant is the 12 month period immediately preceding the Project End Date.

  • 137.ORG: Grant/Contract Budget Period Summary Report -- in this report, information is displayed for a specific budget period. The budget period is defined by its explicit End Date and a derived start date (see Section 3.1.2 above). The system uses the Budget Period End Dates to select the budget period to be displayed on the report. In AutoSelect mode, the system will always report on the "current" budget period for any given grant. In FundSelect mode, the system will report on whichever budget period matches the Budget Period parameter specified by the user. Special Note: Because the 137.ORG displays information for a discrete budget period, it is important that all financial information for a given budget period, particularly the budget for that period, be posted into the correct GL accounting period. See also Section 3.1.4 above.

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