Office of the ComptrollerAccounting for your Project in Oracle Rev. 4/17/2009

1Table of ContentsReconciliation Quick Reference Guide2General Ledger Reconciliation Checklist2Projects/Grants Management System Reconciliation Checklist (PA/GMS)6Introduction9Project Management Responsibilities10Key Member Roles Defined10Reconcile Project Activity11Annual Project Certification Process due at end of fiscal year (deadline)12Navigation - General Ledger (GL)13Inquiry Funds14Account Level All18Account Level Detail19Account Level Summary20Project Balance via Summary Templates21Funds Check Process25Manual Funds Check for Sponsored Projects26Transactions Detail Drilldown to Sub ledgers27Period Balances29Budget Drill-down31Actual Drill-down36Encumbrance Drill-down41Reconciliation Details45Submitting Corrections (GL)/Contact Offices46Encumbrance/Budget Carry Forward Rules at Year-end Close47Chart of Accounts Structure (Accounting KeyFlexfield)49Navigation - Projects/Grants Management System (GMS)50Review of Projects/Grants Management System (GMS) Accounting Transactions50Custom Exception Approval Process51Expenditure Inquiry Actual57Cost Distribution Lines62Revenue Distribution Lines63AP Invoices64PO Receipts73Project Accountant Assigned to Sponsored Project74Additional Checklist for Sponsored Projects78Submitting Corrections for Expenditures - Contact Offices80Reports82Custom EIS General Ledger Reports82EIS Adhoc Journals Report (GL)85EIS Adhoc Transactions (GMS)93E-Business Suite Financials Report of Transactions95FSG Project Balance Report100Purchasing Encumbrance Detail Report109Purchasing Other Open Encumbrance Balance Report114Export from Oracle E-Business Suite to MS Excel115Forms120Request for New Oracle Project120Oracle Finance Roles and Responsibilities121Project Management Authorization122Frequently Asked Questions (FAQs)123

Reconciliation Quick Reference GuideGeneral Ledger Reconciliation Checklist

Reconciliation DetailsAccounting Contacts for General LedgerAccounting Period

Project

Reviewed byDate

Approved byDate

Items to Look for in General Ledger (GL)YesNoRequired Action

1Confirm that the revised budget balance agrees with the previous months revised budget, adjusted by applicable budget changes and approved carry forwards approved since the previous reconciled month-end period.a. For Educational & General projects (begins with 1), you should see an increase in budget allocation to cover the longevity fringe benefits for the month.

Criteria - Your beginning revised budget balance needs to be correct in order for the Project Manager to place reliance on the Available Balance reflected in GL at any point in time. If the beginning balance is incorrect, by default, the available balance is also incorrect, and needs to be adjusted accordingly.

Oracle Options (click hyperlink for detail instructions)a. Refer to the Budget column under GL Inquiry-Funds use Account Level Summaryb. Refer to Budget Section on the Report of Transactions pdf documentc. Refer to Balance Type column (Budget) on the UTPA Adhoc Journals Report - MS Excel formatWho to contact:d. Frances Rivera (frivera@utpa.edu) from Budget OfficeCommon exceptions and resolutions:e. Budget adjustment is not posted the pending item may be in review status within the Budget office. If adjustment remains unposted, contact the Budget Office. f. Budget for an encumbrance was not carried forward review the encumbrance carry forward rules; and contact the Accounting Office with questions. g. Negative budget is reflected within the Employee Benefits summary for a State project (begins with a 1); no action the Budget Office will adjust the budget.

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2Review/reconcile each receipt posted as revenue in GL. a. Does your expected revenue match to the revenue posted in GL? b. Is the revenue posted to the correct project or GL string combination (i.e., funding source, org, object, etc.)? c. Do you see any unexpected revenue posted incorrectly to your project/GL string combination? If so, request correction.

Criteria Revenue should be recognized in the proper project or GL account using the correct revenue object, and all expected revenue should be accounted for in your project. Revenue posted incorrectly to your project should be reported to Accounts Control for research and correction.

Oracle Options (click hyperlink for detail instructions)a. Refer to the Actual column for revenue objects (4XXXX) under GL Inquiry-Fundsb. Refer to Report of Transactions Revenue Sections pdf documentc. Refer to Account Type column (Revenue) on the UTPA Adhoc Journals Report - MS Excel formatWho to contact:d. Magda Garcia (mgarcia1t@utpa.edu) from Accounts Control Officee. Edna Reyes (edna@utpa.edu) from Grants and Contracts Office if Grant relatedCommon exceptions and resolutions:f. Expected revenue not recognized in project contact Accounts Control to research. Revenue might have been posted against an incorrect project.g. Revenue posted to your project in error submit details to Accounts Control for correction.h. Revenue posted to an incorrect object within your project - submit details to Accounts Control for correction.

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3Review/validate each outstanding encumbrances reflected in GL.a. Are the outstanding encumbrances still valid? If not, action is needed to liquidate invalid encumbrance(s).b. Confirm that encumbrances are not negative.

Criteria Only valid encumbrances should be reflected in your project.

Note: Purchasing encumbrances are posted twice daily in GL - by 9:00 a.m. and 1:00 p.m.

Oracle Options (click hyperlink for detail instructions)a. Refer to the Encumbrance column under GL Inquiry-Fundsb. Refer to Encumbrance Sections on the Report of Transactions pdf document. These represent all the encumbrance debits and credits which transpired for the month.c. Refer to Balance Type column (Encumbrance) on the UTPA Adhoc Journals Report - MS Excel format. These represent all the encumbrance debits and credits which transpired for the month.d. Refer to Encumbrance Detail Report this report provides the balance for encumbrance obligations by requisition.e. Refer to Other Open Encumbrance Report - This report provides the balance for all purchasing related encumbrances.Who to contact:f. Purchasing Office at purch@utpa.eduCommon exceptions and resolutions:g. Encumbrance is no longer valid cancel encumbrance using Requisition and PO maintenance procedure through your Purchasing Responsibility. Refer to Materials Management website below for Information on Purchase Order and Requisition Maintenance Update: http://www.utpa.edu/materialsmgt/Oracle%20Support/Oracle%20Purchasing%20Support.htmh. Encumbrance is not appearing on your project Verify document status; if incomplete, in-process, or requires re-approval; provide details to the Purchasing Office for research.

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4Ensure that your overall project balance is NOT negative. If so, corrective measures need to be followed.

Criteria Project spending is limited to approved budget only. Overdraft balances may be due to processing timing issues, where multiple transactions were attempting to simultaneously claim against available balances. These negative balances need to be addressed.

Oracle Options (click hyperlink for detail instructions)a. Refer to the Funds Available column in GL Inquiry-Funds use Account Level Summaryb. Refer to Fiscal Year to Date Summary section in Report of Transactions pdf documentWho to contact:c. Frances Rivera (frivera@utpa.edu) from Budget OfficeCommon exceptions and resolutions:d. Negative balance in Employee Benefit for State project no action; the Budget office will adjust. e. Negative balance in 60000 Non-Labor category submit a budget change or correct an expenditure to a different project. |_||_|

5Has all documentation been filed for audit purposes?

Criteria Per Internal Audits, all documentation which supports the reconciliation should be filed within the department and made available upon request. This documentation may include budget change authorizations, receipt of funds, transfer of funds authorizations, etc.

Who to contact:a. Isabel Benavides (benavidesi@utpa.edu) from Internal Audits|_||_|

Projects/Grants Management System Reconciliation Checklist (PA/GMS)

Review Project Activity

Accounting Contacts for Expenditure CorrectionsAdditional Checklist for Sponsored ProjectAccounting Period

Project

Reviewed byDate

Approved byDate

Items to Look for In GMSYesNoRequired Action

1Are all Payroll Related costs accounted for? a. Validate the employees listed w/costing are true employees for the project.b. Are the costs charged to the correct project?c. Are the cost distributions correct for the salary, wages, and employee benefits?d. Are all expected employees to be charged against the project reflected in the project?e. The Time and Effort report will be accurate based on payroll costs posted against this project.

Criteria Payroll costs should be charged to the proper project and the correct accounting period.

Oracle Options (click hyperlink for detail instructions)a. Run the UTPA Adhoc Transactions Revised Report for your project for any given period. Validate all payroll costs listed and identify any labor/benefit charges missing. b. Refer to PA/GMS Actual Expenditure section on the Report of Transactions pdf document. Validate all the listed employees charged to the project. Who to contact:c. Refer to contact list depending on expense type and Sub Ledger criteria.

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2Validate all supplier costs charged to the project.a. Are the costs charged to the correct project?

b. Are the amounts correct?Note: Supplier costs are posted once in GL by 9:00 a.m. these represent supplier costs processed for the prior day.

