Modify -Transaction Controls

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Distribution

Comptroller

GM ASC Administrator

GM Administrator

GM Setup Specialist

GM OSP Setup Specialist

Related Proc

Procedures

Creating & Maintaining Project Templates

Ownership

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

Overview

"Transaction Controls" control the type of expenditures that either may or may not be allowable to a given project. Transaction Controls may be set at the project or task level. UVA is currently only defining transaction controls at the project level.

Transaction Controls can be deleted or end-dated with or without transactions on the project.

There are two methods of establishing transaction controls: Exclusive and Inclusive.

Exclusive: items that are determined to be unallowable are listed.
Inclusive: only items that are determined to be allowable are listed.

The Office of Sponsored Programs will be utilizing transaction controls for three scenarios:

Federal projects
Subcontracts
Fellowship/Training grants.

Several project templates have been established:

T- G&C-Reportable
T- G&C-Federal
T-G&C-Subcontracts
T-G&C-Train and Fellow
T-General Operating

The T-G&C-Federal and T-G&C-Train and Fellow are set-up utilizing the Exclusive method.
The T-G&C-Subcontracts is set-up with the Inclusive method.

Finding Transaction Controls

Find Transaction Controls

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, Exclusive & Inclusive.

Grants Accounting
N ® Projects® Find Projects
Find Projects

1. Navigate to the Find Projects form.

2. Enter Project Number.

3. Select [Find].

4. Select [Open].

5. In the Options region select Transaction Controls.

Transaction Controls window opens.

End of activity.

Exclusive - Adding Transaction Controls

1. Select [File], [New] on the Menu Bar.

Note: When setting Exclusive Transactions Controls the [Limit Transaction Controls] checkbox is unchecked.

You can choose the New Icon on the menu bar to insert a new line.

2. Select Category (LOV).

3. Select Type (LOV).

4. Scroll across to the date fields.

5. Select Effective Date (LOV).

6. Save.

Repeat for each Category and Type to add

7. Close.

End of activity.

Inclusive - Adding Transaction Controls

Entering an Inclusive Transaction Control the user enters only the items that are allowable charges against a project.

Note: When setting Inclusive Transactions Controls the [Limit Transaction Controls] checkbox is checked.

1. Check the [Limit to Transaction Controls] checkbox if not already checked.

2. Select the category

3. Select the type

4. Check the Chargeable box

5. Enter Task Level in the Billable field.

6. Scroll to the date fields.

6. Enter the effective date in the From field.

7. Save

Repeat for each transaction control to be added

8. Close.

End of activity.

Delete Transactions Controls

1. Select the Category and Type.

2. Select Edit.

3. Select Delete. You can select the Delete Icon on the menu bar to delete a line.

4. Save.

5. Repeat for each Category and Type to be deleted.

6. Close.

End of activity.

End-Date Transaction Controls

1. Select the Category and Type

2. Scroll across to the date fields

3. Enter the date in the "To" field to end the Transaction Control (use LOV).

4. Save.

Repeat steps 1 thru 4 for each transaction control to be end dated.

5. Close.

End of activity.

Effective: 07/22/09

Revision: 7 dhw

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