Departmental Research Administrators
Training Track
Accounting for Sponsored Projects
Monitoring and Reconciliation
Larry Evans, CAHSS
Danita Eichenlaub, JCET
Amy Schneider, PSY
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COURSE OVERVIEW
The purpose of this course is to provide
guidance to ensure the Business Resource has
the skills to perform monthly monitoring and
reconciliation for each of their grants.
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In this course we will go over the Grant
Summary Report and the Grant Detail Report.
You will be able to identify each report, run
each report and interpret the data on each
report.
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MODULE 1: GRANT TRAINING TRACK COURSES
The following list of grant courses is a prerequisite for this course:
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Grant Overview – This course is designed for any PeopleSoft users who enter grant proposals in PeopleSoft, establish budgets
for grants, or manage grants in PeopleSoft.
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Pre-Award – In this course, we will discuss the grant management process; identify and complete the appropriate forms
required for proposal routing an submission; review a proposal budget for compliance; check the proposal status in PeopleSoft;
locate and view proposal and project documents in PeopleSoft.

UMBC Animal Care & Use Program- To learn the purpose of IACUC and why investigators need to be aware of its purpose, to
describe their role in University research compliance, to make them aware of rules and regulations and to aid understanding
what compliance means and sharing this with others in their department.
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UMBC Human Research User- To learn the purpose of IRB and why investigators need to be aware of its purpose, to describe
their role in University research compliance, to make them aware of rules and regulations and to aid understanding what
compliance means and sharing this with others in their department.
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Research Compliance – In this course, we will discuss the importance of research compliance; get a better understanding and
appreciation of how essential your role is in University research compliance; learn of resources available on campus to be
successful in this role.
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Continued
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2CFR Part 220 – In this course you learned about the Cost Principles for Educational Institution (formally known as A-21). You
learned what allowable and unallowable cost of federal grants is. How institution calculate their F&A Rate proposal and what
cost accounting standards are applicable to institutions.
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2CFR Part 215 – In this course you learned about the Uniform Administrative Requirements for Grant + Cop. Agreement for
Institution of Higher Ed, Hospitals, and others non-profit (formally known as A-110). This class taught you about Pre-award,
Post- award requirements and close-out requirements.
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A-133 – Audits of States, Local Governments, and Non-Profit Organizations. These are the guidelines for obtaining consistency
and uniformity amount Federal agencies for audit of non-Federal entities expending Federal awards.
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Post Award Introduction – This course is designed to provide a brief overview of the role of the business
manager/administrator and sponsored activity.
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Subawards Administration – In this course you will learn the definitions, workflow, and the UMBC policies and Federal
compliance issues for Subaward—Subrecipient—Subcontract.
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These courses contain detailed information which will not be covered in this course. You will need to refer back to material and
knowledge from the prerequisite courses.
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MODULE 2: GRANT SUMMARY REPORT
By the end of this Module, you will be able to:
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Identify the PeopleSoft Summary Report

Run the Grant Summary Report
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Interpret the data in the Summary Report
Summary Report Navigation

PeopleSoft Finance -> Grants -> Interactive Reports -> Project/Grant Budget to Actual

Set up run control for Summary
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Use dates 7/1/03 – XX/XX/XXXX (whatever date you are reconciling to).
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This will give you a balance to reconcile to in the Date Range Total column.
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This will give you a balance to reconcile to in the Date Range Total column.
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CHOOSE A RUN CONTROL ID
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Accounting range can be for any period between 06/01/2003 to present depending on what period of time you want to review.
You can run this report for only one report or if you hit the “+” sign, you can add several reports and run them all at the same
time.
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Grant Sum Report
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FOR DISCUSSION:
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Report Run Date:
Report ID:
Bus Unit:
Project:
Sponsor:
Peoplesoft Award ID:
Project Life:
Project Year:
Resource Date Range:
Activity ID:
Resource Type:
Account:
Proposal:
F&A Rate Type:
F&A Base Type:
F&A Rate:
Budget (LTD)
Date Range Totals
Project Year Totals
Expenditure Totals
Commitment Totals
Available Budget
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CONVERSION DATA: FINANCIAL REPORT AS OF 06/30/2003.
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Grant Sum Report
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MODULE 3: DETAIL REPORT
By the end of this module you will be able to:
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Identify the Detail Report available in PeopleSoft