Criteria Supplier costs should be charged to the proper project and with the correct amounts.

Oracle Options (click hyperlink for detail instructions)a. Run the UTPA Adhoc Transactions Revised Report for your project for any given period. Validate all the listed supplier costs charged to your project. b. Refer to PA/GMS Actual Expenditure section on the Report of Transactions pdf document. This will list all supplier costs charged to your project.Who to contact:c. Ana Salinas (alsalinas@utpa.edu) from Accounts Payable.Common exceptions and resolutions:d. Supplier costs are charged to the project in error contact Accounts Payable and request correction.e. Supplier costs were charged with an incorrect amount contact Accounts Payable and request a vendor credit.

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3Validate that charges from internal departmental transfers (IDTs) have been recorded properly.a. Physical plant, print shop, telephone services, media services.b. Project Costing Corrections/Changesc. Phone Interface; Postage; Ozarka Waterd. Food Service costse. Labor cost correctionsf. Scholarship Expense

Criteria Internal departmental transfers (IDTs) should be charged to the proper project as originally authorized by both parties.

Oracle Options (click hyperlink for detail instructions)a. Run the UTPA Adhoc Transactions Revised Report for your project for any given period. Validate all the listed IDT costs charged to your project. b. Refer to PA/GMS Actual Expenditures section on the Report of Transactions pdf document. This will list all IDT costs charged to your project. Who to contact:c. Refer to contact list.Common exceptions and resolutions:d. Correspond with the appropriate service department when charging issues arise.

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4Validate that appropriate expense reimbursement credits have been recorded properly.a. Expense receipts from CORE (P&C cashier system).

Criteria Expenditure reimbursements are the only receipt of funds to be credited against expense e-types all other receipt of funds should flow through revenue objects.

Oracle Options (click hyperlink for detail instructions)a. Run the UTPA Adhoc Transactions Revised Report for your project for any given period. Validate transactions with GMS CORE Interface or GMSA CORE Interface as transaction source. These should represent expense credits. b. Refer to PA/GMS Actual Expenditures section on the Report of Transactions pdf document. Identify the expense credits by transaction source. Who to contact:c. Refer to contact list depending on expense type and sub ledger criteria.

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5Has all documentation been filed for audit purposes?

Criteria Per Internal Audits, all documentation which supports the reconciliation should be filed within the department and made available upon request. This documentation may include memorandums of employment, supplier invoices, travel registration fees, non-routine work orders etc.

Who to call:a. Isabel Benavides(benavidesi@utpa.edu from Internal Audits|_||_|

6Are Key Members on the Project Current?

Criteria Key Member roles play an integral part in the project. If the assignments are incorrect, route Project Management Authorization form to update these. |_||_|

Introduction The purpose of this training manual is to equip Project Managers and other Key Members with the information they need to comply with fiscal requirements as it relates to financial transactions recorded against funds entrusted to them (project accounting).This manual describes the general guidelines for reconciling and certifying financial transactions posted to University projects and accounts. It also contains other pertinent information relating to your project (i.e., funds check process, encumbrance carry forward, sponsored project close-out, etc.).

Project Management Responsibilities Key Member Roles DefinedThere are three key member roles defined in Oracle E-Business Suite. These key members represent project management and play an integral part in ensuring that good internal control practices are adhered to in managing the details of the projects financial operations. Each project should have all three key members filled, but NO one project can have multiple key member assignments during the same timeframe (i.e., a project is not allowed to have two Project Managers simultaneously, etc).

Project Manager (PM) assumes the overall responsibility for a project. The PM acts as an approver and is responsible for verifying the legitimacy, appropriateness, and necessity of transactions recorded against the project. The active PM at the end of the fiscal year is responsible to submit the annual certification for the entire Fiscal Year regardless of when the PM was assigned this role.

Alternate Approver (AA) during the Project Managers absence (or by request), the alternate approver acts as the approver on behalf of the PM, verifying the legitimacy, appropriateness, and necessity of transactions recorded against the project.

Project Reviewer (PR) is responsible for reviewing each transaction posted against the project, ensuring its accuracy and validating that sufficient source documentation exists (paper form or electronic data residing in Oracle E-Business Suite). The PR also reviews the non-standard transactions reflected on the GMS Custom Exception Approval screen. These transactions represent items which were not initially authorized (via workflow) by the Project Manager or Alternate Approver. Examples: telephone charges, physical plant work orders, bookstore charges, manual labor cost adjustments, etc.

These key member assignments are also called upon by all project workflow related notifications (i.e., purchase requisitions, budget changes, etc.).

Approval notifications flow to the Project Manager (or Alternate Approver) for authorizations such as budget changes, purchase requisitions and purchase orders. Action notifications flow to Project Manager and Project Reviewer at each month-end close for custom exception approval process (and overall project review/reconciliation).

Reconcile Project Activity

The purpose of the Monthly reconciliation is to identify and correct mistakes in a timely manner. The timely reconciliation of transactions for all University projects and accounts is critical to maintaining the integrity of the University's accounting records. Unusual transactions should be reported promptly to the appropriate Accounting office for feedback and/or correction. Refer to sections on submitting corrections/contact offices (GL and GMS).

Even under the new Oracle E-Business Suite environment (workflow approval), financial activities associated with projects should be reconciled to the departments records. This helps ensure that financial transactions recorded in the Universitys Oracle E-Business Suite are accurate. By reconciling against supporting documentation, the department gains additional assurance that all financial transactions are appropriate.

The amount of effort placed on this reconciliation should match the level of responsibility assumed by the Project Manager, depending on the type of funds and level of reporting requirements.

All projects/accounts must be reconciled (to the level identified above) on a regular basis throughout the year, and preferably within 10 days following the official accounting period close.

With the completion of the reconciliation, the Project Manager can place a high reliance factor on the available balance reflected in General Ledger, and can proceed in transacting with confidence as applicable.

Why reconcile project/account financial transactions? To ensure that expenditures which have been charged to the departments projects were properly approved and charged to the correct project. To ensure that revenues which have been earned/collected by the department have been credited and charged to the correct GL account. To abide with regulations mandated by State Comptroller, UT System, Federal Government, etc.

Any supporting documentation related to financial transactions must be retained by the department in such a manner as to satisfy local, state, and federal audit requirements, as well as state and federal records retention requirements. The determination as to the extent of support documentation retained is left up to the departments discretion.

Key examples of financial transactions which require reconciliation are receipts, payroll expenses, encumbrances, etc.The guidelines on this manual will illustrate the transactions to be reconciled via the General Ledger (GL) and those transactions to be reconciled via the Grants Management System (GMS).

Annual Project Certification Process due at end of fiscal year (deadline)

As required by The University of Texas System, the Division of Business Affairs is to obtain an annual project certification (as defined above) from each Project Manager. This deadline falls during the last week of September, following the end of each Fiscal Year. The certification is used to substantiate the Annual Financial Report.

The official September deadline will be published via oracle notification to all Project Managers.By responding yes to the annual project certification at year-end, the Project Manager is certifying: That ALL financial transactions recorded against the project were properly authorized and were appropriate and allowable in relation of fund restrictions and all other applicable University policies. That all reconciling items identified were satisfactorily resolved. There were no misstatements or omissions in the financial information provided by the Project Manager. That all frauds known to the project manager were reported accordingly (timely) and appropriately addressed. This manual describes the general guidelines for reconciling and certifying financial transactions posted to University projects and accounts. It also contains other pertinent information relating to your project (i.e., funds check process, encumbrance carry forward, sponsored project close-out, etc.).It is highly recommended for ALL Key Members to follow the guidelines on this manual timely throughout the fiscal year to place the Project Manager in an excellent position to submit yes to the annual project certification at year-end.The Project Manager assigned to a project at the end of each fiscal year (8/31/xx) is held responsible for submitting the annual project certification for the entire fiscal year regardless of when the Project Manager assumed this role.

If the Project Manager assumed this role any time after the beginning of the fiscal year: It is the new Project Managers responsibility to obtain a partial off-line certification (in writing) from the outgoing Project Manager, covering transactions from the beginning of the fiscal year to the point of transition. If the outgoing PM is no longer on campus, request this from the outgoing PMs staff. If the PM has changed numerous times during the Fiscal Year, the latest outgoing PM should have a certification on file from the previous outgoing PM. The new Project Manager should obtain copies of those partial certifications as well.

These partial certifications will be used by the current Project Manager as justification to support his/her annual project certification.

