Tracking Mandatory Cost Sharing in PeopleSoft Office for Sponsored Programs February 2009 1
Mandatory Cost Sharing Definition Required contributions on the part of the University which are explicitly stated in the sponsor's program announcement and are identified and/or incorporated by reference in the sponsored project award document. If the University volunteers cost sharing in the proposal or application over and above the sponsor's stated requirements and the sponsor incorporates the proposal or application by reference in the sponsored project award document, the voluntary cost sharing becomes mandatory cost sharing. 2
Why Track Cost Sharing? Federal regulations as well as non-federal sponsors require universities to maintain a system to document and account for mandatory cost sharing. Boston College has written a cost sharing policy that sets forth our Policies and Procedures on Cost Sharing under Sponsored Projects. The Policy describes mandatory cost sharing and the general principles of cost sharing and outlines the appropriate authority and responsibility for approving and processing mandatory cost sharing. Contact OSP early in the proposal process for guidance. Awards will not be set up until the cost sharing budget is approved and established. 3
Fund 120 Fund 120 will be the Fund code used to track mandatory cost sharing. It will function the same as Fund 500. Allowable direct cost items such as salary and equipment can be considered for cost sharing. 4
Cost Sharing Tracking Process Map 5
Proposal Stage 6
Proposal Transmittal The proposal transmittal must include the cost sharing information listed below: Requested cost sharing amount Cost sharing must be selected on proposal transmittal The source of the funding (complete chartfield string) The appropriate authorized approvals must be obtained. 7
Proposal Transmittal (Continued) Reflect the cost sharing amount in the budget and check off Required Cost-Sharing. ** ** Always use current project fringe benefit rates 8
Proposal Transmittal (Continued) Indicate the chartfield strings where the initial source of funding will come from. ** ** ** Purpose does not have to relate to account code. 9
Cost Sharing Approval Flowchart Requesting funds for Cost Sharing Can it be funded completely by the Dept? Yes Dept. Chair, Dean or Center/Inst. Director approves No Provost or Vice Provost for Research approves * As Appropriate * As appropriate for mandatory Provost Faculty Salaries Creation of new programs Vice Provost for Research Faculty Salaries Cost sharing in excess of sponsor policy Reduction/Waiver of F&A Reduction/Waiver of Fringe Benefits Construction or renovation Other Direct Cost 10
Awarded Stage 11
Cost Sharing Approval Form (CSAF) The CSAF will be routed to the appropriate parties for electronic signature. 12
Cost Sharing Approval Form (CSAF) Recommended applications for using and routing the CSAF: Microsoft Outlook Thunderbird Adobe Professional Contact your TC if you need help to configure or install any of the applications. 13
Cost Sharing Approval Form (CSAF) The approver must click the appropriate button to forward to the next approver for signature. Sample Workflow: 14
Cost Sharing Approval Form (CSAF) The heading information will be filled out by OSP. 15
Cost Sharing Approval Form (CSAF) OSP will enter the description and chartfield strings that were provided on the proposal transmittal. The authorized approver must review for accuracy and make corrections where necessary. ** Fiscal Year relates to the BC Fiscal Year budget from which University funds will be taken. 16
Cost Sharing Approval Form (CSAF) The Approvers will electronically sign the CSAF. Example: 17
Cost Sharing Approval Form (CSAF) The Budget Office will do the following: Enter the completion date Enter the cost sharing chartfield strings Electronically sign the form Forward form to OSP 18
Cost Sharing Approval Form (CSAF) Example of a completed CSAF: 19
Cost Sharing Budget and Processing Transactions 20
Cost Sharing Budget OSP will be responsible for setting up the cost sharing Fund 120 budget in PeopleSoft. Note: For capital cost sharing, we will use the fund source from the capital funding. 21
Cost Sharing Tracking Process Map 22
Expenses, Requisitions and Vouchers Workflow requirements for processing Fund 120 expenses, requisitions and vouchers will be the same as Fund 500. Processing an expense report, requisition and voucher is the same as Fund 500 except you will have to enter the appropriate chartfield strings for Fund 120 cost sharing. 23
Employee Change Request (ECR) Workflow requirements for processing an ECR for Fund 120 will be the same as Fund 500. Processing an ECR will be the same as Fund 500 except you will have to enter the appropriate chartfield strings and HR sequence number for Fund 120 cost sharing 051255 120 10000 51100 G002 5000719 20001 Dept ID will be the same Fund 120 Fund Source 10000 or specific Capital Fund Source Seq # - may be different from Fund 500 Project will be the same Program will be the assigned program number and will be different from Fund 500 24