Run the Detail Report
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Read the Detail Report
Detail Report Navigation
PeopleSoft Finance -> Grants -> Interactive Reports -> Project/Grant Budget to Actual
Set up run control for Detail
Use dates XX/XX/XXXX – XX/XX/XXXX (whatever month(s) you are reconciling).
This will give you the expenses for a specific date range to reconcile to in the Date Range Total column.
Details related to budget expenses and revenues can be found by running the PeopleSoft Detail Report.
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Grant Detail Report
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Grant Detail Report
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Module 4: Cost Sharing
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Cost Sharing Cont.
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COST SHARING CONT.
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Cost Sharing Cont.
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COST SHARING CONT.
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MODULE 5: DRILL DOWN DETAIL REPORTS
NOTE: The General Ledger Activity Detail Report is the report used to gather detail for the following drill down reports. Different drill down reports are used wit
the Detail Report (Actuals) report. Separate documentation will be created to identify and guide users to use this approach.
To run the report/query to gather additional detail regarding a Journal Entry, be sure to copy down the Journal ID information before proceeding to the next
step. (Journal ID #, Journal Date, amount of transaction, etc.)
Type of transaction
Next step if additional detail is required
Journal Entry
Review Journal/Ledger Data Inquiry
and/or
Journal Entry Detail Report
Accounts Payable
Accounts Payable Drill Down Query:
UM_AP_JRNL_DRILL_DOWN
Payroll
Payroll Reporting (doesn’t show fringes)
Statement of Payroll Charges (shows fringes)
Pcard
Query for P-card charges
UM_PCARD_VERIFY_CHARGE_TO_CARD
(May need to find somebody with access)
You will need the invoice # from a p-card
transaction on a grant report. Query for P-card
charges
Accounts Receivable (this is typically a credit on the
report)
Accounts Receivable Drill Down Query:
UM_AR_JRNL_DRILL
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MODULE 6: GETTING HELP
Note: PS = Peoplesoft
HUMAN RESOURCES
Hiring Procedures:
Elmer Falconer
Kim Harris
Payroll:
Darlene Davis
Lisa Drouillard
(non‐resident aliens) Greta Young
x53645 falconer@umbc.edu
x52911 kimh@umbc.edu
x51604 dadavis@umbc.edu
x58971 stankovi@umbc.edu
x52554 gryoung@umbc.edu
FINANCE
PS*Distribution of Payroll Carol Pace x52676
(DBEs and Retros)
Director, Grant Accounting Tammy Ross x51503
PS* Post Award Grant IssuesJoanna Fernandez x51630
Sponsor Invoices
Anne Watson x51492
Steve Bowers x51496
Tywanda Minesx51494
paceca@umbc.edu
tross@umbc.edu
jalrub@umbc.edu
amwatson@umbc.edu
bowers@umbc.edu
tmines1@umbc.edu
OFFICE OF SPONSORED PROGRAMS – www.umbc.edu/research/osp
All grant proposals must be signed off on here….all electronic submissions are sent from this office.
Director
Jocelyn Chasis
x53636
bauer@umbc.edu
CHECK THEIR WEBSITE TO FIND THE GRANT MANAGER ASSIGNED TO YOUR OFFICE
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Help Cont.
HUMAN AND ANIMAL RESEARCH PROTECTIONS OFFICE (HARPO)
Applications for approval of human and/or animal research
Administrator
Tim Sparklin
x52737
sparklin@umbc.edu
BUDGET OFFICE
Director
Gayle Chapman
x52541
chapman@umbc.edu
PROCUREMENT
Director
Sharon Quinn
x52540
squinn@umbc.edu
Brian Thompson
x53578
bthompson@umbc.edu
GRADUATE SCHOOL
Hiring procedures for
Graduate Research Assistants
KNOWLEDGEABLE PEOPLE WHO HAVE AGREED TO BE ON CALL FOR QUESTIONS
You may call any one of them…remember…there are no stupid questions.
Linda Brown
x51083
librown@umbc.edu
Deb Geare
x51081
geare@umbc.edu
Gina Fischer
x55575
ginam@umbc.edu
Larry Evans
x54936
lawrence@umbc.edu
Danita Eichenlaub
x51893
eichenla@umbc.edu
Amy Schneider
x52487
aschneid@umbc.edu
Kathy Wimpling
x53561
wimpling@umbc.edu
Jesse Mashbaum
x51772
mashbaum@umbc.edu
Art Wolf
x58740
awolf2@umbc.edu
Amy Rynes
x51764
amyrynes@umbc.edu
MIPAR
MIPAR
ENGINEERING
CAHSS
JCET/GEST
PSYCHOLOGY
PHYSICS
CAHSS
CASPR
CUERE
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MODULE 7: RECONCILIATION
Grant Reconciliation
The grant reconciliation process will need to be established by the department.
Printing a List of Departmental Grants:
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Go to PS Finance and enter Query----Reporting Tools -Query Viewer
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For Department’s Grants---enter UM_GM_Proj_By_Dept
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For PI’s Grants--- enter UM_GM_Proj_By_Emplid
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Click run to Excel
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Enter department number or employee Id and click view results.
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Save Query as a favorite
Necessary Documentation:
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PS Grant Summary and Detail Reports. Print the Grant Summary Report using the resource date range of July 1, 2003 to the
current date. Print the Grant Detail Report using a start and end date for the month that you are reconciling. The activity shown
in the grant detail report falls within the resource date range.
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Make sure you have reviewed the latest award information sheet. This sheet is prepared by the OSP. Copies of the award
sheets are kept in the department and for recent fiscal years the sheet are also posted in PS. (PS Finance-Grants-AwardsProject-Attachment tab)
