Restricted Account Status Reports November 29, 2001.

Restricted Account Status Restricted Account Status ReportsReports

November 29, 2001

• Official financial statement for contracts and grants awarded to the University

• Budget and expenses are accumulated on a grant and/or project year basis

• Current month expenses and obligations are shown in detail

• Report is distributed approximately five working days after month end

Account Status Report-General Information-

• Header

• Fund Balance

• Revenue

• Direct Costs - by object code

• Indirect (F&A) Cost Recovery

• Indirect Recovery - UGARF (as applicable)

Account Status Report-Major Sections-

Header Information

1/28/1999 Account Status ReportFor Account Period 99/01

Dept Physics and Astronomy

Function Research-Individual or Project Account 10-21-RR123-456

Project NSF RF CCEC Jones Agency National Science Foundation

Budget Begins: 1/01/1998 Ends: 12/31/1999 Project Begins: 1/01/1998 Ends: 12/31/2000

Month that transactions were posted

Name of the department that account has been assigned

Account Name (includes agency, brief description and PI name)

Account Number assigned to the grant / contract

Description of the awarding agency

Start/End Date of the account

Start/End Date of the entire project period

A

B

C

D

E

A

B

C

E

D

F G

F

G

Fund Balance

• Balance Forward (A-1) - ending balance from the previous month end

• Restricted Acct Rev/Fund (A-3) - revenue recorded for the current month

• Indirect Cost Recovery (A-4) - amount of indirect cost which is returned to UGARF

• Cash Receipts- payments issued by the funding agency for services performed (not shown in this example)

Fund Balance - Example

Account Description Reference Budget Commitments Net Expenseand or

Account / Vendor Encumbrance Revenue or Original Amended Obligations Revenue BalanceExpense

*** FUND BALANCE***FEDERAL 42110 BALANCE FORWARD 72,067.44 RESTRICTED ACCT REV/FUND BAL 42110 JV809604 6,811.43 INDIRECT COST RECOVERY 42110 JV859604 498.43

79,377.30 79,377.30

A-1

A-3

A-4

A-5

• Federal LOC Awards - equals fiscal year year to date expenses minus posted cash, balance should be zero or positive

• Other Federal Awards- equals current cash balance, balance is zero or positive

• Non-Federal Awards - equals current cash balance, positive (expenses exceed cash receipts) or negative (cash exceeds expenses)

Fund Balance - Balance (A-5)

• Revenue for a restricted account is equal to total UGA expenses

• Revenue object code (42XXX) is associated with sponsor type (federal, state, cities & counties, private)

• In most cases, budget figure is positive (B-1) & monthly/total figures are negative(D-#)

Revenue

Revenue - Example



FEDERAL 42110 BUDGET 282,393

FEDERAL 42110 BALANCE FORWARD -197,262.72RESTRICTED ACCT REV/FUND BAL 42110 JV809604 -6,811.43

TOTAL -204,074.15 78,318.85

D-1

D-2

D-3

B-1

F-1

• Direct expenses for the project are posted to individual object codes

• Obligations and encumbrances are posted to individual object codes

• Budgets for direct expenses are posted to summary object codes

Direct Costs - by object code

Direct Costs - by object codeExample



TRAVEL 64100 BALANCE FORWARD 4,718.44 JONES, WILLIAM 64100 T2804960B C169210 256.99 ALL SEASONS TRAVEL SERVICE 64100 T2804970A C162472 247.00 JONES, WILLIAM 64100 T2805230A C166716 411.50 JONES, WILLIAM 64100 T2804970A OBLIG 1,103.00

