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Contracts and Grants Accounting

Contracts and Grants Accounting. Project Costing ChartFields Effective July 1, 2014. C&G Training Presentation June 4, 2014. C&G ChartString Examples. PC BU. Account.

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Contracts and Grants Accounting

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  1. Contracts and Grants Accounting Project Costing ChartFields Effective July 1, 2014 C&G Training PresentationJune 4, 2014

  2. C&G ChartString Examples PC BU Account This session looks at how ChartField values in the existing 7-field ChartStringdrive the creation the new Project Costing ChartField values, as well as the creation and necessity of PC ChartField Mapping. Program ChartField1 DeptID ChartField2 Fund Project Activity Attribute Attribute

  3. What the C&G Structure Serves • Relates all transactions to a single, trackable Award number • Links sponsor-provided funding, cost-share funding, links subawards to the primary award, etc. • Enables financial reporting appropriate to sponsor requirements • Per sponsor terms/conditions, groups expenses into cost categories, AND/OR ‘bodies of work’ as required for reporting • Expense transactions from different cost categories, different DeptIDs, different Fund #s, different CF1s or CF2s can be grouped into ‘Projects’ for financial reporting • Defines award funding periods (separate from transaction date) • Prepares for eventual integration with other campus and UC-wide system implementations

  4. Award: An executed agreement between the institution and a sponsor. When a proposal becomes an award, SPO’s 6-digit core award number is used as BFS Award # (Note: an Award # is not a Chart of Accounts ChartField value) AWARD_01 Award Structure Defined SPO 6 digit Core Award Number 056789 Project: A defined “body of work.” All awards have at least one Project, but may have more if the work of the award is done by multiple PIs or departments, has different tasks or phases, etc. PROJECT_A The ‘work’ of the award defined by Task/ Deliverable/Fabrication/PI combination 1000145 Activity: the funding period(s) mandated by the sponsor. Every Project has at least one Activity, or may have more if reporting requirements define separate funding periods ACTIVITY_A1 Funding Period 01

  5. Award: relates all the ChartField values in the award budget’s ChartStrings to a single number, thereby relating all ledger transactions –subawards, allocations to other departments, cost sharing, etc.– to the award. AWARD_01 SPO 6 digit Core Award Number 056789 Award Structure Enables… Project: group funding allocations and transactions into discrete Bodies of Work, identified with a unique ChartField value, so that costs can be grouped and reported. PROJECT_A PROJECT_B The ‘work’ of the award defined by Task/ Deliverable/Fabrication/PI combination 1000145 Deliverable/Fabrication/PI Combination1000152 Activity: the funding period(s) for a Project, allows expenses to be tracked to that period (rather than an accounting date) for reporting. ACTIVITY_A1 ACTIVITY_B Funding Period 01 Funding Period 01 In this example, the sponsor defines only one funding period, but since there are two Projects, each Project has an Activity

  6. Award: relates all the ChartField values in the award budget’s ChartStrings to a single number, thereby relating all ledger transactions–subawards, allocations to other departments, cost sharing, etc.– to the award. AWARD_01 SPO 6 digit Core Award Number 056789 Award Structure Enables… Project: group funding allocations and transactions into discrete Bodies of Work, identified with a unique ChartField value, so that costs can be grouped and reported. PROJECT_A The ‘work’ of the award defined by Task/ Deliverable/Fabrication/PI combination 1000145 PROJECT_B Deliverable/Fabrication/PI Combination1000152 Activity: the funding period(s) for a Project, allows expenses to be tracked to that period (rather than an accounting date) for reporting. ACTIVITY_A1 ACTIVITY_A2 ACTIVITY_B1 ACTIVITY_B2 Funding Period 02 Funding period 02 Funding Period 01 When the Award has more than one funding period, then each Project must have that number of Activities to meet Project reporting requirements. Funding Period 01

  7. Chartfield Project Values • Every Award has at least one Project • Project ID values are auto-generated and auto-numbered (no underlying logic to these numbers) • A Project ID is associated with only one Award. Different awards cannot “share” Projects • Additional Project IDs are necessary when award $ are allocated using • DeptIDs(allocates award budget across departments) • CF2 attributed as “PI/Faculty” (allocates budget to different PIs) • CF1 attributed as “Fabrication” or “Task/Deliverable” (allocates budget to distinct Bodies of Work for reporting) • Project IDs are NOT created by CF1 attributed as “Program Income” or “Cost Share” (CF1 values that begin with 2). These CF1 values track expenses, but do not generate new Project IDs

  8. Chartfield Activity Values • Every Project has at least one Activity • If an Award has multiple funding periods, then each of the Award’s Projects has multiple Activities (one for each funding period) • Activity ID values are 01, 02, 03, etc. • Activity ID value “01” can represent either the entire award period (where there is no requirement to delineate funding years) or Year/Period One (for multi-year funding) • Activity IDs are created only by CF1s attributed as “Fund Year” • Departments can establish “standard” CF1 values to represent Year 1, Year 2, etc. for use in all award ChartStrings.