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Agency or sponsor documentation. Grants are awarded by federal or state agencies as well as the period of funding.
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Statement of Payroll Charges (SOPC). These are biweekly departmental payroll distribution reports. Each grant is treated as a
separate department in the report. Running the SOPC by Run Date will show the Retro information in the pay period that it was
processed.
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Copies of invoices charged to the grant.
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PCard envelopes.
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Offer letters to graduate assistantships. The offer letters to graduate students who work on grant projects also indicate
whether the students will receive tuition remission and health care.
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MONTHLY RECONCILIATION CHECK LIST
The Business Manager and the Department Chair should decide on the type of system to be used by their department. Most
departments use some type of Excel spreadsheet for tracking purposes. Pending expense paperwork should be kept in a
separate binder or folder specifically for that project.
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Run the Grant Summary and Detail reports for each project after the month has closed. Official notice comes from Financial
Services via email.
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Pull the binder/folder for each project which contains pending invoices, POs, travel expense statements, subaward invoices,
participant support costs etc.
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Gather all Payroll information for the month; statement of payroll charges, retros, DBEs.
Using the Grant Summary report (use the next to last page as it has the F&A rate listed):
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Compare your system to the date range totals column on the summary sheet. Reconcile any differences.
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Compare your system to the Project Life to Date plus adjustments- Expenditures Totals column to your system. Reconcile any
differences.
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Check the F&A calculation.
Using the Grant Detail report for the current month expenses:
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Reconcile the outstanding expenses to the expenses that have posted on the detail report.
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Compare the Statement of Payroll Charges (salary and fringe) to the grant detail report.
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Check to see if the Retros have posted.
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Reconcilable items should be identified and marked in the system as reconciled and moved from the pending file to the
reconciled file.
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Items still unreconcilable that have not hit/cleared on the project within 2-3 months should require further investigation.
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Items on the detail report that do not have backup documentation require corrective action by the correct account being
identified. This should be done in the month following when the error was first posted.
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Move all paperwork for outstanding expenses to the next month
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Example
The following is an example from a campus Business Manager:
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The spreadsheet I use has the budget information as well as encumbered expenses and as I reconcile them
on a monthly basis, I move the expenses from encumbered to expensed. We have a process set up in the
department that all expenses come to me for approval on the grants. When I approve an expense, I enter it
into the encumbered column on the spreadsheet. Salaries are encumbered at the beginning of the period
and the same thing goes for tuition and health insurance for GRAs.
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The Business Manager does a monthly reconciliation on their grants and designed spreadsheet is provided
to the faculty. The next screen contains a copy of the spreadsheet.
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MODULE 8: LOCATION OF GRANT INFORMATION IN PS FINANCE
DATABASE
Interactive Reports>Project/Grant Budget to Actual---Grant Detail and Summary reports
Awards>Award Profile – Lists all projects and budgets associated with the award.
Awards>Project>Attachments(tab) ---from 2006 and forward you can find copies of awards, modification, event
notification
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PROJECT COSTING
Activity Definitions>General Information –search for projects
Activity Definitions>Project Activities –search for an Activity ID for a project
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Payroll Report on Grant
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EFFORT REPORTS
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EFFORT REPORTS
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Statement of Payroll Changes
Campus Solutions>Payroll for North America>Payroll Distributions>Commitment Accounting USA>Statement of
Payroll Charges
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Statement of Payroll Changes Cont.
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EE History
PS Financial Retriever & Reporting>UMBC Hist of EE Pay Dist
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Wrap-Up
Questions and/or Comments?
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