Navigation - General Ledger (GL)In lieu of transaction reports, the Oracle navigation guide listed below will demonstrate how to use the GL screens to obtain your project balance and drilldown to specific detailed transactions.

Typographic Convention in Oracle Applications Navigation Path

(N) Navigator(M) Menu Bar(T) Tab(B) Button

(H) Hyperlink(I) Icon

Inquiry Funds

The Funds > Inquiry function is a powerful feature in GL. This feature allows you to review the funds available for your project and compare encumbrances and actuals with budgets. You can review budget, encumbrances, actual and funds available for the project and accounting period specified.

The selection criterion is critical in obtaining the proper financial information for your reporting needs.

Our recommendation is to initiate your project view using the Summary Account level. You can then select other view levels to pull details as needed.

Login to Oracle E-Business Suite with UTPA GL Inquiry ResponsibilityClick on (B) to expand all selections

(N) Inquiry > Funds; Click on (B) Open

Selection Criteria:Enter the Selection Criteria: use caution in selecting your criterion, as this defines the output of your results.

Form Funds Available Inquiry

Budget: Original Budget: Will only reflect the original budget amounts from the University Operating Budget (budget changes are NOT reflected under this selection). Revised Budget: Always select Revised Budget for this category. The revised budget is defined as Original budget plus budget revisions/changes. This is the default option.

Period: The period is the accounting period, and it is defined as the month and the fiscal year that month pertains to. The university fiscal year runs from September thru August. FY2008 is comprised of Sep 2007 (Sep FY2008) thru Aug 2008 (Aug FY2008). For your most current balance, select the Current Accounting Period. This should be the latest opened period. To inquire on a previous accounting period, select the specific period of interest. This could be any closed period within the current year or prior year(s).

Amount Type: Period to Date (PTD): Displays Current Month Totals only Quarter to Date Extended (QTDE): Displays Totals for the past Quarter to date. Year to Date Extended (YTDE): Displays Fiscal Year Totals, up to the selected period. This is the default option. Project to Date (PjTD): Displays totals from the inception of the project (if available).

Encumbrance Type: All: Includes a combination of all encumbrance types. (Default) Commitment: Includes Requisition encumbrance type only, where Commitments equals Requisitions. Dossier: Do not use. Invoice: Includes Invoices paid by Accounts Payable which require no prior purchase order. OLD: Payroll encumbrances as define by Labor Distribution. Obligation: Includes Purchase Order encumbrance type only, where Obligations equal Purchase Orders.

Account Level: All: Displays both Detail and Summary Account Totals (Default) Detail: Displays Detail Accounts only Summary: Displays Summary Accounts only

Once the search criterion has been populated, you may click in the Funds Available (USD) /Summary Account section (refer to circled section on screen shot). The Find Accounts window pops up. You can also click (M) View and select Find.

Enter the Project Value in the Project segment or select it from the list of values (LOV) Ex. 100CMPT00

Click (B) OK

Form Funds Available Inquiry

The Funds Available Inquiry balance for the selected project is displayed below.

Account Level All

By selecting Account Level as All, the Account Lines will display both Detail and Summary Account Balances.

The summary account balances are those lines denoted with a T. The T indicates a total of sub-lines which make up the summary. Form Funds Available Inquiry

Note: For projects with numerous account lines, you can Export these to MS Excel and decipher the lines as needed.

Account Level Detail

By selecting Account Level as Detail, the Account Lines will display only Detail Account Balances. Even account combinations with zero amounts are returned.

Form Funds Available Inquiry

Account Level Summary

By selecting Account Level as Summary, the Account Lines will display only Summary Account Balances.

This account level is the recommended display for users to follow when obtaining your project balance, as it will display the information at a high level for a quick review.

The summary template definitions (and how to interpret each line) are outlined on the next section.

Form Funds Available Inquiry

Project Balance via Summary Templates

Summary templates are defined in General Ledger for particular levels of revenue and expense objects. The templates facilitate the financial display for your project. They calculate the net amount within a range of GL objects and return the resultant (sum) for all columns including budget, encumbrances, actual, and available balance.

The template levels are defined below, where the items splashed in blue are the summary templates. The objects listed immediately below represent the object range defined within that template.

Summary template 12500 CAPITAL ASSETS is included as part of the 60000 template, as this category is considered an expense to the project (but an asset to the University). Below is a sample view of a project using the Summary account level option. Note how you can see all categories within the screen (this will be the case for most projects), for a quick analysis of your project status.

To recap, this project reflects an available balance of $694,792.72 for labor costs, $32,959.13 for non-labor costs, and $727,751.85 overall balance.

Form Funds Available Inquiry

Summary templates Defined:

General Ledger Summary Templates Defined

GL Object

ValueObject DescriptionParent

12500CAPITAL ASSETSYes

12501Capital Purchases Clearing

12502CIP Clearing

40000REVENUE SUMMARYYes

Object Ranges 40001 41999

Object Ranges 42001 42001

Object Ranges 42003 42100

Object Ranges 42102 42200

Object Ranges 42202 42301

Object Ranges 42400 42400

42999BURDEN COST SUMMARYYes

42002Indirect Cost Fed

42101Indirect Cost Fed Pass Thru

42201Indirect Cost State

42302Indirect Cost ST Pass Thru

42401Indirect Cost Local

42501Indirect Cost Private

49999REVENUE + BURDEN COST SUBTOTAL SUMMARYYes

Object Ranges 40001 49998

51000SALARIES SUMMARYYes

51001Single Incumbent Salaries

51003Longevity

51010

Pooled Salaries

51100WAGES SUMMARYYes

51101Wages

52000EMPLOYEE BENEFITS SUMMARYYes

52001Employee Benefits

52999TOTAL LABOR EXPENSES SUMMARYYes

51000SALARIES SUMMARYYes

51100WAGES SUMMARYYes

52000EMPLOYEE BENEFITS SUMMARYYes

53999OPERATING SUMMARYYes

53001Operating Budget

53005Materials and Supplies

53010Utilities

53015Repairs and Maintenance

53020Rental and Leases

53025Printing and Reproduction

53030Telecommunications

53035Contracted Services

53040Operating Student Services

53045Bad Debt Expense

53050Other Operating Expenses

53055Professional Fees and Services

53060Settlement of Claims

53065State Grant Pass Through

53070Federal Pass Through

53073Indirect Cost

53075State Wide Cost Allocation

53080Retainage

53400Trnsfrs to UT System Mandatory

53405Interest on Bonds

53410Principal on Bonds

53415Trnsfrs to UT Sys Non Mand

53420Reclassify to Other Components

53425Transfers Out Intrafund

53430Transfers Out Interfund

53500Reclass Capital Asset Purchase

53505Depr Exp Buildings and Imp

53510Depr Exp Facilities and Imp

53515Depr Exp Infrastructure

53520Depr Exp Personal Property

53521Depr Exp Library Books

53525Depr Exp Other Assets

53527Depr Exp Vehicles

53530Bonus Expense Capital

53535Non Depre Categories Clear

53536Non Depre Controlled Equipment

53537Non-Depre Buildings

54999BOOKS SUMMARYYes

54001Books

54500Capital Asset Purchases-Library Books

55999SCHOLARSHIP SUMMARYYes

55001Scholarships

56999RESTATEMENTS SUMMARYYes

56001Restatements

57999TRAVEL SUMMARYYes

57001Travel

58999CAPITAL OUTLAY SUMMARYYes

58001Capital Outlay

58500Capital Asset Purchases

59999COST OF GOODS SOLD SUMMARYYes

59001Cost of Goods Sold

60000TOTAL NON-LABOR EXPENSES SUMMARYYes

12500CAPITAL ASSETSYes

53999OPERATING SUMMARYYes

54999BOOKS SUMMARYYes

55999SCHOLARSHIP SUMMARYYes

56999RESTATEMENTS SUMMARYYes

57999TRAVEL SUMMARYYes

58999CAPITAL OUTLAY SUMMARYYes

59999COST OF GOODS SOLD SUMMARYYes

99999TOTAL OF ALL SUMMARY ACCOUNTSYes

(Revenues - Expenditures)

Object Ranges-->12501-12502 & 40000-60000

Funds Check Process

The funds check process for all projects resides in the General Ledger module, and more specifically, within the Summary template 60000 Total Non-Labor Expense summary. This funds check process applies to all transactions attempting to process against funds available within the 60000 summary level as of the current period. Examples are purchase requisitions, purchase orders (including capital asset purchases), printing, work orders, phone charges, etc.

If the current available balance for the summary template 60000 is insufficient to cover the anticipated encumbrance/expense, the transaction will fail funds check and it will be disallowed from processing within Oracle.

