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[ BEN Financials ]

137.ORG: Grant/Contract Budget Period Summary Report
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 09/07/01

The 137.ORG report provides a budget period view of grant/contract revenue and expenditure balances. By providing a Resp ORG/ORG range, the report may be used to select all of the active grants (those whose project end date has not yet passed) within the range of ORGs specified. Alternatively, a single grant fund may be selected for reporting, even if the grant has already terminated.

This report provides information aggregated at the fund level and, optionally, at either the CNAC/ORG/FUND or CNAC/ORG/FUND/CREF levels. For a single budget period, the report provides each funds Budget, Actuals, Encumbrance, Budget Balance Available, and Percent of Actuals and Encumbrance to Budget. The Budget Balance Available for all prior budget periods is also provided. Finally, the report presents balances for Project to Date Budget and Budget Balance Available as of the reported budget period.

The 137.ORG report consists of three parts:

    Part 1: provides a high level view of balances for the fund and lists only the total/sub-total lines from each of the revenue/expense categories.   Part 2: provides a drill down from Part 1 and displays balances at the object code level.   Part 3: is an error report that lists any errors encountered when processing the funds for the report.
     
The 137.ORG report executes in one of two selection modes: AutoSelect mode and FundSelect mode.

In AutoSelect mode, the report will automatically select those grants, within the ORG/RESP ORG range specified, whose project end date has not yet passed and provide information on the current budget period for each selected grant. In this mode, the only required parameters are the ORG/RESP ORG range and the detail options. The accounting period parameter is optional; if left blank, the system will provide information as of the last closed accounting period. In AutoSelect mode, only "active" grants are selected (grants whose project end date has not yet passed).

In FundSelect mode, the report will provide information only for the fund specified. In FundSelect mode, the Budget Period parameter may be used to specify which particular Budget Period should be reported; if left blank, the system will report on the current Budget Period for that fund. In FundSelect mode, any grant -- active or terminated -- may be reported.


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. Report breaks and page breaks are determined by the report type. The 137.ORG report has two detail options; each detail option has several report types. These are described in more detail in the Report Parameters section later in this document.

Within each report break based on the detail option selected, the 137.ORG report provides additional page breaks to present summary/sub-total balances separately from detail object level balances. Summary Level Balances are contained in Part 1 -- Revenue and Expense Overview. Object balances are shown in Part 2 -- Revenue and Expense Drilldown Summary.


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 137.ORG report uses Template #4A, which is a derivative of Template #2. Template #4A allows overhead exclusions to be identified and flagged on the report. In addition, any unallowable expenses for the fund are grouped together with a separate subtotal.


Report Parameters:


The following parameters are provided for account selection on the 137.ORG report:
  1. ORG/RESP ORG LOW/HIGH
  2. Period Name
  3. FUND
  4. Budget Period
  5. RESP ORG Detail Option
  6. ORG Detail Option
The following provides a brief description of each of these parameters.
  1. ORG/RESP ORG LOW/HIGH (Optional)

  2. Enter the Low/High values for the RESP ORGs or ORGs to be included for the report. To report on all RESP ORGs or ORGs within a school or center, specify the lowest ORG to the highest ORG in that school/center.

    Note: Unlike most of the other FinMIS General Ledger reports, which provide three separate mix-and-match parameters for ORG, Connector, and RESP ORG, the 137.ORG report (and the 134.ORG report) combines these into a single parameter. This single parameter works exactly like the "ORG OR RESP ORG" condition. For example, in the 137.ORG report, if the 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.
     

  3. Period Name (Optional)

  4. Enter the Accounting Period to be reported (for example, JAN-98). All prior and current accounting periods are available for reporting. To request an accounting period, enter the period in the MON-YY format, or use the "quick pick" option to display a list of available accounting periods.

    The Accounting Period specified must be consistent with the budget period reported for a fund. In other words, the accounting period specified must fall within the start and end points of the reported budget period. In AutoSelect mode, the Accounting Period parameter should simply be left blank -- the system will automatically use the last closed accounting period. In FundMode, the Accounting Period parameter must be a period that falls within the specified budget period for the fund. In FundMode, if the Accounting Period parameter is left blank or is not within a funds selected budget period, the report will use either the selected budget periods ending accounting period, or the last closed accounting period within the selected budget period, whichever is less. The defaulted accounting period is displayed on the Report Parameter page.

