Sponsored Projects Training Program October 13, 20 and 27, 2010 Sponsored Projects Training Program1

Financial Management Tools Sponsored Projects Training Program2

Objectives Recommend PeopleSoft reports, queries, and pages (tools) for effective grants management Review how and when to use these tools Discuss resources available for interpreting the data 3Sponsored Projects Training Program

What you should know…. Before you start this class, we assume that you have: a) Familiarity with Fundamentals of PeopleSoft, Basic Level: b) Familiarity with PeopleSoft, Mid-Level: (such as Journal Entries/Expense Reports/PurCards/Time & Labor) c) Basic Excel usage d) Attended previous sessions in this Sponsored Projects Training Program. e) Financial forecasting and analytical skills 4Sponsored Projects Training Program

PeopleSoft Tools Reports ◦ Monthly Budget Reports - Projects ◦ Closeout Report ◦ Cost Share Summary ◦ Budget Transaction Detail Report 5Sponsored Projects Training Program

PeopleSoft Tools Queries HCM: ◦ UV_PAY_ERN_DIST ◦ UV_DIST_PAST_PROJECT_END_DATE FINANCIALS: ◦ UV_GM_KK_ERRORS_ALL ◦ UV_RC_GL_JE_NOT_SUBMITTED ◦ UV_PURCARD_JRNLS_NOTFINISHD ◦ UV_INTERIM_PURCARD_QRY ◦ UV_REQUISITION_DETAILS ◦ UV_GM_FINDINGAWDTHRUREFAWD ◦ UV_GCA_PROJ_RESOURCE 6Sponsored Projects Training Program

PeopleSoft Tools Pages HCM: ◦ Dept Budget Table ◦ Job Data FINANCIALS: ◦ Budgets Overview ◦ Award Profile 7Sponsored Projects Training Program

Recap from Grant Financial Management Post Award Presentation Perform on a monthly basis  Run the Project Monthly Budget Report for all department grants  Monitor for overdrawn or over encumbered projects  Review expenses to ensure they are allowable  Provide PIs with a copy of the reports  Review and resolve all budget checking errors  Use either the Closeout Report or query “UV_GM_KK_ERRORS_ALL” (financial module)  Review and submit all journal entries awaiting submission or posting  Use either Closeout Report or query “UV_RC_GL_JE_NOT_SUBMITTED” (financial module) 8Sponsored Projects Training Program

Recap from Grant Financial Management Post Award Presentation Perform on a quarterly basis  Run the Closeout Report for all departmental grants  Ensure personnel are not distributed past end date of grant  Use query “UV_DIST_PAST_PROJECT_END_DATE” (HR module)  Compare committed effort to actual effort for both the PI and key personnel  Ensure no effort reductions of greater than 25% of committed effort  Meet with PI to review grant budget status, effort, and upcoming quarter plans  Make prospective distribution changes as necessary  Ensure cost share commitments are met (including third party) 9Sponsored Projects Training Program

MONTHLY BUDGET REPORT – PROJECTS (PMBR) Navigation: UVM Reports > Budget Reports > Monthly Budget Rpt – Projects General use ◦ Review monthly for budget vs. actuals, encumbrances, and possible unallowable expenses The report can be run to excel and therefore the data may be manipulated for personal reports 10Sponsored Projects Training Program

PMBR Possible parameters 11Sponsored Projects Training Program

PMBR Recommended use ◦ Check the ‘Financial Data in XLS’ option and in the output filter for  Possible unallowable expense categories  Expenses that require possible prior approval  Equipment  Foreign Travel ◦ Review for possible rebudgeting  See NGA for restricted items  Work with PI and PAS administrator for those items requiring prior approval ◦ Check salary distributions and fringe  Review PI and key personnel committed effort  Work with PI and PAS administrator for those items requiring prior approval Job Aid Sponsored Projects Training Program

PMBR Report use frequency - monthly It is important to note that the payroll encumbrances are through UVM’s fiscal year-end (June 30) only, which typically does not match the award end date. ◦ Payroll expenses should be projected through the award end date This report captures only those transactions that have been posted to the General ledger (GL). ◦ Any transaction that has been budget checked but not posted will not be reflected here. GCA prepares interim financial reports and invoices based on actuals posted to the GL at the end of a specific accounting period ◦ PMBR will reconcile to these reports and invoices 13Sponsored Projects Training Program

CLOSEOUT REPORT Navigation: UVM Reports>Closeout Report General use ◦ The best tool to get a comprehensive snap shot of the project ◦ It provides sponsored and cost share budget balances, lists all the exceptions that need to be addressed and much more 14Sponsored Projects Training Program

