Sponsored Projects Training
Program
October 13, 20 and 27, 2010
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Financial Management Tools
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Objectives
•
•
•
Recommend PeopleSoft reports, queries,
and pages (tools) for effective grants
management
Review how and when to use these tools
Discuss resources available for
interpreting the data
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What you should know….
Before you start this class, we assume that you have:
a) Familiarity with Fundamentals of PeopleSoft, Basic Level:
http://www.uvm.edu/hrs/?Page=skills/psclasses.html
b) Familiarity with PeopleSoft, Mid-Level:
http://www.uvm.edu/hrs/?Page=skills/psclasses.html (such as Journal
Entries/Expense Reports/PurCards/Time & Labor)
c) Basic Excel usage
d) Attended previous sessions in this Sponsored Projects Training
Program.
e) Financial forecasting and analytical skills
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PeopleSoft Tools
 Reports
◦ Monthly Budget Reports - Projects
◦ Closeout Report
◦ Cost Share Summary
◦ Budget Transaction Detail Report
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PeopleSoft Tools

Queries
HCM:
◦ UV_PAY_ERN_DIST
◦ UV_DIST_PAST_PROJECT_END_DATE
FINANCIALS:
◦ UV_GM_KK_ERRORS_ALL
◦ UV_RC_GL_JE_NOT_SUBMITTED
◦ UV_PURCARD_JRNLS_NOTFINISHD
◦ UV_INTERIM_PURCARD_QRY
◦ UV_REQUISITION_DETAILS
◦ UV_GM_FINDINGAWDTHRUREFAWD
◦ UV_GCA_PROJ_RESOURCE
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PeopleSoft Tools

Pages
HCM:
◦ Dept Budget Table
◦ Job Data
FINANCIALS:
◦ Budgets Overview
◦ Award Profile
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Recap from Grant Financial
Management Post Award Presentation

Perform on a monthly basis
Run the Project Monthly Budget Report for all department
grants
Monitor for overdrawn or over encumbered projects
Review expenses to ensure they are allowable
Provide PIs with a copy of the reports
Review and resolve all budget checking errors
 Use either the Closeout Report or query
“UV_GM_KK_ERRORS_ALL” (financial module)
Review and submit all journal entries awaiting submission
or posting
 Use either Closeout Report or query
“UV_RC_GL_JE_NOT_SUBMITTED” (financial
module)
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Recap from Grant Financial
Management Post Award Presentation

Perform on a quarterly basis
Run the Closeout Report for all departmental grants
Ensure personnel are not distributed past end date of grant
 Use query “UV_DIST_PAST_PROJECT_END_DATE” (HR
module)
Compare committed effort to actual effort for both the PI
and key personnel
Ensure no effort reductions of greater than 25% of
committed effort
Meet with PI to review grant budget status, effort, and
upcoming quarter plans
Make prospective distribution changes as necessary
Ensure cost share commitments are met (including third
party)
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MONTHLY BUDGET REPORT –
PROJECTS (PMBR)
Navigation: UVM Reports > Budget Reports >
Monthly Budget Rpt – Projects
 General use

◦ Review monthly for budget vs. actuals, encumbrances,
and possible unallowable expenses

The report can be run to excel and therefore the
data may be manipulated for personal reports
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PMBR
Possible parameters
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PMBR

Recommended use
◦ Check the ‘Financial Data in XLS’ option and in the output
filter for
 Possible unallowable expense categories
 Expenses that require possible prior approval
 Equipment
 Foreign Travel
◦ Review for possible rebudgeting
 See NGA for restricted items
 Work with PI and PAS administrator for those items requiring prior
approval
◦ Check salary distributions and fringe
 Review PI and key personnel committed effort
 Work with PI and PAS administrator for those items requiring prior
approval
Job Aid - http://www.uvm.edu/hrs/?Page=skills/manuals/financialreporting.html
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PMBR


Report use frequency - monthly
It is important to note that the payroll encumbrances are through
UVM’s fiscal year-end (June 30) only, which typically does not match
the award end date.
◦ Payroll expenses should be projected through the award end date

This report captures only those transactions that have been posted
to the General ledger (GL).
◦ Any transaction that has been budget checked but not posted will not be reflected
here.

