PURPOSE

· To assist senior administrators in departments, centers and institutes in identifying and utilizing FinMIS and Salary Management reports when managing and overseeing sponsored program activity.

POLICY STATEMENT
· It is the responsibility of senior administrators in departments, centers and institutes to proactively administer sponsored programs in an efficient, accurate and compliant manner.

REASON FOR PROCEDURE
· To identify a consistent set of reports for managing sponsored programs at the senior administrative level
· To provide assistance in efficiently identifying problematic areas in the financial management of sponsored programs

WHO SHOULD BE KNOW THIS PROCEDURE
· School of Medicine Administration
· School of Medicine Faculty/Investigators
· Department, Center, Institute Administrators
· Office of Research Support Services
· Penn Research Services

GENERAL INSTRUCTIONS

· FinMIS reporting is one of the many useful tools available for managing sponsored programs and identifying and correcting problematic accounts. Although Ben Reporting, Business Objects and other systems are available, this SOP deals specifically with FinMIS and Salary Management reports.
· The reports described in this procedure are not intended to replace the reports necessary for the detailed monthly review by grant administrators (e.g., summary (FinMIS 102, 103) and detail (FinMIS 150, 151 transaction reports).

PROCEDURES

The following reports are useful tools in assessing accounts in deficit, outstanding receivables, budget disparities, revenue recognition issues, outstanding encumbrances, and other problems specific to sponsored programs.

FinMIS 115: Grant Fund Summary Report

FinMIS 133: List of Grant and Contract Funds Due to Close

FinMIS 134: Summary of Final Expenditure Report

FinMIS 138: Frozen Fund List

FinMIS 163: Open Encumbrances Report

FinMIS 201: PJTD Rev/Exp Totals for G&C/URF

FinMIS 211: PJTD Rev/Exp Outline for G&C/URF

FinMIS 306: Negative Budget Balance Available (BBA)

FinMIS 301: Budgetable Amount - Grants/Contracts

FinMIS 510: Detail Transaction by Object by Org

FinMIS 306: Negative Budget Balance Available (BBA)
This reports identifies all of the funds in your org with a negative budget balance available (BBA). Each fund on this report should be investigated further. The BBA is calculated by taking the PJTD Budget column and subtracting PJTD Actual plus PJTD Encumbrances.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 306 for Name of Report
Type in the most recent accounting period
Select either "1" or "2" based on your data sort preference
1 = Information will be sorted by org, fund, cref
2 = Information will be sorted by the amount of the negative BBA (highest first)
Enter CNAC
Enter Org
Skip through the rest of the fields to print a report on all funds in your org. This report will include information on University Research Funds (URF). If you do not want to include information on URF's, include the beginning and ending fund number in the fund high/low fields.
Complete Report Options appropriately depending on whether you want to print or download your report

Interpreting and Using this report:
First, identify any wayward transactions. Usually, $0.00 will appear in the PJTD Budget column for wayward transactions. For example, if the org, fund, cref combination is not a correct combination, then there will not be a budget in FinMIS and, hence, any activity on the incorrect combination will print as a negative BBA. Correct all wayward transactions (refer to SOP: Wayward Transactions).

Second, confirm that the PJTD Budget is correct by using either the FinMIS 301 Report (see FinMIS 301 Report) or the FinMIS 115 Report (see FinMIS 115 Report). Determine whether or not there is an outstanding Notice of Grant Award due from the sponsor or an Account Information Screen (AIS) due from Penn Research Services.

If the PJTD Budget is correct and the fund is still showing a negative BBA, confirm that the PJTD Actual expenditures and PJTD Encumbrances are accurate. Examples of information to verify include:
Only appropriate personnel are receiving salary support from this fund;
Salary is encumbered only until the end date of the current budget period and not beyond;
Outstanding encumbrances are appropriate and correct (see FinMIS 163 Report);
Subcontract commitments, if any, are appropriately committed.

If the PJTD Budget, PJTD Actuals and PJTD Encumbrances are correct, and there is no outstanding Notice of Grant Award (NGA) or Account Information Screen (AIS), the fund is in deficit. Correct the deficit and freeze the fund (refer to SOP Closing Accounts, Removing Deficits, Freezing Grants).

