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115.NEW.ORG: Grant Fund Summary Report
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 07/28/2014

Please note: For reporting on balances prior to 01-May-2014, please use the 115.OLD.ORG: Grant Fund Summary Report. For reporting on balances from 01-May-14 onwards, please use this report.

The 115.NEW.ORG report provides information about grant activity summarized at the FUND level. The report provides a macro-level view of activity in the grant and can be used by department business administrators to review the overall status of the grants for which they are responsible. Because the report summarizes activity across all schools and ORGs for any given grant fund, the report can be run

The 115.NEW.ORG report has two sections. The top section provides basic descriptive information about the grant along with project-to-date totals for budget, revenue, expense, encumbrances, and BBA summarized across all schools and ORGs where activity in the grant has occurred. The bottom section of the report provides project-to-date revenue and expense totals for each ORG and CREF where activity in the grant has occurred. Sub-totals are provided by ORG and a grand total is provided for the fund. This portion of the report matches the totals provided on the corresponding 103.ORG report for the same ORG and CREF. This section of the report allows the business administrator to get a quick status of all activity in the grant.


Report Break:

Report 115.NEW.ORG breaks at the FUND level. A new page will be created for each unique FUND reported.


Sort Order:

The 115.NEW.ORG report uses three levels of sorting. The first level is the Responsible ORG. Within Responsible ORG, the report lists information by FUND. Within each unique FUND, information in the bottom section of the report is sorted and displayed by ORG/CREF.


Report Template:

A Report Template is used for the bottom section of the report only. The template determines what rows to print and which object code balances are to be included in each row. The bottom section of the report uses a special template to display only the totals for each ORG/CREF combination.

Part 3 uses Template #5C, which is a highly summarized version of Template 1C. For more information about Templates, see the Template section of this document


Parameters:

In addition to the Accounting Period, the following parameters are provided for account selection on the 115.ORG report:

  1. Resp ORG Low/High
  2. Fund Low/High
  3. Report Selection

The first two parameters work just like they do for the other general ledger reports in BEN Financials. For a discussion of these parameters, please refer to Section 6, Report Parameters.

The following provides information on the additional parameter used for the 115.ORG summary report.

Report Selection - Valid choices are ‘1' or ‘2'

  1. This option will select all active grants that also meet the RESP ORG and any Fund criteria specified.
  2. This option will select only those active grants that have exception conditions (see below). The grants selected here must also satisfy the RESP ORG and any Fund criteria specified.

For this report, an "exception" condition is defined as one of the following:

  1. There is a variance, at the fund level, between Project Budget (formerly called Authorized Budget or PBUD) and the total PJTD budget for the grant; or
  2. There are unallowable expenses or an overdraft amount at the fund level; or
  3. There is a negative project-to-date BBA at any of the ORG/CREF combinations for this grant.

Note: the BEN Financials general ledger reports use a standard definition to determine what constitutes an "active grant". Since this definition (see below), does not use the grant start and end dates, some grants that have already ended may be included on the reports. In order to be considered "inactive", a grant fund must meet all three of the following criteria:

  1. The fund value must be either expired or disabled (only Research Accounting can expire or disable a grant fund value; this is typically done 90 to 120 days after award termination); and
  2. There has been no budget, actual, or encumbrance activity in the account during the current fiscal year (the fiscal year associated with the run date of the report, not the fiscal year associated with the accounting period parameter); and
  3. The net project-to-date revenue plus expense is zero.

If any one of the above criteria is not true, the grant is considered "active" for purposes of inclusion on the BEN Financials general ledger reports.


Report Heading:

The report heading includes the following information:

  1. Responsible Organization
    Indicates the numeric code and name of the Responsible ORG for the fund listed on the report.

  2. For Month Of:
    Indicates the accounting period through which project-to-date totals are provided. Accounting period is provided as a parameter when the report is requested.

  3. FUND
    The fund number and fund description (name) are displayed.


Report Columns:

Section I: FUND Summary

This section of the report provides summary information across all account combinations for the grant fund. Information in this section of the report is displayed in three columns as described below.

