Cash Balance Reconciliation
To determine the amount of cash available for a project, you will need to look at the GL accounts that are established for each CG project
account. For example, an account with SL 4-33056 will have a corresponding GL account 0-33056.
To find the total amount of cash received for the project, you need to look at control 1353 and 1354 on Screen 018. In Screen #1, the
amounts of $150,960.35 and $104,039.65 added will give you total cash received of $255,000.00. On FMIS Screen 018, the total cash balance
available is on line 1, under Control 1100, Claim on Cash. If the amount shown is positive, this means that expenditures on the project are
less than the amount of cash received. If the amount shown is negative, this means that expenditures for the project are greater than the
cash available.
Screen #1
018 GL Account Summary
01/04/2011 10:13
FY 2011 CC MA
Screen: ___ Account: 033056 ____
CONTRACT GRANT ACCOUNT
Flags
Dept: 00557 Exec: 13 DAGS: T 996 UH: P 280 Sch: 55
FO: 00183
DFRY
Resp Person:
PROJECT MGR
Map Count: 001
FY ID: N
NNNP
Cntl Description
---- -----------------------1100 CLAIM-ON-CASH
1351 AWARD AUTHORIZED, PRIV A
1352 AWARD UNREALIZED, PRIV A
1353 AWARD REALIZED, PRIV AGE
1354 ACCTS REC, PRIV AGENCY
1355 ACCTS REC-ACCR, PRIV AGE
1356 ACCTS REC-RECLASS, PRIV
2100 ACCOUNTS PAYABLE, DAILY
2140 ADVANCES FROM SPONSORS
2410 ACCRUED VACATION
2835 DUE TO OTH SRCS, UH TRUS
3340 CUR RES, NON-FED SPONS P
4240 PRIVATE GRANTS/CONTRACTS
4241 PRIVATE GRANTS/CONTRACTS
9140 RES CUR YR REV BUD CTRL
9150 RES CUR YR EXP BUD CTRL
9540 EXP SUM - CUR RES UH TRU
9640 EXP ENC - CUR RES UH TRU
Beg Balance
Actual
Cur Balance
--------------- --------------- --------------107,860.47
3,820.82- 104,039.65
360,000.00
360,000.00
227,860.47- 18,820.82 209,039.65132,139.53- 18,820.82- 150,960.35107,860.473,820.82 104,039.651,093.62
1,093.62
87,473.17 87,473.1787,473.17911.35182.27-
87,473.17
46,421.94- 15,684.029,284.38- 3,136.80360,000.00360,000.00
55,706.32 18,820.82
4,561.50
1,691.10-
Fund Balance Change
Viewing current-month (December)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Prod* HELP Notes Exit
Mnth- Mnth+ YTD
Extnd Trans
-------------------------------------------------------------------------------4-©
1 Sess-1 128.171.224.82
TCPPD008
4/12
911.35182.2762,105.9612,421.18360,000.00360,000.00
74,527.14
2,870.40
Cash
Available
= Total Cash
Recd
$255,000
On FMIS Screen 018, for deposit transactions (U-Docs), press F11 to obtain details. In the details, you will see in Reference No. 2 a Udocument number. This indicates that payment was received by the sponsor and transferred into the account. Per the attached Screen #2,
you see 2 transactions, U335578 dated 07/14 and U335598 dated 08/04, both in the amount of $15,000.00. As you scroll down on the
transaction detail information, you will notice that all deposits made within this fiscal year are recorded. The last deposit made to this
account was on 12/08, on Screen #3, document U343091 in the amount of $15,000.00. To find out previous years deposits, you can change
the fiscal year view for the account (Screen 882).
