University of Pennsylvania
Business Enterprise Network
BEN Financials Home
Frequently Asked Questions
Advisories
Closing Schedules
Logging On
Desktop/Printer Standards
Documentation
Training
Security Access
Enhancement Requests
Financial Systems
Document/Forms
Feedback


U@Penn


University of Pennsylvania
Suite 318 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.746.4357 (Phone)
215.898.0817 (Fax)

Penn Home Penn A-Z Directories Calendar Maps
 
Business Enterprise Network

[ BEN Financials ]

134.OLD.ORG: SUMMARY OF FINAL EXPENDITURE REPORT (SFER)
Documentation :|: BEN Balances Report Documentation :|: Quick View

* Return to Quick View List

Last Updated: 05/12/2014


Please note: For reporting on balances prior to 01-May-2014, please use this report. For reporting on balances from 01-May-14 onwards, please use the 134.NEW.ORG: SUMMARY OF FINAL EXPENDITURE REPORT (SFER).

The SFER was designed to support the grant close-out process. It is used to report financial data for terminated grants only -- that is, grants whose project end date has passed. The 134.OLD.ORG report cannot be used to report on active grant funds. The 134.OLD.ORG report provides information on both the total

This report provides information aggregated at the fund level and, optionally, at CNAC/ORG/FUND or CNAC/ORG/FUND/CREF levels. At the fund level, the report consists of both a header and financial summary information. The header provides fund attributes and total project-to-date balances across all account combinations for the fund. The financial summary provides project-to-date budget, actuals, encumbrances and budget balance available at the detail object code level.

For the last budget period of the grant, revenue and expenditures are displayed in two columns -- one column for the fiscal year associated with the end of the grant and one column for all previous fiscal years covered by that budget period. If available, Budget Period End dates (fund attributes) will be used to determine the start and end dates of the last budget period. When not available, the last budget period will be assumed to cover the 12 month period immediately preceding the Project End Date. A note in the report heading will indicate if the last budget period was assumed to be 12 months in duration.

This report executes in one of two selection modes: AUTO SELECT mode and FUND SELECT mode.

In AUTO SELECT mode, the report will automatically select those grants that terminated during the user specified period. This selection is based on an evaluation of the Accounting Period parameter and the Account End Date attribute on the fund (see also Special Note below on date/accounting period manipulation in the SFER). The requestor has two separate detail options. The RESP ORG DETAIL OPTION allows the requestor to select the level of detail for funds where the requestor has security clearance for the fund's responsible organization. The ORG DETAIL OPTION allows the user to select the level of detail for funds where the requestor does not have security clearance for the responsible organization but does have clearance for one or more organizations associated with the account balances in the fund.

In FUND SELECT mode, authorized users can specify an individual fund and receive a report for that fund with balances as of the accounting period specified. Like the AUTO SELECT mode, the user has two separate detail options based on the user's security clearance and the responsible organization for the fund and/or the organization associated with the fund. Also, like the AUTO SELECT mode, only terminated grants can be reported in the FUND SELECT mode.

SPECIAL NOTE on DATE/ACCOUNTING PERIOD MANIPULATION within the SFER:

To produce the SFER, the system must compare dates to accounting periods. In order to do this, it must either convert the date to an accounting period or vice versa. The conversion of dates to accounting periods (and vice versa) is done using a simple calendar month/year formula rather than the actual BEN Financials accounting calendar. For example, for purposes of date comparisons, the period NOV-97 is considered to include any day during the calendar month of November, 1997, rather than any day covered by the actual NOV-97 accounting period. Thus, when a NOV-97 period is entered for AutoSelect Mode, the system will select any grant whose project end date occurred during the calendar month of November, 1997. Likewise, a date is converted to an accounting period by simply using the month/year portion of the date. Thus, a November 30, 1997 date would be converted to accounting period NOV-97 (even though in the actual BEN Financials calendar, November 30, 1997 falls in the DEC-97 accounting period). While this date/period manipulation is not exactly precise, it results in greater reporting coverage for the SFER than would be the case if the system calendar were used.


