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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

Contracts and Grants Accounting

Project Costing ChartFields Effective July 1, 2014

C&G Training PresentationJune 4, 2014

c g chartstring examples
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

what the c g structure serves
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
award structure defined

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

award structure enables

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

award structure enables1

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

chartfield project values
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
chartfield activity values
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.
simple award

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.

award with 2 pis

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.

award with 2 bodies of work

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.

award with 2 f unding p eriods

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.

2 pis 2 f unding p eriods

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.

2 bodies work 2 fund periods

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

award with cost sharing

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.

chartfield pc business unit
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…
challenges and solutions

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

the pc mapping table

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

where to find pc chartfields
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.

when to use pc chartfields
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
contracts grants implementation project
Contracts & GrantsImplementation Project

http://controller.berkeley.edu/departments/contracts-grants-accounting

contractsgrants@berkeley.edu