CLOSEOUT REPORT Possible parameters 15Sponsored Projects Training Program

CLOSEOUT REPORT Recommended use ◦ Review the demographic information (in the header of the report) ◦ Compare budget to actuals for both sponsored and cost share chartstrings ◦ Review salary encumbrances ◦ Journal Entries/Expense Reports/Vouchers/Purchase Orders stuck in budget checking errors ◦ Purcards/Expense Reports with a default chartstring tied to the project ◦ Open Purchase Orders and Requisitions – check to see if encumbrances are still needed ◦ Upcoming Reporting Milestones  Any Interim Reports due  Final report due dates Job aid - reporting.htmlhttps:// reporting.html 16Sponsored Projects Training Program

CLOSEOUT REPORT Report use frequency ◦ Run quarterly for all department grants ◦ Run 30 days prior to grant expiration and both 20 and 30 days after grant ends 17Sponsored Projects Training Program

COST SHARE SUMMARY Navigation: UVM Reports>Cost Share Summary General use ◦ A snap shot of the mandatory cost share requirements, budget, and actuals for ongoing monitoring 18Sponsored Projects Training Program

COST SHARE SUMMARY Possible parameters 19Sponsored Projects Training Program

COST SHARE SUMMARY Recommended use ◦ Cost share budget, actuals, encumbrances, and budget balances compared to project start and end date ◦ Ensure commitments will be met by the end of the project period ◦ Resolve potential overdrafts in cost share chartstrings prior to the end of the project period Cost Share Business Process & Summary Job Aid ◦ May be accessed from GCA’s webpage, under “GCA resources” ( 20Sponsored Projects Training Program

COST SHARE SUMMARY ◦ Report use frequency  Run and review quarterly 21Sponsored Projects Training Program

BUDGET TRANSACTION DETAIL REPORT Navigation: Commitment Control>Budget Reports>Budget Transaction Detail General use ◦ Research a transaction that may have posted during a prior accounting period ◦ Used as back up for Journal entries ◦ Secondary to the Monthly Budget Report - Projects and should only be used for research 22Sponsored Projects Training Program

BUDGET TRANSACTION DETAIL REPORT Possible parameters 23Sponsored Projects Training Program

BUDGET TRANSACTION DETAIL REPORT Ledger Group Detail KK will return transactions for all the types of projects ◦ Ledger group is active effective 07/01/2008 Ledger Group Child2 will return transactions for the old Ledger Group Child1 as well This report will give the details of transactions that have a valid budget status ◦ This will differ from the monthly budget report in all those cases where the journals/expense reports have not been posted to the General Ledger 24Sponsored Projects Training Program

UV_PAY_ERN_DIST QUERY Navigation: HR module – Reporting Tools>Query Viewer> Type in the query name General use ◦ Great tool to review the individuals and the salary on a project Quick things that can be used to check using this query ◦ People distributed to this project/chart string ◦ Dollar amount per person ◦ Type of pay received (vacation, overtime, etc) ◦ Check against Monthly Budget Report – Projects  In order to reconcile with PMBR, the period has to be closed to ensure payroll is posted. Link to the job aid: Query can assist with trouble shooting information in PMBR 25Sponsored Projects Training Program

UV_DIST_PAST_PROJECT_END_ DATE Navigation: HR module – Reporting Tools>Query Viewer> Type in the query name General use ◦ Lists all people across departments who are distributed to a specific project past the project end date Things to check ◦ Useful at closeout of an award ◦ Should be run at least quarterly to find out who is still distributed to a project ◦ Trigger to request a no-cost-extension ◦ Trigger to remove people from project – possible terminations involved (timing of notice, vacation calculations) 26Sponsored Projects Training Program

UV_GM_KK_ERRORS_ALL Navigation: Finance module - Reporting Tools>Query Viewer> Type in the query name General use ◦ Lists all budget checking errors as of a particular date ◦ Used by GCA in contacting you to clear certain budget checking errors ◦ Extremely useful during closeouts and at year end ◦ Use this query instead of the project closeout report to get a list of all budget checking errors for all grants in your unit Can be run by transaction type – Salary journals, regular journals, expense reports or for a particular ledger group – SP_CHILD2 or SP_PARENT for grant related budget checking errors Run monthly to review and resolve budget checking errors 27Sponsored Projects Training Program