SORT ORDER/REPORT BREAK:

The report break determines the page-break, the first level of sort order, and the level of aggregation for the report. The first level of sort order is at the fund level. Additional sorts and page breaks are determined by the report type. The 134.OLD.ORG report has two detail options; each detail option has several report types. These are described in more detail in the REPORT PARAMETERS


REPORT TEMPLATE:

Report templates are used to create the rows on the report. The template determines the order of the rows (e.g., revenue followed by expense, salaries followed by employee benefit expense), the group of object codes to be included in each labeled row, (e.g., Current Expense includes travel & entertainment and supplies object codes, etc.), and the level of sub-totaling.

The 134.OLD.ORG report uses Template #4, which is a derivative of Template #2. Like Template #2, balances are reported down to the object code level. Template #4 allows overhead exclusions and any unallowable expenses for the fund to be grouped together with separate subtotals.


REPORT PARAMETERS:

The following parameters are provided for account selection on the 134.OLD.ORG report:

  1. PERIOD NAME (Required)
  2. ORG/RESP ORG LOW/HIGH
  3. FUND
  4. RESP ORG DETAIL OPTION (Required)
  5. ORG DETAIL OPTION (Required)

The following provides information on the parameters used for the 134.OLD. ORG.

PERIOD NAME: When in AutoSelect Mode, this parameter is used as the basis for selecting funds -- that is, the report will select only those funds that terminated during that period (the project end date on the fund occurred sometime during the month specified). The parameter is also used to determine the period through which financial data should be provided. In Fund Mode, the parameter is not used for account selection but is used to drive the period through which financial information should be provided. In Fund Mode, the period parameter entered must be greater than or equal to the month in which the project ended. See also the Special Note on date/accounting period manipulation earlier in this document.

ORG/RESP ORG LOW/HIGH: Unlike most of the other BEN Financials General Ledger reports, which provide three separate mix and match parameters for ORG, CONNECTOR, and RESP ORG, the 134.OLD.ORG report combines these into a single parameter. This single parameter works exactly like the "ORG OR RESP ORG" condition. For example, in the 134.OLD.ORG report, if the single ORG/RESP ORG parameter is completed with a low value of '0101' and a high value of 0102', the system will automatically construct selection logic looking for an ORG range of '0101 through 0102' OR a RESP ORG range of '0101 through 0102'. For additional information on the ORG/RESP ORG parameters, please refer to section 6. REPORT PARAMETERS.

FUND: When the FUND parameter is left blank, the report works in AutoSelect Mode. Entering a fund number in the FUND parameter puts the report into FundSelect Mode. This changes how the requested period is used and limits the report to the fund specified.

RESP ORG DETAIL OPTION: Describes the level of detail to be reported for funds where the responsible organization is within the user's BEN Financials security profile and within the requested ORG/RESP ORG LOW/HIGH range. Note: If the RESP ORG on the fund is within the user's BEN Financials security profile but the RESP ORG value is not included in the ORG/RESP ORG LOW/HIGH range, the ORG DETAIL OPTION will be used to determine the level of detail to be reported rather than the RESP ORG DETAIL OPTION.

The report types for the RESP ORG DETAIL OPTION are listed below:

  1. FUND ONLY
  2. FUND W/ CNAC/ORG/FUND DETAIL (default value)
  3. FUND W/ CNAC/ORG/FUND/CREF DETAIL

For all three report types, the report breaks first by fund. Funds are presented in ascending order; each change in fund will create a new page. Depending on the report type selected, additional breaks may also occur as shown in the table below.

Option Option Name Report Result
1 FUND ONLY A consolidated report for each selected fund; all financial information is aggregated at the fund level regardless of ORG or CREF.
2 FUND W/CNAC/ORG/FUND DETAIL A consolidated report for each selected fund plus a report in which the fund information is broken down and a page break occurs by ORG (similar to the breakdown on the 102.ORG report)

NOTE: if there is only one ORG combination for this fund, the CNAC/ORG/FUND detail report is suppressed. A note to this effect appears on the parameter page of the report.

3 FUND W/CNAC/ORG/FUND/CREF DETAIL A consolidated report for each selected fund plus a report in which the fund information is broken down and a page break occurs by ORG/CREF (similar to the breakdown on the 103.ORG report)

NOTE: if there is only one ORG/CREF combination for this fund, the CNAC/ORG/FUND/CREF detail report is suppressed. A note to this effect appears on the parameter page of the report.

