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201.SCH: PJTD Revenue & Expense Totals for G&C/URF
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 4/20/12

The 201.SCH report provides a project-to-date summary of the selected accounts, showing revenue and expense totals for Sponsored Programs and the URF fund, and cannot be used to report on any other types of fund. The 201.SCH is a roll-up companion to the 211.SCH report, which provides the full-outline budget format. The 201.SCH report provides a summary of current period and project-to-date revenue and expense activity.

The report provides revenue & expense budget, actual, encumbrance and budget variance balances. Period-to-date actuals, year-to-date, and project-to-date balances are included. Percentages are provided to compare project actuals to budget amounts and to compare project-to-date actuals plus encumbrances to the project budget.

Several report options are provided as parameters to allow users to select one or both Fund Groups for the report.

The report uses a matrix format. The balances are used to create the columns and are read from left to right. The rows represent the totals of all the object codes associated with the balances. The sort order is controlled by a combination of page breaks and report templates. Specific information regarding page breaks, sort order and templates for this report is described below.


Report Options:

The report options determine the page break, the first level of sort order, and the level of aggregation for the report.

For the University Research Foundation fund, the 201.SCH offers two different break options. You may choose to see the URF fund summarized

8 by CNAC and Fund (CNAC/FUND),
9 by CNAC, Fund, Organization and CREF(CNAC/FUND/ORG/CREF),

or N Not Selected.

For the Sponsored Program fund group, the 201.SCH offers four different report options. You may choose to see sponsored program funds summarized:

1 by CNAC and Fund Group (CNAC/FG),
2 by CNAC, Fund Group and Organization (CNAC/FG/ORG),
3 by CNAC, Fund Group and FUND (CNAC/FG/FUND),
4 by CNAC, Fund Group, Organization and Fund (CNAC/FG/ORG/FUND),

or N Not Selected.

Effective April 2012, Service Centers can also be shown on this report using otions 1,2 or N.

All page-break combinations will be presented in ascending order, that is, the lowest combination of values to the highest.


Report Template:

This report uses templates to determine the fund groups and the rows. Funds are aggregated into fund groups based on the Revised Responsibility Center Management (RCM). For more information on how the fund groups are defined, see http://www.budget.upenn.edu/dlDocs/fund_aggregations.pdf

Row templates are used to create the rows on the report. The row 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., Travel & Entertainment includes 520x and 521x), and the level of sub-totaling.

Template 5C, which is a highly summarized version of Template 1C, is used to define the rows. In this report, balances are NOT reported down to the object code level. Instead, each row contains the sum of the balances for all of the object codes included in that row. Only the revenue and expense totals and the section on the bottom are included in this report. For more information on the row templates used in this report, see http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/templates/temp5.shtml

Note that this report uses Template 5C to produce reports for Grants and Contracts and URFs (and optionally, Service Centers). Template 5C (and 1C) treats Overhead on Sponsored Programs (i.e., Grant & Contract Overhead Charges) as an expense, whereas Template 5A (and 1A), which is used in most other BEN reports, treats this overhead as a contra-revenue, making this a reconciling item when comparing reports.

Parameters:

  1. Center LOW/HIGH (Required)
    Enter the low/high values for the Responsibility Center.

  2. NAC LOW/HIGH: (Required)
    Enter the low/high values for the Net Asset Class. All three Net Asset Classes are supported on this report. To receive a separate report for each of the three net asset classes, specify 0 as the low value and 2 as the high value. In addition, two special “summary” NAC values are also supported:

    T : When this NAC value is specified, the information on the report will be consolidated across all three net asset classes for the specified school or center.
    S : When this NAC value is specified, the information on the report will be consolidated across the unrestricted and temporarily restricted net asset classes only (NAC ‘0' plus NAC ‘1').

  3. ORG LOW/HIGH: (Required)
    Enter the Low/High values for the ORGs to be included for the report; to report on all ORGs within a school or center, specify the lowest ORG to the highest ORG in that school/center.

  4. This report can be produced for either or both of the shaded areas shown below by selecting the appropriate report option.