UV_RC_GL_JE_NOT_SUBMITTED Navigation: Finance module - Reporting Tools>Query Viewer> Type in the query name General use ◦ Lists journal entries that have not been submitted or posted ◦ Used by Financial Reporting and Analysis department during month end ◦ This information is also available on the closeout report Useful during ◦ Month End ◦ Project close out 28Sponsored Projects Training Program

UV_INTERIM_PURCARD_QRY Navigation: Finance module - Reporting Tools>Query Viewer> Type in the query name General use ◦ Lists all purcards that have had activity during the time frame put in the query prompt ◦ Enables the department administrator to get the purcard statement and back up from the purcard holders to make sure that the expenses charged are appropriate and allowable. Benefits of using the query ◦ Fewer cost transfers if the purcard activity is monitored up front rather than the charge being allowed to post to the default chart string without verification. ◦ Backup for your purchases if needed to be pulled for an audit 29Sponsored Projects Training Program

UV_REQUISITION_DETAILS Navigation: Finance module - Reporting Tools>Query Viewer> Type in the query name General use ◦ To review blanket purchase orders activity and charging expenses appropriately. Benefits ◦ Used for monitoring vendor activity – payments, invoices etc ◦ Used for allocating expenses according to the usage 30Sponsored Projects Training Program

UV_GM_FINDINGAWDTHRUREFAWD Navigation: Finance module - Reporting Tools>Query Viewer> Type in the query name General use ◦ Used for locating awards using the sponsor award number ◦ A quick way to locate any new awards or awards that are on Guaranteed Funding/Advanced Account ◦ Should be run as needed 31Sponsored Projects Training Program

UV_PROJ_RESOURCE Navigation: Finance module – Reporting Tools>Query Viewer> Type in the query name General use ◦ Basically an expenses only version of the Monthly Budget Report – Projects Monthly Budget Report - Projects includes the details in this query plus budget information. We recommend that you use the PMBR in place of this query. 32Sponsored Projects Training Program

JOB DATA Navigation: HR module - Workforce Administration>Job Information> Contract Administration> Job Data General use ◦ Provides useful employee information on  FTE  Department  All jobs – includes the Fletcher Allen Healthcare component and other positions  Employment terms  Salary plan – bi weekly/semi monthly  Changes in compensation Used for the following circumstances ◦ Total compensation determination for effort and cost share calculations ◦ FTE reporting  Used by GCA for American Recovery & Reinvestment Act (ARRA) reporting ◦ Salary Cap cost share calculations ◦ Provides historical and current information 33Sponsored Projects Training Program

DEPT BUDGET TABLE Navigation: HR module - Set up HRMS>Product Related>Commitment Accounting>Budget Information>Department Budget table USA General use ◦ Lists distributions ◦ Includes history of distribution changes and date changes were entered ◦ Used by GCA for American Recovery & Reinvestment Act (ARRA) reporting Quick things that can be ascertained ◦ Distribution changes on a particular project 34Sponsored Projects Training Program

BUDGETS OVERVIEW Navigation: Commitment Control>Review Budget Activities>Budgets Overview General use ◦ Quick snapshot of the project budgets and expenses including cost share information at any point in time (live) ◦ Not used for reports or invoices to the sponsors or for University financial statements Quick things that can be ascertained ◦ Total budget of the award ◦ Expense Categories ◦ Chartstrings ◦ Estimated budget balance Can be run for sponsored or cost share chartstrings or both 35Sponsored Projects Training Program

AWARD PROFILE Navigation: Grants>Awards>Award Profile General use ◦ Provides award demographic information and other helpful details for effective grants management Gives the demographic info of an award ◦ PI name/Co-PIs ◦ Sponsor name ◦ Amount of Funding ◦ Start and End dates ◦ Milestones – Reporting and otherwise ◦ Grant Administrator link The additional information link that gives a variety of info ◦ Cost Share ◦ Related Awards ◦ Any other special terms 36Sponsored Projects Training Program

RESOURCES How to run reports/report questions: Open Labs, Learning Services Classes, Footprints op_skills.html 37Sponsored Projects Training Program

Process Questions/Contact info Dean’s Office Office of Sponsored Programs, Pre-Award Services ◦ ◦ Main Campus Office & Funding Information, 340 Waterman Building, ◦ Health Sciences Office, 231 Rowell Building, Grant and Contract Administrative Services ◦ ◦ 223 Waterman Building, Sponsored Projects Training Program

Conclusion Recommended PeopleSoft reports, queries, and pages (tools) for effective grants management Reviewed how and when to use these tools Discussed resources available for interpreting the data Sponsored Projects Training Program39