FinMIS 301: Budgetable Amount - Grants/Contracts
This report identifies budget incongruities at the fund level. The operating budget for a fund should always equal PBUD (authorized budget for a grant/contract) and PBIL (maximum billable award for a grant/contract), except when an Advance Account (refer to SOP: Requesting Advance Accounts) number has been requested, cost sharing has occurred or the fund has realized interest income. PBUD and PBIL are special budget object codes entered by Penn Research Services when a fund is created or updated and posted in total to a Responsible Org.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 301 for Name of Report
Type in the most recent accounting period
Select either "1" or "2" depending on your data preference
1 = All active grants
2 = The Budgetable Amount does not equal ZERO or PBUD does not equal PBIL
(Selecting #2 will print only the problem accounts)
Enter Resp Org
Skip through the rest of the fields
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
For each fund itemized on the report, PBUD will be listed as well as the operating budget entered into FinMIS (directs costs, F&A, and total costs will be itemized). When PBUD does not equal the total operating budget in FinMIS, the amount of the variance will print in the last column. Numbers in parentheses indicate that too much has been budgeted for a particular fund and numbers without parentheses indicate that not enough has been budgeted for a particular fund. However, you must first confirm that PBUD is correct. To confirm PBUD, check your Notice of Grant Award (NGA) and Account Information Sheet (AIS). Report any discrepancies to Penn Research Services via email to ais-prob@pobox.upenn.edu.

Once, PBUD has been confirmed, investigate any issues with the operating budget. You may need to go to the original budget journal. Identify the issue and prepare a correcting budget journal if necessary. If you cannot identify the problem, contact Penn Research Services.

Helpful Hints:
Some common reasons for budget discrepancies include the following:
When an Advance Account number has been issued, PBIL will be zero because we are not yet authorized to bill on this award.
Penn Research Services adjusts PBUD for unobligated balances carried forward to continuation awards. Upon receipt of a revised AIS, Departments should prepare a corresponding budget journal for both the fund being decreased and the continuation fund being increased. If this corresponding budget journal is not completed, a budget discrepancy will appear.
Award reductions calculated during closeout should be budgeted in FinMIS by Departments when PBUD and PBIL have been corrected by Penn Research Services. Failure to do so will result in a budget discrepancy.
AIS's are not increased for interest income, so PBUD/PBIL are not increased.
There is a category of research agreements with industrial sponsors where Penn Research Services will not increase PBUD/PBIL until cash is received. There will be a budget discrepancy if the entire award is budgeted in FinMIS prior to cash being received.

FinMIS 115: Grant Fund Summary Report

The 115 report contains a complete fund summary. This report is useful in that it highlights important financial discrepancies (e.g., outstanding accounts receivables, unallowable expenditures, etc.) This report can be voluminous (one to two sheets will print for every fund in your Resp Org, unless you specifically set the parameters to print only one fund or a few funds.)

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 115 for Name of Report
Type in the most recent accounting period
Enter Resp Org
Either skip through the fund low and high fields or enter a range of funds or a particular fund number depending on the information required. The size of the report to be printed can be controlled by using this field.
Select either "1" or "2" based on your data preference
1 = All active grants
2 = Exception reports only
This report can be printed for a particular fund or for all funds with exceptions.
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
The financial information on the top half of the page is calculated at the fund level. The financial information on the bottom half of the page is calculated at the org, fund, cref level and then totaled.

Account information included in the first column on the top half of this report includes:

The figures included within each of the above-identified columns are further broken down by org and cref, subtotaled at the org level and then totaled at the fund level. This is useful in identifying wayward transactions in which the incorrect org, fund, cref has been used.

Issues with this report:
When cost-sharing transactions have been made using a particular fund, the following discrepancies appear:
PBUD, PBIL, and the operating budget will show a discrepancy by the amount cost shared and an overdraft will calculate in the Unallowable Exp/Overdraft Amt since the PBUD is used to calculate the budgetable amount rather than the PJTD Budget

The variation in employee benefit and overhead rates between fiscal years is manually corrected by Research Services when the account is closed and reported on. Hence, when a payroll reallocation or direct expense is completed for charges in a previous fiscal year and the employee benefit or overhead rate was different, the difference in the rates will be reflected on the FinMIS 115 report in the original account combination until it is corrected by Research Services. It is important to notify your accountant in Penn Research Services of the adjustments to be made.

Indirect/F&A expenses are not encumbered

Running only exception reports will not print reports for those funds for which too much revenue has been received and, therefore, the fund cannot be disabled

PBUD and PBIL are increased for clinical trials and some research agreements with industrial sponsors as checks are received. If you note any discrepancy, contact Penn Research Services. At times, the Receivable Balance for a clinical trial will appear as a negative number. This is the difference between PBUD/PBIL (or the amount received from the sponsor) and the actual expenditures on the account.

