Understanding the GM045 Sponsored Project Budget Statement in Cognos Analytics

The GM045 displays the budget amounts and remaining balances for sponsored (grant) chart strings. This report pairs well with the related GL008 Revenue and Expense Activity report, which shows the details that are just summarized in the GM045.

This report is used by PI’s, Department Administrators, and ASRSP to review the status of direct and indirect expenditures against the total budget amount, along with project demographic data. Transaction amounts are summarized by account and broken out by Current Accounting Period, Fiscal Year to Date, and Inception to Date.

Begin by logging into Cognos Analytics.

  1. Click Team content, from the Navigation Panel.
  2. Click Finance, Facilities, and Research Administration folder.
  3. Click School or Central folder.
  4. Click Sponsored Programs Management folder.
  5. Click the report title to see the prompt page.
  1. Respond to prompts as needed to filter the report. Thee report contains all chart strings to which you have access.
  2. Click Finish. Result: the report appears in HTML or your default format.

Prompt Name

Prompt Description

Date Options

  • Current Period: Use this prompt to automatically choose Current Fiscal year and Accounting period. For example, if you are running the report on the calender date of December 5 2018, the report will return results same as if you were to run the report for Fiscal Year 2019, Accounting Period 4. This is an useful prompt to use when you want to setup scheduled output to be delivered via email on a particular date of every month.
  • Previous Period: Use this prompt to automatically choose Previous Fiscal year and Accounting period. For example, if you are running the report on the calender date of September 5 2018, the report will return results same as if you were to run the report for Fiscal Year 2018, Accounting Period 12. This is an useful prompt to use when you want to setup scheduled output to be delivered via email on a particular date of every month.
  • User Defined Period: Use this prompt to filter report by Fiscal Year and Accounting Period.

Manager/Reviewer

Select your or your manager’s name, if available, to limit the report.

Award ID

Search for one or more award/contract by number and or description.

Department Prompt.

  • Department Search & Select: Search and Select for one or more departments to which you have access. The Search result will be automatically filtering results based on your Selection from Date Options Prompt.
  • Tree as of Report Period: Select one or more department node from to which you have access. The Tree/Nodes are automatically filtering results based on your Selection from Date Options Prompt.
  • Specify Fiscal Year Tree: Select one or more department node from to which you have access. Fiscal Department Year: Choose a fiscal year to filter the reports results by. This can be a different Fiscal year you have chosen in from the Data Options Prompt.

Project Status.

Filter Project prompt and reports results by All Projects (Default), Active Project Only, Inactive Projects Only.

Project.

Search and Select for one or more projects to which you have access.

Display Certification Note

Use the radio buttons to display or hide the Certification Note at the bottom of the report's output.

GM045_SS.jpg

Indicated by Letter

Column Name

Column Description

A

Inception to Date Budget

Inception to Date Budget is the cumulative budget from the start of the grant to the fiscal year and accounting period. These totals include any increases or decreases made to the budget over time.

B

Current Period Expenses

Current Period Expenses are the total posted (paid) expenses in the accounting period.

C

Fiscal Year to Date Expenses

Fiscal Year to Date Expenses are the total posted (paid) expenses in the Fiscal Year.

D

Inception to Date Expenses

Inception to Date Expenses are the cumulative total of posted (paid) expenses from the start of the grant to the fiscal year and accounting period.

E

Open Requisitions/Encumbrances

Open Requisitions/Encumbrances are the total commitments against the budget that are not yet posted (actual paid expenses). These include Requisitions/ Purchase Orders, Travel Authorizations/ Advances, and Payroll encumbrances. F&A is calculated on these amounts in this report, but not in NUFinancials.

F

Budget Checked Not Posted

Budget Checked Not Posted refers to transactions which do not get encumbered and are not posted (paid) until approved. Like encumbrances, they are considered commitments against the budget. These include Journals, Expense Reports, and Online Vouchers (still pending workflow approval). F&A is also calculated on these amounts in this report, but not in NUFinancials.

