Fund Manager Tools Monthly Reconciliation Recharge Billing UCLA Department of Medicine Office of Research Administration

School of Medicine FPM/QDB UCLA Department of Medicine Office of Research Administration

SOM Financial Projection Module Access: QDB login and password + CAO email to Saira Almeida How do I access it? Dean’s Office Application Dashboard icon installed on your desktop What do I use it for? Enter projected staff salary and non-salary expenses to appear in SOM QDB financial statements Updated benefit rates to accurately project future payroll expense Add Closing To-Appear projections for Close Out Packet View Chart of Accounts for your division Assign Internal PI Name Assign Fund Manager Add comments & fund “short names” for the Summary By Sub financial reports MSOs use to enter Faculty Worksheet data UCLA Department of Medicine Office of Research Administration

SOM Financial Projection Module UCLA Department of Medicine Office of Research Administration

School of Medicine (SOM) QDB Access: QDB login and password How do I access it? In Excel, under Add-ins, Dean’s Office Programs or QDB/GLPPP FPM Ad Hoc Reporting (if you don’t see, go to Dean’s Office Programs website and/or contact your IT) What do I use it for? In conjunction with FPM, SOM QDB is used to produce monthly financial statements Used to create Closing Packet to close all contract and grant funds Use to search & sort data quickly UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration School of Medicine QDB UCLA Department of Medicine Office of Research Administration

SOM Fiscal Reporting Application UCLA Department of Medicine Office of Research Administration

SOM Financial Reporting Application Access: QDB login and password How do I access it? – 2 options: Dean’s Office Application Dashboard icon installed on your desktop – NO LONGER SUPPORTED QDB/FPM under General Ledger Custom Reports What do I use it for? Monthly Overdraft Report List of all Account/Funds in your Division you are responsible for (current or historical) UCLA Department of Medicine Office of Research Administration

SOM Fiscal Reporting Application – QDB/FPM UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration SOM Fiscal Reporting Application – Dean’s Office Dashboard (no longer supported) UCLA Department of Medicine Office of Research Administration

UCLA Financial Web Reports Online Financial System Reports (OFSR) UCLA Department of Medicine Office of Research Administration

UCLA Financial Web Reports Access: UCLA login and password Otherwise known as campus QDB How do I access it? Accounting’s Website – FS Applications What do I use it for? Reports: Fund Balances, Account Summary, Detail General Ledger, Recharge Activity & ID, Open Commitment, Consolidated Gift Fund, Table of Funds, Table of Accounts, Sub-Object Code Listing, Consolitdated Gift Fund Management… Actions: Npear, TOFs, Recharges Post Authorization Notification (PANs) & Web DocumentDirect UCLA Department of Medicine Office of Research Administration

UCLA Financial Web Reports UCLA Department of Medicine Office of Research Administration

Post-Award Management System (PAMS) UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration PAMS Access: UCLA login and password How do I access it? EFM’s Website or ORA Portal What do I use it for? Now: Review your financial responsibilities & when reports are due Upload closeout packets Future: Use as a full reconciliation tool UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration PAMS UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration DocumentDirect UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration DocumentDirect Access: UCLA login and password How do I access it? – 2 options Payroll Website under Web Applications UCLA Financial Web Reports under Applications – Web DocumentDirect What do I use it for? View & print official document of record for all University reports such as General Ledgers (FS100) Payroll Ledgers (PPP5302) UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration OASIS UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration OASIS UCLA Department of Medicine Office of Research Administration

Web Employee Database (EDB) Payroll only UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Web EDB Access: UCLA login and password - Requires EDB access via DSA with CAO approval How do I access it? Payroll Website under Web Applications What do I use it for? Similar data as OASIS PPP application but more user friendly Look up UID Title & Title Code Pay Rate UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Web EDB UCLA Department of Medicine Office of Research Administration

ORA Online Resource Center (ORA Portal) UCLA Department of Medicine Office of Research Administration

ORA Online Resource Center (ORA Portal) Access: UCLA login + Request access through the portal (see “Get Help”) How do I access it? Via web: http://portal.research.ucla.edu What do I use it for? Awards, Proposals, IRB & ARC and ERS statistics Award Status & Snapshots Investigator Directory Search Fund Expiration – Expired & Upcoming Submission of Smart Closeout Package to EFM (now use PAMS) NIH Salary Cap Exceptions Report Links to other UCLA C&G related forms and information UCLA Department of Medicine Office of Research Administration

