Templates -Transaction Controls

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Distribution

Comptroller

GM ASC Administrator

GM Administrator

GM Setup Specialist

GM OSP Setup Specialist

Related Procedures

Creating & Maintaining Project Templates

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Transaction controls exist on the Project enabling the user to restrict or limit the use of an Expenditure Category or Expenditure Type. There are two types of transaction controls, Inclusive & Exclusive.

Navigate to the Project Template and open the Template used to create your Project requiring transaction controls.

Grants Accounting
N ® Setup ® Projects ® Project Templates ® Find Projects ® Find ® Projects, Templates Summary (Highlight the template) ® Open
Projects, Templates

2. Check the [Show] checkbox for Transaction Controls.

3. Save your changes.

4. Navigate to Projects and open your project.

Grants Accounting
N ® Projects ® Find Projects ® Find ® Projects, Templates Summary ® Open
Projects, Templates

5. Select the Transaction Controls option and [Details].

6. The Transaction Control window appears.

Entering Inclusive Transaction Controls

The user enters only Expenditure Types allowable to the project. Expenditure Types not listed will be unallowable on the project.

7. Check Limit to Transaction Controls box.

8. Enter Expenditure Category from the LOV.

9. Enter Expenditure Type using the LOV.

If you are allowing an entire category leave the Expenditure Type blank.

10. Select the LOV to fill in the Non-Labor Resource (Optional).

Used for expenditure types. UVA currently has a one to one relationship between non-labor resource and expenditure type. Therefore, it is not necessary to populate this column. User may leave blank.

11. Tab over Employee Name.

The Employee field may be used to control the ability of specific individuals to either enter or be prevented from entering specified types of transactions. UVA is currently not utilizing this functionality, therefore, leave blank.

12. Check the [Chargeable] box.

It is important to make sure the chargeable box is checked or the costs will not process.

13. Select Task Level in the Billable field.

If “No” is selected than the costs are not eligible for invoice processing. As these costs are allowable, OSP wants to bill for them so the user should select “Task Level”. It is important to select “Task Level” to prevent billing issues on the inclusive method. Billable is always set to task level. The associated task must also have the billable flag checked.

The following example would only allow a transaction for exp type Travel, Public Carrier, Foreign to be charged to the Project.

Entering Exclusive Transaction Controls

The user enters items that are determined to be unallowable. Costs for those expenditure types listed can not be processed. If an expenditure type is not listed then it is allowable.

14. Do NOT check Limit to Transaction Controls box.

15. Enter Expenditure Category from the LOV.

16. Enter Expenditure Type using the LOV.

17. Select Non-Labor Resource using the LOV

Used for expenditure types. UVA currently has a one to one relationship between non-labor resource and expenditure type. Therefore, it is not necessary to populate this column. User may leave blank.

18. Tab over the Employee field.

UVA is not utilizing this functionality

19. Do Not check the Chargeable box. Costs listed are unallowable and are non-chargeable.

20. Select No in the Billable field.

Costs are unallowable not be billed

21. Enter the Effective From Date.

This field must be populated. The system should default in the project start date.

22. Save changes.

The following example would not allow transactions for exp types Supplies, Alcohol or Supplies, Office to be charged to the Project.

End of activity.

Effective: 05/13/09

Revision: 4 dhw

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