MODULE III
REFERENCE
PACKET
MODULE III
REFERENCE PACKET
TABLE OF CONTENTS
Fund Attributes- Revenue & Base/Rate Parents, Billing and Reporting Codes..3-4
DHHS Award Identification Numbering System………………….……………5-6
NIH Post Award Cheat Sheet...............................................................................7
NIH Grants Policy Statement (Prior Approval Requirements)............................8-10
Grants Mgmt / Basic Things to Know.................................................................11-12
Sample Transactions for a Grant Fund................................................................13
BEN Financials Commodity Matrix…................................................................14-15
GRAM Demonstration Training……..................................................................16-18
GRAM FAQ’s………………………..................................................................19-21
Quick Summary of Grant Reports Available….…………..................................22
Retrieving Business Objects Reports in Webi……….........................................23
Utilizing Org Summary example….…................................................................24-26
Utilizing Fundsummary example…………………………………………….....27
Finally Closing P.O.’s FAQ........................…………………………………….28-29
Clinical Trial/Corp Residual Cash Balance Transfers (SOM only)….................30-31
Request to Revise FSR………………………………………….……................32
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GRANT MANAGEMENT
Some Basic Things To Know
Revenue Recognition- As funds are expensed on a grant (5 ledger) fund, Revenue is recognized in equal
amounts up to the Award Amount in object code 4600 Grant Revenue because we are
entitled to be reimbursed for those expenditures from the sponsor. If the grant fund is
overspent, revenue will not be recognized and an overdraft will result.
PBIL - the Maximum Billable Award - it is a Special Budget Object Code entered by Research Services-Post
Award and equals the Award Amount from the sponsor. PBIL serves as a control and
does not allow Revenue Recognition above the Award Amount. When a Grant Fund is
reported to the sponsor and there is a fund balance remaining, PBIL gets reduced to
ensure Revenue Recognition is limited to the Reported Amount.
PBUD - the Authorized Project Budget- it is a Special Object Code entered by Research Services. PBUD is
most often equal to PBIL except for Advance Accounts where PBIL is set equal to
zero, but a budget has been authorized. Another example is if the grant fund is
accounting for cost sharing and certain expenditures are not to be reimbursed from the
sponsor, but funded by the institution. The department should enter an Operating
Budget based on the PBUD value.
FSRD and FSRI- These are also Special Budget Object Codes Entered by Research services that indicate the
Direct and Indirect Costs reported to the Sponsor.
Operating Budget - gets entered by the grant administrator at the department level utilizing Ben Financials and
should reflect the PBUD value.
Object Code 1220 Receivable – As revenue increases (credit), the receivable increases (debit). As payments
are received from the sponsor, the receivable decreases (credit). Federal Funds that are
reimbursed via the Letter of Credit mechanism have a zero receivable. Departments
should be concerned any time the receivable exceeds the most recent 3 month's
cumulative expense. They should also contact Research Services anytime there is a
non zero value for a grant reimbursed via Letter of Credit.
Adjustment Period - is the period after the termination date of the grant where adjustments can be made prior
to the grant freezing. The period ends 30 days prior to the Financial Report Due Date.
The administrator can find out funds freezing in the next 90 days by running the ORG
Summary.rep within Business Objects.
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GRANT MANAGEMENT
Some Basic Things To Know
Modified Total Direct Cost Base- is the base used to calculate Indirect Costs on Federal Awards.
Object Code
Total Direct Costs
Less: Tuition Remission
Subcontracts>$25,000
Equipment
Patient Care
Alterations
4180-4190
5287-5288
5350-5359
5333
1820-1834
5334
4821
Allowability of Costs - OMB Circular A-21 governs. On Federal Awards, revenue is not recognized on object
code 5214 Entertainment because it is an unallowable cost. Some costs are allowable,
but should not be directly charged to grant funds because they are recovered through
the Facilities and Administrative (F&A) previously known as Indirect) Cost Rate. A-21
states that “The salaries of administrative and clerical staff should normally be treated
as F&A costs. Direct charging of these costs may be appropriate where a major project
or activity explicitly budgets for administrative or clerical services and individuals
involved can be specifically identified with the project or activity. Items such as office
supplies, postage, local telephone costs, and memberships shall normally be charged as
F&A costs.” Directly charging costs normally treated as an F&A cost is unallowable
because the cost would be reimbursed twice.