  9. Current State Future State Award 056789 056789 • Award features: • One Department • One F&A Rate • One PI • One “Body of Work” (No reporting/tracking requirement for task, deliverable, fabrication) • One funding period Simple Award Business Unit 10000 10000 RA/Dept submits in budget Account 58000 58000 Fund 85787 85787 Dept ID 13291 13291 Program Cd 44 44 CF1 Note: The Award # is not a Chart of Accounts ChartField. It is an identifier in BFS. CF2 EESIS EESIS CGA creates PC Business Unit GM100 Project 1000145 Activity 01 By default, all awards have at least one Project and one Activity. Award ChartStrings values map to the new PC Chartfield values.

  10. Current State Future State 056789 Award 056789 • Award features: • One Department • One F&A Rate • TWO PIs • No other “Body of Work” reporting/tracking required (for task, deliverable, fabrication) • One funding period Award with 2 PIs 10000 Business Unit 10000 RA/Dept submits in budget 58000 Account 58000 Fund 85787 85787 Dept ID 13291 13291 Program Cd 44 44 CF1 EEMC1 EEJZ1 EEMC1 CF2 EEJZ1 CGA creates PC Business Unit GM100 Project 1000152 1000145 Activity 01 Each PI has a CF2 value unique to them (which can be used for many BFS transactions). In this award, these CF2s (attributed as PI/Faculty) map to two unique Projects in the award structure.

  11. Current State Future State Award 056789 056789 • Award features: • One Department • One F&A Rate • One PI • Two “Bodies of Work” to meet reporting/ tracking requirement • One funding period • 1st Body of Work is fabrication of a piece of equipment. 2nd Body of Work is using that equipment in experiments. Award with 2 Bodies of Work Business Unit 10000 10000 RA/Dept submits in budget 58000 58000 Account Fund 85787 85787 Dept ID 13291 13291 Program Cd 44 44 CF1 EEREU2 EEREU2 EEREU1 EEREU1 CF2 EESIS EESIS PC Business Unit CGA creates GM100 1000145 1000152 Project Activity 01 The RA has set up a CF1 for each Body of Work to group and report on transactions (attributes = CF1 attributed as Fabrication, CF1 attributed as Task). These CF1s map to two unique Projects in this award structure. There is only one PI, who will see transactions for BOTH of these Projects in PI Portfolio.

  12. Current State Future State Award 056789 056789 • Award features: • One Department • One F&A Rate • One PI • One “Body of Work” (No reporting/tracking requirement for task, deliverable, fabrication) • TWO years of funding Award with 2 Funding Periods Business Unit 10000 10000 RA/Dept submits in budget Account 58000 58000 Fund 85787 85787 Dept ID 13291 13291 Program Cd 44 44 CF1 EEREU1 EEREU2 EEREU1 EEREU2 EESIS EESIS CF2 CGA creates PC Business Unit GM100 Project 1000145 Activity 01 02 The CF1 attributed as “Fund Year” results in the creation of an Activity (not a Project). This award has one Project with two Activities.

  13. Current State Future State 056789 056789 Award • Award features: • One Department • One F&A Rate • Two PIs • No other “Body of Work” reporting/tracking required (for task, deliverable, fabrication) • TWO years of funding • Note: this Dept uses the CF1 value EEREU1 to represent Fund Year 1, and CF1 value EEREU2 represents Fund Year 2 2 PIs, 2 Funding Periods 10000 10000 Business Unit RA/Dept submits in budget Account 58000 58000 85787 85787 Fund 13291 13291 Dept ID 44 44 Program Cd CF1 EEREU1 EEREU2 EEREU1 EEREU2 EEMC1 EEJZ1 EEMC1 EEJZ1 CF2 CGA creates GM100 PC Business Unit Project 1000152 1000145 Activity 01 02 01 02 Each PI’s CF2 value maps to a Project. Each CF1 attributed as Fund Year maps to an Activity. Each Project must have a ‘full set’ of Activities, so here each Project has two Activities.