Section 1/Column 1:

  1. Primary PI: The name of the Primary Principal Investigator for this grant.

  2. Account Start: This is the initial start date associated with this grant.

  3. Current Budget End: This is the end date on the current award for this grant.

  4. Account End: This is the anticipated end date for this project.

  5. Sponsor: The name of the sponsor that awarded funds for this grant.

  6. Reimbursement Method: This indicates how the University is reimbursed for expenditures on the grant. This will have one of three values depending on the sponsor:

    LOC (Letter of Credit): Funds are automatically drawn down on a daily basis by Research Accounting to cover allowable expenditures in the grant
    Automatic Payment: The sponsor has arranged to make payments on a regular basis; no special billing is required.
    Invoice Required: Research Accounting must bill the sponsor; billing occurs on a periodic basis depending on the sponsor’s requirements.

  7. Invoice/Payment Sched: For grants reimbursed through Letter of Credit (LOC), this field will display ‘N/A’. For all other grants, this field displays either the Invoice Schedule, when reimbursement is "Invoice Required", or the Payment Schedule, when reimbursement is "Automatic Payment".

  8. Received From Sponsor: For grants reimbursed through Letter of Credit (LOC), this field will display ‘N/A’. For all other grants, this field displays the total project-to-date amount received from the sponsor as of the accounting period specified. Remember, depending on the invoice schedule, the sponsor may not yet have been billed for all expenditures.

  9. Deferred Revenue: Total balance of object code 2630 (Deferred Revenue). This field should always display $0.00 unless the Total Invoiced is greater than the total balance in object code 4600 (Grant Revenue). Grants with Event-based Billing, such as Clinical Trials and other grants which are billed only when project milestones have been met, should be the only grants where the Total Invoiced could be greater than the Grant Revenue
  10. Billed Receivable: For grants not reimbursed through Letter of Credit (LOC), this field displays the total project-to-date billed receivable balance (object code 1220) as of the accounting period specified. The Billed Receivable balance (object code 1220) represents the Total Invoiced to the Sponsor less the Amount Received from Sponsor.

    If the Billed Receivable Balance is a positive number, this means that the sponsor owes the University for the amount listed (remember that depending on the invoice schedule, the sponsor may not yet have been billed for all expenditures).

  11. Unbilled Receivable: For any grant funds where the PJTD amount of object code 4600 (Grant Revenue) is greater than the amount of the Total Invoiced, the difference is the Unbilled Receivable (object code 1222). If the PJTD Grant Revenue (object code 4600) is less than the Total Invoiced, the Unbilled Receivable is $0.00.
  12. Total Receivable: The sum of the total balance in object code 1220 (Billed Receivable) plus the total balance in object code 1222 (Unbilled Receivable).
  13. Cash Position: The sum of the total balance in object code 1220 (Billed Receivable) plus the total balance in object code 1222 (Unbilled Receivable) plus the total balance in object code 2630 (Deferred Revenue).

Section 1/Column 2:

  1. Project Funded Amount (formerly called Total Award or PBIL): The total award for this grant as of the specified accounting period. This is the maximum amount that can be billed to the sponsor for all allowable expenditures across all account combinations for this grant fund.

  2. Project Budget (formerly called Authorized Budget or PBUD): The total authorized budget for this grant.

  3. PJTD Budget: The total project-to-date operating budget (excluding the budgeted amount for object code 4600, grant revenue), as of the specified accounting period, across all account combinations for this grant fund.

  4. PJTD Revenue: The total project-to-date revenue balance, as of the specified accounting period, across all account combinations for this grant fund. Note that this is All revenue, not just object code 4600 (grant revenue).

  5. PJTD Direct EXP: The total project-to-date direct expense balance, as of the specified accounting period, across all account combinations for this grant fund. Direct Expense is defined as the total expense excluding indirect cost (object codes 5282 and 5292). Total expense is defined by Template #2.

  6. PJTD INDIR EXP: The total project-to-date indirect expense balance, as of the specified accounting period, across all account combinations for this grant fund. Indirect Expense is activity in object codes 5282 and 5292.

