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Frequently Asked Questions

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Grants and Projects

Finance

Gifts and Endowments

 

Grants and Projects

POET information can be used on each expense item or in requisition line details to specify the funding source for the transaction. To charge using a POET string, simply enter the appropriate details in the fields on the expense item page or in the requisition line details. These details must be entered on each expense item or in each requisition line detail in your transaction to apply to each expense item and requisition line. Both expense items and requisition lines can be co-funded by multiple projects/grants or by a mixture of operational (COA) and project (POET) sources. The itemize feature is used for expense items, and requisition lines can be split from the action menu under the billing header.

Users can search within the system for the appropriate segment values when placing POET details on a requisition or expense report. Grants cost centers for projects existing prior to system cutover have been mapped to Oracle Cloud PPM with designated project numbers and an owning organization (financial unit). Your financial unit manager and business unit/entity approval group members have access to how this data was converted. Additionally, users can also seek help from OCGA.

Project team members will be able to view summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management. If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group.

Additional details, including transaction-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

Generally, no. Journal entry practice changes substantially in our migration to Oracle Cloud. To make the addition of a cost to a grant, users should contact OCGA to facilitate a cost transfer.

PPM is the acronym for Project Portfolio Management, and this is the tool within Oracle for tracking financial activities with certain restricted funds. There are five (5) current uses for the PPM module, each using its own template: Grants (OCGA), CORES (OCGA), Capital Projects (Facilities), Faculty Funds (College Business Officers), and Gifts and Endowments (Development and Alumni Relations).

To charge a transaction to a project in PPM, the transaction initiator should fill out the appropriate POET information, selecting the correct Project ID, Project Owning Organization (financial unit), Expense Type, and Task.

Additional details about POET and its relationship to our chart of accounts (COA) is available on the SkyVU website. Setting up a new project generally requires contacting the appropriate organization, listed in parentheticals next to each PPM use.

Effort certification is done within the new ecrt® application. Faculty members will certify their own effort reports and principal investigators will certify all non-faculty efforts for individuals paid off their federal grants. Effort certification reports are certified on a quarterly basis beginning March 2018.

Budgetary control is turned on for grants, but this is advisory only. If you receive a warning, you can click "OK" and proceed with your transaction. It will not stop the transaction.

Only active awards or expired awards that have unresolved balances as of go-live or are related to ongoing active awards for reporting purposes will be brought into Oracle Cloud.

HCM specialists and certain other system roles will be able to regularly run reports to determine an individual's labor distribution (cost allocation) and to confirm with departmental leaders that this aligns with the individual's efforts. Additionally, principal investigators, with help from effort coordinators, make quarterly effort certifications for their grants and for anyone who has worked on them during that period of time.

If you or a coworker begin working on a new or different project or if your current project is coming to an end, you should notify one of your business unit's HCM specialists early and often so that prospective changes to labor distribution can be entered timely.

Users should submit all relevant details related to updating a grant project's budget to OCGA.

By referencing the appropriate POET segments, any user can specify the project as the funding source during the creation of an expense item or when entering the requisition line details. The POET segment information should be shared with individuals, as appropriate, to ensure correct charging on a grant.

Generally, anyone who has effort devoted to the project should have their time charged to the project. To charge labor to a project, an HCM specialist can submit a prospective labor distribution change for an employee's assignment, distributing a portion of the employee's labor costs to the respective POET.

Each project has an owning organization (financial unit). The "O" of POET indicates this owning organization and routes the transaction through workflow to the respective financial unit manager for approval.

The logic for the burden (F&A) rate and the basis it should be charged are set up within the PPM configurations. When awards are set up, the appropriate burden (F&A) schedule is assigned. As costs are incurred, the appropriate F&A rate will be charged to a project and posted on a daily basis. In today’s system, configured F&A charges only post once at the end of the month.

By default, the principal investigator, financial unit manager, business unit/entity data analysts and approval group members, and OCGA will be project team members on each grant. Additional team members may be added to each project from time to time, as appropriate. Project team members will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management.

If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group. Additional details, including transactional-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

Generally, no. Charges are presented in summary form only and disclose the total amounts by account category related to labor attributed to a project. General user access to project financials is limited to this summary information. In the case of certain system roles, such as business unit data analysts, project cost details are available and may reveal the amounts charged to a grant by person, but this does not disclose the entire amount the person earns.

