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Using Departmental Expenditure Inquiry

Scope

This procedure covers Expenditure Inquiry in Grants Accounting (GA) to monitor expenditures.

System References

Departmental Expenditure Inquiry - Actuals [NAV4137U]

Policy

University policy requires that administrators monitor financial aspects of activities for which they are responsible. Refer to University of Virginia Policies and Procedures [http://www.virginia.edu/%7Epolproc/pol/iia1.html]

Responsibility

GM Award Manager is responsible for reviewing and monitoring the expenditures for projects assigned to him or her.

GM Project Manager is responsible for reviewing and monitoring the expenditures for projects assigned to him or her.

GM Transaction Specialist is responsible for reviewing and monitoring the expenditures for projects assigned to him or her.

GM Encumbrance Specialist is responsible for reviewing and monitoring the expenditures for projects assigned to him or her.

Distribution

Comptroller

GM Award Manager*

GM Project Manager*

GM Transaction Specialist*

GM Encumbrance Specialist*

Ownership

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

Activity Preface

Use this window to review a project's expenditure items. To see the amount and type of expenditure items charged to a project, the date an expenditure item occurred, accrued revenue, and other information. You can also drill down to Payables to view the Invoice Overview form, or to General Ledger to view T-accounts.

The Expenditure Inquiry will allow users to perform the following functions:

The job title All GA Responsibilities refers to the following:

This procedure continues from:

Expenditure Batches  in GA [PRO4007U]

All GA Responsibilities

1.   Choose appropriate responsibility to access GA database.

2.   Navigate to Find Expenditure Items window.

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

3.   Enter the project number and/or other expenditure details within the Find Expenditure Items window.

The more details you enter the more specific your search will be.

4.   Select [Find].

If customized folder is needed, stop and complete Creating a Customized Folder [PRO4015U].  Otherwise, goto task #5.

5.   View Expenditure Items information.

6.   Scroll over to see all columns.

7.   Select [Item Details] to review:

8.   Select [Totals] to view totals for the Burden Cost column.

9.   Select [Tools] from the menu bar.

10. Select View Accounting to view Expenditure Accounting (GL Detail).

11. Select T-Accounts (GL Detail).

End of activity.

Using Departmental Expenditure Inquiry: Flowchart Start All GA Responsibilities Task #1 All GA Responsibilities Task #2 Find Expenditure Items All GA Responsibilities Task #3 All GA Responsibilities Task #4 Decision PRO4015U.htm All GA Responsibilities Task #5 All GA Responsibilities Task #6 All GA Responsibilities Task #7 All GA Responsibilities Task #8 All GA Responsibilities Task #9 All GA Responsibilities Task #10 All GA Responsibilities Task #11 End

Effective: 03/01/06

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