When funds are returned to the sponsor, Penn Research Services prepares a C-368 form based on the FinMIS data and confirms with the appropriate department, center or institute administrator. PBIL/PBUD is adjusted by Penn Research Services as the final report is prepared or at the time they receive confirmation from the administrator. If you note any discrepancies or you do not see the reduction in PBUD or PBIL, notify Penn Research Services. When Penn Research Services verifies that PBUD and PBIL have been appropriately adjusted, a corresponding budget journal should be done in FinMIS to accurately reflect this adjustment. (See SOP: Closing Accounts)

FinMIS 163: Open Encumbrances Report
This report identifies all open encumbrances. Information can be retrieved for all funds in your org, a particular fund, for a particular investigator, etc. Use the correct report parameters to select the data you wish to review (see selections below).

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 163 for Name of Report
Type in the most recent accounting period
Complete the following fields depending on the information you wish to retrieve. Select from the options 1 through 5 depending on your data sort/subtotaling preference
1 = Cnac, Org, BC, Fund
2 = Cnac, Org, BC, Fund, Prog
3 = Cnac, Org, Cref
4 = Cnac, Org, BC, Fund, Cref
5 = Fund
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
This report includes the 26-digit account combination, PO number, Encumbrance creation date, Vendor Name (or Batch name), Original amount of encumbrance, Expensed amount, Current amount, Date of last action, followed by an asterisk to identify all unrelieved encumbrances.

Encumbrances should be reviewed and managed as part of your monthly reconciliation process. Encumbrances older than 90 days should be investigated.

When working with a purchase order that has been received and invoiced in full, has a status of "Approved, Reserved" and an encumbrance remaining, the steps below should be taken to have the PO "Finally Closed" and the encumbrance removed. NOTE: These steps should only be followed when the PO is NOT finally closed. If a PO is already CLOSED, an Encumbrance Journal MUST be done to clear the encumbrance. The instructions for an Encumbrance Journal are identified below.

Steps to Finally Close a Received and Invoiced PO with an Outstanding Encumbrance:

Determine which encumbrances may be problematic on the open encumbrance report

1) Navigate to the View Purchase Orders Screen (\, Navigate, Inquiry, Documents, Purchases, Purchases)
3) Enter the PO# in the Search Criteria Zone and Page Down
4) In the PO Header Zone, review status
5) If the status is "Approved, Reserved" Type "I" in More field of PO Header Zone (puts you in Invoices Zone)
6) Once in Invoices Zone, make sure all invoices are paid, and that none are "On Hold"
**Ensure the Last Paid Date is not a date in the future**
7) Page down to the PO Shipment Zone and make sure all items ordered have been invoiced
8) Send e-mail to apsup@pobox.upenn.edu asking A/P to relieve any remaining encumbrances and finally close the PO. Include in the email, the PO #, the amount of the encumbrance, and any relevant explanation.

Encumbrance Journals:
An encumbrance journal must be used to relieve any encumbrance remaining after a PO has been fully invoiced and closed. They are single-line journal entries that effectively cancel the remaining encumbrance.

Steps to Create an Encumbrance Journal:
Go to User Responsibility "GJ Journal Entry-General"
Navigate, to Journals, Encumbrance
From this point, follow the instructions for completing a manual journal entry (chapter 4 of the General Ledger training manual). Exceptions appear below.
In the Encumbrance Entry zone
Use the 02 - Adj Prev Tx from the picklist in the Category field
Use "Encumbrance" from the picklist in the Encumbrance Type field
A description is required in the Encumbrance Lines zone. Enter the *PO number and vendor name* from the purchase order

Posting the encumbrance journal
After the encumbrance journal entry is created, send an email to the system administrators (msuzanne@pobox.upenn.edu AND kevin05@pobox.upenn.edu). Provide them with the encumbrance batch name and request that the journal entry be posted. You will receive an email notification when the journal has been posted.

FinMIS 133: List of Grant and Contract Funds Due to Close

Two reports will print. On report will identify all funds where the current budget periods are due to end and one report for funds where the project is due to close within the next three months.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 133 for Name of Report
Type in the most recent accounting period
Enter either Org or Resp Org (use Resp Org only if you are the responsible org for the fund)
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
The information displayed includes the fund's Resp Org, Current Budget End Date, Fund Number, Fund Description, Sponsor, Primary PI, Freeze Status, Account End Date, Financial Report Due Date. All adjustments must be completed in accordance with the reporting requirements of the sponsor.

Note: If a wayward exists in your org, the fund and description will print. The detailed information is specific to the fund number. Correct the wayward transaction.