When the individual is also funded from general, unrestricted operational funds or another project, the project cost details will only show a portion of the total wages and will not disclose how much or whether the individual has additional funding sources. 

NOTE: To facilitate accurate effort certification, principal investigators and effort coordinators may see complete compensation details for employees who are working on federally funded projects.

Subcontracts are handled the same way within Oracle Cloud. OCGA will set up a PO for the subcontract, and they will receive the invoices from the sub-recipients. OCGA obtains approval from the PI/department before requesting payment on any invoices received.

Each funding source has a cost-share project set up to account for the cost sharing.

Like adjustments to grants' budgets, users should submit all relevant details related to updating a grant project's end date to OCGA.

Any additional funds received or extensions to awards are updated and reflected in Oracle Cloud.

Subledger accounting rules are embedded within the PPM module. These rules correctly map all charges on a grant to the correct COA segments within the general ledger.

The end date is a hard stop within the Oracle Cloud system. Charges that have an expenditure item date after the award end date are not allowed to post. If a charge has an expenditure item date that is prior to the award end date, but it does not get processed until a later accounting period after the end date, it will post as appropriate.

The majority of the closeout process occurs outside of the cloud, but it is based on the financial information captured within the award/project balances.

It is imperative that transactions are entered correctly by transaction initiator and reviewed carefully by the project's financial unit manager to assure accuracy. Requests to transfer costs from a grant to a financial unit must be directed with all supporting materials to OCGA for review and processing.

It is imperative that transactions are entered correctly by transaction initiator and reviewed carefully by the project's financial unit manager to assure accuracy. Requests to transfer costs from a grant to a financial unit must be directed with all supporting materials to OCGA for review and processing.

Ecrt® delivers a multitude of reports that are available to the effort coordinators at both the department and school levels. A request for a new report would have to be sent to OCGA for assessment.

A variety of reports are available within Oracle Cloud to provide key financial information for your grant. These reports reside in the Financial Reporting Center and in Reports & Analytics (both found in the navigator). As our Oracle Cloud implementation matures, we will continue to create and publish standardized reports specific for grants. Additional information will be published for the community at regular intervals.

Yes, however, directly charging the PPM project (including capital projects) by using the appropriate POET details during the requisition or expense reporting process is preferred. Generating transactional activity charging a POET from a subledger facilitates the appropriate accounting entries in both PPM and the general ledger. If a user previously did journal entries to projects to correct incorrect entries, such changes must be made in the appropriate subledger so that accounting rules account for the financial activity throughout the system. Where non-transaction activity costs need to be applied to a PPM project, a member of your business unit / entity approval group must coordinate with Facilities to create a miscellaneous batch via spreadsheet upload. Intercompany billing will occur in the same fashion, with the provider organization performing the spreadsheet upload of the miscellaneous batch.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the capital project's financial unit manager to assure accuracy. When a change is required, a two-line Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group to appropriately reflect the changes in PPM. 

When the other project is a grant, users must submit a request with all supporting details to OCGA, which will initiate the transaction.

Consistent with our historical processes, any payments from core customers should be sent to OCGA for processing.
The rates are applied as appropriate through the C.O.R.E.S or iLab systems and are loaded to Oracle through OCGA's monthly billing close process.

Yes; however, directly charging the PPM project (including Cores) by using the appropriate POET details during the requisition or expense reporting process is preferred. Generating transactional activity charging a POET from a sub-ledger facilitates the appropriate accounting entries in both PPM and the general ledger. If a user previously did journal entries to projects to correct incorrect entries, such changes must be made in the appropriate sub-ledger so that accounting rules account for the financial activity throughout the system.

When non-transaction activity costs need to be applied to a PPM project, a member of your business unit/entity approval group must contact OCGA to create a Miscellaneous Batch via spreadsheet upload. Inter-company billing will occur in the same fashion, where OCGA will process any Cores inter-company transfers.

We are not utilizing budgetary control for Cores projects, so no warning should be generated. If a warning appears, it signifies that you are charging to a grant and is advisory only.

By referencing the appropriate POET segments, any user can specify the project as the funding source during the creation of an expense item or when entering the requisition line details.

By default, the financial unit manager, business unit/entity data analysts and approval group members, and OCGA will be project team members on each core. Additional team members may be added to each project from time to time, as appropriate. Project team members will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management.

