OPAFS   Forum

Index   List
Prefix   only
Org   only
Active   only

Index   List

Index   Summary   – Inception   to   Date: great   when   you   have   lots   of   indexes

Index   Summary   – Inception   to   Date

Operating   Ledger   Transactions

Operating   Ledger   Transactions

Operating   Ledger   Transactions

Expanded   Budget   with   Fund   Summary
Why   use   this   report?
View   is   a   quick   summary   – snap   shot   of   fund   activity   and   status
• Revenue   Account   (Begin   with   “5”)
• Allocation/budget
• OPAFS   will   allocate   per   award   type   or   cash   receipts
• Expenditures   by   account    and   sub ‐ account   (Begin   with   “6”)
• Transfer   Accounts    (Begin   with   either   “7”   or   “8”)
• Transfer   accounts   classify   additions   to,   deductions   from,   or   transfers   between   funds
• Indirect   cost   transactions
• Multi ‐ Campus   Awards
• STIP   Earnings

EBS—Top   line
• Budget:    correct   selection   of   Revenue   Account   for   the   fund   type
• Cumulative   Budget   – allocation   of   award   or   payments
• Financial/Revenue/Expenditure:    Accrual   vs   Cash
• Accrual   based   accounting  ‐ revenue   is   recognized   when   earned   and
Expense   is   recognized   when   incurred
• Actual   payments/cash   received   from   outside   sources,   i.e.
Clincal Trial
Milestone   invoiced/Scheduled   payments,   i.e.
Private   Grants
• Balance:   Budget    less   expenses    =   good   balance   or   deficit
• May   need   to   allocate   budget   or   cash/payment

EBS ‐ Expenditures
Expenditures  ‐ outflow   of   funds   for   an   item   or   service
• Quickly   scan   down   thru   sub ‐ accounts   for   unallowable   expenditures
• Review   subaccounts   for   reporting   purposes   (MTDC   Exclusions)
• Subcontracts   (no   IDC)
• Equipment   (no   IDC)
• Space   Rental   (no   IDC)
• Patient   Care   Costs   (no   IDC)
• Tuition   Remission   (no   IDC)
• Scholarships   and   Fellowships
• Provide   agencies   with   billing   detail   for   invoices

EBS ‐ Transfers
• Indirect   Costs   assessed   – Account   823800   (OPAFS   IDC   adjustments   823801)
• Multi ‐ Campus   Awards   –Intercampus   Transfer   Account   Codes   begins   with   “7”
• STIP   distributions   – General   Accounting   and   OPAFS
• Transfer   between   funds
• Bottom   line:   last   category   of   the   EBS
NET   =   REVENUE   – EXPENDITURE   – TRANSFERS

EBS   – Grant   Inception   to   date/All   Costs   without   Accounts

EBS   – Grant   Inception   to   Date   –
Overall   without   Accounts

EBS   – Grant   Inception   to   date/All
Costs   Overall   with   Accounts

EBS   – View   individual   costs   by
Account   Code
Why   helpful?
Can   drill   down   to   view   expenses
• Salary/Benefits   Payroll   Expense   Ledgers
• Vacation   Leave   Accrual   ledgers
• Expenditure   receipts
• Travel    Expense   Vouchers

Payroll   Expense   Reports
• DOPE   – Distribution   of   Payroll   Expense
• PAYROLL   PROJECTIONS
• VACLAC

BIG   WHY?
• Internal   Control
• Best   practice   is   to   review   monthly
Resource: http://blink.ucsd.edu/finance/accountability/controls/practices/payroll.html
• Agencies   sometimes   want   backup   for   invoices   generated
• To   avoid   errors,   disallowances,   etc.
• Verify   charges   are   correct
• Employees
• Effort
• Rate – NIH cap

How   to   View
• Expanded   Budget   Summary   Report
FinancialLink/   Reports/   Summary   Reports/   Expanded   Budget
• Payroll   Report
FinancialLink/   Reports/   Payroll   Reports

Payroll   Expense   Report

PDF   DOPE   Reports http://blink.ucsd.edu/finance/payroll/processes/DOPE.html

PDF   Version
Why?
• Account   codes   for   specific   benefits
• Needed   when   doing   benefit   transfer   JV’s   outside   of   ePET
• Biweekly   accruals   (unless   you   run   DOPE   query   by   index)
• http://www ‐ bfs.ucsd.edu/pay/pdf/dope.pdf

