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Cost Transfers - Charging a UVa Department Using Expenditure Batches in GM
Comptroller
GM Administrator*
GM Setup Specialist*
GM Billing Specialist*
GM Award Manager*
GM Project Manager*
GM Transaction Specialist*
Expenditure Batches in GA [PRO4007U]
The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
Steps in Entering & Adjusting Transaction Batches
The following instructions detail entering transaction batches directly into GA.
Grants
Accounting
N ® Expenditures ® Pre-Approved Batches ® Enter Actuals
Expenditure Batches
1. Navigate to Enter Actuals and open the Expenditure Batches window.
Naming Expenditure Batches
2. Name your batch according to UVa conventions.
UVa Convention
NOTE: GA module does not force the UVa naming convention for expenditure batches. As of August 2007, manual expenditure batches are required to have the correct naming convention. Expenditure batches with an incorrect name will be returned to the creator of the batch to delete and redo. The name field cannot be changed after entering expenditure transactions.
Status defaults in as "Working".
The "created" region identifies who created the batch and on what date. This is populated by user login information.
Select the LOV and select today’s date from the calendar. The date of the Sunday that falls after your expenditure date will default in. (This is GA functionality.)
Note: The ending Date does not indicate which month the batch is to be recorded in. The day in which the batch is released and processed (this will be part of the nightly process) dictates which month the batch is recorded in.
4. The expenditure class of "Usages" will default in.
5. The description defaults in as "Usages".
This field can be modified to provide further identification for the batch.
6. Check the "All Negative Transactions Entered as Unmatched" checkbox.
If not checked the system looks for a matching positive transaction, and gives you a "second chance" when you are in the expenditures screen to confirm that you mean to enter the matching transactions(s).
7. Enter control Totals and Count as needed.
Entering 0 in the Totals field will ensure the batch is balanced.
The Control Amount field is useful if you are breaking down an entry into several lines, because it will not allow you to go over the control amount.
The count is related to the number of different organizations you will be using in the batch detail entry section. (For example if you are using 3 orgs, one for credit and two for expending (debiting) your count would be 3.)
See guidelines for what kind of information must be provided and what information should be provided.
Accounting Services Department [http://www.virginia.edu/finance/genacct/]
8. Select [Expenditures]. The Expenditures window appears.
The top portion of the window is static.
Note: Employee Name and Employee Number field are left blank.
9. Enter only the incurred by organization in this portion of the window.
If you are processing expenditure/s for an Org other than your own, use the LOV to change the Org or if you know the Org number, enter it for the correct expending Org.
10. The expenditure ending date defaults in from the Expenditure Batch screen.
The Batch Control Total defaults in from the Expenditure Batch screen.
The individual control and running totals update as you input information/transactions.
The Expenditure Items portion of this window is the lower portion.
Folder Tools are available for the Expenditure Items portion of this window.
Use scroll bars to view all fields (you may use the tab key to move to each field).
If you modify the region you can see all columns as you enter data.
11. In the Expenditure Items region enter the Expenditure Item Date:
This is the date the expense actually incurred (Expenditure Item Date). This data element comes from the Discoverer Report IS.FM_Expenditure Item Detail by Project.
For monthly service charges this would be the last day of the month the service was incurred (Internal Service Providers).
Note: Follow the Policy and Procedures for Accounting Services and Office of Sponsored Programs on Cost Transfers.
Note: Select the correct PTAE for the expenditure. You have already entered the organization "O" in the top part of the Expenditures window.
In most cases you would have been given the PTAO, but you have the LOV available to you in each of these fields.
12. Enter the Project Number or select it from the LOV.
13. Select the Task (LOV). Only the tasks associated with the Project will be available in the LOV.
14. Select the Award (LOV). Only the Award(s) associated with the Project will be available in the LOV.
15. Select the Expenditure Type (LOV).
Note: The list of expenditure types and their descriptions may be found in the Discoverer report IS.FM_GA Expenditure Types. Log on to Discoverer (you must have the ODS Specialist IS responsibility) to view this Discoverer report.
Note: Users can also use the PTAO card generator to produce a card with the PTAO and a bar code. The PTAEO Card Generator [http://www.virginia.edu/integratedsystem/] is located on the Integrated System homepage on the Home tab.
Only expenditures (E in PTAEO) that are included on the Allowed Cost Schedule (ACS) related to the Award you have selected will appear using the LOV in the Expenditure Type field.
Transaction controls apply to all grant and contract projects established on 03-JAN-05 or later.
Transaction controls prevent the charging of certain expenditure types (E in PTAEO) to a grant or contract, which would typically not be an allowable direct charge.
Transaction controls are used as a way of improving University compliance with sponsor and federal requirements.
If the expenditure has been restricted by Transaction Controls, you will receive an error message when you save.
The expenditure type entered is unallowable on this PTAEO. Please verify that all data has been entered correctly.
The system looks at the start and end dates on the PTA and will not allow expenditures outside of those dates.
16. Use the LOV (Ctrl L) to default in Non-Labor Resource. This is system defined according to the expenditure type ("E") you have chosen.
17. Use the LOV (Ctrl L) to default in Non-Labor Org. This is system defined according to the expenditure type ("E") you have chosen.
18. Enter the quantity ($ amount) of the expenditure.
A credit is a negative number (i.e. -2000).
A debit is a positive number (i.e. 2000).
19. Enter comments. This field is free-form text and allows for 240 characters. Certain audit information must be recorded here.
Refer to:
Accounting Services Department [http://www.virginia.edu/finance/genacct/]
Grants and Contracts (OSP)[http://www.virginia.edu/finance/polproc/proc/8-20.html]
Grants and Contracts (OSP)[http://www.virginia.edu/finance/polproc/proc/8-21.html]
The comment field can be used for reporting purposes within Discoverer.
Goto task #12 When entering more than one transaction for the same incurred by org go to the next available record in the Expenditure Items region and repeat steps 12-20.
Goto task #9 When entering more than one transaction for different orgs go to the next available record in the Expenditures region and enter the organization number in the organization field then
There is no limit to the number of incurred by orgs or line items you can create.
21. Return to the Expenditure Batches window by closing the Expenditures window.
Note: Check to make sure that your batch running total = 0.
Note: Some schools and departments require a review of Actual Expenditure Batches before submission to Accounting Services and Office of Sponsored Programs for final review and approval. In those cases, the Batch Creator would save the batch then notify the viewer (i.e. E-mail, phone etc.) that a batch or batches have been created and ready for review.
22. Select [Submit] on the Expenditure Batches window.
You will not be able to submit if your control and running totals are not equal.
Effective: 08/18/04
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
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