Reviewing Expenditures Via Expenditure Inquiry

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Reviewing Expenditures Via Expenditure Inquiry: Flowchart

Scope

This procedure covers streamlined processing and mass adjusting expenditures in Grants Accounting (GA).

System References

Expenditure Inquiry - Reviewing Actuals

Policy

The Award Manager has ultimate responsibility for the timely and accurate transmittal of the project, task, award (PTA) financial transactions to the central accounting offices in conformity with established University financial accounting policies and procedures.

Refer to University policy

A policy on Mass Adjustments and Streamlined Requests via GA Expenditure Inquiry is being developed.

Responsibility

The GA Billing Specialist is responsible for entering, submitting and approving mass adjustments and transfers of expenditures, as appropriate, within GA Expenditure Inquiry.

The GA OSP Setup Specialist is responsible for entering, submitting and approving mass adjustments and transfers of expenditures, as appropriate, within GA Expenditure Inquiry.

The GA Setup Specialist is responsible for entering, submitting and approving mass adjustments and transfers of expenditures, as appropriate, within GA Expenditure Inquiry.

Distribution

Comptroller

GM Billing Specialist^*

GM Setup Specialist^*

GM OSP Setup Specialist^*

Ownership

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

Activity Preface

This activity is performed when reviewing or adjusting expenditures for billing.

GM Billing Specialist, GM OSP Setup Specialist, GM Setup Specialist

1. Choose the appropriate responsibility to access the GA database.

2. Navigate to the Find Project Expenditure Items window.

Grants Accounting
N ® Expenditures ® Expenditure Inquiry ®Actuals ® Find Project Expenditure Items
Find Project Expenditure Items

Refer to Expenditure Inquiry - Reviewing Actuals

3. Use search options to find the expenditure(s) that you want to process.

4. Select menu option [Edit], [Select All], or you can adjust line-by-line.

5. Select the appropriate option from [Tools] on the menu bar.

The following options are available:

Billable - Billable/non-Billable option: You can mark an expenditure line as non-billable or billable. Note: An example of the relevance of this function would be to mark an expenditure as non-billable that has not yet been transferred or corrected by the originator.
Billing Hold - When an expenditure is placed on billing hold it will not be included on an invoice until the Billing Hold is removed
One-Time Hold - This will hold the expenditure item for the current invoice only, it will be eligible for the next invoice. The One-Time Hold is automatically removed, with the release of the current invoice.
Release Hold - This will remove the Billing Hold on an expenditure item.
Transfer - This function allows you to transfer/move an expenditure from one PTA to another.

End of activity.

Effective: 05/15/09

Revision: 5 dhw

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