    Note: When a budget period ends in June, the report will always include balances for the ADJ accounting period even if the ADJ period is not specified as the Period parameter.

    Examples:
    Assume a grant has the following contract dates:

    Account Start Date: 01-Sep-1996

    Current Budget End Date: 31-Aug-1998

    Account End Date: 31-Aug-1999

    and the following budget period data:
     
    Budget Period End Dates:  The system will calculate the following   

    Start Date

    The system will calculate the following  

    Start Period

    The system will calculate the following  

    End Period

    BPE 1: 31-AUG-1997 01-Sep-1996 Sep-96 Aug-97
    BPE 2: 31-AUG-1998 01-Sep-1997 Sep-97 Aug-98
    BPE 3:       

    In the examples that follow, assume that the current date is March 3, 1998 and that the current open accounting period is MAR-98.
     

    Example 1:
     
    In FundSelect mode, assume you want to report on the first budget period.

    The Budget Period parameter should be set to AUG-97 (the month and year that the first budget period ended; see BPE 1 date above).

    The Accounting Period parameter can be any value from SEP-96 through AUG-97, depending on the point in time you want to capture. For example, if you want to see information as of the End of the first budget period, use AUG-97; if you want to see information as of the middle of the first budget period, use FEB-97. If the Accounting Period parameter is left blank or if the period specified is not within the range SEP-96 thru AUG-97, the system will use AUG-97 (the last completed period within the selected budget period).

    Example 2:

    In FundSelect mode, assume you want to report on the second budget period. In this example, the second budget period is also the current budget period for this grant.

    The Budget Period parameter should either be left blank or set to AUG-98 (the month and year that the second budget period will end; see BPE 2 date above). Since this is the current budget period for this fund, the Budget Period parameter can be left blank because the system will automatically select the current budget period unless instructed otherwise.

    The Accounting Period parameter can be any value from SEP-97 through MAR-98 (the current open period). If left blank or if the period specified is not within the range SEP-97 thru MAR-98, the system will use FEB-98 (the last completed period within the selected budget period).
     
     

  5. FUND (Optional)

  6. Enter the specific Fund on which you wish to report. If Fund is left blank, the report uses automatic selection criteria based on the Org/Resp Org. If the fund is entered, you may choose an active or terminated fund. When a fund value is not specified, the report will automatically go into AutoSelect mode and only active funds are selected.
     
  7. Budget Period (Optional)

  8. The Budget Period parameter is used in FundSelect mode only; it is ignored in AutoSelect mode.

    For FundSelect mode, enter the end date (MON-YY format) of the budget period that you want selected for the report. When Budget Period is left blank, the current budget period is selected for the specified fund.
     

  9. RESP ORG Detail Option (Required)

  10. This parameter controls the level of detail to be reported for funds where the responsible organization is within the users FinMIS security profile and within the requested ORG/RESP ORG low/high range. Note: If the RESP ORG on the fund is within the users FinMIS security profile but the RESP ORG value is not included in the ORG/RESP ORG low/high range, the ORG Detail Option parameter will be used to control the level of detail reported for that fund 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. Moreover, for each fund, a page break will occur between Part 1 and Part 2 of the report. 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.

  11. ORG Detail Option: (Required)

  12. 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 users FinMIS 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 users FinMIS security profile and are also within the specified ORG/RESP ORG parameter range. There are two report types available:

    2. CNAC/ORG/FUND Detail (default value)
    3. CNAC/ORG/FUND/CREF Detail
     
    No Fund view report is provided as this view is reserved for the RESP ORG. Depending on the report type selected, the report will either break by CNAC/ORG/FUND or by CNAC/ORG/FUND/CREF. Within each unique CNAC/ORG/FUND combination (or CNAC/ORG/FUND/CREF combination, if option 3 is selected), a page break will also occur between Parts 1 and 2 of the report.


Report Headings:

Main Heading
The main heading of the report includes the following information:

  1. Report Type:

  2. Indicates the level of detail selected for the report. If the fund responsible organization is within the users 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 here, otherwise, the value for the ORG Detail Option parameter will be displayed.
     