    BUDGET FUND CATEGORY FUND GROUP SUB-GROUP FUND OPTIONS
    Operating Budget General Funds and
    Designated Funds
    General Operating Funds General Purpose Funds 000000
    000001
    000007
    000008
    01xx03
    01xx04











    8,9
    Special Purpose Funds 01xx01
    01xx02
    01xx05
    Other Unrestricted Funds 000002
    000003
    000004
    000005
    000006
    000006
    000009
    000012
    000013
    020200
    020201
    Designated Investment
    Income Funds
    400000-
    489999
     
    Designated Gift Funds Operating Gifts 600000-
    649999
     
    Capital Gifts 65xxxx  
    University Bank Fund 000013  
    Sponsored Programs and
    Service Centers
    Sponsored Program Funds 5xxxxx 1,2,3,4
    Service Center 000011 1,2


  5. BREAK BY ORG PARENT INSTEAD OF ORG? (Y/N).
    To use org parent processing, specify a parent org for the org low value, choose report option 2, 4,or 9, and choose Y here. For more information on org parent processing, see http://www.budget.upenn.edu/rcm/org_parent.shtml

  6. ACTIVE ONLY?: (Y/N))

    Y: The report will include only those account combinations which are currently “active” ; all “inactive” combinations will be excluded.

    N: The report will include both “active” and “inactive” combinations.‘N’ is the default value.
    If you choose Yes, a common definition is used to determine whether the account is “active” or “inactive” (see Section 1.4, ACTIVE vs. EXPIRED ACCOUNTS). Since this definition does not use the grant start and end dates, some grants that have already ended may be included on the reports. While screening out inactive grants is useful when running the 10x Grant reports, it's normally not necessary or appropriate when running this report.


Report Heading:

The report heading includes the following information:
  1. REPORT BREAK
    Indicates the chart of accounts segments used to create the report break, depending on which option was chosen. The next line will show the chart of accounts values used for this particular part of the report. The codes used for fund groups, sub groups, and categories are shown on http://www.budget.upenn.edu/dlDocs/fund_aggregations.pdf

  2. ACCOUNTING PERIOD
    Indicates the accounting period for which information is being reported. Accounting period is specified as a parameter when the report is requested.

  3. DESCRIPTION
    The alphabetic descriptions associated with report break codes.


Report Columns:

From left to right, the report columns will provide the following balances:
  1. PJTD BUDGET: The balance in this column is the project-to-date operating budget. The amount reported is the sum of all budget activity from the beginning of the project up through the specified accounting period. Any changes to the operating budget within the accounting period being reported will also be reflected in this balance.

  2. CURRENT MONTH ACTUALS: The balance in this column will contain the period-to-date actuals for the specified accounting period.

  3. FYTD ACTUALS: The balance in this column will contain fiscal-year-to-date actuals, that is, the total activity from the beginning of the fiscal year up to and including the specified accounting period.

  4. PJTD ACTUALS: The balance in this column will contain project-to-date actuals, that is, the total activity from the beginning of the project up to and including the specified accounting period.

  5. % ACTUAL TO BUDGET: The data in this column is the PJTD Actuals divided by the amount in the PJTD Budget, stated as a percentage.

  6. ENCUMBRANCES: The balances in this column represent all outstanding encumbrances up to and including the specified accounting period.

  7. % ACT/ENC TO BUDGET: The data in the column reflects the sum of the amounts in the PJTD Actuals and Encumbrance columns, divided by the amount in the PJTD Budget column, stated as a percentage.

  8. BUDGET BALANCE AVAILABLE: A calculated column that represents the amount of project budget dollars that have not been spent or encumbered. The column is calculated as follows:

    PJTD BUDGET - (PJTD ACTUALS + ENCUMBRANCES)


Section At The Bottom:

On the 201.SCH and 211.SCH reports, the cash position section at the bottom of the report is populated for all funds, and for all break options, regardless of the BC. In the Fiscal Year To Date column, the "Net(Surplus)/Deficit" and the "Cash Effect of Other Activity" are added to the "Prior-Year Cash Position (Surplus)/Deficit" to provide the "Cumulative Cash Position (Surplus)/Deficit."

In the Project To Date columns, the "Net(Surplus)/Deficit" and the "Cash Effect of Other Activity" are added together. Since this is the project to date balance, there is no "Prior-Year Cash Position (Surplus)/Deficit" to be added in: it is already the "Cumulative Cash Position (Surplus)/Deficit."

In contrast, the 10x.ORG reports suppress the prior-year cash position in certain situations. Therefore, the section at the bottom will not be the same for 10x and 2xx reports run for the same orgs and funds.


Last Page Of The Report:

On the last page of every report additional pieces of important information are provided. We recommend that you keep this parameters page with the report to document what the report includes.
  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 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.

  3. ORG PARENT OVERLAP DIAGNOSTIC
    If you used org parent processing in this report, a third section will appear that shows the orgs that were included in each parent, and whether any of the underlying orgs were included in more than one parent in this report. For advice on what to do if you have overlaps, see http://www.budget.upenn.edu/rcm/org_parent.shtml

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