Allowable Tuition Remission Processing tuition remission on Fund 120 will be the same as Fund 500. The FAS account will begin with 51 for Fund 120 whereas it begins with 50 for Fund 500. The Fund 120 prefix will be GRB whereas the Fund 500 prefix is GRC. For example: Fund GRB01 Type 1 Award Letter Title Chemistry Tuition Remission Account 510004437 Account Title Chemistry Guidance regarding allowable tuition remission can be obtained from your OSP Team. 25
Reports 26
Budget/Accounted Comparison Report (ACR) 27
Transaction Detail Report (TDR) 28
Transaction Detail Report (TDR) cont. 29
Grant Balance Available Summary Report (GBAS) 30
Cost Share Status Summary Report 31
Cost Share Salary Summary Report 32
Grant Management Resources 33
List of Queries QUERIES Query Name Navigation Description When to Use BC_GM_BUD_ACCTD_GRANTS Reporting Tools Query Query Viewer BC_GM_BUD_ACCTD_GRANTS Note: Must enter chartfield strings Provides a high level view of all accounts in your project in Commitment Control Can download and analyze in Excel Real-time To verify balance available before processing transactions (expense reports, reqs, vouchers, payroll) BC_GM_PROJ_SUMMARY Reporting Tools Query Query Viewer BC_GM_PROJ_SUMMARY Provides you a list of all projects that you are a team member of. Provides a view of overall budget of your projects from Project Resources Can download and analyze in Excel To view all projects you re a team member of. To view other grant specific information such as account status, sponsor name, PI and project type 34
List of Queries (Cont.) QUERIES Query Name Navigation Description When to Use BC_GM_PROJ_ACCT_SUMMARY Reporting Tools Query Query Viewer BC_GM_PROJ_ACCT_SUMMARY Note: Must Enter Business Unit & Project ID Provides a high level view of parent accounts in your project from Project Resources Can download and analyze in Excel To view other grant specific information such as account status, sponsor name, PI and project type BC_PO_GRANTS_REQ_PROMPT Reporting Tools Query Query Viewer BC_PO_GRANTS_REQ_PROMPT Note: Must Enter Req ID Shows Req ID, Req Date, Req Status, Budget Status, Requester, Project/Grant, Amount and other information. Can download and analyze in Excel To look up status of Req BC_PO_GRANTS_PO_PROMPT Reporting Tools Query Query Viewer BC_PO_GRANTS_PO_PROMPT Note: Must Enter PO ID Shows PO ID, PO Date, Entered by, Entered On, PO Status, Project/Grant, Amount and other information. Can download and analyze in Excel To look up status of PO 35
List of Queries (Cont.) QUERIES Query Name Navigation Description When to Use BC_AP_GRANTS_VCHRS_BY_PROMPT Reporting Tools Query Query Viewer BC_AP_GRANTS_VCHRS_BY_PROMPT Note: Must Enter Voucher ID Shows Voucher ID, Invoice Number, Invoice Date, Budget Status, WF Audit, Project/Grant, Total Amount and other information. Can download and analyze in Excel To look up status of Voucher BC_EX_GRANTS_EXP_RPTS_PROMPT Reporting Tools Query Query Viewer BC_EX_GRANTS_EXP_RPTS_PROMPT Note: Must Enter Expense Report ID Shows Report ID, Entered by, Creation Date, Status, Budget Status, Payee, Project/Grant, Total Amount and other information. Can download and analyze in Excel To look up status of Expense Report 36
List of Reports ACR Grant Report Name ON-LINE REPORTS Description Summary by account from Project Resources Enter Project ID and Date To Select Unix for the Server Ad Hoc Navigation BC Reports Projects and Grants ACR for Project/Grants TDR Grant Detailed transactions by account from Project Resources Select NT for the Server Enter Project ID, From and To Dates Ad Hoc BC Reports Projects and Grants TDR for Project/Grants Grant Balance Available Summary Shows available budget with subtotals and totals Ran from KK (Commitment Control) Select NT for the Server Enter Project ID Ad Hoc BC Reports Projects and Grants Grant Balance Summary Report 37
List of Reports (Cont.) ACR Grant TDR Grant Report Name REPORTS Description Electronic version of end of month reports Summary by account from Project Resources Can download to PDF Monthly Electronic version of end of month reports Detailed transactions by account from Project Resources Can download to PDF Monthly Navigation https://myreports.bc.edu https://myreports.bc.edu Time and Effort Report Reflects all labor charges for employees paid from grants Quarterly OSP emails the Time and Effort reports for certification. 38
List of Reports (Cont.) Report Name Grant Cost Share Status Summary Grant Cost Share Salary Summary REPORTS Description Summary to date of Total Costs Provides % of Cost Sharing Obligation Met Enter Project ID Select NT for the Server Ad Hoc Summary to date of employees paid on Fund 120 Enter Project ID Select NT for the Server Ad Hoc Navigation BC Reports Projects and Grants Grants Cost Sharing Status Rpt BC Reports Projects and Grants Grants Cost Sharing Salary Summ 39
Inquiries TDI Inquiry Name Commitment Control Description INQUIRIES TDI allows you to view transactions by budget on one page. This data is as of previous day and is refreshed nightly at 6:00 p.m. Can download to Excel Ad hoc Allows you to view budget information such as available balance, pre-encumbrance and encumbrance. You can also drill into the budget, pre-encumbrance and encumbrance to get transaction information. Can download to Excel Ad hoc Navigation BC Reports Commitment Control TDI PG Commitment Control Review Budget Activities Budget Inquiry Budget Details 40
Tracking Mandatory Cost Sharing in PeopleSoft Thank you for attending! 41