Note: If insufficient funds are reflected for your project, the seeded purchase requisition and purchase order process will reject the transaction at the submission stage and send a notification Unable to Reserve Document to the preparer of the document to take some action. For other transactions (phone, IDTs, etc.), the expense will process in GMS (if allowed for posting) and reject in GL during the interface process. This is why users are contacted at this late stage to rectify insufficient fund issues.

Although the automated funds check process is the same for all projects, a manual funds check is required to be conducted for Sponsored Projects (project begins with a 4 and has an award associated with it). Refer to page 26

For the screen shot below, funds are available for non-labor costs to the extent of $32,959.13. The fact that $3,572.71 of deficit is reflected in the travel summary (57999) plays no impact on the funds checking process in GL.

Manual Funds Check for Sponsored Projects

Interpretation of funds available inquiry screen for Sponsored Projects

Sponsored projects have budgets approved by external funding agencies, and each agency has spending restrictions within those budgets. It is imperative that you conduct a manual funds check prior to processing an expense transaction in Oracle.

As the available balance reflected under the summary template 60000 incorporates all non-labor expense categories (i.e., operating, scholarships, travel, and capital), you should NOT utilize this balance when deciding if a project has sufficient funds to process an expense transaction. Instead, to determine if funds are sufficient, you should evaluate the available balance reflected on the specific expense categories, whether its salary, employee benefits, travel, scholarships, etc. (i.e. 51000, 51100, 52000, 53999, 55999, 57999, & 58999).

Form Funds Available Inquiry

Example: If the current available balance for summary template 57999 has insufficient funds to cover the anticipated travel encumbrance/expense of $500, the PM or PR should not submit the transaction (even if sufficient funds are available under the 60000 summary template) until a budget change is processed and allowed by the grant guidelines.

Transactions Detail Drilldown to Sub ledgers

Oracle GL allows you to drilldown to specific transaction information. This process is recommended if you have a limited amount of transactions to review or analyze.

For large scale transactions, it is preferred that you run an EIS report to obtain the equivalent information.

Login to Oracle E-Business Suite with UTPA GL Inquiry ResponsibilityClick on (B) to expand all selections

(N) Inquiry > Funds; Click (B) Open

As mentioned in the earlier section, this screen will display the Budget, Encumbrance, Actuals and Funds Available for the Project value specified.

Enter the Selection Criteria and project value as described in an earlier section. Use 57001 as the object code.

Form Funds Available Inquiry

Only Account Combinations with the selected criteria will be returned.

Period Balances

For the example queried, only two code combinations are returned. The second code combination may be disregarded, as it reflects zero amounts (alert: this combination may contain detail which nets to zero, so dont be too quick to dismiss).

To Drill-down to the Period Balances, highlight the specific code combination as depicted on the funds available screen shot below.

From the menu, select (M) Tools > Period Balances

The Period Balances (YTDE) screen will be displayed. This screen will display balances from the start of the Fiscal Year (SEP-FY2008) to the Current Opened Period, sub-totaled by month.

Note: Any differences between the Funds Available Inquiry screen and the Period Balances (YTDE) screen may be attributed to carry forward balances from the previous fiscal year.

Form Period Balances

From this screen, you can now drill-down to Budget, Encumbrance, or Actual for any month displayed.

Budget Drill-down

To Drill-down on any Budget amount on the Period Balances (YTDE) screen, click on the amount in the budget section of the Period Balances form

Select (M) Tools > Budget Lines.

The output displayed are Budget Journals.

To drill-down ever further, select the first Account Entry and click on the (B) Journal.

Form Accounting Entries Detail

Note that this Budget Journal was processed against the Original Budget. You can review the detail lines on the journal as needed.

Original Budget is used to load budgets approved via the University Operating Budget cycle. All other budgets are posted under the Revised Budget.

Form Journals

Close Journals window

Select the second Accounting Entry and click on the (B) Journal.

Form Accounting Entries Detail

This Budget Journal was entered under the Revised Budget. Again, you may review the detail lines on the journal as needed.

Form Journals

Close Journals window

Close Accounting Entries Details window

Actual Drill-down

To Drill-down on any Actual amounts on the Period Balances (YTDE) screen, click on the amount or Period on the Period Balances form.

Select (M) Tools > Actual Lines.

Form Period Balances

Since JAN FY2008 does not have any amounts, DEC FY2008 will be used in this example

Form Accounting Entries Detail

Click on (B) Journals

Form Journals

Note: The source of the above criteria is coming from Payables with Purchase Invoices as Category.

Close the Journals window and return to Accounting Entries Details

Form Accounting Entries Detail

Click on (B) Drilldown

Form Payables Invoice Accounting

Close Payables Invoice Accounting Window

Close Accounting Entries Details window

Encumbrance Drill-down

To Drill-down on any Encumbrance amount on the Period Balances (YTDE) screen, click on the amount in the encumbrance section of the Period Balances form.

Select (M) Tools > Encumbrance Lines.

Same Example: Project value:100CMPT00 Object:57001 (Travel) Period:SEP - FY2008

Form Period Balances

The following are the Accounting transactions that make up the Encumbrance total of $572.05. There are quite a few, so you may elect to export these entries into MS Excel to facilitate your review.

To review the actual GL journal click on the (B) Journal.

To Drill-down on a specific transaction, click on the amount and select the (B) Drilldown. This drilldown will take you to the Purchasing sub ledger.

Form Accounting Entries Detail

To Drilldown on the first item for $85.00 for Purchasing Requisition; click the (B) Drilldown

The Purchasing Requisition Accounting screen is displayed. Click on the (B) Show Transaction for more information.

Form Purchasing Requisitions

The Requisition Headers Summary screen will display the requisition status, the preparer, and other related information.

To view outstanding encumbrances for a project, using your purchasing responsibility reports, run the Encumbrance Detail Report

Reconciliation Details

The check lists located below may be used as a guide to reconcile the transactions posted directly in General Ledger (GL) and Grants Management System (GMS).

Although General Ledger holds all transactions from all sub ledgers (Oracle modules), you will reconcile all activity via GL, except expense transactions. Expense detail resides in the Grants Management System (GMS), and should be reconciled from that perspective. To facilitate your reconciliation, the E-Business Suite Financials (Report of Transactions) report should be available (received from Accounting or re-printed by the department), and all detail transactions should be checked for appropriateness, accuracy, and the existence of supporting documentation. If this report is not readily available, you may use a series of other reports outlined in the Reports section.During year-end (August 13th month), the Project Reviewer may print reports (at their discretion no need to wait for Accounting) needed to reconcile the August transactions, in preparation for the fiscal year-end certification by the Project Manager.The Project Reviewer should: Reconcile all transactions posted against the project for each accounting period and sign/date the report(s). You may elect to attach the reconciliation checklists (GL & GMS) to these reports. Forward the reconciliation results to the Project Manager for review/initials. This is the justification the Project Manager will use to substantiate a Yes on the required Annual Project Certification. Report all discrepancies to the Accounting Office for feedback/action. Track to completion, all remaining outstanding corrections.

Submitting Corrections (GL)/Contact Offices

Your timely review of revenue, budget, and encumbrances is critical to identify errors posted against your project/account string.

Processing corrections to any financial transaction requires that it be applied (whenever possible) through the originating source (sub ledger or general ledger).

Identify the correct project/account string information where applicable, such as: Debit Account Fund Funding Source Organization Project number Object NACUBO Credit Account Fund Funding Source Organization Project number Object NACUBO Transaction Amount Description Effective Date

Populate this information on the Project Changes and Corrections Template to request this change and route it to the office listed below:

This template is located on the Oracle24-7 website under Procedures.

Transaction TypeSub LedgerContact

RevenueGeneral LedgerAccounts ControlMagda Garcia [mgarcia1t@utpa.edu]

BudgetBudget OfficeFrances Rivera [frivera@utpa.edu]

EncumbrancePurchasing OfficeMaggie Rangel [purch@utpa.edu]

Encumbrance/Budget Carry Forward Rules at Year-end Close

The Accounting office follows the rules below to account for encumbrance and budget carry forward during the fiscal year-end close process. These rules determine the amount of prior year budget (if any) that is carried forward to the new Fiscal Year for your project.

Please identify the rule below which applies to your project(s). You may follow these rules/examples to validate the budget carried forward for your project.

