Lehigh University FRRGRNT process

Lehigh University uses FRRGRNT to:– Calculate, record and distribute indirect costs– Record grant revenue and related receivable

LU has a research incentive program that shares indirect cost recovery as follows:– 84% University– 9% College– 4% Department – 3% Project Investigator– ICR is distributed to separate funds created for each

Lehigh University FRRGRNT process

We run FRRGRNT as a monthly batch process Can also be run in sleep wake mode We run FRRGRNT in summary mode

– Generates one summary posting for all activity in the month or period

Can also be run in detail mode– Generates an entry for each transaction posted to a

grant fund (too many entries!!!!)

Lehigh University FRRGRNT process

How does it work… FGBTRND_DEFER_GRANT_IND … this flag

is initially set to Y for all transactions recorded in grant funds. FRRGRNT process changes it to N after transaction is included in calculation so it is not selected again.

Sample output and entries generated by process…

COA: P Grant: 535100 Fund: 535100 Original YTD Amount = 22193.19 Rucl Class: GRAR Accrued Accounts Receivable Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 535100 2165FG 11560 4000 27,963.43 D --------------- Total Accrued Accounts Receivable 27,963.43 D Rucl Class: GRIC Grant - Indirect Cost Charge Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 535100 2165FG 79800 4000 5,770.24 + --------------- Total Grant - Indirect Cost Charge 5,770.24 + Rucl Class: GRIR Grant - Indirect Cost Recovery Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 016010 112238 50553 1900 4,847.01 + 608900 2100FB 50553 3900 519.29 + 608025 2165FB 50553 3900 173.12 + 608119 2165FB 50553 3900 230.82 + --------------- Total Grant - Indirect Cost Recovery 5,770.24 + Rucl Class: GRRV Grant - Accrued Revenue Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 535100 2165FG 50220 4000 27,963.43 + --------------- Total Grant - Accrued Revenue 27,963.43 +

Lehigh University FRRGRNT process

LU month end FRRGRNT process– Run FRRGRNT in summary audit mode– Verify FRRGRNT calculations against manual

calculations for selected grants– Run FRRGRNT again in detail mode and retain

output as a transaction by transaction audit trail– Run FRRGRNT again in summary update mode

and retain output as support for entry posted– Must run FGRTRNI and FGRTRNR then posting

Lehigh University FRRGRNT process – Setup

FOASYSC - System Control Form FTMACCT - define indirect cost account codes FTMINDA – define indirect cost charge codes FTMINDR – define indirect cost rate codes FTMBASI – define indirect cost basis codes FTMINDD – define ICR distribution codes FRVPMSC – define letter of credit codes FRAGRNT – assign IC cost codes to grants

Lehigh University FRRGRNT process – Setup

FOASYSC - System Control Form – Grant Processing Info window has checkbox for

“Defer Calculations of Indirect Cost and Cost Share”– If checked, FRRGRNT must be run in batch mode– If unchecked, FRRGRNT runs in sleep wake mode

Lehigh University FRRGRNT process - Setup

FTMACCT – Account Code Maintenance Form– define indirect cost Account Codes to be used to

record indirect costs on grant funds. Must be account class “I”

– Lehigh uses 3 codes for different rate types: 79800 Indirect Cost – Research 79801 Indirect Cost – Liaison 79804 Indirect Cost < 10%

Lehigh University FRRGRNT process - Setup

FTMINDA – Indirect Cost Charge Code Maintenance Form– use this form to create codes that will identify the

Account Code to be charged for indirect costs on individual grants.

– Assign code on FRAGRNT form for each grant.– Lehigh codes and related Account Codes are…

RSCHIC 79800 RSH<10 79804 LIASIC 79801

Lehigh University FRRGRNT process - Setup

FTMINDR - Indirect Cost Rate Code Maintenance Form– Use this form to create rate codes for each indirect

cost rate used by your institution.– Assign code on FRAGRNT form for each grant.– Lehigh’s rate codes include the rate for ease of

assigning to grants and subsequent recognition– Example: R54.0

Lehigh University FRRGRNT process - Setup

FTMBASI – Basis Definition Code Maintenance Form– Use this form to define the base for indirect cost

calculations– Define Account Types and/or Codes to be included

or excluded from the calculation base– Example… Lehigh code MTDC1, Modified Total

Direct Costs excludes Equipment Account Codes, Tuition remission Account Codes and expenses > $25,000 charged to subcontractor Account Codes

Lehigh University FRRGRNT process - Setup

FTMINDD – Indirect Cost Distribution Maintenance Form– Use this form to create codes associated with the

FOAPAL distribution of indirect cost recovery (the credit side of indirect cost charges).

– Lehigh has a research incentive fund program and shares ICR with Colleges, Departments and Project Investigators (9%, 4% and 3% respectively).

– Each PI has at least one distribution code

Lehigh University FRRGRNT process - Setup

FRVPMSC – Payment Management System Code Maintenance Form– Used by the grant billing module to group grants by

letter of credit agency (DOE, HHS, NSF, ONR, etc.)– Lehigh does not use the baseline grant billing

module, but we do create these codes and assign them to grants in the “Billing Information” window of the FRAGRNT form

– use this code to prepare monthly cash drawdowns– to prepare quarterly agency reports

Lehigh University FRRGRNT process - Setup

FRAGRNT –Grant Maintenance Form– Enter all indirect cost codes in “Cost Code

Information” window

Lehigh University FRRGRNT process - Setup

FRAGRNT –Grant Maintenance Form– Billing Information window– Enters PMSC code so you can select and group

grants by letter of credit agency for cash drawdowns and quarterly reporting to agencies.

Lehigh University FRRGRNT process - Setup

FTMFUND– Enter Unbilled AR Account Code and Revenue

Account Code– FRRGRNT will use these Account Codes to record

grants receivable and related grant revenue entry after calculating indirect costs for the period.

– Enter deferred revenue account code if grant award is paid in advance

– Leave blank if you do not want FRRGRNT to record revenue and related receivable

Lehigh University FRRGRNT process - Setup

FRMFUND– Associate a grant with a fund

Lehigh University FRRGRNT process - parameters

01 RecalculationY – yes, N - no 02 Date From 03 Date To Chart of Accounts Fund Option A – all, R – range, S - specific From Fund To Fund Posting Date Transaction date Execution Mode A – audit, U - update Report Type S – summary, D – detail

Lehigh University FRRGRNT process

Sample report

COA: P Grant: 535100 Fund: 535100 Original YTD Amount = 22193.19 Rucl Class: GRAR Accrued Accounts Receivable Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 535100 2165FG 11560 4000 27,963.43 D --------------- Total Accrued Accounts Receivable 27,963.43 D Rucl Class: GRIC Grant - Indirect Cost Charge Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 535100 2165FG 79800 4000 5,770.24 + --------------- Total Grant - Indirect Cost Charge 5,770.24 + Rucl Class: GRIR Grant - Indirect Cost Recovery Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 016010 112238 50553 1900 4,847.01 + 608900 2100FB 50553 3900 519.29 + 608025 2165FB 50553 3900 173.12 + 608119 2165FB 50553 3900 230.82 + --------------- Total Grant - Indirect Cost Recovery 5,770.24 + Rucl Class: GRRV Grant - Accrued Revenue Posting Date: 31-MAY-2003 Fund Orgn Acct Prog Actv Locn Amount 535100 2165FG 50220 4000 27,963.43 + --------------- Total Grant - Accrued Revenue 27,963.43 +