F&A Query Training. Chris White Research Office September 19, University of Delaware Research Office

Transcription

1 F&A Query Training Chris White Research Office September 19, 2013

2 Overview What is F&A? How is F&A Calculated? How is F&A Distributed? Using the new Query

3 What is F&A? F&A is synonymous with indirect costs or overhead. Facilities can be defined as depreciation and use allowances, interest on debt that is associated with certain buildings, equipment and capital improvements, operation and maintenance expenses, and library expenses. Administration is defined as general administration and general expenses, departmental From PeopleBooks (PeopleSoft Enterprise Grants 8.9)

4 How Is F&A Calculated? 4

5 How Is F&A Calculated? Expenditures happen in modules, are brought into PROJ_RESOURCE F&A is calculated SFA sent to a table to be distributed Journals are generated, then posted to the Ledger

6 Expenditures in Modules HR: Payroll journals, benefit journals Procurement: Vouchers, Payments to Vendors Procard: purchases are allocated in Works Student Financials: Tuition payment, Stipend etc.

7 PROJ_RESOURCE These are brought into the Grants transaction table, PROJ_RESOURCE via scheduled processes PROJ_RESOURCE stores all transactions that use a Project ID in the chartfield string Uses Analysis Types to denote different types of transactions

8 Expenditure Analysis Types GLE: General Ledger Expense (pay, procard, Student Financials, RFS) CGE: Cost-share GLE ACT: Expense from an A/P transaction (vouchers) CAC: Cost-share ACT

9 F&A Analysis Types SFA: Sponsor F&A the only type of F&A that is charged to sponsors CFA: Cost-share F&A WFA: Waived F&A

10 Expenditures Produce F&A GLE or ACT SFA WFA

11 GM_GMFACS A process, GM_GMFACS runs (manually or scheduled) Looks for expenditure rows (GLE, CGE, ACT, CAC) Creates new F&A rows in PROJ_RESOURCE SFA, CFA, WFA

12 Setting up F&A 1. F&A Options 2. F&A Rates 3. F&A Base tree

13 F&A Options

14 Waived F&A Definition

15 Setting up F&A 1. F&A Options 2. F&A Rates 3. F&A Base tree

16 F&A Rates RO Website

17 F&A Rates PS Panel

18 Setting up F&A 1. F&A Options 2. F&A Rates 3. F&A Base tree

19 F&A Base Tree Holds the accounts for which F&A should be charged Navigate to the Tree Viewer, then search for GM_FA_BASE

20 GM_FA_BASE Tree The GM_FA_BASE tree defines whether an account on a transaction should generate F&A By FA Base, then account ranges

21 Expenditure Step through the F&A Calculation A direct expenditure in PROJ_RESOURCE Project Acti vity ResourceID ResID From An Type F&A Status Journal ID Acctg Date Acct Chartfield1 Descr Foreign Amount BREG GUOD01WEB GUOD01WEB GLE N WEB /5/ BREG Soil Analysis Charge

22 Sponsor F&A Calculation Funded Base Amt x Funded F&A Rate Sponsor F&A

23 Project F&A Base

24 Looks back to the tree specified GM_FA_BASE First for the F&A Base Then account

25 Sponsor F&A Calculation Funded Base Amt x Funded F&A Rate Sponsor F&A $128.00

26 Funded F&A Rate

27 Sponsor F&A Calculation Funded Base Amt x Funded F&A Rate Sponsor F&A $ x 28.2% $36.10

28 PROJ_RESOURCE, SFA Project BREG Acti ResID vity ResourceID From BREG An Type F&A Status Journal ID Acctg Date Account Chartfield1 Descr GUOD0 1WEB02 GUOD01WE B GLE D WEB /5/ BREG GUOD0 1WEB SFA D WEB /5/ BREG Foreign Amount Soil Analysis Charge USDA AFRI WATER INAMDAR

29 Institution F&A Rate

30 Waived F&A Calculation (Institution Base x Institution Rate) (Funded Base x Funded Rate) Waived F&A $ $36.10 $ 4.60 Institution F&A Base X Institution F&A Rate Institution F&A $128 x 31.8% $ Funded F&A Base X Funded F&A Rate Sponsor F&A $128 x 28.2% $36.096