Carry Forward of Budget and Encumbrance Balances: Old FY to New FY

Rule 1Encumbrances only

Rule 2Encumbrances and Matching Budget

Rule 3Funds Available (after encumbrances)

CategoryStarting Project Ending ProjectRule 2 onlyRule 3 onlyRule 3, then 2

E&G100AAAA00159ZZZZ99X

E&G161AAAA00199ZZZZ00X

E&G-HEAF160AAAA00160ZZZZ99X

DES21AAAA00021ZZZZ999X

DES-SVC22AAAA00022ZZZZ999X

DES-TPEG23AAAA00023ZZZZ999X

DES-IC24AAAA00024ZZZZ999X

AUX300AAAA00399ZZZZ99X

REST41AAAA00046ZZZZ999X

LOAN510LOANAA530LOANZZX

PLANT70AAAA00070ZZZZ999X

AGENCY81AAAA00082ZZZZ999X

For example 1 below, for the E&G project 100CMPT00, only $7,415.87 out of the $53,684.89 available balance would be carried forward as budget to the new fiscal year to cover valid encumbrances. This illustrates the application of rule 2 from above.For example 2 below, for the Designated project 21CMPT000, the sum of $6,601.15 (funds available) and $5,573.66 (encumbrances) for a total of $12,174.81 would be carried forward as budget to the new fiscal year. This illustrates the application of rule 3, then rule 2 from above.

Example 1: Rule 2:

Example 2: Rule 3, then 2:

Note: You should use the Adjusting period (Adj FY2007 in this example) to query the final year-end results for your project.

Chart of Accounts Structure (Accounting KeyFlexfield)

Refer to the Chart of Accounts document located under the Division of Business Affairs form repository website http://dba.panam.edu/forms/index.html#AP_index0.

Navigation - Projects/Grants Management System (GMS)Review of Projects/Grants Management System (GMS) Accounting Transactions

The Grants Management System (GMS) module holds the lowest level of detail (expenditure type) for your project expenditures. These expenses include payroll, supplier, and all other costs regardless of the type of project you hold.

The reconciliation for expenditures should be conducted from this module.

There are three main project categories; Sponsored, Non-Sponsored (operating), and Capital. This manual does not illustrate capital projects. Sponsored projects have an award linked to the project, and non-sponsored (operating) projects have a funding source. The GMS module also accounts for sponsored projects in that an award is assigned to the project, which assists the G&C staff to maintain information for the grant (internal usage).

Sponsored projects:Sponsored projects are activities funded by external agencies (Federal, State, Local, or Private). Important aspects of the project (i.e., its start and end dates) are determined by the terms of the external agency. The sponsored projects allow expenditure based on the approved budget categories (SALARIES, OPERATING, WAGES, INDIRECT COST, TRAVEL, SCHOLARSHIPS, etc) along with its associated POETAs (Project/Org/E-type/Task/Award). However, when the budgeted funds are depleted, charges cannot be made against the POETA.

Non-Sponsored Projects: Non-sponsored (operating) projects are activities supported by funding sources other than a sponsored award. Examples of funding for non-sponsored projects are state appropriations, tuition, local funds, etc. A non-sponsored project cannot be linked to an award.

Custom Exception Approval Process

The Custom Exceptions file in GMS represents an accumulation of non-standard expenditures which have been charged to a Project, and have not been previously reviewed or approved by the PM via the Oracle workflow approval process.

Examples of non-standard expenditure transactions include:Phone InterfacePostageOzarka waterScholarships Project costing corrections/changesLabor cost corrections (occasionally)

Project Managers (PM), Project Reviewers (PR), and Project Accountants are notified monthly via workflow notifications that there are GMS exception transactions that need review/approval. This notice also serves as a reminder to review all other financial transactions posted to your project for the accounting period.

The Project Reviewer is responsible for reviewing all expenditures accumulated on this exceptions file, and should do the following:

Validate the expense as belonging to the project. If transaction is questionable, conduct the necessary research to decipher the expenses validity. Reject transaction ONLY if the research results prove the transaction was made in error; and send the follow-up correcting strings to Accounting (refer to contact list). Communicate the results of your review to your Project Manager.

The GMS navigation listed below outlines the steps the Project Reviewer should take to review the transactions on this exceptions file.

Login to Oracle E-Business Suite with UTPA PA/GMS Project Manager ResponsibilityClick on (B) to expand all selections

(N) Notifications; Click on (B) Open

The UTPA Self Service Workflow window appears. Click on Please review GMS Exception Notifications, and the following page will be displayed

Once the notification is opened, the following information will appear

Login to Oracle E-Business Suite with UTPA PA/GMS Project Manager ResponsibilityClick on (B) icon to expand all selections

(N) Custom Exception Approval; Click on (B) Open

Form Exception Approval Form

The accounting period pertaining to most current closed period is displayed on the top right of the screen.

The Project List section will display the projects for which this review is pending. If your project reflects no such activity, this section will remain unpopulated (i.e., no action required). Recall that this exercise is for non-standard expenditures only. You still need to review all other transactions as outlined in this manual (i.e., revenue, payroll costs, encumbrances, etc.).All non-standard expenditures that need approval or rejection will appear in the Exception Approval block.

Form Exception Approval Form (continued)

Click on the box to select the project you elect to review. The expenditures associated with that project will be displayed on the exception approval block section.

Approve or reject expenditures using the Approve or Reject check box. Recall: Reject a transaction only after proper research. Rejecting a transaction during this process does NOT create any accounting correcting entries. The GL Business Analyst will contact the transaction originator for corrections needed; however, you need to send the new GL string(s) to the appropriate Accounting contact to process the correcting entry (refer to contact list).

NOTE: Changes must be saved to approve/reject expenditures.

If more than one project is displayed in the project list block, click on the box for the next project to proceed with approval/rejection process.

Expenditure Inquiry Actual

In lieu of transaction reports, the Oracle navigation guide listed below will demonstrate how to use GMS screens to obtain your project expenditure detail and drilldown to specific information.

This process is recommended for viewing/analyzing a limited amount of transactions. For large scale transactions, it is preferred that you run the EIS Adhoc Transactions Report Revised report to obtain the equivalent information.

Expenditure Inquiry The Actuals window can be used to review project expenditure transactions. A Project value is required to inquire on any expenditure. Information can be narrowed down by amount, e-type, employee name, supplier name, expenditure item date, expenditure type class, etc. It can also be narrowed even further by using the following expenditure categories:

BOOKS

CAPITAL OUTLAY

COST OF GOODS SOLD

EMPLOYEE BENEFITS

INDIRECT COST

OPERATING

REVENUE

SALARIES

SCHOLARSHIPS

TRAVEL

WAGES

Expenditure Item Details can be viewed using the following criterion:

Cost Distribution Lines Revenue Distribution Lines AP Invoices PO Receipts

Login to Oracle E-Business Suite with UTPA PA/GMS Project Manager ResponsibilityClick on (B) icon to expand all selections

(N) Expenditure Inquiry > Actuals; Click on (B) Open

A Project value is required when searching for project expenditure items.

Form Find Project Expenditure Items

Use any of the following parameters on the above screen to restrict selection criteria.

Information provided in the Example column will be used to complete this exercise.

* indicates required field

Form Find Project Expenditure Items

Click (B) Find.

To clear the form and start over, click (B) Clear.

Form Project Expenditure Items

This screen will display expenditures based on the criterion selected. Scroll to the right on this screen to see more information about the expenditure items.

Cost Distribution Lines

On Project Expenditure window, click on (B) Item Details and select Cost Distribution Lines. Click (B) OK

Form Cost Distribution Lines

Cost Distribution Lines brings up the GL Debit and Credit string entries posted to GL for this transaction. It also gives the PA and GL processing dates, the period the entry is posted, and the status of the transfer to GL. Close the Cost Distribution Lines windowRevenue Distribution Lines

On Project Expenditure window, click on (B) Item Details and select Revenue Distribution Lines. Click (B) OK

Since the Revenue Distribution Lines feature in disabled the following error will be displayed

Click (B) OK to return to the Project Expenditure Item window

AP Invoices

On Project Expenditure window, click on (B) Item Details and select AP Invoices. Click (B) OK

Form Invoice Overview

This screen displays information pertaining to the expenditure; date it was paid, check number, etc. Using this screen, one can view details regarding the payment, purchase order, supplier, and invoices associated with the expenditure.

On the Invoice Overview window, place your cursor in the Actual Payments region to activate the (B) Payment Overview.

Form Invoice Overview

Click on (B) Payment Overview

Form Payment Overview

This screen displays the payment information for the expenditure, such as check number, amount paid, date paid, supplier information, bank information, and all associated invoice number associated to the expenditure.

For security purpose, Bank, Supplier, and Payment option on the above screen are disabled for the UTPA PA/GMS Project Manager responsibility.

Close Payment Overview window.