How   to   Read   the   FinLink Payroll   Expense   Report

Payroll   Projections   Report
Can   view   from
FinancialLink/ Reports/ Payroll Reports
• More   useful   to   view   along   with   EBS
• Provides   rough   estimate   projected   balance   at   end   of   budget   period
• PPS   Information   on   who’s   on   project,   at   what   effort,   and   for   how   long
• Provides   opportunity   to   make    PPS   corrections   to   avoid   need   for   ePET

EBS   with   payroll   projections

VACLAC  ‐
From   EBS,   click   on   Leave   Accrual   or   Usage

Dates   on   VACLAC   vs.
DOPE

Tips
• Coordinate   with   timekeepers   to   send   employees   regular   reminders   to   report   vacation   usage
• Timeliness   is   important   especially   as   a   project   comes   to   an   end
• Untimeliness   could   result   in   unwanted   scenarios:
• Overdraft
• Return   of   funds
• Towards   end   of   project   reconcile   vacation   usage   hours   reported   by   employee   with   VACLAC.
Unposted   usage   hours   should   be   included   on   FER   as   pending.
• Don’t   forget   that   usage   hours   reported   for   employees   at   MAX   will   incur   vacation   accrual   charges,   so   include   on   FER   as   well.

Best   Practices
• Review   DOPES   Monthly
• Employees   are   working   on   the   project
• Employees   efforts   on   project   are   being   charged
• The   rates   are   appropriate   per   agency   guidelines
• Check   periodically   with   PI   if   anything’s   changed
• Run   projections   to   check   if   any   changes   need   to   be   made
• Monitor   that   vacation   usage   is   reported   timely

Resources   on   VACLACS
Leave   Accounting   Overview   Powerpoint by   Payroll https://blink.ucsd.edu/_files/payroll/vaclac.ppt
Calculating   Vacation   Usage   and   Accrual   by   Payroll https://academicaffairs.ucsd.edu/_files/resource‐admin/budget/fin‐ contacts/VacationAccountingPresentation101910.pdf
Vaclac calculation   for   bi ‐ weekly   employees
Vaclac calculation   for   monthly   employees

Expenditures   By   Month   Ledger
• Ledger   is   quick   and   easy   to   review   for   monthly   expenses   as   part   of   post   award   reconciliation
• Is   a   useful   report   for   reviewing   total   expenditures   over   a   specific   block   of   time
• Is   used   to   verify   indirect   costs
• When   there   is   more   than   one   IDC   rate   (i.e.
Rate   change   from   54.5
‐
55%)
• When   there   is   an   IDC   discrepancy
• Simple   ledger   for   sponsors   that   request   documentation   of   expenses
• Can   be   run   by   either   index   or   fund   number   with   summarized   account   detail

Encumbrance   Ledger   Report
• View   encumbrances   by   index   and/or   by   account   code
• Review   outstanding   liens   for   S&E,   SubK,   Equipment   and
Travel
• Necessary   for   annual   and   final   financial   reporting
• Reconcile   liens   that   have   ended
• Reconcile   outstanding   payments   for   final   closeout   reporting
Important for SubK’s that have not sent invoices to UCSD
Process travel in a timely manner to meet financial reporting deadlines

Encumbrance   Ledger  ‐ Subtotals   by
Index

Encumbrance   Ledger  ‐ Subtotals   by
Account   Code

Purchase   Order   Report
Purchase   Order   report   template   is   useful   for
• Reviewing   history   of   all   PO’s   processed   on   an   award   for   financial   reporting
• View   specific   dates   ,   account   codes   for   transaction
• Snapshot    report   capturing   PO   class,   number   of   items   ordered,   if   change   order(s)   were   processed
• Ensuring   that   IDC   has   been   charged   on   SubK’s as   there   have   been   issues   with   various   PO’s   processed   in   Marketplace   and/or   where   wire   payments   are   made   to   foreign   entities

Purchase   Order   Report

Purchase   Order   Report

Purchase   Order   – Line   Item
Information

Purchase   Order   ‐ Total   Paid   To   Vendor

Purchase   Order   ‐
No   IDC   charged   on   first   $25k

Purchase   Order
‐
IDC   charged   on   first   $25k

Financial   Account   Summary

General   Ledger   Trial   Balance

General   Ledger   Trial   Bal

General   Ledger   Transaction