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219.SCH: Capital Projects And Expense Detail
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 5/11/05

Report 219.SCH: Capital Projects Revenue And Expense Detail is designed to provide an object-level detailed view of both the project-to-date and year-to-date expenditure, funding, financing, and capitalization activity for capital projects.

Report 219.SCH has two parts -- Part 1: Statement of CIP Funding, Financing, and Expenditures and Part 2: Statement of Funding and Financing Sources. Both Parts 1 and 2 are presented in a matrix format with object values and descriptions forming the report rows and balances forming the columns.

Part 1, the Statement of Funding, Financing, and Expenditures provides object-level expenditure, funding, financing, and capitalization balances for a single program or DFP/DPP. Information displayed in this section of the report reflects activity for a program within the Capital Construction Fund (000010) Only. Activity for a capital program outside of the 000010 fund will not be reflected in this portion of the report.

Part 2, the Statement of Funding and Financing Sources, shows the origin of all funding and financing which has been made available to a capital project. In this section of the report, information is displayed about capital program activity (e.g., transfers, advances, etc.) in funds Other Than the 000010 fund. The account number for the source of funding/financing is displayed in this portion of the report.

Note: Unlike other BEN Financials General Ledger reports, the 219.SCH report is "unsecured". This means that a user can report on Any capital project regardless of the ORGs or Centers associated with that project.


Report Break:


The 219.SCH report provides two page break options. The page breaks are controlled by the ‘Sort By’ parameter which is described below. Sorting by Program produces a page break for each unique program. The second page break option is by DFP/DPP. When DFP/DPP is selected, the report provides a consolidated view of all programs which are related to a specific DFP/DPP.

In addition to the page break by Program or DFP/DPP, an automatic page break is provided to present the capital projects information in two parts. Part 1 is the Statement of Funding, Financing, and Expenditures. It presents all activity associated with the 000010 fund. Part 2 is the Statement of Funding and Financing Sources. Part 2 will only be produced if funding/financing sources exist for the reported program.


Sort Order:


As discussed above, the first level of the sort order is determined by the sort parameter selected. You may choose to sort by capital Program or DFP/DPP number. The sort option chosen applies to both Part 1 and Part 2 of the 219 report.

The second level sort, how the revenue and expense object codes are ordered, is determined by the Report Template. In addition, the template determines the sub-totals on the report. The template used by this report is described below.


Report Template:


Report templates are used to create the rows on the report. The template determines the order of the rows (for example, program funding followed by financing, followed by CIP expenditures, etc.), the group of object codes to be included in each labeled row, and the level of sub-totaling.

The 219.SCH report uses Template #10B. In this report, balances are reported down to the object code level. If a budget, actual, or encumbrance balance has not been posted to an object code in the combination that is being reported, the row will be suppressed and will not appear on the report. For more information about Template #10, see the Template section of this document.


Parameters:


The following parameters are provided on the 219 report:

  1. Period Name (Required)

  2. Enter the accounting period to be reported (for example, JUL-97). All accounting periods (prior and current) are available for reporting. To request an accounting period, enter the period in the MON-YY format shown above, or use the "quick pick" option to display a list of available accounting periods.
     
  3. Program LOW/HIGH (Optional)

  4. Enter the low/high values for Program. This report allows selection all programs within the Capital Project ranges of 8000 - 9499, 3030 - 3240, 3242 - 3405, 3411 - 3999. To request a Program, enter the Program value, or use the "quick pick" option to display a list of available Programs. Multiple programs can be selected by either specifying a range of programs using the low/high value OR by specifying a capital project program "parent" value. When parent values are used, the report will provide consolidated information for each of the child values of that parent.

  5. center LOW/HIGH: (Optional):

  6. Enter the low/high values for the Center. When Center values are provided, the report will select only those capital programs that have been budgeted (in the 000010 fund) to the centers within the specified range. To request a Center, enter the Center value, or use the "quick pick" option to display a list of available Centers.

  7. Sort By: (Optional)

  8. Choose a value of ‘1’ to sort and create a page break for each unique occurrence of Program number. ‘1’ is the default value.
    Choose a value of ‘2’ to sort and page break by DFP/DPP number.
When Program and Center ranges are left blank, the 219 report will display all "active" programs. An inactive program is one that has been disabled and has no activity in the reported fiscal year. The list of programs can be limited by coding either a Program range, Center range or both.

To select an inactive program, enter its value in both Program Low and Program High.


Report Heading:

The report heading includes the following information:

  1. Report Break:
    Indicates the chart of accounts segments used to create the report break. In this case, the break is either Program or DFP/DPP.
     
  2. For Period Of:

  3. Indicates the accounting period for which information is being reported (for example, JUL-97). Accounting period is specified as a parameter when the report is requested.
     
  4. DFP/DPP:

  5. The Department of Facilities Planning (DFP) or Department of Physical Plant (DPP) project number assigned to the capital project.

    Note: This label and its associated value will only display in the heading when Program is chosen in the ‘Sort By’ parameter.
     

  6. Program or DFP/DPP

  7. Provides the value of the current Capital Program or the Department of Facilities Planning or Department of Physical Plant number assigned to the capital project, depending on the ‘Sort By’ option chosen.
     
  8. Description:

  9. The alphabetic descriptions associated with the Program value.

    Note: Description will only be presented when Program is chosen in the ‘Sort By’ parameter.
     

  10. CPTA Amount:

  11. The total dollar amount posted to the special CPTA budget. This represents the approved (certified) level of expenditures for the capital project.


Report Columns:


From left to right, the following report columns provide dollar amount or descriptive information. All dollar amounts are rounded to the nearest whole dollar.

Part 1: Statement Of CIP Funding, Financing, And Expenditures

  1. Object: Value of the Object associated with the balances for a given row.
  2. Description: Alphanumeric description associated with the Object value
  3. PROG: Value of the capital program associated with the balances for a given row.
  4. Note: The Program column will only display when DFP/DPP is chosen as the ‘Sort By’ parameter.

  5. Description: Alphanumeric description associated with the Program value.
  6. Note: The Program Description column will only display when DFP/DPP is chosen as the ‘Sort By’ parameter.

  7. CNAC - ORG: The Center Net Asset Class and Organization to which the listed balance was posted.
  8. PJTD Budget: The Project-To-Date budget amount. The amount reported is the sum of all project to date budget activity up to and including the specified accounting period.
  9. Current Month Actuals: The period-to-date balance for the specified accounting period.
  10. Fiscal YTD Actuals: The balance in this column will contain fiscal year-to-date balances (that is, the total activity from the beginning of the fiscal year up to and including the specified accounting period).
  11. PJTD Actuals: The balance in this column will contain project-to-date balances (that is, the total project to date activity up to and including the specified accounting period).
  12. Encumbrances: The balances in this column represent all outstanding encumbrances, up to and including the specified accounting period.
  13. Budget Balance Available: A calculated column that represents the amount of operating budget dollars not spent or encumbered. The column is calculated as follows:
    1. PJTD Budget - (PJTD Actuals + Encumbrances)

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