FinMIS 138: Frozen Fund List

This report identifies all funds that are frozen or partially frozen from transaction sources.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 138 for Name of Report
Enter Resp Org
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
The information displayed in this report includes Fund Number, Fund Description, PI Name, Account Period End Date, Override (indicates whether or not the override function was utilized, see SOP Freeze Grants). This report then identifies whether or not the following functions have been frozen:
Manual Journal Entry
C-Form
New PO's
Feeders
Payroll
If you need to revise an account and the fund is frozen, refer to the SOP Unfreeze Grants.

IDENTIFYING SUSPENSE TRANSACTIONS

FinMIS 510: Detail Transaction by Object by Org

There are many ways to identify suspense transactions. The FinMIS 510 Report is one of this reports that can be run monthly to identify suspense transactions expensed to your account.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 510 for Name of Report
Enter Resp Org
Enter current accounting period
Skip to funds low/high fields and enter all zeros
Enter all zeros in the program and cref fields
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
This report identifies all suspense transactions that were expensed to your home org. This report specifies the Source of the transaction, Batch Name, 26-digit account combination, Description, Date Posted and Amount.

The bottom of the form lists the beginning balance of the total suspense that hit your home org prior to the current period and then gives you an ending balance, which includes the total for the current period. To identify transactions that hit your account in prior months, run the FinMIS 510 for the previous months.

These charges should be investigated, the proper account identified and a correcting journal entry prepared. If a feeder system is charging an inactive or frozen account, be sure to notify the responsible person to avoid future incorrect charges. Document these requests via email. Continued difficulty with feeder system charges should be discussed with the Office of Research Support Services.

FinMIS 201: PJTD Rev/Exp Totals for G&C/URF

This report provides useful information on total grant/contract and URF activity for departments, centers, and institutes at the org, fund or cref level. Use the report parameters identified below based on your data preference.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 201 for Name of Report
Type in the most recent accounting period
In the Center field high and low, enter 40
Enter Org
In the Sponsored Program Funds field Select from options 1 through 4 depending on your data and sort preference
1 = Cnac, FG, SG
2 = Cnac, FG, SG, Org
3 = Cnac, FG, SG, Fund
4 = Cnac, FG, SG, Org, Fund
In the URF field, Select from options 8, 9 or N depending on your data and sort preference
8 = Cnac, Fund
9 = Cnac, Fund, Org. Cref
N = URF not selected
Select whether or not you want this report to break by parent org instead of org
Complete Report Options appropriately depending on whether you want to print or download your report

Interpreting and Using this report:
It includes fiscal year to date (FYTD) sponsored program activity on Total Revenue/Transfers, Direct Expense, Indirect Expense, and Total Expense. This report is a useful tool in obtaining summary information for sponsored program activity.

FinMIS 211: PJTD Rev/Exp Outline for G&C/URF

This report provides information on sponsored program activity similar to the FinMIS 201 report at the org level; however, this report provides a categorical breakdown of revenue and expense. Use the report parameters identified below based on your data preference.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 211 for Name of Report
Type in the most recent accounting period
Enter Org or Resp Org
In the Sponsored Program field, Select from options 1 or 2 depending on your data preference
1 = Cnac, FG, SG
2 = Cnac, FG, SG, Org
In the URF field, Select from options 4, 5 or N depending on your data preference
4 = Cnac, Fund, Org
5 = Cnac, Fund
N = URF not selected
Select whether or not you want this report to break by parent org instead of org
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
This report includes fiscal year to date (FYTD) sponsored program activity on Total Revenue/Transfers, Direct Expense, Indirect Expense, and Total Expense. This report is a useful tool in obtaining summary information for sponsored program activity with detailed revenue and expense items.

FinMIS 134: Summary of Final Expenditure Report

This report provides information used for the Summary Final Expenditure Report or final report for the sponsor.

Running this report:
Go to User Responsibility "GL Inquiry/Reporting (Secured)"
Navigate to Report, Run
Choose R for Type of Report
Choose 134 for Name of Report
Type in the most recent accounting period
Enter Resp Org
Enter desired fund number
Select from option 1 through 3 depending on the Resp Org data desired
1 = Resp Org Fund Only detail
2 = Resp Org Fund w/ Cnac/Org/Fund detail
3 = Resp Org Fund w/ Cnac/Org/Fund/Cref detail
Select from option 2 through 3 depending on the Org data desired
2 = Org Detail w/ Cnac/Org/Fund/ detail
3 = Org Detail w/ Cnac/Org/Fund/Cref detail
Complete Report Options appropriately depending on whether you want to print or download your report.