GCA prepares interim financial reports and invoices based on actuals
posted to the GL at the end of a specific accounting period
◦ PMBR will reconcile to these reports and invoices
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CLOSEOUT REPORT

Navigation: UVM Reports>Closeout Report

General use
◦ The best tool to get a comprehensive snap shot of the
project
◦ It provides sponsored and cost share budget balances,
lists all the exceptions that need to be addressed and
much more
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CLOSEOUT REPORT

Possible parameters
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CLOSEOUT REPORT

Recommended use
◦ Review the demographic information (in the header of the report)
◦ Compare budget to actuals for both sponsored and cost share
chartstrings
◦ Review salary encumbrances
◦ Journal Entries/Expense Reports/Vouchers/Purchase Orders stuck in
budget checking errors
◦ Purcards/Expense Reports with a default chartstring tied to the project
◦ Open Purchase Orders and Requisitions – check to see if
encumbrances are still needed
◦ Upcoming Reporting Milestones
 Any Interim Reports due
 Final report due dates
Job aid - https://www.uvm.edu/hrs/?Page=skills/manuals/financial
reporting.html
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CLOSEOUT REPORT

Report use frequency
◦ Run quarterly for all department grants
◦ Run 30 days prior to grant expiration and both 20 and
30 days after grant ends
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COST SHARE SUMMARY

Navigation: UVM Reports>Cost Share Summary

General use
◦ A snap shot of the mandatory cost share
requirements, budget, and actuals for ongoing
monitoring
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COST SHARE SUMMARY

Possible parameters
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COST SHARE SUMMARY

Recommended use
◦ Cost share budget, actuals, encumbrances, and
budget balances compared to project start and
end date
◦ Ensure commitments will be met by the end of
the project period
◦ Resolve potential overdrafts in cost share
chartstrings prior to the end of the project period

Cost Share Business Process & Summary Job Aid
◦ May be accessed from GCA’s webpage, under
“GCA resources” (http://www.uvm.edu/~gcaacct)
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COST SHARE SUMMARY
◦ Report use frequency
 Run and review quarterly
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BUDGET TRANSACTION DETAIL REPORT

Navigation: Commitment
Control>Budget Reports>Budget
Transaction Detail

General use
◦ Research a transaction that may have posted during
a prior accounting period
◦ Used as back up for Journal entries
◦ Secondary to the Monthly Budget Report - Projects
and should only be used for research
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BUDGET TRANSACTION DETAIL REPORT

Possible parameters
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BUDGET TRANSACTION DETAIL REPORT

Ledger Group Detail KK will return
transactions for all the types of projects
◦ Ledger group is active effective 07/01/2008
Ledger Group Child2 will return transactions
for the old Ledger Group Child1 as well
 This report will give the details of transactions
that have a valid budget status

◦ This will differ from the monthly budget report in all those cases
where the journals/expense reports have not been posted to the
General Ledger
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UV_PAY_ERN_DIST QUERY

Navigation: HR module – Reporting Tools>Query Viewer> Type in the query
name

General use
◦

Great tool to review the individuals and the salary on a project
Quick things that can be used to check using this query
◦ People distributed to this project/chart string
◦ Dollar amount per person
◦ Type of pay received (vacation, overtime, etc)
◦ Check against Monthly Budget Report – Projects
 In order to reconcile with PMBR, the period has to be closed to ensure payroll is posted.

Link to the job aid: http://www.uvm.edu/hrs/skills/manuals/queries.pdf

Query can assist with trouble shooting information in PMBR
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UV_DIST_PAST_PROJECT_END_
DATE

Navigation: HR module – Reporting Tools>Query Viewer> Type in the
query name

General use
◦ Lists all people across departments who are distributed to a specific project past the project
end date

Things to check
◦ Useful at closeout of an award
◦ Should be run at least quarterly to find out who is still distributed to a
project
◦ Trigger to request a no-cost-extension
◦ Trigger to remove people from project – possible terminations involved
(timing of notice, vacation calculations)
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UV_GM_KK_ERRORS_ALL

Navigation: Finance module - Reporting Tools>Query Viewer> Type in the
query name

General use
◦ Lists all budget checking errors as of a particular date
◦ Used by GCA in contacting you to clear certain budget checking errors
◦ Extremely useful during closeouts and at year end
◦ Use this query instead of the project closeout report to get a list of all budget checking
errors for all grants in your unit

Can be run by transaction type – Salary journals, regular journals, expense
reports or for a particular ledger group – SP_CHILD2 or SP_PARENT for
grant related budget checking errors

Run monthly to review and resolve budget checking errors
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UV_RC_GL_JE_NOT_SUBMITTED
Navigation: Finance module - Reporting
Tools>Query Viewer> Type in the query name
 General use

◦ Lists journal entries that have not been submitted or
posted
◦ Used by Financial Reporting and Analysis department
during month end
◦ This information is also available on the closeout
report

Useful during
◦ Month End
◦ Project close out
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UV_INTERIM_PURCARD_QRY
Navigation: Finance module - Reporting
Tools>Query Viewer> Type in the query name
 General use

◦ Lists all purcards that have had activity during the time frame put
in the query prompt
◦ Enables the department administrator to get the purcard
statement and back up from the purcard holders to make sure
that the expenses charged are appropriate and allowable.

