UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Access: QDB login and password
• How do I access it?
• In Excel, under Tools, Dean’s Office Programs or QDB/GLPPP
FPM Ad Hoc Reporting
• What do I use it for?
• In conjunction with FPM, SOM QDB is used to produce monthly
financial statements
• Used to create Closing Packet to close all contract and grant
funds
• Use to sort data quickly
• Use to search data quickly
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Access: QDB login and password
• How do I access it?
• Dean’s Office Application Dashboard icon installed on your desktop
• What do I use it for?
• Enter projected staff salary and non-salary expenses to appear in SOM
QDB financial statements
• Add Closing To-Appear projections for Close Out Packet
• View Chart of Accounts for your division
• Assign Internal PI Name
• Assign Fund Manager
• Add comments & fund “short names” for the Summary By Sub financial
reports
• MSOs use to enter Faculty Worksheet data
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Access: UCLA Login and password
• Otherwise known as campus QDB
• How do I access it?
• Accounting’s Website – FS Applications
• What do I use it for?
• Reports: Fund Balances, Account Summary, Detail
General Ledger, Recharge Activity & ID, Open
Commitment, Consolidated Gift Fund, Table of Funds,
Table of Accounts, Sub-Object Code Listing
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Access: QDB login and password
• How do I access it? – 2 options:
• Dean’s Office Application Dashboard icon installed
on your desktop – NO LONGER SUPPORTED
• QDB/FPM under General Ledger Custom Reports
• What do I use it for?
• Monthly Overdraft Report
• List of all Account/Funds in your Division you are
responsible for (current or historical)
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
(ORA Portal)
UCLA Department of Medicine
Office of Research Administration
• Access: UCLA Login + Request access through the
portal
• How do I access it?
• ORA Portal
• What do I use it for?
• C&G, and ERS statistics
• Award Status & Synopsis
• Submission of Smart Closeout Package to EFM
• FSRs due reports
• NIH Salary Cap Exceptions Report
• Links to other UCLA C&G related forms and information
UCLA Department of Medicine
Office of Research Administration
• Access: ORA Portal – Compliance Overpayment/Disallowance Report
Salary Cap
• Use your UCLA Logon
• Run report:
• Quarterly
• By Department FS Code
• Report will show original amount paid over the cap
AND any corrections
• Make sure the Debits and Credits zero out
• Ability to export to Excel
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Access: UCLA Login + PI MUST grant access to the
Fund Manager (via the Settings menu)
• How do I access it?
• PI Portal
• What do I use it for?
• View what the PI sees
• Generally the FM will use FPM/QDB, or other tools, instead of PI
Portal
• View Burn Rate for expenditures vs. time lapsed
• View linked account balances & expenditures
• View linked account Payroll details
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• NIH policy requires it: see Grants Policy Statement on financial
management standards (section IIA, page 98).
• Allows you to create accurate financial statements so PIs can
make informed decisions about their research.
• Protect yourself, the PI, the Dept & University from audit
disallowances.
• Timely cost transfers/change orders/X-outs = PI has time to
spend $ on other project related expenses, instead if sending $
back to agency.
• If cost transfers are processed in a timely manner (i.e. w/i 120
days): you do not need exceptional approval from EFM.
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Tool - FS0100 Detail General Ledger, Expenditures: Sub-Object
Summary
• Are all Object Codes allowable & applicable on this grant?
UCLA Department of Medicine
Office of Research Administration
• Are all expenses allowable & applicable to this grant
according to agency policy & approved budget
• Pay close attention to Recharge entries, as Recharge IDs can
become blank checks if appropriate controls are not in place.
UCLA Department of Medicine
Office of Research Administration
• Are all individuals actually working on the grant?
• Is the percent effort appropriate according to actual effort
worked & budgeted?
• If NIH, are all pay rates at or below the cap?
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Are all encumbrances valid, or does the PO need to be X’ed
out?
UCLA Department of Medicine
Office of Research Administration
• Use this tool as a double
check to your
reconciliation of the SubObject Summary ledger.
• If allowable, be
prepared to provide
additional justification &
documentation to support
allowability.
UCLA Department of Medicine
Office of Research Administration
• Are any linked account in overdraft?
• Are funds being spent according to budget, agency policies,
and how your PI intended?
UCLA Department of Medicine
Office of Research Administration
• Is there a VARIANCE listed at
the bottom of the report?