On the Invoice Overview window, Click on (B) View PO

Form Purchase Order Shipments

This screen will display all the purchase orders associated with the invoice. Scroll to the right to see more information about the purchase order.

Click on (B) Distribution on the Purchase Order Shipments window to view details regarding a particular purchase order.

Form Purchase Order Distributions

This screen will display purchase order number, description, quantity ordered, charge account string, amount etc., pertaining to the purchase order.

Close the Purchase Order Distributions window.

Close the Purchase Order Shipments window.

On the Invoice Overview window, click on (B) Supplier

Form Suppliers

Click on the (B) Sites

Form Suppliers Sites

Click on the tabs to get more information on Supplier.

Close Supplier Sites window.

Close Suppliers window.

On the Invoice Overview window, Click on (B) Invoices

Form Invoices

This screen displays supplier, supplier number, invoice date, invoice number, invoice amount etc.

Click on (B) Distribution

Form Distributions

This screen will display all associated invoices with the expenditure.

Close Distributions window.

Close Invoices window.

Close Invoice Overview window.

PO Receipts

On Project Expenditure window, click on (B) Item Details and select PO Receipts. Click (B) OK

Form Project Expenditure Items

The following error will appear

Click (B) OK on the above screen to close.

Close the Item Details window.

Project Accountant Assigned to Sponsored Project

All sponsored projects have an assigned Accountant. This accountant plays the role of validating expenditures against Grant requirements.

To identify the Accountant assigned to your project, you may follow the navigation path below.

Login to Oracle E-Business Suite with UTPA PA/GMS Project Manager Responsibility Click on icon to expand all selections

(N) Project Status; Click on (B) Open

Form Find Project Status

Under Project Block, enter project number in the Number section Ex., 41CLSP008

Click (B) Find

Form Find Project Status

Click (B) Project

Form Project Information

Click on (T) Key Members to view the active Project Accountant assignment.

You can also view the other Key Members on the project.

Additional Checklist for Sponsored Projects

All sponsored projects have a pre-determined termination date. This date is critical in closing out the accounting for the project. Please utilize this checklist during your reconciliation process for a sponsored project.

Contact the Grants and Contracts Office at 381-2711 if you have specific questions on this list.

Accounting Period

Project

Reviewed byDate

Approved byDate

Description YesNoRequired Action

GL items:

1Is your project headed for a deficit condition due to expected/unexpected charges?a. Should the unexpected charges accounted for?b. Is a correction required to fix the deficit condition?

|_||_|

|_||_|

2Are budget changes required?a. Have budget changes been submitted?|_||_|

3If the PM is rebudgeting, do the terms and conditions of the funding agency allow it?|_||_|

4If cost sharing was committed to the agency for this project, has the proper documentation or steps been completed to create a new cost share account?

|_||_|

5Are encumbrances valid for purchase or requisitions? If not, contact the Purchasing department.|_||_|

GMS Items:

6Is the indirect/burden cost (IDC) that is being charged to the account in compliance with the approved award grant?|_||_|

7Are expenditure close-out procedures* being followed?|_||_|

* Close-out Procedures to consider when a sponsored project is nearing its termination date. Merchandise must be received, used, and depleted by the grant end date. This includes Print Shop orders, Follet (Book Store) orders, and etc. Physical Plant work orders must be finalized before the end of the grant period. Travel, if applicable, must be completed before the grant end date. Salaries and wages charged to a grant must be for work performed during the grant period. Orders for general purpose equipment, (computers, printers, fax machines, copiers, office supplies, etc) will not be approved unless approval is received by the funding agency. The spending of funds towards the end of the grant period for the purpose of depleting unexpended balance is strongly discouraged due to audit purposes.

Submitting Corrections for Expenditures - Contact Offices

Your timely review of expenditures is critical to identify errors posted against your project. Expenses should be posted via GMS, for the exception of transfer transactions. If you identify expenses posting directly to GL (bypassing GMS), please notify Accounting and follow-up with corrective measures.

Processing corrections to any financial transaction requires that it be applied (whenever possible) through the originating source (sub ledger).

For Labor Cost errors, identify the source error to determine proper action: If employee did not receive pay or if employees pay amount is incorrect, check with the Human Resource office. If employee was paid in the incorrect month, check with the Human Resource office. If employee was paid from an incorrect project, check this against the latest Memorandum of Employment (MOE) for that employee. If actual posting does NOT match the MOE and the posting is a different fiscal year, please confirm with the department if the timecard was late. If the timecard was late, confirm that the project on the MOE is still active. If the project is still active, please notify LD to enter an adjustment with an explanation that the adjustment is required due to a late timecard. This is to avoid paying beyond employment dates on the MOE. Late timecards crossing fiscal years does not extend employment dates, just payment dates. If actual posting does NOT match the MOE and the posting is within the same fiscal year, please confirm the employment dates on the MOE. If the payroll charge is beyond the employment dates on the MOE, a new MOE for the employment dates would need to be routed. If actual posting does NOT match the MOE and there are hand written project changes, please confirm with Grants & Contract if the hand written changes are recorded in the files. If the hand written changes are recorded with G&C, please provide LD with the signed MOE on file at G&C. If actual posting matches MOE, but the project is still incorrect, please route a change of MOE to HR (LD will correct costing once the approved MOE is received).

If a receipt of funds (money) was posted incorrectly against an expenditure e-type (reduction of expense), please request for Accounting to correct this to a revenue object.

For all other expense errors, identify the correct costing information, such as: Debit [charge account] Project number Organization Expenditure Type Task Award (for sponsored Projects that start with a 4) Credit [recover charges] Project number Organization Expenditure Type Task Award (for sponsored Projects that start with a 4) Transaction Amount Description Effective Date

Populate this information on the Project Changes and Corrections Template to request this change and route it to the office listed below:

This template is located on the Oracle24-7 website under Procedures.

Expense TypeSub LedgerContact

Labor CostsLabor Distribution (LD)Alicia Moreno [morenoa@utpa.edu] or Edwin Cordero [corderoev@utpa.edu]

Supplier CostsAccounts Payables (AP)Beatriz Guzman [guzmanb@utpa.edu]

Sponsored CostsGrants Management (PA/GMS)Edna Reyes [edna@utpa.edu]

Miscellaneous CostsGrants Management (PA/GMS)Magda Garcia [mgarcia1t@utpa.edu]

Expenditure CreditCORE (cashier system)Magda Garcia [mgarcia1t@utpa.edu]

ReportsNumerous custom Oracle E-Business Suite reports have been created to assist in deciphering financial transactions posted within the system. These reports stem from GL and GMS modules.

Also included in this section are Financial Statement Generator (FSG) reports. These reports are run from GL only.

Custom EIS General Ledger Reports

Login to Oracle E-Business Suite with XXEIS General Ledger Reports Responsibility

The EIS e-Business Reporting page will appear which lists all the reports the user has access to run.

The XXEIS General Ledger Report responsibility gives access to two types of custom reports.

Below is a listing of all reports with their corresponding Description, Parameters and Columns.

Listing Reports

1. UTPA Projects Listing Report Revised

Description This report lists all the current projects in Oracle E-Business Suite and its corresponding Key Members. Parameters As of Date * Columns Project Name, Project Description, Project Number, Project Organization, Project Role Type, Member Name, Award Number, Award Full Name, Award Organization, Funding Source Name, Funding Source Award Number, Project Start Date, Project Completion Date, Project Type, Project Status Code, Supplier Cost Funding Source, Labor Cost Funding Source.

2. UTPA Object Code Listing Report

Description This report lists all current GL objects in Oracle E-Business Suite. Parameters As of Date *Columns Object Code, Object Code Description, Expenditure Type, Exp Description.

3. UTPA Expenditure Types Listing Report

Description This report lists information about Expenditure Types that resides in the Projects Module and there correlation with the GL Object Codes.Parameters As of Date*Columns Expenditure Type, Exp Description, Object Code.

Transaction Reports

1. UTPA Adhoc Journals Report (GL)

Description This report lists all journals detail from GL, which include; Actual, Budget, and Encumbrance journals. Use the column labeled Balance Type to distinguish the transactions from Actual, Budget, or Encumbrance. The output from this report reconciles to the activity posted in GL for any given period.Parameters Start Date, End Date, Project Number, Journal Period, GL Account, Fund, Funding Source, Organization, Object Code.Columns Project Number, Journal Period, Gl Account, Account Type, Acquisitions, Apprn No, Apprn Year, Pca, Fund, Je Source, Je Category, Balance Type, Batch Name, Journal Name, Je Line Num, Line Description, Entered Dr, Entered Cr, Funding Source, Gl Fund, Object Code, Org.