NIH Salary Cap Exception Report Access: ORA Portal – Compliance – Salary Cap Overpayment/Disallowance Report Use your UCLA Logon & Password Run report: Quarterly By Department FS Code or PI Fund Number Report will show original amount paid over the cap AND any corrections Make sure the Debits and Credits zero out Ability to export to Excel UCLA Department of Medicine Office of Research Administration

ORA Online Resource Center (ORA Portal) UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration PI Portal UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration PI Portal Access: UCLA login + PI MUST grant access to the Fund Manager (via the Settings menu) How do I access it? Via web: https://piportal.research.ucla.edu/piportal/ What do I use it for? View what the PI sees Generally the FM will use FPM/QDB, or other tools, instead of PI Portal View Burn Rate for expenditures vs. time lapsed View linked account balances & expenditures View linked account Payroll details UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration PI Portal UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration PI Portal – Burn Rate UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration PI Portal – Fund Detail UCLA Department of Medicine Office of Research Administration

Fund Manager Tools Monthly Reconciliation Recharge Billing UCLA Department of Medicine Office of Research Administration

Why do we need to reconcile? NIH policy requires it: see Grants Policy Statement on financial management standards (section IIA, page 98). Allows you to create accurate financial statements so PIs can make informed decisions about their research. Protect yourself, the PI, the Dept & University from audit disallowances. Before you start, read Sponsor guidelines and review approved budget to gain an understanding what is allowable and unallowable. No single “right” way to reconcile…but there are plenty of wrong ways!  UCLA Department of Medicine Office of Research Administration

How often should we reconcile? MONTHLY! Why? To ensure current, accurate financial data is provided to our PI’s Avoid over or under spending of funds Timely cost transfers/change orders/X-outs = PI has time to spend $ on other project related expenses, instead if sending $ back to agency. If cost transfers are processed in a timely manner (i.e. w/i 120 days): you do not need exceptional approval from EFM. UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration TOOL – FS0100 Ledger and/or FPM/QDB Summary by Sub/Object & Closed Reports UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Step #1 – Review Object Codes: FS0100 Sub-Object Summary/Summary-By Sub Object (QDB) Tool - FS0100 Detail General Ledger, Expenditures: Sub-Object Summary Are all Object Codes allowable & applicable on this grant? UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Step #2 – Review Non-Payroll Expense: Current Month Transactions (FS0100) or Closed (QDB) Are all expenses allowable & applicable to this grant according to agency policy & approved budget Pay close attention to Recharge entries, as Recharge IDs can become blank checks if appropriate controls are not in place. UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Step #3 – Review Payroll: Payroll Ledger (PPP5302)/PPP Employee Sum by Org (QDB) Are all individuals actually working on the grant? Is the percent salary appropriate according to actual effort worked & budgeted? If NIH, are all pay rates at or below the cap? Are benefits in FPM projecting accurately? UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration TOOL – SOM QDB/FPM UCLA Department of Medicine Office of Research Administration

Step #4 – Review Remaining/Open Encumbrances (QDB): Are all encumbrances valid, or does the PO need to be X’ed out? UCLA Department of Medicine Office of Research Administration

Step #5 – Run Warnings & Unallowable Object Code Report (QDB) Use this tool as a double check to your reconciliation of the Sub-Object Summary ledger. If allowable, be prepared to provide additional justification & documentation to support allowability. UCLA Department of Medicine Office of Research Administration

Step #6 – Review Linked Accounts (QDB Summary of Funds) Are any linked account in overdraft? Are funds being spent according to budget, agency policies, and how your PI intended? UCLA Department of Medicine Office of Research Administration

Step #7 – Run F&A Reconciliation Link Report (QDB) Is there a VARIANCE listed at the bottom of the report? If the Variance is POSITIVE, the fund was not charged enough 9H, and needs to be debited. If the variance is NEGATIVE, the fund was charged too much 9H, and is due a credit. EFM will have to JOURNAL the VARIANCE in order to debit/credit the 9H pool. UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Step #8 – Check for 9H Adjustment Needed on Summary-By-Sub Report (QDB) Run the report using the FULL ACCOUNTING UNIT (FAU). You will not get correct results if you enter an “*” in the Account or Cost Center. Is there an amount other than zero listed under 9H TOF Adj needed? Understand WHY before processing TOF. Examples: Was unbudgeted equipment, GSR fees, patient care purchased? Did subawards get object coded correctly to reflect 9H on first $25K? UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration TOOL – ORA Portal UCLA Department of Medicine Office of Research Administration