31 PROJ_RESOURCE, WFA Project Acti ResID vity ResourceID From An Type F&A Status Journal ID Acctg Date Account Chartfield1 Descr GUOD0 1WEB02 GUOD01WE B BREG GLE D WEB /5/ BREG GUOD0 1WEB BREG SFA D WEB /5/ BREG BREG GUOD0 1WEB WFA D WEB /5/ BREG Foreign Amount Soil Analysis Charge USDA AFRI WATER INAMDAR Soil Analysis Charge 4.60

32 C/S Expenditures Produce C/S F&A CGE or CAC CFA

33 Cost-Share Expenditure in PROJ_RESOURCE Project BREG Acti ResID vity ResourceID From GUOD01PA Y An Type F&A Status Journal ID Acctg Date Account Chartfield1 Descr GUOD0 1PAY CGE N PAY /15/ BREG Foreign Amount REG - Reg Earns

34 Cost-Share F&A Calculation Institution F&A Base x Institution F&A Rate Cost Share F&A $70.68 x 31.8% $22.476

35 PROJ_RESOURCE, CFA Project BREG Acti ResID vity ResourceID From GUOD01PA Y An Type F&A Status Journal ID Acctg Date Account Chartfield1 Descr GUOD0 1PAY CGE D PAY /15/ BREG Foreign Amount REG - Reg Earns BREG PAY CFA D PAY /15/ BREG REG - Reg Earns 22.48

36 How is F&A Distributed? SFA sent to a table to be distributed Table name: CA_ACCTG_LN_PC CFA & WFA are never distributed Offset F&A (OFA) is calculated at the rates set on a project page Panel: Project Department Journals are generated, then posted

37 F&A Produces OFA SFA OFA GLE OFA WFA OFA

38 Project Department

39 F&A Department Chartfields

40 Offset F&A Calculation Sponsor F&A x Percentage Pledged Offset F&A $36.10 x 1% $0.361

41 CA_ACCTG_LN_PC Project BREG BREG BREG BREG BREG Acti ResID An F&A vity ResourceID From Type Status Journal ID GUOD0 1WEB SFA N GM /5/ BREG Acctg Date Account Chartfield1 Descr Amount GUOD0 1WEB OFA N GM /5/2010 R16000 AGRI GUOD0 1WEB OFA N GM /5/2010 R16000 BREG GUOD0 1WEB OFA N GM /5/2010 R16000 CANG GUOD0 1WEB OFA N GM /5/2010 R16000 UNIV USDA AFRI WATER INAMDAR USDA AFRI WATER INAMDAR USDA AFRI WATER INAMDAR USDA AFRI WATER INAMDAR USDA AFRI WATER INAMDAR

42 Journal Generate Moves the entries in CA_ACCTG_LN_PC to JRNL_HDR and JRNL_LN, summarized as defined in your Journal Template At UD, we summarize at the account level From the journal tables, the transactions move to the Ledger Then they re incorporated into UOD_BALANCES and UOD_TRANS_DETAIL Which means we can see them in UDataGlance

43 UDataGlance, SFA

44 F&A Summarized in G/L

45 UDataGlance, OFA

46 UDataGlance, OFA, Detail

47 Now for the fun stuff 47

48 GMQ_DISTRIBUTED_FA RO worked with IT to create a view of the staging table CA_ACCTG_LN_PC with row-level security View name: UOD_CAACCTGLNPC Available in the report instance FIRPT

49 3 Queries Built 3 queries to pull relevant data GMQ_DISTRIBUTED_FA Purpose and Project prompts are optional Purpose and Project prompts do NOT have look-up feature GMQ_DISTRIBUTED_FA_PROJECT_REQ Prompt for Project is required AND has lookup feature GMQ_DISTRIBUTED_FA_PURPOSE_REQ Prompt for Purpose is required AND has lookup feature 49

50 Query Prompts For query GMQ_DISTRIBUTED_FA: Fiscal Year - required Accounting Period - required Purpose optional Project - optional

51 Query Results

52 F&A Distribution Pivots Project, then Purpose Can see full picture of where a project distributes F&A (as long as you can see all purposes) Purpose, then Project See all projects that send F&A to your purposes

53 Questions? Contact: Chris White in the Research Office at 53