Reviewing Projects

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Reviewing Projects

Distribution

Comptroller

GM Viewer^*

GM Billing Specialist^*

GM Transaction Specialist^*

Ownership

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

Reviewing Projects

Overview

The Project form will allow you to view the Project Type, Transaction Start and Completion dates, Description, Status of the Project and the Descriptive Flex Field (DFF) which stores additional information about your project.

Project

An activity or event with a single purpose executed over a specified period of time (such as a conference, a research project, a course, etc) with specific funding sources, designated by the award(s), and a predetermined budget. A project may cross fiscal years. The project is the P in PTAEO, the University’s charging instructions.

In the Options Region you can view:

Tasks

A further work breakdown (WB) of the project.

Classifications

Expenditure Function Code: These classifications derive from the Financial Accounting and Reporting Manual for Higher Education, published and maintained by the National Association of College and University Business Officers (NACUBO). Examples of standardized names for functions: “Research, Projects & Individual” and “conferences, Workshops, etc”.
F & A Cost Code: Defined and assigned centrally for grouping project transactions for UVa’s indirect cost study. F&A stands for Facilities and Administrative (costs) formerly known as “indirect costs” or “overhead”.
Capital Classification: to classify projects as buildings, equipment, infrastructure, land or other assets
GASB (Government Accounting Standards Board) Reporting code-Defined & assigned centrally for future compliance with financial statement directive.
Project Owner report code – Defined & assigned by the project owner (Dept. level) for grouping projects.
Responsible Entity Report Code – Defined &assigned by responsible entity (Dean, Dept. Head) for grouping projects.

Key Members

Project Manager (Required)
Fiscal Contact (Required for Sponsored Projects G&C)
Principal Investigator (Required for Sponsored projects G&C)

Resource Lists Assignments

UVA Standard – Approved Cost Budget
UVA Standard – Status Reporting

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.
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.

Grants Accounting
N ® Projects ® Find
Find Projects

1. Enter Project Number.

2. Select [Find].

3. Select the [Open].

The Projects, Templates window appears containing the project information.

4. Select the DFF (Description Flex Field).

Projects DFF will open.

5. Select Tasks in the Options Region.

Task Form opens

6. Select Options.

7. Select Task Details.

8. Close Task Details.

9. Close Task Options.

10. Close Tasks.

11. Select Classification.

12. Close Classifications.

13. Select Key Members.

14. Close Key Members.

15. Select Resource List Assignments.

16. Close Resource List Assignments.

17. Select Transaction Controls.

Note: When reviewing Exclusive Transactions Controls the [Limit Transaction Controls] checkbox is unchecked. Items listed are not allowed against a project.

Scroll across to view fields including Effective From and To Dates

Note: When reviewing Inclusive Transactions Controls the [Limit Transaction Controls] checkbox is checked. Only items listed are allowed against a project.

Scroll across to view fields including Effective From and To Dates

18. Close Transaction Controls

19. Close Project, Templates form.

End of activity.

Reviewing Projects: Flowchart

Effective: 05/14/09