  14. Current State Future State Award 056789 056789 • Award features: • One Department • One F&A Rate • One PI • Two “Bodies of Work” to meet reporting/ tracking requirements • TWO years of funding • Here, each CF1 value has TWO attributes: a “task” attribute drives the creation of the Project, and a “Fund year” attribute drives the creation of the Activity. 2 Bodies Work, 2 Fund Periods Business Unit 10000 10000 RA/Dept submits in budget Account 58000 58000 Fund 85787 85787 Dept ID 13291 13291 Program Cd 44 44 CF1 EEFA11 EEFA12 EEFA21 EEFA22 EEFA11 EEFA12 EEFA21 EEFA22 EESIS CF2 EESIS CGA creates GM100 PC Business Unit 1000152 1000145 Project Activity 01 02 01 02 EEFA11 = Task 1 in year 1 EEFA12 = Task 1 in year 2 EEFA21 = Task 2 in year 1 EEFA22 = Task 2 in year 2 } Project 1000145 has Activities 01 and 02 } Project 1000152 has Activities 01 and 02

  15. Current State Future State Award 056789 056789 • Award features: • One PI • One Department • One F&A Rate • One “Body of Work” (No reporting/tracking for task, deliverable, fabrication) • One funding period • Cost Sharing commitment (funded by source other than the award fund) Award with Cost Sharing 10000 10000 Business Unit RA/Dept submits in budget Account 58000 58000 Fund 85787 19900 85787 19900 Dept ID 13291 19231 13291 19231 Program Cd 44 44 CF1 200001 CF2 EESIS EESIS CGA creates PC Business Unit GM100 Project 1000145 Activity 01 This award has two funding sources: the award FundID, and the Cost Sharing FundID (in this case, cost share funding is provided by a different department, too). CGA creates a CF1 to track Cost Share transactions. Note that the 2nd fund does not drive the creation of ProjectID and ActivityID in the award structure.

  16. Chartfield: PC Business Unit • This field is required by C&G modules • Value assigned by CGA at award set up • Relates the “Project Costing” Business Unit to the GL Business Unit • GL Business Unit 10000 = PC Business Unit GM100 • GL Business Unit J0000 = PC Business Unit is GMJ00 • System interface will populate the default value from feeder systems • RA will need to know the PC BU value only when entering online transactions…

  17. How Do Transactions get PC ChartFields?

  18. Interim Solution • Slowly roll out PC ChartFields as feeder systems are upgraded, integrated • Mapping Table appends correct PC Chartfields to ChartStrings interfaced from feeder systems Challenges and Solutions Current Challenges • System Limitations – Feeder systems must be updated to use and pass along these additional ChartFields to BFS • Change Overload – With the number of concurrent projects on campus, educating and training everyone on how and when to use these new ChartFields within our launch timeline would be challenging We are here

  19. Current State ChartString Future State ChartString Award Award The PC Mapping Table GL Bus. Unit GL Bus. Unit Account Fund Account Fund Dept ID Dept ID At Award set-up, CGA has two days to: • Complete the Award Structure in BFS • Create and append the PC Chartfield values to each ChartString • Update system interface Mapping Tableso that transactions entered in feeder systems will process correctly The Interface Mapping Table • Matches the shorter ChartStringsentered in feeder systems with the complete chart-strings in BFS • Validates that ChartStrings using awardfunds have all the PC Chartfields in BFS Program Code Program Code CF1 CF1 CF2 CF2 $ amount PC Bus. Unit Project $ amount Activity

  20. Creating the PC Mapping

  21. Interfacing Transactions Process

  22. New Error Messages

  23. Where to Find PC Chartfields • Complete Chartstrings for an award can be found using the BFS Grants WorkCenter Select “Project Chartfields Crosswalk” to view the complete ChartStrings for each award.

  24. When to Use PC Chartfields • RA /BFS User will be required to enter the complete C&G ChartString for transaction within BFS: • Processing journal expense transfers • Updating a blucard transaction • To go from a blucard default ChartString to a C&G ChartString • Creating an accrual for award closeout

  25. Journal Entry PC CF Lookup Sample CSV File

  26. Contracts & GrantsImplementation Project http://controller.berkeley.edu/departments/contracts-grants-accounting contractsgrants@berkeley.edu

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