  3. As Of Accounting Period:

  4. Indicates the accounting period for which information is being reported. Accounting period may be specified as a parameter when the report is requested. If the Accounting Period parameter was either left blank or the value specified was not within the funds selected budget period, the report defaults to either the last closed accounting period within the budget period, or the accounting period associated with the end of the selected budget period, whichever is most reasonable given the run date of the report. Any default values used within the report are displayed on the Report Parameters page within parenthesis and labeled Derived.
     
  5. Selected Budget Period:

  6. Start/End Dates
    The beginning and ending dates associated with the Budget Period that is being reported for each fund. The report searches the funds five Budget Periods and selects the one which includes the Budget Period parameter value, if specified, or the current budget period if the budget period parameter is not specified. This establishes the End Date of the selected Budget Period. The report then calculates the Start Date for that Budget Period based on either the end date of the immediately preceding budget period or the Account Start Date, whichever makes the most sense.

    Start/ End Periods
    The beginning and ending periods associated with the budget period that is being reported for each fund. The report calculates the start and stop periods by extracting the month and year from the Start Date and the month and year from the End Date of the budget period. If the calculated Start Date of the budget period is not the first of the month, the Start Period is calculated as the next full month. For example, if the Start Date of a particular budget period is August 15, 1997, the report will calculate the Start Period as SEP-97 rather than AUG-97.
     

  7. Part 1: Revenue And Expense Overview or

  8. Part 2: Revenue And Expense Drilldown Summary or
    Part 3: Grant Budget Period Exceptions
    A fixed label used to describe the type of data being reported on the page.
     
  9. FUND:

  10. The fund number and description for the grant or contract being reported
     
  11. RESP ORG:

  12. The Responsible Organization code and description for the grant or contract fund being reported.
Fund Summary:

When the funds Resp Org matches the Org/Resp Org input parameter, descriptive information for the grant/contract fund is provided in three columns across the top of the page. This information is repeated on Parts 1 and 2 of the report.

Column 1:

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

  2. Account Start Date: The initial start date associated with this grant or contract.

  3. Current Budget End Date: 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 Date: This is the anticipated end date for this project.

  5. Sponsor: The name of the sponsor who 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 grant or contract.
    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 sponsors 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").

Column 2:

  1. Total Award (PBIL): The total award for this grant/contract as of the last closed 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. The PBIL information is always displayed as of the last closed accounting period regardless of the budget period selected or the Accounting Period parameter.

  2.  
  3. Auth Budget (PBUD): The total authorized budget for this grant/contract as of the last closed accounting period. The PBUD information is always displayed as of the last closed accounting period regardless of the budget period selected or the Accounting Period parameter.

  4.  
  5. BPE 1 End Date: The End Date for the funds first Budget Period. An indicator of ** displayed next to this End Date means that this was the Budget Period used for the report.

  6.  
  7. BPE 2 End Date: The End Date for the funds second Budget Period. An indicator of ** displayed next to this End Date means that this was the Budget Period used for the report.

  8.  
  9. BPE 3 End Date: The end date for the funds third Budget Period. An indicator of ** displayed next to this End Date means that this was the Budget Period used for the report.

  10.  
  11. BPE 4 End Date: The End Date for the funds fourth Budget Period. An indicator of ** displayed next to this End Date means that this was the Budget Period used for the report.

  12.  
  13.  BPE 5 End Date: The End Date for the funds fifth Budget Period. An indicator of ** displayed next to this End Date means that this was the Budget Period used for the report.

Column 3:

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

  2.  
  3. Direct Cost Reported (FSRD): The total amount of direct costs reported to the sponsor for this grant/contract as of the last closed accounting period.

  4.  
  5. Indirect Cost Reported (FSRI): The total amount of indirect costs reported to the sponsor for this grant/contract as of the last closed accounting period.

  6.  
  7. OBJ Parent For MTDC Base: The name of the object parent for the modified total direct cost. This "parent" contains all of the object codes that are subject to overhead for this grant or contract. The children of this parent can be viewed online within the GL COA Inquiry responsibility (COA Query screen).

  8.  
  9. OBJ Parent For Billable Base: The name of the object parent for the billable base. This "parent" contains all of the object codes that are considered "allowable expenditures" for purposes of billing the sponsor. The children of this parent can be viewed online within the GL COA Inquiry responsibility (COA Query screen).