2. UTPA Adhoc Transaction Report Revised (GMS)

Description The report lists all expenditures (i.e., payroll, supplier, IDT, etc) by project that reside in the GMS module. The expenditures on this report will agree to GL only if all expenses were posted to GMS initially. Use the Distribution Line Cost amount on this report for your analysis.Parameters Start Date, End Date, Project Manager, Transaction Source, Project Number, Debit Organization, Debit Object Code, Expenditure Type, Credit Object Code, Expenditure Category, Expenditure Group.Columns Project Number, Project Name, Project Manager, Expenditure Item Date, Gl Date, Gl Period Name, Debit Fund, Debit Funding Source, Expenditure Organization, Expenditure Type, Exp Category, Dr Object Code, Dr Object Desc, Task Number, Dr Nacubo, Item Raw Cost, Project Func Burden Cost, Distribution Line Cost, Transaction Source, Batch Name, Expenditure Batch, Expenditure Class Code, Trans Id, Supplier, Employee Name, Orig Transaction Reference, Voucher Number, Invoice Date, PO Number, Cr Fund, Cr Funding Source, Cr Project, Cr Object Code, Cr Object Desc, Bank Account Name, Exp Creation Date, Dr Org, Dr Org Name, Comments.3. UTPA Project Manager Summary Report PDF-P

Description This report is distributed to Project Managers at month end (UTPA E-Business Suite Financials Report of Transactions). It recaps your project available balance as year-to-date, and your project activity for the period (month). It lists all transactions for a project that resides in General Ledger (Revenue, Budget, Encumbrances). Also, it lists all PA/GMS Actual expenditures as well. The report is available in PDF format only. This is the report that the PR should use to conduct their reconciliation.

Parameters Project Manager, Project Number, *Period Name.

Note: * Indicates Mandatory Parameter

EIS Adhoc Journals Report (GL)

This report lists all journals detail from GL, which include; Actual, Budget, and Encumbrance journals. Use the column labeled Balance Type to distinguish the transactions from Actual, Budget, or Encumbrance. The output from this report reconciles to the activity posted in GL for any given period.

Login to Oracle E-Business Suite with XXEIS General Ledger Reports Responsibility

From the screen below, click on UTPA Adhoc Journals Report

The following screen will appear

The screen displays the parameters available for this report. You may select a single parameter or a combination depending on how narrow or wide of a report you are running.

Click on the Calendar Icon to select a Start Date and End Date.

Click on the Folder Icon to select any of the other parameters (Ex. Project Number, Organization, Object Code, etc).

Entering the parameter information directly in the fields below without selecting from the LOVs may cause your report to error out or to process with No Data Found.

Once the Parameters are selected Click Submit

Click View Request

Once the Status of the report has Completed, Click on the Output Column and select the format you would like to open your report in. Excel and Pivot Excel are among the most commonly used formats.

If the following Internet Explorer pop-up message displays, click Yes.

If instead, the following pop-up message is displayed, contact the help desk at ext. 2020 or your system administrator.

This EIS Reporting Plug-in will first need to be installed before any EIS Report can be opened in Excel format. Usually this only occurs the first time you try to open a report in Excel.

For this exercise, select the following criteria:Select: UTPA Adhoc Journals ReportClick on the Calendar Icon to select:Start Date: 01-JAN-2008End Date: 31-JAN-2008

Click on the Folder Icon to select the following: Project Number: 100CMPT00

Use the Icons to move between periods and years. Once selected, click on the calendar day.

Enter the Project Number in the Project Number field. You can use the wild card % to enter a partial part of the project number.

Click on (B) Search

Select all Projects to be run in the report. You can run the report for multiple projects. Projects that should not be run in the report should not be checked. You can use the (B) Clear to uncheck these.

Once the Project Number(s) have been selected Click (B) Done

Click (B) Add To List and the selected project number(s) will be populated in the Selected Data field.

The report parameters should now be populated. At this point you can select to run the report with the parameters specified or other parameters can be selected depending on how wide or narrow results are required.

Click (B) Submit

Click (B) View Requests

The Requests tab will be displayed.

Look at the User Name column to find the report that you have submitted.

The Status column needs to display Completed before you can view the report(s) you have run. To speed this process, you can click (B) Refresh. Otherwise, this window automatically refreshes very 30 seconds.

Once completed, select from the Output column the format you would like to view your report in. Excel is a common format used because it allows the user to format the data.

Click (B) Yes

The report opens in Excel.

To run a different report, Click on the (T) Home and select another report to run.

EIS Adhoc Transactions (GMS)

The report lists all expenditures (i.e., payroll, supplier, IDT, etc) by project that reside in the GMS module. The expenditures on this report will agree to GL only if all expenses were posted to GMS initially. Use the Distribution Line Cost amount on this report for your analysis.

Login to Oracle E-Business Suite with XXEIS General Ledger Reports Responsibility

From the screen below, click on UTPA Adhoc Transactions Report Revised

The screen shot below displays the parameters available for this report.

DELETE

You may select a single parameter or a combination depending on how narrow or wide of a report you are running.

Click on the Calendar Icon to select a Start Date and End Date.

Click on the Folder Icon to select any of the other parameters (Ex. Project Number, Expenditure Category, Debit Organization, etc).

Entering the parameter information directly in the fields below without selecting from the LOVs may cause your report to error out or to process with No Data Found.

Note: Delete the Expenditure Creation Start Date and the Expenditure Creation End Date before submitting this report or your results will complete with No Data Found.

Once the Parameters are selected Click Submit

Click View Request

Once the Status of the report has Completed

Click on the Output Column and select the format you would like to open your report in. Excel and Pivot Excel are among the most commonly used formats.

E-Business Suite Financials Report of Transactions

This report is distributed to Project Managers following each month-end accounting period close (UTPA E-Business Suite Financials Report of Transactions).

The report: Recaps your project available balance as year-to-date Summarizes and details your project activity for the period (month). Lists all transactions for a project that resides in General Ledger (Revenue, Budget, Encumbrances, and Expenditures). The expenditures are in summary form as interfaced from a sub-ledger module (i.e., labor costs). Lists the PA/GMS Actual expenditure detail (by expenditure type).

The report is available in PDF format only.

Login to Oracle E-Business Suite with XXEIS General Ledger Reports Responsibility

From the screen below, click on UTPA GL Project Manager Summary Report PDF P

It is recommended that you run this report for a closed accounting period; else, transactions processed in a sub-ledger, but not yet interfaced to GL, may produce an unbalanced report.

The following screen will appear

For this exercise, use the following criteriaProject Manager: Granado, Mr Esequiel JrProject Number:100CMPT00*Period Name (Mandatory Parameter): JAN FY2008Project Manager Field - Type Granado and tab or use the Folder Icon

The LOV-Project Manager window will pop up and will list all PM names that start with Granado.

Select the PM name and click on (B) Add To List Click (B) Done

Project Number Field This field is case sensitive so, enter the exact project number. Type 100CMPT00 and tab.

The LOV Project Number window will pop up. Select the project number and click on Add To List button; Click on Done button

Period Name Type JAN FY2008 and tab.

The LOV Period Name window will pop up. Select the period name and click on Add To List button; Click on Done button

See the completed fields on next screen

Click Submit button and the following screen will appear

Click on View Requests button and the following screen will appear

From the XML Publisher Output column, Select UTPA GL Project Manager Summary. The following screen will appear.

On the XML Publisher Outputs section; click on PDF. The following screen will appear

Once the file is downloaded the following screen will appear, either save the document or click open

The file will open in PDF format

Print Document

FSG Project Balance Report

Report Name: UTPA Funds Available New-Rev/TransThis Financial Statement Generator report incorporates Revenue, Transfers and Capital Reclass in the Funds Available balance. You can run this report to extract all projects, or specifically for one project only.

Login to Oracle E-Business Suite with UTPA GL Inquiry ResponsibilityClick on to expand all selections

(N) Reports > Request >Financial; Click on (B) Open

Form Run Financial Reports (UTPA BOOKS)

For this exercise, select the following criteria:Report: UTPA Funds Available New-Rev/TransPeriod: JAN - FY2008Currency: USDSegment Override: Project 100CMPT00

Click on the Reports LOVs to select the report UTPA Funds Available New-Rev/TransClick (B) OK

Select the Period from the LOVs JAN - FY2008

The Currency USD is automatically populated.

Skip over to the Request ID field. This field will automatically populate once the report is submitted.

In the Segment Override field select from the LOVs the project value the report will be run for100CMPT00

Note: If no project value is specified, the report will run for all projects values.