ORG DETAIL OPTION: The ORG DETAIL OPTION is used to specify the level of detail to be reported when the RESP ORG on the fund is NOT within the user's BEN Financials security profile (or it is within the profile but has not been specified in the ORG/RESP ORG parameter range) but there has been activity in that fund for one or more ORGs that are within the user's BEN Financials security profile and are also within the specified ORG/RESP ORG parameter range. There are two report types available:

  1. CNAC/ORG/FUND DETAIL (default value)
  2. CNAC/ORG/FUND/CREF DETAIL

Depending on the report type selected, the report will either break by CNAC/ORG/FUND or by CNAC/ORG/FUND/CREF. No Fund view report is provided; this view is reserved for the RESP ORG.

EXAMPLES OF PARAMETER USAGE: AUTO SELECT vs FUND SELECT MODE
If you want this report .... Use these parameters ....
An SFER for all of "your" grants that expired as of the end of the previous month. PERIOD: enter the last closed accounting period (not the current open period)
ORG/RESP ORG: enter your range ORGsFUND: leave blank
DETAIL OPTION(s): select whichever value provides you with the most helpful level of detail
An SFER for "your" grants that expired in the current calendar month PERIOD: enter the current open period
ORG/RESP ORG: enter your range
ORGsFUND: leave blank
DETAIL OPTION(s): select whichever value provides you with the most helpful level of detail

Note: Regardless of the parameters you use, you can print an SFER only for grants whose Project End Date has already passed. So, if the Project End Date is at the end of the current month and you are running the report in the middle of the month, no SFER will be printed for that grant.

You have made close-out adjustments to a grant and you want to re-run the SFER for that grant to see the impact of your changes PERIOD: enter the current accounting period
ORG/RESP ORG: enter your range
ORGsFUND: specify the FUND number of the fund you wish to report on
DETAIL OPTION(s): select whichever value provides you with the most helpful level of detail


REPORT HEADINGS:

General

The report heading is presented at the top of each report.

  1. REPORT TYPE: Indicates the level of detail selected for the report. If the fund responsible organization is within the user's security profile and was included in the ORG/RESP ORG parameter range, the value specified for the RESP ORG DETAIL OPTION parameter will be displayed, otherwise, the value for the ORG DETAIL OPTION parameter will be displayed.
  2. AS OF PERIOD: The period selected for the report. For projects that end in the month of June, the report will always use the ADJ  accounting period (regardless of the value of the PERIOD parameter) for purposes of displaying financial balances.
  3. LAST BUDGET PD DATES: The start and end dates of the last budget period associated with the fund. The end date will always be the Account End Date while the start date is a derived date (derived either from the Budget Period Dates on the fund, when available, or as 12 months preceding the end date, when not available).
  4. LAST BUDGET PD ACCTNG: The accounting periods that correspond to the budget period dates. The accounting periods are derived based on the calendar month/year of the budget period dates rather than the BEN Financials accounting calendar. See also Special Note on date/accounting period manipulation earlier in this document.
  5. FUND: The fund code and description for the grant/contract being reported.
  6. RESP ORG: The responsible organization code and description for the fund being reported.
  7. Message Line:
    NOTE: LAST BUDGET PERIOD DERIVED WITHOUT BUDGET PERIOD DATES
    This indicates that the report assumed there was a 12 month budget period. This period is the 12 months preceding the project end date. This message is suppressed if the last budget period is defined on the Fund record.


FUND View: Header Data

In the fund view report, summary information for the fund is displayed at the top of the first page of the report in three columns as described below.

Column 1:

  1. PRIMARY PI: The name of the Primary Principal Investigator for this grant or contract.
  2. ACCOUNT START: This is the initial start date associated with this grant or contract.
  3. CURRENT BUDGET END: This is the end date on the current award for this grant or contract. For terminated grants, this should be the same as the Account End Date.
  4. ACCOUNT END: This is the end date for this project.
  5. SPONSOR: The name of the sponsor that awarded funds for this grant or contract.
  6. REIMBURSEMENT METHOD: This indicates how the University is reimbursed for expenditures on the grant or contract. 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 contract or 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 and contracts reimbursed through Letter of Credit (LOC), this field will display 'N/A'. For all other grants and contracts, this field displays either the Invoice Schedule, when reimbursement is "Invoice Required", or the Payment Schedule, when reimbursement is "Automatic Payment".
  8. FINANCIAL REPORT DUE DATE: This represents the date the financial report is due.
  9. DAYS TO SUBMIT FINAL REPORT: The number of days from the end of the grant that the sponsor requires the final report to be submitted.