Step #9 – Run Salary Cap Report (for applicable funds) Choose your Dept, Salary Cap amount & time period (within 1 year max), and the report will find any salary rates paid above the Cap amount chosen for funds that are flagged in the FS system as having a Salary Cap. UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration TOOL – PI Portal UCLA Department of Medicine Office of Research Administration

Step #10 – Review Payroll on Linked Accounts You will only be able to view the name of the individual paid & the total salary charged. You will not be able to view pay rates or percent paid. Are all individuals actually working on the grant? UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration TOOL – PI Knowledge Creating monthly financial statements, meeting with your PI & providing the reports is one of the most important tools we can use to help us reconcile the expenses! The PI has the best knowledge available to determine if expenses benefitted the grant charged or not. UCLA Department of Medicine Office of Research Administration

Step #11 – Action on Findings Non-Salary Unallowables: Process Npears to move expense to appropriate FAU, or change Sub or Object Code as necessary. Salary Unallowables: Update EDB, process necessary UPAYs and/or Rx/Lx’s. Open Encumbrances: Close invalid POs via BruinBuy, Purchasing & Accounting to release the money back into the FAU. Rerun financial statements to reflect changes and new projections. UCLA Department of Medicine Office of Research Administration

Fund Manager Tools Monthly Reconciliation Recharge Billing Statements UCLA Department of Medicine Office of Research Administration

OFSR Recharge Activity Report Access: OFSR – Detail – Recharge Activity Report View all Recharge activity for a particular FAU, and a particular time frame Click on the Trans No hyperlink to view additional data FAU receiving the Credit Recharge description, Preparer Name & phone number UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration CTS Billing Statement Access the monthly telephone bill by division. Requires AIS Access Form submitted by MSO Each month the bill should be reconciled by someone in your division Personal calls should be reimbursed UCLA Department of Medicine Office of Research Administration

Mail & Document Services Billing statement by FS code or Recharge ID for the following: Document Services Bulk Mail Incoming Mail Charges Messenger Service Activity Outgoing Mail Activity Campus Mail Stop Charges Stamp Sales Activity BruinPost Email Activity Distribution Services Activity (aka Storehouse) Compressed gases purchase and cylinder demurrage UPS & Federal Express charges Chemicals & Compounds (Alcohol) UCLA Department of Medicine Office of Research Administration

Facilities Billing Statement Access granted via Facilities website – click on the New User Request link View Facilities charges by FS Code Search by Job Number Under Transactions link you can view FSR to see full detail of work done and requester name. UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Chemistry Department View billing statement by month by PI Name Allows you to see the requester name and detailed information of expense. UCLA Department of Medicine Office of Research Administration

DNA Sequencing Services Access requires PI user name and password. Either contact your PI for user name and password, or contact Jeanette Papp UCLA Department of Medicine Office of Research Administration

UCLA Department of Medicine Office of Research Administration Biological Chemistry Imaging Facility Mass Spectrometry Fluorescent Microscope Molecular Visualization Lab Media Kitchen Consignment Stockroom UCLA Department of Medicine Office of Research Administration

Links from Today’s Class All Dean’s Office Programs & User Manuals http://finance.dgsom.ucla.edu/pages/applications UCLA Financial Web Reports https://fswj.ais.ucla.edu/menu/faces/main.xhtml ORA Online Resource Center (ORA Portal) http://portal.research.ucla.edu/index.aspx?Section=PostAward PI Portal https://orisapps.research.ucla.edu/PIPortal/SearchPI.aspx Links from Today’s Class Fund Manager Tools UCLA Department of Medicine Office of Research Administration

Survey Link http://goo.gl/forms/C3gdjsL5y1 We appreciate if you would take a few moments to complete a short 5 question anonymous survey to help us improve your training experience. Thank you! UCLA Department of Medicine Office of Research Administration