Interpreting and Using this report:
It includes Total Project Budget, Actuals Before last Budget Period, Prior Fiscal Year activity, Current Fiscal Year activity, Adjustments made during the closeout, Total Project Actuals, Encumbrances and Budget Balance Available. This report will give you the number of days left to submit a final report. Reports will print for only those funds where the project end date has passed. You should work with your contact in Penn Research Services regarding any issues or changes to this report.

SALARY MANAGEMENT REPORTS

Identifying personnel supported on sponsored program funds

Running a Salary Management Report for a fund(s):
There are many different, useful Salary Management reports. With respect to determining which employees were/are being paid from a particular fund print either an account detail or summary report.

Go into the UMIS and select Salary Management (SALMGMT). Type "rpts" in the Trans field and hit enter. Type either "actd" or "acts" on the Standard Reports Menu depending on whether you want detailed information for an account (actd) or summary information for an account (acts).
Detailed reports include:
26-digit account combination
Fund Description
Employee Name
Employee ID #
Check Date
Pay Period End Date
Actual Salary Paid
Earning Type
Home Org Number
Job Class Number
Whether or not there was a reallocation done
This report is subtotaled by object code.

Summary reports include:
26-digit account combination
Fund Description
Employee Name
Employee ID #
Fiscal Year
Paid to Date Actual
Earning Type
Home Org Number
Job Class Number
This report is subtotaled by object code.

Complete the date range fields depending on the period you want to review. In the COA Segment section type in Cnac, Org and then complete the remaining fields depending on information preferred.

Helpful Hints:
Completing only Cnac, Org will give you everyone in your org by fund number
Completing only Cnac, Org, BC will itemized all employees based on fund type (e.g., BC of 4 will return all employees paid from grants/contracts and URF funds)
Completing only Cnac, Org, BC, Fund will itemized all employees paid from a particular fund
Completing only Cnac, Org, BC, Fund, Object Code will itemize all employees paid from a particular fund in a specific object code
In the COA Segment section, incomplete fields may remain after completed fields, but incomplete fields may NOT precede completed fields. If you try to run a report, the system will prompt you for more information.

 

Identifying Payroll Suspense

Running the Salary Management Report:
To print payroll suspense transactions, Go into UMIS and select Salary Management (SALMGMT). Type "rpts" in the Trans field and hit enter. Type "acts" on the Standard Reports Menu. Complete the date range fields depending on the period you want to review. In the COA Segment section type in your Cnac, Org, BC = 1, Fund = 000000, Object Code =9, then run this report.

Interpreting and Using this report:
All payroll suspense transactions will print for your org. Payroll suspense transactions occur when the payroll distribution in the UMIS Payroll System lists a frozen or closed fund. Determine the appropriate account to charge and prepare a payroll reallocation (see SOP: Preparing Salary Reallocations). Remember to change the distribution in the on-line UMIS Payroll system to avoid future suspense transactions.

To Identifying any Unprocessed Payroll Reallocations

Payroll reallocations will remain pending when processed against frozen or disabled funds. To identify these unprocessed payroll reallocations, follow these steps:
Go to Payroll Reallocations from the Payroll Menu (06)
Choose Browse Reallocations (02)
Tab past the Name field and enter your Org
Pending reallocations, if any, will appear
Helpful Hint:
The following steps should be taken when processing payroll reallocations:
Ensure the fund is enabled
Ensure the fund is not frozen.
Enter the transaction before 3 p.m. on Monday.
Review the transaction on Tuesday to ensure there were no problems in processing

Identifying Salary Expenses on Anticipated Resources

Running the Salary Management Report:
To print payroll transactions charged to anticipated resources, Go into UMIS and select Salary Management (SALMGMT). Type "rpts" in the Trans field and hit enter. Type "acts" on the Standard Reports Menu. Complete the date range fields depending on the period you want to review. In the COA Segment section type in your Cnac, Org, BC = 1, Fund = 000001, then run this report.

All employees paid from anticipated resources in your home Org will print. Identify whether or not an AIS has been issued. If so, go into the UMIS Payroll system and correct the distribution line (Screen 019 in Payroll) and then process a payroll reallocation as appropriate. If an AIS has not yet been issued, follow up with Penn Research Services. When appropriate, request an Advance Account number (see SOP: Request Advance Account number).

CONTACTS
· Departmental Business Administrators
· Office of Research Support Services
· Office of Research Services

MISCELLANEOUS

Refer to Freeze grants SOP
Refer to Unfreeze grants SOP
Refer to Closeout SOP
Refer to Cost Transfers SOP
Refer to Payroll Reallocations SOP
Refer to Wayward Transactions SOP
Refer to Request Advance Account Number SOP