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Using Category View can help you find the Grants Management Specific Queries
Full Webi (Business Objects) Tips and Tricks to Save and Send Queries is located at:
http://www.upenn.edu/computing/da/bo/webi/faq_tips.html
For further Documentation on the Grants Management Reports available go to:
http://www.upenn.edu/computing/da/dw/financial_queries.html#grants
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Frequently Asked Questions:
Final Close of Purchase Orders
1. What does it mean to request a Final Close for a Purchase Order?
Finally Closing a Purchase Order means that the PO has been disabled (i. e. Finally Close prevents
modifications to the PO in the BEN Financials system). Once a PO is Finally Closed, nothing else can be
processed against a PO. It is important to be sure that all PO activity is complete, including all checks being
issued, before requesting a Final Close.
2. When should I request a Final Close for a Purchase Order?
A Final Close is done when all activity on a Purchase order has been completed and there are remaining
encumbered funds. If no remaining encumbered funds exist, a Final Close may also be requested as a means of
managing maintenance contracts, leases, or other service Purchase Orders.
3. Can you provide examples?
Example #1: When needed to release funds encumbered by a fully completed PO
A Purchase Order is generated for 2 widgets. One widget is delivered, but the second widget will not be
delivered as the product has been discontinued. The PO cannot be cancelled (since one of the widgets has, in
fact been delivered). After the invoice for the first widget is processed, the department would like to make the
remaining encumbered funds available for other purposes. To release the encumbrance against this PO, a
request must be made to Finally Close this Purchase Order. (FAQ #5)
Example #2: A Service Purchase Order
A Purchase Order is generated for a maintenance contract (or other service). The invoice matches the PO and
the Supplier is paid in full. The Department will be placing a Purchase Order to the same company for a
maintenance contract (or other service) for the following year, but wants to ensure that the previous Purchase
Order is disabled to prevent any future activity against it. To ensure that the PO is disabled, a request must be
made to Finally Close this Purchase Order. (FAQ #5)
4. What must be completed before requesting that a PO be Finally Closed?
Once you determine that a PO should be finally closed, you must verify the following items before submitting
the request to Accounts Payable. If any of the following items are not complete, the Final Close request will be
rejected by AP:
 Have you contacted the supplier?
Since the PO is a contractual agreement between the University and the Supplier, you must notify the
Supplier BY E-MAIL.
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Is the PO fully approved and the funds reserved?
PO’s that are "In Process" cannot be Finally Closed.
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The PO lines have been fully invoiced and entered into BEN Financials by Accounts Payable?
All invoices for payment must have been received and processed by AP before a Final Close can be
requested.
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Does the PO require receipts? If so, has the PO been receipted?
If the PO requires receipting, this must be completed before a Final Close can be requested.
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Have all checks for payment have been issued?
All checks must have been issued in the BEN Financials system.
Tip: These items can be verified by using "Invoice Inquiry" in the PO Manager Responsibility.
5. I have a PO that requires to be Finally Closed. All of the required PO invoicing and receipting are
complete. How do I make the actual request to Finally Close a PO?
Final Close requests must be sent by e-mail to apsup@pobox.upenn.edu.
Each request must include:
 Buyer Name
 Supplier Name
 Purchase Order Number
 The reason for requesting the Final Close (FAQ #2)
 A copy of the e-mail sent to the supplier notifying them that you intend to request a Final Close to the
Purchase Order (FAQ #4)
6. Who can I contact if I have questions?
Contact Accounts Payable at: apsup@pobox.upenn.edu
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University of Pennsylvania
Request to Revise FSR
Principal Investigator:_____________________________________________
Project /Grant Number:___________________
Fund Number: ________________
Account End Date: ______ Date Reported:_______ Desk Accountant:______________
Originally Reported:
To Be Revised To:
Directs: _________
F&A: _________
Directs: _________
F&A: _________
Total:
Total:
_________
_________
Subsequent yrs (if any):
Please list Fund #'s:
_____________
_____________
_____________
Explanation of Reasons Why Reporting Discrepancy Occurred
List any transactions which occurred/did not occur after original report date which are requiring the
revision to be made (attach list if necessary)
Action(s) to be taken by Dept so that error(s) do not occur again (If applicable)
Certification of School I have reviewed the above explanation(s) and approve the
request. Revisions upward require PI approval and will only be requested if within
180 days after the termination date and if the costs are allocable, allowable, and
appropriate to the grant. Prior sponsor approval has been obtained if additional
funds are being requested from the sponsor.
Signature of Sr. Business Officer
____________
Date
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