Benefits of using the query
◦ Fewer cost transfers if the purcard activity is monitored up front
rather than the charge being allowed to post to the default chart
string without verification.
◦ Backup for your purchases if needed to be pulled for an audit
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UV_REQUISITION_DETAILS


Navigation: Finance module - Reporting
Tools>Query Viewer> Type in the query
name
General use
◦ To review blanket purchase orders activity and
charging expenses appropriately.

Benefits
◦ Used for monitoring vendor activity – payments,
invoices etc
◦ Used for allocating expenses according to the
usage
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UV_GM_FINDINGAWDTHRUREFAWD
Navigation: Finance module - Reporting
Tools>Query Viewer> Type in the query
name
 General use

◦ Used for locating awards using the sponsor
award number
◦ A quick way to locate any new awards or
awards that are on Guaranteed
Funding/Advanced Account
◦ Should be run as needed
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UV_PROJ_RESOURCE

Navigation: Finance module – Reporting
Tools>Query Viewer> Type in the query name

General use
◦ Basically an expenses only version of the Monthly
Budget Report – Projects

Monthly Budget Report - Projects includes the
details in this query plus budget information.
We recommend that you use the PMBR in place
of this query.
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JOB DATA

Navigation: HR module - Workforce Administration>Job Information>
Contract Administration> Job Data

General use
◦ Provides useful employee information on
 FTE
 Department
 All jobs – includes the Fletcher Allen Healthcare component and other
positions
 Employment terms
 Salary plan – bi weekly/semi monthly
 Changes in compensation

Used for the following circumstances
◦ Total compensation determination for effort and cost share calculations
◦ FTE reporting
 Used by GCA for American Recovery & Reinvestment Act (ARRA) reporting
◦ Salary Cap cost share calculations
◦ Provides historical and current information
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DEPT BUDGET TABLE

Navigation: HR module - Set up HRMS>Product
Related>Commitment Accounting>Budget
Information>Department Budget table USA

General use
◦ Lists distributions
◦ Includes history of distribution changes and date changes were entered
◦ Used by GCA for American Recovery & Reinvestment Act (ARRA)
reporting

Quick things that can be ascertained
◦ Distribution changes on a particular project
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BUDGETS OVERVIEW
Navigation: Commitment Control>Review Budget
Activities>Budgets Overview
 General use

◦ Quick snapshot of the project budgets and expenses including cost share
information at any point in time (live)
◦ Not used for reports or invoices to the sponsors or for University
financial statements

Quick things that can be ascertained
◦ Total budget of the award
◦ Expense Categories
◦ Chartstrings
◦ Estimated budget balance

Can be run for sponsored or cost share chartstrings or both
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AWARD PROFILE

Navigation: Grants>Awards>Award Profile

General use
◦ Provides award demographic information and other helpful details for effective grants
management

Gives the demographic info of an award
◦ PI name/Co-PIs
◦ Sponsor name
◦ Amount of Funding
◦ Start and End dates
◦ Milestones – Reporting and otherwise
◦ Grant Administrator link

The additional information link that gives a variety of info
◦ Cost Share
◦ Related Awards
◦ Any other special terms
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RESOURCES

How to run reports/report questions:
Open Labs, Learning Services Classes,
Footprints

http://www.uvm.edu/hrs/?Page=skills/devel
op_skills.html
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Process Questions/Contact info

Dean’s Office

Office of Sponsored Programs, Pre-Award
Services
◦ http://www.uvm.edu/~ospuvm/
◦ Main Campus Office & Funding Information, 340
Waterman Building, 6-3360
◦ Health Sciences Office, 231 Rowell Building, 6-4067

Grant and Contract Administrative Services
◦ http://www.uvm.edu/~gcaacct/
◦ 223 Waterman Building, 6-1459
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Conclusion
•
•
•
Recommended PeopleSoft reports,
queries, and pages (tools) for effective
grants management
Reviewed how and when to use these
tools
Discussed resources available for
interpreting the data
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