  10. 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.
ORG/CREF Detail
The 137.ORG report provides options by which you may choose to see grant budget period information at either the ORG/FUND or ORG/FUND/CREF level. These report sections include the appropriate CNAC/ORG/FUND or CNAC/ORG/FUND/CREF references, as well as a subset of the fund summary header information as described below.

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.  
  3. Primary PI: The name of the Primary Principal Investigator for this grant or contract.

  4.  
  5. Sponsor: The name of the sponsor that awarded funds for this contract or grant.
 
Column 2:
 
  1. Description: The alphabetic descriptions associated with the CNAC/ORG/FUND or CNAC/ORG/FUND/CREF values are provided.

  2.  
  3. Account Start: The initial start date associated with this grant or contract.

  4.  
  5. Current Budget End: The end date on the current award for this grant or contract.
 
Column 3:

Account End Date: The anticipated end date for this project. Report Columns (all report types):
From left to right, the report columns provide the following balances:

  1. All Prior Budget Periods BBA: The balance in this column is the cumulative Budget Balance Available (BBA) for all budget periods prior to the start of the selected Budget Period. This BBA figure is computed by subtracting the grants project-to-date Actuals and Encumbrances from its project-to-date Budget as of the accounting period immediately preceding the start of the selected Budget Period.

  2.  
  3. Selected Budget Period; Budget: The balance in this column represents the sum of the Operating Budget transactions posted to the grant from the beginning of the Selected Budget Period up to and including the Accounting Period shown at the top of the report. Note: When a Budget Period ends in June, the report will always include balances from the subsequent ADJ accounting period as part of that Budget Period.

  4.  
  5. Selected Budget Period; Actuals: The balance in this column represents the sum of the Actuals transactions posted to the grant from the beginning of the Selected Budget Period up to and including the Accounting Period shown at the top of the report. Note: When a Budget Period ends in June, the report will always include balances from the subsequent ADJ accounting period as part of that Budget Period.

  6.  
  7. Selected Budget Period; Encumbrance: The balance in this column represents the cumulative total outstanding encumbrances for the grant as of the Accounting Period shown at the top of the report. Note: When a Budget Period ends in June, the report will always include balances from the subsequent ADJ accounting period as part of that Budget Period.

  8.  
  9. Selected Budget Period; BBA: The balance in this column represents the Budget Balance Available for the Selected Budget Period as of the Accounting Period shown at the top of the report. It is calculated by subtracting Selected Budget Period Actuals and Encumbrances from Selected Budget Period Budget.

  10.  
  11. Selected Budget Period; % Act+ ENC To Budget (xx% of BP):

  12. Two pieces of information are being provided:
    a. The figure in the heading (xx% of BP) indicates the percentage of the budget period that has passed as of the specified accounting period.
    b. The data in the column is calculated based on the following formula and then expressed as a percentage:
    (Selected Budget Period Actuals +
    Selected Budget Period Encumbrances) /
    Selected Budget Period Budget
     
  13. Project To Date Budget: The balance in this column contains the Project-to- Date Budget amount as of the Accounting Period shown at the top of the report. It includes Budget balances from all prior budget periods plus budget balances for the Selected Budget Period.

  14.  
  15. Project To Date BBA: The balance in this column represents the remaining amount of the grants budget, as of the Accounting Period shown at the top of the report. It is computed by subtracting the grants project-to-date Actuals and Encumbrances from its project-to-date Budget.
Part 3: Error Report
The Error Report lists any errors encountered during processing of the report. Grants will be listed on Part 3 if:
  1. The budget periods have not been set up.
  2. The budget period dates are not in sequential order.
  3. The report is unable to determine a billable base or overhead base. An overhead rate of zero or no value (implied zero) is acceptable and the report will process those funds.
  4. No project end date has been assigned to the fund.
  5. In fund mode, the budget period requested has not started yet.
  6. In fund mode, the requested budget period does not match a budget period associated with the fund.
  7. The current budget period cannot be determined.
For each fund found with errors, the Error Report lists the Fund Number, Fund Description, Fund Resp Org, the five Budget Period End (BPE) dates, the Account Start Date, the Account End Date, and an error code describing the problem.


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.
 

 

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