  7. PJTD EXP: The total project-to-date Direct Expense plus Indirect Expense, as of the specified accounting period, across all account combinations for this grant fund.

  8. Transfers: Total balance of object codes 4822 (Cost Sharing Transfer – Committed) and 4827 (Cost Sharing Transfer – Uncommitted)

  9. PJTD Outstand Encumb: The total project-to-date Encumbrance balance, as of the specified accounting period, across all account combinations for this grant fund.

  10. Project BBA: The total project-to-date budget balance available, as of the specified accounting period, across all account combinations for this grant fund. This is calculated as:

    PJTD Budget less (PJTD EXP + PJTD Outstand Encumb)

Section 1/Column 3:

  1. Current OH Rate: The current overhead rate for this grant is displayed.

  2. Project Budget Var: The difference between the Project Budget (formerly called Authorized Budget or PBUD) for this grant and the current operating budget for the grant (PJTD Budget) is displayed. A variance here indicates that the grant may be either over or under-budgeted and is flagged as one of the exception conditions.

  3. Project Funded Amount Remaining: This represents the amount of the total award that has not yet been expended. This is calculated as the sum of the Project Funded Amount (formerly called Total Award or PBIL plus the project-to-date balance in the 4600 object code (grant revenue) for the grant. This grant revenue amount is Not displayed on the report.

  4. Unallowable EXP/Overdraft AMT: For grants which have expended less than the Project Funded Amount (formerly called Total Award or PBIL), this represents the amount of any unallowable expenditures in the grant. For grants which have already expended the total award amount, this represents any overdraft amount. In either case, a non-zero amount here is flagged as one of the exception conditions.

  5. Freeze Status: Displays the Freeze Status of the fund as of the date and time the report was executed.

      Not Frozen NONE of the transaction sources are currently frozen for this grant.
      Partially Frozen At least one, but not all of the transaction sources are currently frozen for this grant
      Fully Frozen All of the transactions sources are currently frozen for this grant.
      Fund Disabled The fund is disabled; its freeze status is irrelevant.

  6. Expense Variance: This field is the difference between PJTD expenditures in the Grants/Project module excluding unallowable expense (“CLEAR ME” transactions) less PJTD expenses


Section II: Summary Of Activity By ORG/CREF

This section of the report provides summary project-to-date revenue and expense balances across all ORG/CREF combinations where activity in the grant has occurred. For any given ORG/CREF, this information should foot to the corresponding total lines on the 103.ORG report for the same accounting period. For any given ORG, this information should foot to the corresponding total lines on the 102.ORG report for the same accounting period. The following describes the information provided in this section of the report.

  1. ORG: The ORG number followed by ORG name is displayed.

  2. CREF: The CREF number followed by the CREF description is displayed.

  3. PJTD Budget: The project-to-date revenue and expense operating budget for the listed ORG or ORG/CREF combination is displayed.

  4. PJTD Actuals: The project-to-date revenue and expense actuals for the listed ORG or ORG/CREF combination is displayed.

  5. PJTD Encumb: The project-to-date encumbrances for the listed ORG or ORG/CREF combination is displayed.

  6. PJTD BBA: The project-to-date budget balance available for the listed ORG or ORG/CREF combination is displayed. A negative BBA here is flagged as one of the exception conditions.


Last Page Of The Report:

On the last page of every report, two pieces of important information are provided: Report Parameters and Report Break - Resolved Parameters.

  1. Report Parameters
    The parameters used to request the report are printed on the last page as confirmation of what was requested. If the account combinations returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the report.

  2. Report Break - Resolved Parameters
    The list provided here presents the list of values within the range you provided as Report Parameters that passed security verification. When a report is submitted, ORGanization parameters that were provided are compared against your security profile. All ORGanizations in the range that match your profile will be returned to you in the report.

    This is a good place to look if you did not get the results you expected. Compare the list of ORGanizations in this list against the parameter range you provided. If an ORGanization is missing, chances are it does not exist in your security profile.

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