Grant Management – Frequently Asked Questions

To view Frequently Asked Question answers, click on the appropriate question to see the section expand for the response. Click on the question once more to close the expanded view.

G-Q1: How do I View Grants and Awards in UR Financials?

 

A1: If you have access to Grants in UR Financials, you may want to view Grant and Award details/attributes you have access to.  Visit the Training Materials page to view this Job Aid entitled “Viewing a Grant and Award“.

Follow these steps to see PI information from the View Grant details and Award Line Summary information such as Award Line Amount, Status and Dates.

Terminology

Listed below is a partial definitions list associated with the UR Financials and the Financial Data Model. For additional terms, please visit the Financial section of the Data Cookbook.

Grants Management:

Accounting Date -The accounting period it will be posted to in UR Financials

Award – The Award captures attributes to correctly bill, collect and report activities related to a sponsored agreement. Frequently referred to as the Terms and Conditions (T&C)

Award Amendments – Mechanism to allow modifications to an award such as incremental funding, extended award period, no cost extension, etc.

Award Budget – The financial framework for an award by object class, including revisions approved by the sponsor. Award budgets are not created for contingent grants and nonfederal clinical trials

Award Date – Award Start Date

Award Purpose Codes – Used to explain the purpose or focus of the award. For example: Clinical Research, Instruction, Organized Research, and Sponsored Programs

Award Schedule – Represents the life of the Award and is the background for billing and reporting

Award Type – Grant/Contract in FRS

Billing Schedule – Required for billing (types of billing allowed and how often can be billed, i.e. budget dates)

Budget Date – The date the service was provided, materials/supplies delivered, or charge was incurred. If a service is provided for a period of time, use last date

Budget Structure – Now referred to as Plan Structure in the UR Financials system.  Used to designate the reporting structure type within the Award Budgetary Balance Report (NCL) URF0840

Cost Share Total – From Form 150

Facilities and Administration – Facilities and Administration costs (also known as Indirect costs) are general institutional expenditures that are incurred for multiple or shared projects, functions or activities and therefore cannot be specifically identified with relative ease and with a high degree of accuracy to a sponsored award, an instructional FAO, or any other institutional FAO

FDM – Financial Data Model; encompasses the combination of FRS accounts, sub-codes , divisions, and departments. The organization of accounting codes used to classify expenditures, revenue sources, assets and liabilities. Also known as the Chart of Accounts (COA). This includes accounts, subcodes, departments

Financial Activity Object (FAO) – A category of worktags used to indicate the authority area responsible for funds. One of the worktags in this category must be entered or selected on every transaction. There are six Financial Activity Objects: gift, grant, project, operating program, loan program, and debt service

Fund – Required on every operational transaction and accounting journal.  Will be auto balanced in Workday (2nd balancing worktag)

FAIN – Represents source of funding and net asset classification. Charges to grants default to the Sponsored Awards – Unrestricted fund, ie Federal Award Information Number

Grant – Workday uses the grant worktag as the primary cost and revenue collector for an award. If you want to charge against a grant on a purchase order, you use the grants worktag. If you want to recognize revenue on the award, you use the grants worktag. Similarly, if you want to charge finance and administrative expenses to the award, you will use the grant worktag. The Grant Worktag is used as the primary cost and revenue collector for an award line. Usually begins with GR5#####.

Grant Year Number – Project Year in FRS

Object Class – Used to meet your sponsor’s requirements for facilities and administration management, controlling expenses, and reporting. A list of object class codes and descriptions will be created for each of our sponsor’s cost categories

Plan Structure – Previously referred to as Budget Structure in the UR Financials system.  Used to designate the reporting structure type within the Award Budgetary Balance Report (NCL) URF0840

Primary Award Line – Master Account Number in FRS

Revenue Category – Used to identify the different types of revenues posted by the Company. When using a revenue category, a ledger account will automatically be derived by configuring the account posting rule set

Spend Category – Used to provide a more granular view of the expenses incurred by the Company. When using a spend category, a ledger account will automatically be derived by configuring the account posting rule set

Sponsor – Takes responsibility for and initiates a research/clinical investigation. May be an individual or pharmaceutical company, governmental agency, academic institution, private organization, or other organization

Sponsored Award Types – Used to identify various types of Awards for reporting purposes. For example, Contract, Cooperative Agreement, Financial Aid, Grant, Sub-recipient Agreement

Worktag – Attributes attached to transactions that are grouped using common identifiers or functions. Allows detailed reporting and filtering capabilities, ie FAO (GR5#####), Spend or Revenue Category, Fund, Sponsor, etc.

 

G-Q2: How do I set my Grants Management Dashboard After March 14th?

A2:

GM Dashboard WD24

 

 

PC-Q46: For the overhead (F&A) associated with charges, is it applied at the same time as the charges?

 

A46:  For Supplier Invoices, F&A is applied when the invoice is settled (i.e., paid)
For Accounting Journals, F&A is applied when the journal is approved

PC-Q47: What are the implications for inactive awards and what can be seen for those awards in Workday?

 

A47:  Current Awards (those FRS Accounts with financial activity during FY14) will be converted in summary to UR Financials (Workday); historical financial details prior to Go Live can be viewed in Cognos.

PC-Q48: Can you describe what hierarchies mean with respect to corporations? Would we have the ability to track grants that have affiliate organizations in UR Financials (Workday)?

 

A48:  Grants along with other FAOs can be grouped together into hierarchies to meet reporting needs. A Grant or other FAO can be assigned to multiple hierarchies. A list of hierarchies has been configured for Go Live.

PC-Q50: Who will determine where the fund deficit / surplus gets charged off to when closed?            

 

A50:  Surpluses and deficits on Grants result in either a positive or negative cash position at the company level (i.e., Division).

PC-Q51: Are gifts and endowments considered to be the same?

 

A51:  No.  Endowments and gifts (consisting gift annuities, unitrusts, charitable remainder annuity trusts, life income agreements, pledges and outright gifts) are money or income producing property donated to the hospital or University to be used unrestrictedly or for a specific purpose.

 

PJ-Q3: Are we running FRS and UR Financials (Workday) in parallel at Go-Live?

 

A3: No.  Because of the changes in terminology as well as the connection of the interfaces into UR Financials (Workday), it is not feasible to run both systems in parallel.

PJ-Q4: What is the timeline for implementing Workday software?

 

A4: Phase I of the UR Financials (Workday) project will begin with four main sections: General Ledger, a new Chart of Accounts (COA), Accounts Payable, and Grants Accounting.  These will be part of the new Go-Live date that is being determined at this time.  Phase II will include additional finance business processes still to be determined and is tentatively scheduled for a release prior to July 1, 2015.