[ BEN Financials ]
115.ORG: Grant Fund Summary Report
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Last Updated: 12/11/03
The 115.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
by the Responsible ORGanization only.
The 115.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.ORG breaks at the FUND level. A new page will be
created for each unique FUND reported.
Sort Order:
The 115.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:
- Resp ORG Low/High
- Fund Low/High
- 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'
- This option will select all active grants that also meet the
RESP ORG and any Fund criteria specified.
- 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:
- There is a variance, at the fund level, between PBUD and the
total PJTD budget for the grant; or
- There are unallowable expenses or an overdraft amount at the
fund level; or
- 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:
- 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
- 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
- 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:
Responsible Organization
Indicates the numeric code and
name of the Responsible ORG for the fund listed on the report.
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. 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:
Primary PI: The name of the Primary Principal Investigator for this grant. Account Start: This is the initial start date associated with this grant. Current Budget End: This is the end date on the current award for this grant. Account End: This is the anticipated end date for this project. Sponsor: The name of the sponsor that awarded funds for this grant. 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. |
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".
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.
Receivable Balance: 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 receivable balance
as of the accounting period specified. The receivable balance is
calculated based on payments received from the sponsor and the
allowable expenditures that have occurred in the grant, Not the
total award amount.
If the Receivable Balance is a positive number, this means that
the sponsor owes the University for the amount listed (remember,
depending on the invoice schedule, the sponsor may not yet have
been billed for all expenditures). If the Receivable Balance is a
negative number, this means that the sponsor has paid in advance
of expenditures on the grant. This balance will automatically be
adjusted as expenditures occur.
Section 1/Column 2:
Total Award (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.
Auth Budget (PBUD): The total authorized budget for this grant. 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.
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).
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.
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.
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.
PJTD Outstand Encumb: The total project-to-date Encumbrance
balance, as of the specified accounting period, across all account
combinations for this grant fund.
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:
Current OH Rate: The current overhead rate for this grant is displayed. PBUD/Budget Var: The difference between the authorized budget
for this grant (PBUD) 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.
PBIL Remaining: This represents the amount of the total award
that has not yet been expended. This is calculated as the sum of
the PBIL amount 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.
Unallowable EXP/Overdraft AMT: For grants which have expended
less than the total award (PBIL) amount, 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.
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. |
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.
ORG: The ORG number followed by ORG name is displayed. CREF: The CREF number followed by the CREF description is displayed. PJTD Budget: The project-to-date revenue and expense operating
budget for the listed ORG or ORG/CREF combination is displayed.
PJTD Actuals: The project-to-date revenue and expense actuals
for the listed ORG or ORG/CREF combination is displayed.
PJTD Encumb: The project-to-date encumbrances for the listed
ORG or ORG/CREF combination is displayed.
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.
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.
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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