Screen #2
018 GL Account Summary
Screen: ___ Account:
01/04/2011 10:13
FY 2011 CC MA
033056 ____
CONTRACT GRANT ACCOUNT
Flags
Dept: 00557 Exec: 13 DAGS: T 996 UH: P 280 Sch: 55 FO: 00183
DFRY
Resp Person: PROJECT MGR
Map Count: 001
FY ID: N
NNNP
+-----------------------Transaction Detail Information------------------ --------------------------------+
|
|
| CPU RefNo.1 RefNo.2 Date TC Description
Amount
ID Number |
| ----------- ------- ----- --- -------------- --------------- -------------------------------------------- |
| 07/14
U335578 07/14 030 1483461, 6/30/
15,000.00A1010 |
| 07/23 FHWR954 RV00409 07/23 062 REVENUE RECOGN
2,913.34
|
| 07/23 FHWR954 RV00410 07/23 062 REVENUE RECOGN
582.67
|
| 08/04
U335598 08/04 030 1495829, 7/30/
15,000.00A1010 |
| 08/27 FHWR954 RV00299 08/27 062 REVENUE RECOGN
2,851.42
|
| 08/27 FHWR954 RV00300 08/27 062 REVENUE RECOGN
570.28
|
| VVVV
|
| Reposition: __________ TC: ___
|
|
|
+------------------------------------------------------------------------------------------------------------------+
Viewing year-to-date (January)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Prod* HELP Notes Exit
Extnd
-------------------------------------------------------------------------------4-©
1 Sess-1 128.171.224.82
TCPPD008
19/16
Screen #3
018 GL Account Summary
Screen: ___ Account:
Deposit
information
01/04/2011 10:13
FY 2011 CC MA
033056 ____
CONTRACT GRANT ACCOUNT
Flags
Dept: 00557 Exec: 13 DAGS: T 996 UH: P 280 Sch: 55 FO: 00183
DFRY
Resp Person: PROJECT MGR
Map Count: 001
FY ID: N
NNNP
+-----------------------Transaction Detail Information------------------ --------------------------------+
|
|
| CPU RefNo.1 RefNo.2 Date TC Description
Amount
ID Number |
| ----------- ------- ----- --- -------------- --------------- -------------------------------------------- |
| 12/01 FHWR954 RV00218 12/01 062 REVENUE RECOGN
958.66
|
| 12/03 FHWR954 RV00495 12/03 062 REVENUE RECOGN
1,391.89
|
| 12/03 FHWR954 RV00496 12/03 062 REVENUE RECOGN
278.38
|
| 12/08
U343091 12/08 030 1538041, 11/30
15,000.00A1010 |
| 12/10 FHWR954 RV00392 12/10 062 REVENUE RECOGN
5,817.11
|
| 12/10 FHWR954 RV00393 12/10 062 REVENUE RECOGN
1,163.42
|
| VVVV
|
| Reposition: __________ TC: ___
|
|
|
+------------------------------------------------------------------------------------------------------------------+
Viewing year-to-date (January)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Prod* HELP Notes Exit
Extnd
Deposit
information
If you are using the PageCenter reports, this information can be found on the GL report CBSP090D. Since these reports capture
monthly transactions, you will only see the deposit transactions for the current month. On the report CBSP090D below, you will
notice that the deposits appear under account control 1354 (Revenue Recognition). You will see again under Refrence #2, a
deposit U-Doc number U343091 for total deposit of $15,000.00. This is the same information as FMIS Screen 018 in the
Screen#2 example above. To find the total amount of cash received for the project, you will need to look at the total to date
figure under account controls 1353 and 1354. The addition of $150,960.35 and $104,039.65 will give you the total cash received
of $255,00.00.
On FMIS Screen 018 and PageCenter report CBSP090D, the total cash balance available is on line 1, under Control 1100, Claim on
Cash. If the amount shown is positive, this means that expenditures on the project are less than the amount of cash received. If
the amount shown is negative, this means that expenditures for the project are greater than the cash available.
Page Center Report
CBSP090D
FY 2011 CC MA
UNIVERSITY OF HAWAII - MANOA
CGS ACCOUNT STATEMENT AS OF 12/30/2010
01/01/11 02:53
PAGE: 26429
UH20920 CONTRACT GRANT ACCOUNT
ACCT:
0-33056
AWARD NO: HI-0001-2011
AWARD PERIOD: 07/01/2009-06/30/2013
SPONSOR: A1010 AMERICAN CANCER SOCIETY
PROJ PERIOD: 07/01/2009-06/30/2013
PASS THRU:
FND APN DEPT DIV PYMT ST D F AWD ROLL 1 ROLL 2 ROLL 3 RESP
P 280 00557 BB 1 O N N 19771
25
00183
ACCT
CTL
DESCRIPTION
DOC
DATE TC
REF
NO 1
REF
NO 2
JE OFFSET
ACCOUNT
PREVIOUS
BALANCE
RESP PERSON: PROJECT MGR
OLD ACCOUNT: F97280P
PROJ AMOUNT:
180,000.00
FO
Cash Available,
same as Screen
#1 above.
