Understanding the GM097 Sponsored Project Actuals Balance Report in Cognos Analytics

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 calendar date of December 5, 2018, the report will return the same results as if you were to run the report for Fiscal Year 2019, Accounting Period 4. This is a useful prompt to use when you want to establish scheduled output to be delivered via email on a particular day of every month.
• Previous Period: Use this prompt to automatically choose the Previous Fiscal year and Accounting period. For example, if you are running the report on the calendar 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 a 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&aposs name, if available, to limit the report. The Manager for Sponsored Projects is generally the Project PI.

Fund

Select one or more Cost Share or Sponsored Funds.

Contract Status.

Select one or more Contract Statuses.

Department Prompt

• Department Search & Select: Search and Select for one or more departments to which you have access. The Search results are automatically filtered based on your Selection in the Date Options Prompt.
• Tree: Select one or more department nodes to which you have access. The Tree/Nodes are automatically filtered based on your Selection in the Date Options Prompt.

Project Status

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

GCFA

Select one or more Grant and Contract Financial Administrators (GCFAs).

A

Protocol Number

Clinical Portfolio only: The IRB Protocol Number associated with the Clinical Award, if any. If more than one, the maximum value.

B

ASRSP GCFA

The Grant and Contract Financial Administrator (GCFA) responsible for managing the award in Accounting Services for Research and Sponsored Programs (ASRSP).

C

Award ID

The NUFinancials and InfoEd Award Number to which the Project belongs.

D

Fund, Department ID, Department Description, Project ID and Activity ID

These columns show the chartfields associated with budget and expenditure for the project. The Activity ID is always 01 unless the sponsor requires that spending be restricted by grant year. When this occurs the Activity ID will show the budget period of the grant; 01, 02, 03, etc.

E

PI Name

The current Principal Investigator for the Project.

F

Activity Start and End Date

The Start and End Dates for the Activity.

G

Project Start and End Date

The Start and End Dates for the Project.

H

Award Start and End Date

The Start and End Dates for the Award.

I

Contract Start and End Date

The Start and End Dates for the Contract.

J

Sponsor Name

The NUFinancials Sponsor Name.

K

Sponsor Reference Award #

The identifier assigned by the sponsor to the award.

L

FAIN

The Federal Award Identification Number is an additional identifier provided by the federal government. This field displays “Not Available” for non-federal and non-federal flow-through awards.

M

Award Title

The 30-character Award Title..

N

Project Title

The 30-character Project Title.

O

Primary Project ID

For Awards with multiple projects, this column lists the project designated as the Primary in NUFinancials. For single-project Awards, it will be the same as the Project ID column.

P

Activity Status

Active or Inactive.

Q

Project Status

Generally Open or Closed.

R

Contract Status

PENDING, ACTIVE or CLOSED.

S

Contract Type

The Contract Type generally indicates the billing method. Options are FIXED_DEF (Fixed Price Deferred Revenue), FP (Fixed Price), INV (Invoiced), LOC (Letter of Credit), PPD (Prepaid), SCH (Scheduled), and SPONSORED (Sponsored: Contract Type not yet assigned).

T

FA Rate % and FA 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. 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. As an example, on most federal awards, supplies are usually included, while equipment is not.

U

Rate Type

A description of the negotiated F&A Rate applied to the Project./p>

V

Cash Received for Award

Total payments received and applied for all Projects associated with the Award..

W

Total Invoiced for Award

Total amount invoiced by Northwestern to the sponsor. This amount is of the date the report is run, rather than as of the final day of the accounting period selected.

X

Invoiced less Cash Received

Invoiced less Cash Received A calculation of Unpaid Invoice amounts: Total Invoiced less Cash Received. As noted above, this figure may overstate the actual unpaid amount if run for prior accounting periods.

Y

Project Budget Total

The cumulative budget from the start of the project/activity through the fiscal year and accounting period for which the report was run. These totals include any increases or decreases made to the budget over time.

Z

Direct Cost Expenditures

The cumulative total of posted (paid) expense transactions from the start of the project/activity through the fiscal year and accounting period.

AA

Direct Cost Encumbrance

Encumbrances are the total commitments against the budget that are not yet posted (actual paid expenses). These include Requisitions/Purchase Orders, Payroll encumbrances, and Journals and Expense reports still in workflow.

BB

F&A Expenditures

The cumulative total of F&A expense posted to the project.

CC

F&A Encumbrance

F&A calculated on Direct Cost Encumbrances. Present on this report, but not in NUFinancials.

DD

Available Balance

Non-clinical Portfolio: Total Budget less Direct and F&A Expenditures and Encumbrances. Clinical Portfolio: Cash Received less Direct and F&A Expenditures and Encumbrances.

EE

Calculated Direct Cost Balance

A calculation of the Direct Cost portion of the Available Balance.