Boise State University | University Financial Services

Title:Awards Work Area Explanation

Description:This is a map providing the explanation of each field in the Award work area.

Context:The award area has four train stops, with multiple tabs, and many fields where data is stored. This document will give you an overview of what each item means.

***If the pictures image is too small, please log-in and view the system screens***

Awards – Details - GeneralAs of July 1, 2016…

1. Award Number 2. Award Name3. Train Stops for navigation. 4. The business unit; always defaults to

IDBSU.5. The Legal Entity always defaults to Boise

State University.6. The sponsor as listed in the award

document.7. Principal Investigator name. 8. The start date as shown in the award

document.9. The end date as shown in the award

document.10. The status shows the life cycle of an award:

a. Draft – we are still setting up the award

b. Active – The award is in place and we are in the award period

c. Expired – The award has ended

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

d. Closed – OSP has completed the closeout process and the award is no longer available for activity.

11. Tabs that allow you to see different areas within a train stop. This example is the General tab on the Details train stop.

12. The organization is the cost center that represents the purpose of the award. It will be one of four options:

a. 1001001 – Instructionb. 1001004 – Researchc. 1001006 – Other Sponsored

Activityd. 1001011 – Academic Support

13. This defaults to Boise State University. 14. The number of the agreement assigned by the sponsor.

15. The award purpose, the options are:a. Instructionb. Other Spons Activityc. Research Appliedd. Research Basice. Research Developmentf. Rsrch Multi Type (multiple

research types)

16. The funding Type of the award, the options are:

a. College/Universityb. Federalc. Flow Thrud. For Profite. Foreignf. Internalg. Local Entityh. Non Profiti. Non-ID Local Entityj. Non-ID State Entityk. Non-Profit Orgl. Not Yet Determinedm. State of Idahon. Tribal Government

17. If an award is from a federal agency or federal flow through it will have one or more CFDA numbers.

18. The Keywords are award specific information such as the funding instrument (i.e. grant or contract), or if there is program income or participant support, or if it is HERC or CAES funding, or another data point that we need to track and report.

19. The Reference area will contain the proposal number and cost share information as applicable.

20. The attachments may contain the award document or other relevent documents.

21. This is a box for additional information. Each item in the Type is a hyperlink and if you click on it you will see the available data.

22. If an award has errors or warnings it will show here. If you have questions, please contact your OSP Sponsored Projects Administrator.

23. The Back and Next button will move you through the train stops.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

Awards – Details - FinancialAs of July 1, 2016…

1. This is the Financial tab of the Details train stop.

2. The Burden Schedule is Equivalent to the F&A rate and base.

3. If there are multiple F&A rates on one award the Fixed date will be the start date of the current rate, otherwise it will be blank.

4. Expanded Authority = Carryforward of budget from one period to the next.

5. The Pre-award date is the date on which we can start to incur expenditures.

6. The close date is the final date on which all activity must be completed. This will typically be 15 days prior to the due date of the final financial report or invoice.

7. Each converted award will be divided into 1 year increments. New awards will have budget periods that match the award document.

8. The external funding source (sponsor) will be listed here.

9. If the award has cost share this will be checked.

10. The department receiving credit for bringing sponsored funding to the University will be listed here.

11. The organization will be the department for the Principal Investigator unless otherwise documented.

12. The credit can be split among departments so the percentage will be assigned as documented.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

Awards – Details - ComplianceAs of July 1, 2016…

1. This is the Compliance tab of the Details train stop.

2. Any unique Terms & Conditions will be listed here.

3. Future state will show IRB approvals.

Awards – Details - PersonnelAs of July 1, 2016…

1. This is the Personnel tab of the Details train stop.

2. This column is checked when the Person listed is a Boise State employee or someone at the sponsoring agency.

3. The role of Project Manager will be the OSP Sponsored Projects Administrator responsible for this award.

4. The Principal Investigator will be listed.

5. Award Participants will be listed here and may include the Business Manager, Departmental Administrator, and co-PIs.

6. The external contact listed is a contact at the sponsoring agency.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

Awards – ProjectsAs of July 1, 2016…

1. This is the Projects train stop. 2. This column indicates whether the project is sponsored or internal (match or program income)

3. This is where the Project Name(s) is desplayed.

4. This is where the Project Number(s) is displayed.

5. The Project Status may be:a. Approved – available for activityb. Closed – not available for activityc. Pending Close – closeout is in

progressd. Requested – the project is ready

to submit for approvale. Submitted – the project has been

submitted but not yet approved

6. The Project Manager will be the OSP Sponsored Projects Administrator responsible for the project.

7. The Project Start Date for transactions – this will typically match the pre-award date on the Financial tab of the Details train stop.

8. The hard stop date for transactions – this will typically match the close date on the Financial tab of the Details train stop.