SO
CURRENT
MONTH
TOTAL
TO DATE
1100 ** CM TOTAL CLAIM-ON-CASH
107,860.47
3,820.82-
104,039.65
1351 ** CM TOTAL AWARD AUTHORIZED, PRIV AGENCY
360,000.00
.00
360,000.00
1352
REVENUE RECOGNITIO 12/03 062 FHWR954 RV00497 0-39738-1353CR
REVENUE RECOGNITIO 12/10 062 FHWR954 RV00394 0-39738-1353CR
REVENUE RECOGNITIO 12/17 062 FHWR954 RV00548 0-39738-1353CR
REVENUE RECOGNITIO 12/31 062 FHWR954 RV00281 0-39738-1353CR
1352 ** CM TOTAL AWARD UNREALIZED, PRIV AGENCY
REVENUE RECOGNITIO 12/03 062 FHWR954 RV00497 0-39738-1352DR
REVENUE RECOGNITIO 12/10 062 FHWR954 RV00394 0-39738-1352DR
REVENUE RECOGNITIO 12/17 062 FHWR954 RV00548 0-39738-1352DR
REVENUE RECOGNITIO 12/31 062 FHWR954 RV00281 0-39738-1352DR
1353 ** CM TOTAL AWARD REALIZED, PRIV AGENCY
227,860.47-
1,670.27
6,980.53
4,697.03
5,472.99
18,820.82
REV569 12032010 30
REV662 12102010 30
REV730 12172010 30
REV766 12312010 30
209,039.65-
132,139.53-
1,670.276,980.534,697.035,472.9918,820.82-
REV569 12032010 30
REV662 12102010 30
REV730 12172010 30
REV766 12312010 30
150,960.35-
1,391.89
278.38
15,000.005,817.11
1,163.42
3,914.19
782.84
4,560.83
912.16
3,820.82
Deposit
REV569 12032010 30
REV569 12032010 30
Information,
035DEP
12082010 30
Same
as Screen
REV662 12102010 30
#2
above
REV662 12102010 30
REV730 12172010 30
REV730 12172010 30
REV766 12312010 30
REV766 12312010 30
104,039.65-
1353
1354
REVENUE RECOGNITIO 12/03 062 FHWR954 RV00495 0-39738-4240CR
REVENUE RECOGNITIO 12/03 062 FHWR954 RV00496 0-39738-4241CR
1538041, 11/30/10,
12/08 030
U343091
REVENUE RECOGNITIO 12/10 062 FHWR954 RV00392 0-39738-4240CR
REVENUE RECOGNITIO 12/10 062 FHWR954 RV00393 0-39738-4241CR
REVENUE RECOGNITIO 12/17 062 FHWR954 RV00546 0-39738-4240CR
= Total Cash
REVENUE RECOGNITIO 12/17 062 FHWR954 RV00547 0-39738-4241CR
Received
REVENUE RECOGNITIO 12/31 062 FHWR954 RV00279 0-39738-4240CR
REVENUE RECOGNITIO 12/31 062 FHWR954 RV00280 0-39738-4241CR
$255,000
1354 ** CM TOTAL ACCTS REC, PRIV AGENCY
107,860.471355 ** CM TOTAL ACCTS REC-ACCR, PRIV AGENCY
1356 A/R Reclass
07/22 061 CBYR957 AR00467 0-39738-2140DR
1356 ** CM TOTAL ACCTS REC-RECLASS, PRIV AGENCY
1,093.62
.00
1,093.62
87,473.17
87,473.1787,473.17-
.00
.00
87,473.17-
87,473.17
87,473.17
2410 ** CM TOTAL ACCRUED VACATION
911.35-
.00
911.35-
2835 ** CM TOTAL DUE TO OTH SRCS, UH TRUST FUND
182.27-
.00
182.27-
.00
.00
2100 ** CM TOTAL ACCOUNTS PAYABLE, DAILY
2140 A/R Reclass
07/22 061 CBYR957 AR00467 0-39738-1356CR
2140 ** CM TOTAL ADVANCES FROM SPONSORS