Column 2:

  1. TOTAL AWARD (PBIL): The total award for this grant or contract 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 fund.
  2. AUTH BUDGET (PBUD): The total authorized budget for this contract or grant.
  3. PJTD BUDGET: The total project-to-date operating budget (excluding the budgeted amount for revenue object codes), as of the specified accounting period parameter, across all account combinations for this fund.
  4. PJTD REVENUE: The total project-to-date revenue balance, as of the specified accounting period, across all account combinations for this fund. Note that this is ALL revenue, not just object code 4600 (grant/contract revenue).
  5. PJTD DIR EXP: The total project-to-date direct expense balance, as of the specified accounting period, across all account combinations for this fund. Direct Expense is defined as the total expense excluding indirect cost (object codes 5282 and 5292). This total includes both allowable and unallowable direct cost.
  6. PJTD INDIR EXP: The total project-to-date indirect expense balance, as of the specified accounting period, across all account combinations for this 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 fund.
  8. PJTD OUTST ENCUMB: The total project-to-date Encumbrance balance, as of the specified accounting period, across all account combinations for this fund.
  9. PROJECT BBA: The total project-to-date budget balance available, as of the specified accounting period, across all account combinations for this fund. This is calculated as:
    PJTD BUDGET less (PJTD EXP + PJTD OUTST ENCUMB)

Column 3:

  1. CURRENT OH RATE: The current overhead rate for this fund is displayed.
  2. 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.

    PBUD/BUDGET VAR: The difference between the authorized budget for this fund (PBUD) and the current operating budget for the fund (PJTD BUDGET) is displayed. A variance here indicates that the fund may be either over or under-budgeted.

  3. PBUD/BUDGET VAR: The difference between the authorized budget for this fund (PBUD) and the current operating budget for the fund (PJTD BUDGET) is displayed. A variance here indicates that the fund may be either over or under-budgeted.

  4. 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 object code 4600 (grant/contract revenue).
  5. UNALLOWABLE EXP: This represents the amount of any unallowable expenditures that have occurred in this fund.
  6. OVERDRAFT AMT: This represents the amount of total expenditures in excess of the PBIL amount. The amount reported here corresponds to the total listed in the NET (SURPLUS)/DEFICIT row, under the column TOTAL PROJECT ACTUALS. When the account has a surplus position, the OVERDRAFT AMT will show a blank.
  7. FINANCIAL STATEMENT REPORTED DIRECT: The amount of direct costs last reported to the sponsor.
  8. FINANCIAL STATEMENT REPORTED INDIRECT: The amount of indirect costs last reported to the sponsor.
  9. RECEIVED FROM SPONSOR: For grants/contracts reimbursed through Letter of Credit (LOC), this field will display 'N/A'. For all other grants/contracts, 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.
  10. RECEIVABLE BALANCE: For grants and contracts reimbursed through Letter of Credit (LOC), this field will display 'N/A'. For all other grants and contracts, 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 or contract, 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 contract or grant. This balance will automatically be adjusted as expenditures occur.


CNAC/ORG/FUND and CNAC/ORG/FUND/CREF View: Header Data

The 134.OLD.ORG report has two report types that provide financial information in additional levels of detail. These report sections include the appropriate CNAC/ORG/FUND or CNAC/ORG/FUND/CREF references, as well as a subset of the fund view header information.

Column 1:

  1. CNAC/ORG/FUND or CNAC/ORG/FUND/CREF: Next to this label, the values of the CNAC/ORG/FUND or CNAC/ORG/FUND/CREF combination are displayed.
  2. PRIMARY PI: The name of the Primary Principal Investigator for this grant or contract.
  3. SPONSOR: The name of the sponsor that awarded funds for this grant or contract.

