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This procedure covers entering, approving, and adjusting expenditure batches in Grants Accounting (GA).
Expenditure Batches-Adjusting in GA
Copy Expenditure Batches in GA
The Award Manager has ultimate responsibility for the timely and accurate transmittal of the account's financial transactions to the central accounting offices in conformity with established University financial accounting policies and procedures.
UVa policy on monitoring accounts
UVa policy on Preparation of Cost Transfers Involving Sponsored Program Accounts
The GM Transaction Specialist is responsible for entering, submitting, and correcting expenditures, as appropriate, within GA.
The GM Project Manager is responsible for entering, submitting, and correcting expenditures, as appropriate, within GA.
The GM Award Manager is responsible for entering, submitting, and correcting expenditures, as appropriate, within GA.
The GM OSP Setup Specialist is responsible for entering, submitting, and approving expenditures, as appropriate, within GA.
The GM Setup Specialist is responsible for entering, submitting, and approving expenditures, as appropriate, within GA.
The GM Billing Specialist is responsible for entering, submitting and approving expenditures, as appropriate, within GA.
Comptroller
GM Award Manager*
GM Billing Specialist*
GM Project Manager*
GM Setup Specialist*
GM OSP Setup Specialist*
GM Transaction Specialist*
The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed whenever processing expenditure batches against a PTAEO in GA.
Requisitions and Purchase Orders are created in iProcurement via the Marketplace. An award is associated with project-related requisitions using the award field provided when entering the PTAEO (Project, Task, Award, Expenditure Type, and Organization). Funds are checked and reserved creating an encumbrance.
Supplier invoices are entered in IS Payables and matched to purchase orders. An award is associated with project-related supplier invoices using the field provided in GA. Funds are checked and reserved, creating an encumbrance. Encumbrances are relieved and become expenditures in GA.
Expenditures are entered in GA and an award is associated with each expenditure using the field provided. Expenditures are costed and funds are checked in GA.
Encumbrances are entered in GA to cover anticipated expenditures. Encumbrances are costed and funds checked in GA.
Add, delete, or revise expenditure items that were entered incorrectly to make corrections. The batch must be corrected if one or more expenditures were rejected after the batch was submitted to be reviewed by a Central Office.
Expenditures can be transferred from one PTAEO to another. This procedure transfers raw costs only. The costing and funds check process must be run (GAS: Costing and Funds Checking on Usages and PRC: Distribute Usage Costs) to check funds available for the adjusted expenditure items. After the costing and funds check process is run, the Create Summarized Burden Expenditure Items process is run to adjust the burden expenditure items. The GA ASC Administrator will run the costing and funds check and the Create Summarized Burden Expenditure processes daily.
GM Transaction Specialist, GM Project Manager, GM Award Manager
1. Choose the appropriate responsibility to access the GA database.
2. Navigate to the Expenditure Batches window.
Grants Accounting
N ®
Expenditures ®
Pre-Approved Batches ®
Enter Actuals
Expenditure Batches
Refer to Entering Expenditures in GA
3. Navigate to Enter Actuals and open the Expenditure Batches window.
Naming Expenditure Batches
4. 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.
6. The expenditure class of "Usages" will default in.
7. The description defaults in as "Usages".
This field can be modified to provide further identification for the batch.
8. 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).
9. 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
Grants and Contracts (OSP) Financial and Administrative Policies and Procedures [http://www.virginia.edu/~polproc/proc/8-20.html]
10. Select [Expenditures]. The Expenditures window appears.
Note: Employee Name and Employee Number field are left blank.
11. 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.
12. 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.
13. Folder Tools are available for the Expenditure Items portion of this window.
14. 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.
15. Enter the Project Number or select it from the LOV.
16. Select the Task (LOV). Only the tasks associated with the Project will be available in the LOV.
17. Select the Award (LOV). Only the Award(s) associated with the Project will be available in the LOV.
18. 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 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 and are optional for non-grant and contract projects.
Transaction controls prevent the charging of certain expenditure types (E in PTAEO), 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.
19. Use the LOV (Ctrl L) to default in Non-Labor Resource. This is system defined according to the expenditure type ("E") you have chosen.
20. Use the LOV (Ctrl L) to default in Non-Labor Org. This is system defined according to the expenditure type ("E") you have chosen.
21. 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).
22. 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
The comment field can be used for reporting purposes within Discoverer.
Goto task #14 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 14-22.
Goto task #11 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
24. There is no limit to the number of incurred by orgs or line items you can create.
25. 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.
26. Select [Submit] on the Expenditure Batches window.
27. You will not be able to submit if your control and running totals are not equal.
You can still make corrections to your submitted batch by selecting [Rework].
If your batch does not pass review, you will receive an email directing you to make specific corrections.
Effective: 05/15/09
Revision: 7 dhw
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