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

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

3. SOM Financial Projection Module
Access: QDB login and password + CAO 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

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

5. 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

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

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

8. 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

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

10. 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

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

12. 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

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

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

15. 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

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

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

18. 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

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

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

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

22. 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

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

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

25. ORA Online Resource Center (ORA Portal)
Access: UCLA login + Request access through the portal (see “Get Help”)
How do I access it?
Via web:
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

26. 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

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

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

29. 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:
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

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

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

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

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

34. 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

35. 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

36. 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

37. 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

38. 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

39. 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

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

41. 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

42. 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

43. 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

44. 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

45. 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

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

47. 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

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

49. 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

50. 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

51. 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

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

53. 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

54. 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

55. 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 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

56. 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

57. 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

58. 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

59. 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

60. Links from Today’s Class
All Dean’s Office Programs & User Manuals
UCLA Financial Web Reports
ORA Online Resource Center (ORA Portal)
PI Portal
Links from Today’s Class
Fund Manager Tools
UCLA Department of Medicine Office of Research Administration

61. 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