If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group. Additional details, including transactional-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the core's financial unit manager to assure accuracy. When a change is required, a two-line Miscellaneous Batch upload process must be requested by your business officer or another member of your business unit/entity approval group to the Cores group within OCGA, who will process all non-grants transactions.

When the other project is a grant, users must submit a request with all supporting details to OCGA grants management, which will initiate the transaction.

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Finance

Yes; however, directly charging the PPM project (including faculty funds) by using the appropriate POET details during the requisition or expense reporting process is preferred. Generating transactional activity charging a POET from a sub-ledger facilitates the appropriate accounting entries in both PPM and the general ledger. If a user previously did journal entries to projects to correct incorrect entries, such changes must be made in the appropriate subledger so that accounting rules account for the financial activity throughout the system.

When non-transaction activity costs need to be applied to a PPM project, a member of your business unit/entity approval group may create a Miscellaneous Batch via spreadsheet upload. Inter-company billing will occur in the same fashion, with the provider organization performing the spreadsheet upload of the Miscellaneous Batch.

We are not utilizing budgetary control for faculty fund projects, so no warning should be generated. If a warning appears, it signifies that you are charging to a grant and is advisory only.

As a project team member on the PPM project, users will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management. Within the project financial summary, the user will see the funding entries available balance (starting balance adjusted by inception to date transactions) for their faculty fund.

Additional details, including transaction-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s). User visibility into transactions charged to a faculty fund is limited to transactions originating in Oracle Cloud. Historical activity will be available to certain data analysts in Vanderbilt's data warehouse.

NOTE: If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group.

HCM specialists and certain other system roles will be able to regularly run reports to determine an individual's labor distribution (cost allocation) and confirm with departmental leaders that this conforms with the individual's efforts. If you or a coworker begins working on a new or different project or if your current project is coming to an end, you should notify one of your business unit's HCM specialists early and often so that prospective changes to labor distribution can be entered timely.

By referencing the appropriate POET segments, any user can specify the project  as the funding source during the creation of an expense item or when entering the requisition line details.

Generally, any employee (including student workers) can have a portion or all of their labor costs for an assignment charged to a project (e.g., faculty fund). To charge labor to a project, an HCM specialist can submit a prospective labor distribution change for an employee's assignment, distributing a portion of the employee's labor costs to the respective POET.

Each project has an owning organization (financial unit). The "O" of POET indicates this owning organization and routes the transaction through workflow to the respective financial unit manager for approval.

By default, the faculty member, financial unit manager, business unit/entity data analysts and approval group members will be project team members on each faculty fund. Additional team members may be added to each project from time to time, as appropriate. Project team members will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management.

If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group. Additional details, including transactional-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

Generally, no. Charges are presented in summary form only disclosing the total amounts  by account category related to labor attributed to a project. General user access to project financials is limited to this summary information. In the case of certain system roles, such as business unit data analysts, project cost details are available and may reveal the amounts charged to a faculty fund by person, but it does not disclose the entire amount the person earns.

When the individual is also funded from general, unrestricted operational funds or another project, the project cost details will only show a portion of the total wages and will not disclose how much or whether the individual has additional funding sources.

For faculty funds, the Task field will be used to track different fund use purposes (e.g., start-up funds, general research, etc.). Departments should consult their CBO for which Task should be used for each funding type.

No. Faculty members may have no more than one faculty fund project. Tasks are used to represent different funds within their project, providing the additional detail needed to track activity separately.

Please refer back to the source of the transaction (payables, expenses, payroll, intercompany) and process a correction through that subledger, keeping the GL and subledger in sync. Certain compliance and/or dollar thresholds will be invoked to determine whether a change should be processed.

Please refer back to the source of the transaction (payables, expenses, payroll, intercompany) and process a correction through that subledger, keeping the GL and subledger in sync. Certain compliance and/or dollar thresholds will be invoked to determine whether a change should be processed.

Program and Activity values can be established on a given project, so that the COA cost string for every transaction posted against the project will be reflected in the general ledger with those given values.

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Gifts and Endowment

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the gift's financial unit manager to assure accuracy. When a change is required, a two-line Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group to appropriately reflect the changes in PPM. 

When the other project is a grant, users must submit a request with all supporting details to OCGA, which will initiate the transaction.

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