Lehigh University FRRGRNT process Lehigh University uses FRRGRNT to: Calculate, record and distribute indirect costs Record grant revenue and related receivable LU has a research incentive program that shares indirect cost recovery as follows: 84% University 9% College 4% Department 3% Project Investigator ICR is distributed to separate funds created for each

Lehigh University FRRGRNT process We run FRRGRNT as a monthly batch process Can also be run in sleep wake mode We run FRRGRNT in summary mode Generates one summary posting for all activity in the month or period Can also be run in detail mode Generates an entry for each transaction posted to a grant fund (too many entries!!!!)

Lehigh University FRRGRNT process How does it work… FGBTRND_DEFER_GRANT_IND … this flag is initially set to Y for all transactions recorded in grant funds. FRRGRNT process changes it to N after transaction is included in calculation so it is not selected again. Sample output and entries generated by process…

Lehigh University FRRGRNT process LU month end FRRGRNT process Run FRRGRNT in summary audit mode Verify FRRGRNT calculations against manual calculations for selected grants Run FRRGRNT again in detail mode and retain output as a transaction by transaction audit trail Run FRRGRNT again in summary update mode and retain output as support for entry posted Must run FGRTRNI and FGRTRNR then posting

Lehigh University FRRGRNT process – Setup FOASYSC - System Control Form FTMACCT - define indirect cost account codes FTMINDA – define indirect cost charge codes FTMINDR – define indirect cost rate codes FTMBASI – define indirect cost basis codes FTMINDD – define ICR distribution codes FRVPMSC – define letter of credit codes FRAGRNT – assign IC cost codes to grants

Lehigh University FRRGRNT process – Setup FOASYSC - System Control Form Grant Processing Info window has checkbox for “Defer Calculations of Indirect Cost and Cost Share” If checked, FRRGRNT must be run in batch mode If unchecked, FRRGRNT runs in sleep wake mode

Lehigh University FRRGRNT process - Setup FTMACCT – Account Code Maintenance Form define indirect cost Account Codes to be used to record indirect costs on grant funds. Must be account class “I” Lehigh uses 3 codes for different rate types: 79800 Indirect Cost – Research 79801 Indirect Cost – Liaison 79804 Indirect Cost < 10%

Lehigh University FRRGRNT process - Setup FTMINDA – Indirect Cost Charge Code Maintenance Form use this form to create codes that will identify the Account Code to be charged for indirect costs on individual grants. Assign code on FRAGRNT form for each grant. Lehigh codes and related Account Codes are… RSCHIC 79800 RSH<10 79804 LIASIC 79801

Lehigh University FRRGRNT process - Setup FTMINDR - Indirect Cost Rate Code Maintenance Form Use this form to create rate codes for each indirect cost rate used by your institution. Assign code on FRAGRNT form for each grant. Lehigh’s rate codes include the rate for ease of assigning to grants and subsequent recognition Example: R54.0

Lehigh University FRRGRNT process - Setup FTMBASI – Basis Definition Code Maintenance Form Use this form to define the base for indirect cost calculations Define Account Types and/or Codes to be included or excluded from the calculation base Example… Lehigh code MTDC1, Modified Total Direct Costs excludes Equipment Account Codes, Tuition remission Account Codes and expenses > $25,000 charged to subcontractor Account Codes

Lehigh University FRRGRNT process - Setup FTMINDD – Indirect Cost Distribution Maintenance Form Use this form to create codes associated with the FOAPAL distribution of indirect cost recovery (the credit side of indirect cost charges). Lehigh has a research incentive fund program and shares ICR with Colleges, Departments and Project Investigators (9%, 4% and 3% respectively). Each PI has at least one distribution code

Lehigh University FRRGRNT process - Setup FRVPMSC – Payment Management System Code Maintenance Form Used by the grant billing module to group grants by letter of credit agency (DOE, HHS, NSF, ONR, etc.) Lehigh does not use the baseline grant billing module, but we do create these codes and assign them to grants in the “Billing Information” window of the FRAGRNT form use this code to prepare monthly cash drawdowns to prepare quarterly agency reports

Lehigh University FRRGRNT process - Setup FRAGRNT –Grant Maintenance Form Enter all indirect cost codes in “Cost Code Information” window

Lehigh University FRRGRNT process - Setup FRAGRNT –Grant Maintenance Form Billing Information window Enters PMSC code so you can select and group grants by letter of credit agency for cash drawdowns and quarterly reporting to agencies.

Lehigh University FRRGRNT process - Setup FTMFUND Enter Unbilled AR Account Code and Revenue Account Code FRRGRNT will use these Account Codes to record grants receivable and related grant revenue entry after calculating indirect costs for the period. Enter deferred revenue account code if grant award is paid in advance Leave blank if you do not want FRRGRNT to record revenue and related receivable

Lehigh University FRRGRNT process - Setup FRMFUND Associate a grant with a fund

Lehigh University FRRGRNT process - parameters 01 Recalculation Y – yes, N - no 02 Date From 03 Date To Chart of Accounts Fund Option A – all, R – range, S - specific From Fund To Fund Posting Date Transaction date Execution Mode A – audit, U - update Report Type S – summary, D – detail

Lehigh University FRRGRNT process Sample report