9. The Project Organization will be the generic cost center that represents the purpose of the award.

a. 1001001 – Instructionb. 1001004 – Researchc. 1001006 – Other Sponsored

Activity

10. This is a Chevron. Clicking on a Chevron will expand the area and potentially provide additional information for that area.

a. The Project Details gives a snapshot of the information you find in Project Financial Management.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

Awards – FundingAs of July 1, 2016…

1. This is the Funding train stop. 2. Funding will be allocated for each budget period. However, converted projects with multiple budget periods and all funding awarded will be loaded into period 01 with 0.00 for each subsequent period.

3. Funding is allocated based on the source, external funds will show the sponsor name. Match or Program Income funding will show as internal.

4. The initial funding period will show as Base-1.

a. If there is internal funding it will show as Base-1IN

5. Subsequent funding periods will show as Supplement-1, Supplement-2, etc.

a. If there is internal funding it will show as Supplement-1IN.

6. The Funding Summary graph shows the allocation of funding over the budget periods.

7. The Project Funding Details graph shows the allocation of the funding across projects.

8. Awards that were converted from PeopleSoft will have the entire funding amount loaded into the Direct Funding Amount column. New awards created in Oracle ERP will have the only the direct cost portion of the award in the Direct Funding Column.

9. The Indirect Funding amount column will be populated with the F&A portion of the budget for new awards created in Oracle ERP. The default 0.00 will show in this column for all converted awards.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

Awards – ReviewAs of July 1, 2016…

1. This is the Review train stop. 2. The billing tool for an award is a Contract. Contract Lines show the number of lines, which will default to 1 and the amount we are authorized to invoice the sponsor.

3. The Validation Results shows the details for warnings and errors on the award. The OSP Sponsored Projects Administrator will resolve all errors and review warnings to determine if action is necessary.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

Awards – OverviewAs of July 1, 2016…

1. This is the Financial Performace tab for Awards Overview and shows the associated projects and budgets for the award.

2. The Exceptions tab is another area to view any warnings and/or errors on an award.

3. Each project is shown in its own project card. To change project cards click on the project name in the desired project card.

4. This is the gear icon and when clicked will give you three options:

a. Manage Expenditure Items – view expenditures on this project.

b. Review Cost Distributions – shows all actions for each transaction.

c. Review Commitments – shows expenses and requisitions that have been encumbered but not yet paid out, except for pcard and salary.

5. Financial Details shows the project budget by category.

a. ***Categories are listed in alphabetical order, this is different than what you are used to seeing.***

6. The Budget Amount is only for the highlighted project card. The total budget is the top number and the remaining lines are the budget categories in alphabetical order.

7. The Consumed Amount represents expended amounts for each line.

8. The Available Amount represents the remaining budget. This won’t include pcard charges that have not been posted or salary that hasn’t yet paid out.

9. If you click on the Chevron next to the budget category it expands the category for additional information.

10. The Funds Consumption Details shows a summary of expenditures by source.

a. Purchase Requisitions –Requisitions that have been approved.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

b. Purchase Orders – When Purchase Orders are issued.

c. Supplier Invoices – Payment to vendors through AP.

d. External Commitments – External encumbrances; we are not using this functionality at this time.

e. Expenditure Items – Anything that is a journal entry will populate when imported from the General Ledger to projects.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1

Awards – Manage Expenditure ItemsAs of July 1, 2016…

1. A Transaction Number is assigned each time there is activity; if a transaction is moved to a new project there will be two transaction numbers.

a. One number for the intial expenditure.

b. A second number for the negative amount to remove the charge from this project.

2. The Project Name for the project for which you are reviewing expenditures.

3. The Project Number for the project for which you are reviewing expenditures.

4. The Task Number for expenditure on the project.

5. The Contract Name is synonymous with the Award Name.

6. The Contract Number is synonymous with the Award Number.

7. The Funding Source will be either the sponsoring agency or internal for match or program income projects.

8. The Expenditure Type is the account code for the transaction.

9. The Expenditure Item Date is the posting date for the transaction.

10. The Expenditure Organization is the department receiving credit for the expenditure.

11. The Raw Cost in Receiver Ledger Currency is the amount of the expenditure.

12. The Burdened Cost in Receiver Ledger Currency is amount of the expenditure.

a. If this is an F&A expenditure the Raw Cost will be 0.00.

b. All other transactions the Raw Cost and Burdened Cost will match.

13. The User Expenditure Batch with be the batch label for the expenditures.

14. Purchase Order will show the PO number if it is a PO line.

15. Purchase Order Line will show the line number from the PO as applicable.

Implementation Date: July 1, 2016Last Revised Date: June 23, 2016Last Revised By: Jen LutkeApproved By:Version No.: 1