Column 2:

  1. DESCRIPTION: The alphabetic descriptions associated with the CNAC/ORG/FUND or CNAC/ORG/FUND/CREF values are provided.
  2. ACCOUNT START: This is the initial start date associated with this grant or contract.
  3. CURRENT BUDGET END: This is the end date on the current award for this grant or contract. For terminated grants, this should be the same as the Project End Date.

Column 3:

  1. ANTICIPATED ACCOUNT END DATE: This is the end date for this project.
  2. FINANCIAL REPORT DUE: This represents the date the financial report is due.


REPORT COLUMNS (all report types):

From left to right, the report columns will provide the following balances:

  1. TOTAL PROJECT BUDGET: The balance in this column is the total budget as of the requested accounting period.
  2. ACTUALS BEFORE LAST BUDGET PERIOD: The PJTD balances as of the accounting period right before the beginning of the last budget period.
  3. LAST BUDGET PERIOD ACTUALS; PRIOR TO Fynnnn: Within the period of time covered by the last budget period, this column represents the total actuals posted in a fiscal year other than the fiscal year associated with the ACCOUNT END DATE.
  4. LAST BUDGET PERIOD ACTUALS; Fynnnn: Within the period of time covered by the last budget period, this column represents the total actuals posted during the fiscal year associated with the ACCOUNT END DATE. For projects that end during the month of June, this column will include activity posted during the ADJ accounting period.
  5. LAST BUDGET PERIOD ACTUALS; CLOSE-OUT PERIOD ADJUSTMENTS: All activity that occurred after the Account End Date up through the specified accounting period. For example, if the project ended in March, 1997 (MAR-97) and the SFER is being run for SEP-97, this column will contain all of the activity posted to that grant from APR-97 through SEP-97, inclusive. In AutoSelect Mode, this column will always have zeroes (because in AutoSelect Mode the accounting period used always corresponds to the project end date).
  6. SUBTOTAL LAST BP + ADJUSTMENTS: The sum of columns 3, 4, and 5.
  7. TOTAL PROJECT ACTUALS: The balance in this column will contain the total project actuals up through the specified accounting period. This is also the sum of columns 2 and 5.
  8. ENCUMBRANCE: The balance in this column represents all outstanding encumbrances as of the specified accounting period.
  9. BUDGET BALANCE AVAILABLE: This is a calculated column. It represents the amount of total project budget dollars that have not been spent or encumbered. The column is calculated as follows:

    TOTAL PROJECT BUDGET - (TOTAL PROJECT ACTUALS + ENCUMBRANCE).


ERROR PROCESSING

The report traps and reports three error conditions. The first error condition occurs when the report is unable to determine the specific overhead or allowable expense rules for a selected fund. (These rules are stored in BEN Financials through a series of parent/child relationships and special tables.) When this error condition occurs in AutoSelect mode, a special error report is produced which will list all of the selected funds that had this condition. A regular 134.OLD.ORG report will NOT be printed for these funds. In Fund Select mode, the error message will be displayed on the report page. If an overhead rate is 0.0 or an overhead rate is not found, implying a 0.0 rate, the report shall process these funds normally.

The second error condition is found in Fund Select Mode only and occurs when the specified accounting period is before the Account End Date for the fund. In this case, an error message will be displayed on the report page.

The third error condition is also found only in Fund Select Mode and occurs when the ORG/RESP ORG parameters are inconsistent with the Fund value specified. That is, no data is found to match the ORG/RESP ORG/FUND criteria. In this case, an error message will be displayed on the report page.


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 request.
  2. REPORT BREAK - RESOLVED PARAMETERS
    The list provided here represents 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 BEN Financials security profile. All ORGanizations in the range that match your profile will be returned to you in the report.

    This is a good second 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.

Comptroller Spotlights

GL Object Codes FY2018
Concur Expense Type/Object Code Matrix (2018)
FY2017 Closing Instructions
FY17 Closing Calendar QRG
Guide to Year-End Closing
School Closing Summary Template

BEN Offices

BEN Deposits
BEN Financials
Office of the President Home Page Penn A-Z Directories Calendar Maps
 
 
Copyright © , University of Pennsylvania
3451 Walnut Street, Philadelphia, PA 19104 · 215.898.5000
Copyright Information | Contact Us | Privacy Policy


Penn Home
Visit Penn's website