• If the Variance is POSITIVE,
the fund was not charged
enough 9H, and needs to be
debited.
• If the variance is NEGATIVE,
the fund was charged too
much 9H, and is due a credit.
• EFM will have to JOURNAL
the VARIANCE in order to
debit/credit the 9H pool.
UCLA Department of Medicine
Office of Research Administration
• Run the report using the FULL ACCOUNTING UNIT (FAU). You
will not get correct results if you enter an “*” in the Account or
Cost Center.
• Is there an amount other than zero listed under 9H TOF Adj
needed?
• Understand WHY before processing TOF. Examples:
• Was unbudgeted equipment, GSR fees, patient care purchased?
• Did subawards get object coded correctly to reflect 9H on first $25K?
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Choose your Dept,
Salary Cap amount &
time period (within 1
year max), and the
report will find any
salary rates paid above
the Cap amount chosen
for funds that are
flagged in the FS system
as having a Salary Cap.
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• You will only be able to view the name of the individual paid &
the total salary charged. You will not be able to view pay
rates or percent paid.
• Are all individuals actually working on the grant?
UCLA Department of Medicine
Office of Research Administration
• Creating monthly financial
statements, meeting with
your PI & providing the
reports is one of the most
important tools we can use
to help us reconcile the
expenses! The PI has the
best knowledge available
to determine if expenses
benefitted the grant
charged or not.
UCLA Department of Medicine
Office of Research Administration
• Non-Salary Unallowables:
• Process Npears to move expense to appropriate FAU, or change Sub or
Object Code as necessary.
• Salary Unallowables:
• Update EDB, process necessary UPAYs and/or Rx/Lx’s.
• Open Encumbrances:
• Close invalid POs via BruinBuy, Purchasing & Accounting to release the
money back into the FAU.
• Rerun financial statements to reflect changes and new
projections.
UCLA Department of Medicine
Office of Research Administration
UCLA Department of Medicine
Office of Research Administration
• Access: OFSR – Detail – Recharge Activity Report
• View all Recharge activity for a particular FAU, and a
particular time frame
• Click on the Trans No hyperlink to view additional data
• FAU receiving the Credit
• Recharge description, Preparer Name & phone number
UCLA Department of Medicine
Office of Research Administration
• Access the monthly telephone bill by division.
• Requires AIS Access Form submitted by MSO
• Each month the bill should be reconciled by someone in your
division
• Personal calls should be reimbursed
UCLA Department of Medicine
Office of Research Administration
• Billing statement by FS code or Recharge ID for the
following:
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Document Services
Bulk Mail
Incoming Mail Charges
Messenger Service Activity
Outgoing Mail Activity
Campus Mail Stop Charges
Stamp Sales Activity
BruinPost Email Activity
Distribution Services Activity (aka Storehouse)
• Compressed gases purchase and cylinder demurrage
• UPS & Federal Express charges
• Chemicals & Compounds (Alcohol)
UCLA Department of Medicine
Office of Research Administration
• Access granted via Facilities website – click on the New User
Request link
• View Facilities charges by FS Code
• Search by Job Number
• Under Transactions link you can view FSR to see full detail of
work done and requester name.
UCLA Department of Medicine
Office of Research Administration
• View billing statement by month by PI Name
• Allows you to see the requester name and detailed information
of expense.
UCLA Department of Medicine
Office of Research Administration
• Access requires PI user name and password.
• Either contact your PI for user name and password, or contact Jeanette
Papp
UCLA Department of Medicine
Office of Research Administration
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Imaging Facility
Mass Spectrometry
Fluorescent Microscope
Molecular Visualization Lab
Media Kitchen
Consignment Stockroom
UCLA Department of Medicine
Office of Research Administration
• All Dean’s Office Programs & User
Manuals
• http://finance.dgsom.ucla.edu/pages/applicat
ions
• UCLA Financial Web Reports
• https://fswj.ais.ucla.edu/menu/faces/main.xht
ml
Fund Manager Tools
• ORA Online Resource Center (ORA
Portal)
• http://portal.research.ucla.edu/index.aspx?Se
ction=PostAward
• PI Portal
• https://orisapps.research.ucla.edu/PIPortal/Se
archPI.aspx
UCLA Department of Medicine
Office of Research Administration
We appreciate if you would take a few
moments to complete a short 5 question
survey to help us improve your training
experience. Thank you!
UCLA Department of Medicine
Office of Research Administration