3340 ** CM TOTAL CUR RES, NON-FED SPONS PROG-OTH
BATCH
BA
REF DATE NK
.00
PAC866 07222010 30
.00
.00
PAC866 07222010 30
.00
CBSP090D
FY 2011 CC MA
UNIVERSITY OF HAWAII - MANOA
CGS ACCOUNT STATEMENT AS OF 12/30/2010
01/01/11 02:53
PAGE: 26430
UH20920 CONTRACT GRANT ACCOUNT
ACCT:
0-33056
AWARD NO: HI-0001-2011
AWARD PERIOD: 07/01/2009-06/30/2013
SPONSOR: A1010 AMERICAN CANCER SOCIETY
PROJ PERIOD: 07/01/2009-06/30/2013
PASS THRU:
FND APN DEPT DIV PYMT ST D F AWD ROLL 1 ROLL 2 ROLL 3 RESP
P 280 00557 BB 1 O N N 19771
25
00183
ACCT
CTL
DESCRIPTION
DOC
DATE TC
REF
NO 1
REF
NO 2
JE OFFSET
ACCOUNT
REVENUE RECOGNITIO 12/03 062 FHWR954 RV00495 0-39738-1354DR
REVENUE RECOGNITIO 12/10 062 FHWR954 RV00392 0-39738-1354DR
REVENUE RECOGNITIO 12/17 062 FHWR954 RV00546 0-39738-1354DR
REVENUE RECOGNITIO 12/31 062 FHWR954 RV00279 0-39738-1354DR
4240 ** CM TOTAL PRIVATE GRANTS/CONTRACTS
PREVIOUS
BALANCE
4240
REVENUE RECOGNITIO 12/03 062 FHWR954 RV00496 0-39738-1354DR
REVENUE RECOGNITIO 12/10 062 FHWR954 RV00393 0-39738-1354DR
REVENUE RECOGNITIO 12/17 062 FHWR954 RV00547 0-39738-1354DR
REVENUE RECOGNITIO 12/31 062 FHWR954 RV00280 0-39738-1354DR
4241 ** CM TOTAL PRIVATE GRANTS/CONTRACTS, OH
RESP PERSON: PROJECT MGR
OLD ACCOUNT: F97280P
PROJ AMOUNT:
180,000.00
FO
SO
CURRENT
MONTH
TOTAL
TO DATE
46,421.94-
1,391.895,817.113,914.194,560.8315,684.02-
REV569 12032010 30
REV662 12102010 30
REV730 12172010 30
REV766 12312010 30
62,105.96-
9,284.38-
278.381,163.42782.84912.163,136.80-
REV569 12032010 30
REV662 12102010 30
REV730 12172010 30
REV766 12312010 30
12,421.18-
4241
9140 ** CM TOTAL RES CUR YR REV BUD CTRL
360,000.00-
.00
360,000.00-
9150 ** CM TOTAL RES CUR YR EXP BUD CTRL
360,000.00
.00
360,000.00
9540 ** CM TOTAL EXP SUM - CUR RES UH TRUST
55,706.32
18,820.82
74,527.14
9640 ** CM TOTAL EXP ENC - CUR RES UH TRUST
4,561.50
FUND BALANCE CHANGE
BATCH
BA
REF DATE NK
.00
1,691.10-
.00
2,870.40
.00
Note that these cash balances are based only on expenditures that have been processed and recorded in FMIS. All encumbrances, in-transit documents, indirect
costs, projected expenses such as payroll, etc. are not deducted from the cash balance. Therefore, if you are implementing a “no-deficit” spending policy, you will
need to take into account all transactions and projections that have not been recorded in FMIS. If you want further assistance in determining cash balances for
your accounts, please contact Janis Morita at the ORS Accounting Office at 956-6959 or email morita@hawaii.edu