Projects v GL Grant Revenue and Costs

Overview

This workbook provides several high-level views comparing Revenue and Costs from the project sub-ledger to the General Ledger. It is intended to help users find possible reconciliation issues in either the sub-ledger or the General Ledger by analyzing Revenue and Costs by Fund Type and Natural Account.

 

Special Fields and Parameters

The Je Source Key field shows the source of a journal transaction in the General Ledger. For example, Project Accounting means an entry came from the project sub-ledger while Spreadsheet means an entry was submitted directly to the General Ledger via a spreadsheet entry.

 

The Grant Fund Type parameter allows the user to toggle between viewing balances that reflect only those that belong to Grant Fund Types, Non-Grant Fund Types, or all Fund Types. On views with both a Projects sub-ledger and General Ledger section, there are individual Grant Fund Type toggles.

The Grant Fund Types value is comprised of the following Fund Types from the 30A Sponsored Grant Revenue Fund Type category in the Alternate Fund Type hierarchy:

  • 310
  • 315
  • 320
  • 330
  • 360
  • 375
  • 380
  • 385
  • 390
  • 400
  • 500
  • 520
  • 560
  • 580
  • 640

 

The Account Type – Sponsored Project parameter allows user to toggle what kinds of accounts the balances are comprised of. In this workbook by default, the parameter displays Grant Revenues and F&A Expenses. It may be useful to toggle other account types to see if costs or revenues within grant fund types are being accounted in non-grant accounts or vice versa.

  • Asset – All natural accounts that begin with “1”
  • Liability – All natural accounts that begin with “2”
  • Direct Cost – All natural accounts beginning with “5”, “6”, “7”, “8”, or “9” that are not present in other values
  • F&A Expense – Natural account 69200
  • GCA Sponsored Project Clean Up Rev Prior Yrs – Natural account 85040
  • Grant Revenue – Sponsored Grant natural accounts from the BOG Account hierarchy: 43000, 43100, 43110, 43120, 43200, 43210, 43220, 43230,43510, 43520, 43530, 43540, 43550, 43910
  • Grants Receivable – Natural account 12425
  • Non-Grant Revenue – Natural accounts beginning with “4” that are not part of the Grant Revenue value
  • PGM Cost Conversion – Natural account 87999
  • PGM Revenue Conversion – Natural account 49999

Projects v GL BOG Revenue 30A

Description: This view presents project revenue from both the sub-ledger and the General Ledger in the format of the 075B-080B BOG reports. It is filtered for the Sponsored Grants fund type (30A).

Purpose: This view helps users reconcile that all valid projects revenue transactions are being properly reflected in the General Ledger.

Projects v GL Grant Revenue by Campus

Description: This view presents project revenue in the project sub-ledger and General Ledger by Campus and Natural Account. It provides filters to display revenue from grant/non-grant fund types, accounts other than grant revenue ones, and the journal source for GL transactions (this defaults to “Project Accounting”).

Purpose: This view is most useful in determining if sponsored project transactions are being processed into the incorrect fund type or natural account across the university.

Projects Grant Revenue 30A

Projects v GL Grant Revenue

Description: This view presents project revenue in the project sub-ledger and General Ledger by Natural Account. It provides filters to display revenue from grant/non-grant fund types, accounts other than grant revenue ones, and the journal source for GL transactions (this defaults to “Project Accounting”).

Purpose: This view is most useful in determining if sponsored project transactions are being processed into the incorrect fund type or natural account across a particular campus, unit, or UDO.

Projects Revenue by Fund Type and Account

Description: This view presents project revenue in the project sub-ledger and General Ledger by Natural Account and Fund Type for a particular campus, unit, UDO, or university-wide. There are filters to display grant/non-grant fund types and natural accounts other than grant revenue accounts.

Purpose: This view is most useful in determining if sponsored project transactions are being processed into the incorrect fund type or natural account across a particular campus, unit, or UDO.

Projects v GL Grant Revenue and Costs

Description: This view presents project revenue, costs, F&A, and Surplus/Deficit for a particular campus, unit, UDO, or university-wide. It has filters for grant/non-grant fund type and GL Journal sources (defaults to “Project Accounting”).

Purpose: This view helps users reconcile that all valid projects costs and revenue transactions are being properly reflected in the General Ledger.