Table of Contents>Reports - Reporting at the School Level

PURPOSE

To establish guidelines for running reports by ORG for the whole school to aid departments, centers and institutes in the active management of sponsored awards.

 


POLICY STATEMENT

· 1402 Monthly Closing/Reporting
http://www.upenn.edu/vpfinance/fpm/1400/1402.html


REASON FOR PROCEDURE

To aid in identifying any awards with potential problems such as outstanding receivables, overdrafts and unbudgeted dollars.


WHO SHOULD BE KNOW THIS PROCEDURE

· Departmental Administrators
· School of Medicine Administration
· School of Medicine Faculty
· Principal Investigators
· Office of Research Support Services
· Penn Research Services
· Office of the Comptroller


GENERAL INSTRUCTIONS

· FinMIS has many reports available to assist departments, centers and institutes in managing the financial activity within their respective areas. However, certain transactions may occur within a grant fund that would not appear on a FinMIS report such as an asset object code being used when they should not be used, or cash that has not been received on the award.

· School reports can be generated using the data warehouse with a number of different queries to provide information to department, center and institute business administrators at a glance rather than having to look up fund by fund within FinMIS.

· Reports are run on a monthly basis


CATEGORIES OF REPORTS USED BY ORSS WITHIN BUSINESS OBJECTS


Fund Summary - gives a summary of the entire grant fund similar to the 115 report (listing key attributes) and also lists totals by object code for Budget, Month, Fiscal Year, PJTD Actual Expenditures, Encumbrances and BBA. This is the quickest way to look at any fund in its entirety. If detail is needed to further break down the FUND by ORG or CREF, there are queries to do so (Exptotorg and Exptotorgcref). These reports are furnished to the depts on an as needed basis, but are generally used internally within ORSS to determine Unobligated Balances during proposal review or to assist with unfreeze requests.

ORG Summary Reports - gives a summary of all grant funds for which the ORG is the RESP ORG. Listed by fund is Fund Desc, PI, Acct End, PBIL, Operating Budget, Sum Grant Expenditures, Surplus/(Deficit), Revenue, Receivable, and Cash Received. Report can also be printed sorting by PI, Acct End or any other column as needed. The Report can be used to identify a variety of potential problems (i.e.accounts with large overdrafts, receivables, revenue recognition, etc.) as well as provide the B.A. with a quick summary of all their grant funds. Queries have also been developed to list all funds where another ORG has charged funds of the RESP ORG and where the ORG has charged funds not under its RESP ORG.

717 Report - is tailored after the 717 report in Research Services which is used to identify funds that have been reported (or have no reporting requirement), but have not yet been disabled due to varying reasons.

4822/4824 Reports - used to identify all grant funds by ORG where there has been a credit entry to object codes 4822 or 4824 during the current fiscal year (both MTD and FYTD totals are provided). This report indicates funds where there have either been cost sharing entries or a write off of the direct cost overdraft (Separate Object Codes are not used to distinguish between the two). 4822 write-offs are to departmental unrestricted funds and 4824 write-offs are to HUP or CPUP funds.

5046 Report - used to identify the incorrect charging of object code 5046 on NIH Research Grants. Object Code 5046 does not allow for Overhead Recovery and this has heavy financial implications to the School.

Accounts Receivable Reports - lists all funds by ORG which have a receivable. Report is sorted by largest receivables being listed first. Variations of this report include listing receivables by particular sponsor.

Overdraft Reports - lists all funds by ORG which are in Overdraft and is sorted with the largest overdrafts being listed first.

Funds Reported - lists all funds by ORG that have been reported on by Research Services during the current month or any period of time and the amount reported.

Funds Disabled - lists all funds by ORG that have been disabled during the current month or any period of time by Research Services. This report is very helpful to Dept's because FinMIS will generate reports for all active grants for each ORG. There is no option under FinMIS currently to print only enabled funds.

PBIL Violate- used to identify all funds in which PBIL does not equal PBUD. Accounts where PBUD has a value and PBIL does not usually indicates the existence of an advance account.

NIH Late Reports - used to identify all grants for which an FSR has not been filed with NIH. The consequences for not filing with NIH provide the greatest risk in terms of lost privileges of expanded authorities. Any or all sponsors can be selected to determine the # of late Financial Reports.

Payroll/Personnel Reports- Payroll Reports are used to identify all salary charges made on a specific fund listed by person or by object code for any period of time. Personnel Reports are used to identify all payments made to a specific person for a period of time. The report provides the percentage of all payments over that period of time that were charged to a specific fund. These reports are used extensively in reviewing the validity of non-competing proposals.

Proposal Reports - can be used to identify all proposals processed for any given period of time and whether or not awarded or pending. Reports can also be used to identify all advances.

OTHER SCHOOL REPORTS RUN WITHIN THE DEPARTMENT OF FINANCE

Pillar Variance Reports - Resource Planning and Analysis has created a set of Variance Reports to assist departments, centers and institutes in the School of Medicine with the management and control of their budgets. The School of Medicine will request explanations of material variances, as well as corrective action plans. The School recognizes that individual sponsored program funds must be managed at the project-to-date level. However, it is also critical to monitor how fiscal year-to-date grant expenditures are tracking to the budget.

Suspense Activity Reports

Anticipated Resources Report

PROCEDURES

At the beginning of each month, ORSS produces the categories of reports identified above by ORG and mails them out to departmental business administrators. The Chair of each department currently gets only the 4822 and 4824 reports.

ORSS highlights potential problem accounts and may work with the department to resolve any issues.


CONTACTS
Office of Research Support Services
Penn Research Services
SOM Department of Finance


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