G

Balance Remaining

Balance Remaining (in the accounts) is calculated by subtracting Inception to Date Expenses, Encumbrances and Not Posted amounts from the Inception to Date Budget. This remaining amount is what you have left to spend. (Parentheses) around any figure mean the budgeted item is negative, or in deficit.

    • Balance Remaining = (A)Incep TD Budget - (D)Incep TD Exp - (E)Open Req Enc - (F)Budget Checked Not Posted

H

% Available

% Available Balance Remaining can also be expressed as a percentage by dividing the Balance Remaining by the Inception to Date Budget. This indicates what percentage of the budget has not been spent.

    • % Available = Bal Remaining / (A)Incep TD Budget

I

Account & Description

Account & Description Budgetary Accounts appear (in bold) with the actual (spending) accounts beneath them. Revenue does not appear on this report.

    • (Closed) indicates no additional spending is allowed on this account.
    • (Control) indicates a restriction to the budgeted amount.
    • (Control/Closed) indicates it is both closed and restricted.

J

Fund, Dept, Activity ID

Fund, Dept, Activity ID These columns show the chartstring associated with the project. The Activity ID is always 01 unless the sponsor requires that spending is restricted by grant year. When this occurs the Activity ID will show the year of the grant; 01, 02, 03, etc.

K

Project

In Cognos, the Project ID number appears as a hyperlink. This can be clicked to run the GL076, which displays transactions affecting the budget (like the GL008). Page breaks occur when the Project ID changes in a report. This section also includes project demographic data.

    •   FAIN# (Federal Award Identification Number) is an additional identifier provided by the federal government. This field displays not available for non-federally sponsored and non-federal flow-through awards.
    •   The ASRSP GCFA name is the grant administrator.

L

F&A Rate and Base

The Facilities & Administration (F&A) rate is used to calculate charges to the sponsor (for facilities usage and administrative support). This is also called Indirect Cost. On most Federal awards, a negotiated F&A rate reimburses the University for these Indirect Costs. For example, if a project is awarded $100,000 and its F&A rate is 54.5%, then its F&A budget is $54,500 and the total budget is $154,500. The F&A rate is a percentage charged against the actual (direct cost) amount of a transaction. Non-federal awards may or may not apply the same negotiated rate; they may reimburse at a lower rate, by a lump sum, or not at all (depending on the terms and conditions of the proposal). The F&A Base indicates which accounts are included in the F&A calculation. On most federal awards supplies are usually included, while equipment is not. An asterisk * next to the Account indicates it is excluded. Calculation: Award x F&A Rate = F&A Budget. F&A Budget + Award = Total Budget.

M

Total Direct

Total Direct costs charged to sponsor. Direct Cost is the actual amount of the transaction whereas Indirect Cost is the additional amount charged to the sponsor, based on the Indirect Cost rate.

  • 78700 F&A shows the Facilities and Administration (Indirect Cost) budget and expense totals.
  • Total Direct & F&A This is a total of both the Direct and Indirect (F&A) costs.
  • Restricted Budgets Funds budgeted to these accounts have been restricted by the University/Sponsor and are not available for use without prior approval.

N

Total for Sponsor Direct, Indirect & Restricted

Total for Sponsor Direct, Indirect & Restricted is the total costs budgeted/charged to the sponsor including Direct, Indirect and any Restricted amounts.

  • Total for Sponsor Direct, Indirect & Restricted = Total Direct & F&A + Restricted Budget

Total for Activity Subtotals are broken out for each Activity ID as they appear on the report.

Total for Project is the grand total including all activities.

  • Total for Project = Total for Activity 01 (+ Total for Activity 02 + Total For Activity 03, etc. if applicable)

See Also:

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:"grants management" grants   Doc ID:81146
Owner:Enterprise Reporting & Analytics .Group:Northwestern
Created:2018-03-26 14:52 CSTUpdated:2018-11-09 14:03 CST
Sites:Northwestern
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