Click (B) OK

Once all the Fields have been populated as seen in the screen shot below, click (B) Submit

Note: The request ID field has been populated by the request number for the report you have just submitted

From the menu, select (M) View > Requests

Form Find Requests

Select (B) Find

Form Requests

Once the request has a Phase of Completed and a Status of Normal as seen below, select (B) View Output.

Otherwise, click on the (B) Refresh Data until the report completes Normal.

Below is the output for this report. If this output is to be printed use Legal size paper to fit all columns into one page.

Purchasing Encumbrance Detail Report

This report will display the details for outstanding Purchasing encumbrance obligations reflected on your project. Alert - This report may NOT represent all the purchasing encumbrance obligations reflected on your project.

Login to Oracle E-Business Suite with your Purchasing Responsibility

Ex., UTPA SBBV Bronc Village Apartments PO GranadoClick on (B) to expand all selections

(N) Run; Click on (B) Open

Form Submit a New Request

Select Single Request and click (B) OK

Form Submit Request

Type Encumbrance Detail Report in the Name field and the following screen will appearForm Parameters

Click in the Accounts From section and the following screen will appear

Form Parameters

The Encumbrance Date From parameter should be left blank, the To parameter should be the latest Accounting Period.

Click (B) OKClick (B) OK on the Parameters formClick (B) Submit on the Submit Request form

Form Requests

Click on (B) Refresh Data until the Phase changes to Completed and Status changes to Normal

Click on (B) View Output to display all pending encumbrances. Note the requisition number on the far left column.

Purchasing Other Open Encumbrance Balance Report

This report will display the details for all outstanding Purchasing encumbrances reflected in your project.

This seeded report may only be run for a single period; however, the Accounting office is in the process of expanding the date parameters by converting this into an EIS report. It will be made available to users once it becomes functional.

This report is being made available to view under your UTPA PO Inquiry responsibility. Run it the same as you would any seeded Oracle report.

Export from Oracle E-Business Suite to MS ExcelExporting transaction lines from Oracle E-Business Suite to Microsoft Excel is available from most screens in any module.

In the following example, data is exported from the Funds Available Inquiry screen.

As mentioned earlier (N) Account Level All with the following criteria;

Period: JAN FY2008Project: 21CMPT000 Account Level: All

The following screen will appear

Form Funds Available Inquiry

To Export this information, click on the first line in the account region

(M) File > Export

The following dialog box will appear; click on (B) Save.

The following dialog box will appear:

In the File name: type 21CMPT000.xls and click on (B) Save

Note: it is very important to use .xls extension while saving the file to open in Microsoft Excel, otherwise the document will be saved as .tsv and will open in WordPad.

The following dialog box will appear; click on (B) Open

If Microsoft Excel 2007 version is used to open this document , the following message will appear; click Yes to proceed

The following downloaded information will appear in Microsoft Excel.

Note: Additional formatting need to be applied to view the data (columns and rows). The above screen shows the document without prior formatting.

View After formatting:

On the above screen, the colors on the top (Details) and the bottom (summary) add up to each other.

FormsRequest for New Oracle Project

The New Oracle Project Checklist may be used as a guide to ensure all necessary information is in place and correct prior to using the new project for transacting.

DescriptionYesNoRequired Action

1Has a Request for New Oracle Project form been submitted?|_||_|

2Have you received New Oracle Project email?(see sample below)|_||_|

3Is the project setup correctly?|_||_|

4Is budget (if any) setup for the project?|_||_|

5Are Key Members current on the new project?|_||_|

6Do all Key Members have access to the new project in Oracle E-Business Suite?|_||_|

New Oracle Project Email Sample:

,

As per your request, a new project has been created in Oracle. Here is the Project Information:

Project Number

Project Name

Project Start Date

The following are the Key Members for the project.

Project Manager

Alternate Approver

Project Reviewer

Project budget information has been forwarded to the budget office for processing. Budget should be available within three business days.

If Key Members or Staff from your department needs access to the new project, please complete and submit Oracle Finance Roles and Responsibilities form to AB 217 B.

Oracle Finance Roles and Responsibilities

When to submit the Oracle Finance Roles and Responsibilities form:

If the end user is obtaining access to Oracle for the first time. If the end user's duties change, for example; Transfer to another department Changes to Key Members (i.e., Project Manager, Alternate Approver, and Project Reviewer) New duties are assigned within the department. If there are changes in Project Manager, or end user is no longer a UTPA employee.

The checklist below may be used as a guide to ensure all necessary information is in place and correct prior to submitting the request form to Accounts Control.

DescriptionYesNoRequired Action

1Is Section 1 on the form completed?|_||_|

2Is the form signed by the end user and Project Manager?|_||_|

3Were changes made to the Key Members for the project access is requested for?|_||_|

4If yes to (3), has Project Management Authorization form submitted to Accounts Control?|_||_|

5Has the form been routed to Accounts Control, 217 B for processing?|_||_|

Business Analysts Contacts

ModuleNameEmail

General Ledger (GL)Karina Esparzakesparza@utpa.edu

Projects/Grants Management (PA/GMS)Uzma Farooquifarooquiu@utpa.edu

Labor Distribution (LD)Edwin Corderocorderoev@utpa.edu

Fixed Assets (FA)Karina Esparzakesparza@utpa.edu

Accounts Receivable (AR)Alaina Andradeaeandrade@utpa.edu

Accounts Payable (AP)Alaina Andradeaeandrade@utpa.edu

Purchasing (PO)Josie LopezValdez@utpa.edu

Budget (PSB)Maria Rincon merincon@utpa.edu

Project Management Authorization

When to submit the Project Management Authorization form:

Key Member assignments for a project are changed. There are three Key Member roles defined - Project Manager, Alternate Approver & Project Reviewer.

Refer to Key Member Roles Defined (Project Management for detail description of Key Members.

Note: Existing Purchasing Responsibilities will be disabled if this request results in a change in Project Manager.

The checklist below may be used as a guide to ensure all necessary information is in place and correct prior to submitting the request form to Accounts Control.

DescriptionYesNoRequired Action

1Is requester information on the form complete?|_||_|

2Has the form completed only for ONE Project Manager? Note: Submit additional forms if different personnel will be assigned as Key Members for certain projects|_||_|

3Is the form signed by the changed Key Members?|_||_|

4Has Oracle Finance Roles and Responsibilities submitted to Accounts Control?|_||_|

5Has the form been routed to Accounts Control, 217 B for processing?|_||_|

Business Analysts Contacts

ModuleNameEmail

Projects/Grants Management (PA/GMS)Uzma Farooquifarooquiu@utpa.edu

General Ledger (GL)Karina Esparzakesparza@utpa.edu

Frequently Asked Questions (FAQs)

Grants Management SystemWhat is the difference between the Grants Management System (GMS) and General Ledger (GL) Applications?The primary difference between the Grants Management System and the General Ledger modules is that revenue is deposited and resides within GL, while expenditures are recorded in GMS. Projects should reflect expenditures for labor distribution (salary/wages, fringe benefits), purchasing, and exchange of goods and services between internal service providers and university customers (IDT) in GMS in order to capture the lowest level of expenditure detail expenditure type (i.e., full time faculty, in-state travel, postage, etc.). By system design, a small percentage of expenditures do NOT flow through GMS. If expense transactions flow directly to GL, bypassing GMS, the lowest level of detail is NOT captured in the system. This complicates the reporting of several expenditure reports.

Currently, the Accounting office has a manual process in place to identify expense variances between GMS and GL, with a manual correction process. Project reviewers should also alert the Accounting department regarding expense variances between the modules.What is the difference between raw, burden, and burdened costs? Do I budget for it, or is it done for me? Raw cost is the actual cost of an expense. Burden cost refers to the Indirect Cost (IDC) expense. Burdened cost is the summation of the raw cost and the burden cost (IDC). As a user of burden cost (IDC), you must make sure that there are enough funds budgeted for IDC throughout the life of the grant. For example: If your IDC rate is 50% of Salaries & Wages and at any point in time you process a budget revision to increase salaries or wages, you must also make sure to move funds into the IDC budget line item. If this is not done, you will have a deficit in the IDC budget balance. If your approved budget from the funding agency includes an IDC budget line item, the Grants & Contracts staff will budget that amount in your project. If any budget changes are made, that will affect the IDC budget during the life of the grant, it is up to the department to process a budget revision to move funds into the IDC budget line item.

How do I know whether a potential applicant I want to hire will be classified as contract work or employee status?

The Human Resource staff can provide guidance on this issue.

What is the difference between the expenditure item date, effective date, and GL date of a transaction?

The expenditure item date should be the date that the expenditure actually occurred and the GL date is the date it was interfaced to the General Ledger.

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