TOTAL 1,103.00 5,633.93

FOREIGN TRAVEL - OUTSIDE 48 STAT64200 BALANCE FORWARD 661.82

TOTAL 661.82

TOTAL -9,319 1,103.00 6,295.75 -1,920.25

OPERATING EXPENSE 71000 BUDGET -2,626

SUPPLIES AND MATERIALS 71400 BALANCE FORWARD 1,519.65 LIB COPY SERV DEC T096-763 1.66

TOTAL 1,521.31

DUES MEMBERSHIP SUBSCRPTNS 72722 BALANCE FORWARD 1,215.00

TOTAL 1,215.00

FREIGHT EXPRESS & STORAGE 72732 BALANCE FORWARD 122.56

TOTAL 122.56

PUBLICATIONS/PUBLICITY/PRINTING74200 BALANCE FORWARDAMERICAN INSTITUTE 74200 P2645304B C160840 125.00

TOTAL 125.00

PAGE CHARGES 74210 BALANCE FORWARDAMERICAN INSTITUTE 74210 P2645304A C160840 380.00

TOTAL 380.00

EXPENSE 75140 BALANCE FORWARD 58.22 AEPPLI T096 710 75140 166755 T096-710 56.00

B-5 C-3E-4

F-5

Indirect (F&A) Cost Recovery

• Indirect Expense (E-7) : equals the total indirect costs recovered by the project

• Monthly Expense (E-8): calculated and posted by the system to object code 92000 (monthly direct expenses X indirect rate)

• Indirect Budget (B-9): equals the total indirect funding awarded by the sponsor

Indirect (F&A) Cost RecoveryExample



INDIRECT COST RECOVERY 92000 BUDGET -91,573

INDIRECT COST RECOVERY 92000 BALANCE FORWARD 62,939.92 INDIRECT COST RECOVERY 92000 JV859604 2,292.80

TOTAL -91,573 65,232.72 -26,340.28B-9

E-7

F-9E-8

• Indirect-UGARF Expense (D-4): the portion of indirect recovery which is returned to UGARF (should be a negative number)

• Monthly Amount (D-5): calculated and posted to object code 92500 monthly

• Indirect-UGARF Budget (B-10): portion of total indirect awarded by sponsor that is returned to UGARF (should be a positive number)

Indirect Cost Recovery-UGARF

Indirect Cost Recovery-UGARFExample



INDIRECT RECOVERY-UGARF 92500 BUDGET 19,907

INDIRECT RECOVERY-UGARF 92500 BALANCE FORWARD -13,682.49INDIRECT COST RECOVERY 92500 JV859604 -498.43

TOTAL 19,907 -14,180.92 5,726.08

ACCOUNT TOTAL 5,953.05 5,953.05

F-10

D-4

B-10

C-5

D-5

Calculate Total Expenses- Utilizing Total Expense Figures

Federal 42110 204,074.15

Indirect Cost UGARF 92500 14,180.92

Total Expenses 218,255.07

Account / Vendor Encumbrance Revenue or Original Amended Obligations Net Expense BalanceExpense Or Revenue



TOTAL -204,074.15 78,318.85



TOTAL 19,907 -14,180.92 5,726.08

ACCOUNT TOTAL 5,953.05 5,953.05

D-3

D-4

D-1

D-2

D-3

B-1

F-1

F-10

D-4B-10

C-5

D-5

Calculate Total Expenses- Utilizing Detail Object Code Amounts

Object Net RevenueCode Account Description Or Expense

51110 Monthly Payroll 74,091.07 51112 Academic Payroll 34,584.63 51900 Fringe Benefits 22,633.66 64000 Travel 6,295.7571000 Operating Expense 5,136.0784000 Equipment 10,281.17 91000 Holdback - 92000 Indirect Cost Recovery 65,232.72

Total Expenses 218,255.07

E-1

E-2

E-3

E-4

E-5

E-6

E-7

Calculate Total Budget- Utilizing Summary Budget Object Codes

Federal 42110 282,393.00

Indirect Cost UGARF 92500 19,907.00

Total Budget 302,300.00




TOTAL -204,074.15 78,318.85



TOTAL 19,907 -14,180.92 5,726.08

ACCOUNT TOTAL 5,953.05 5,953.05

B-1

B-10

D-1

D-2

D-3

B-1

F-1

F-10

D-4B-10

C-5

D-5

Calculate Total Budget- Utilizing Detailed Budget Object Codes

Object BudgetCode Account Description Amended

51110 Monthly Payroll 78,30851112 Academic Payroll 35,218 51900 Fringe Benefits 40,71664000 Travel 9,31971000 Operating Expense 2,62684000 Equipment 10,34691000 Holdback 34,19492000 Indirect Cost Recovery 91,573

Total Budget 302,300

B-2

B-3

B-4

B-5

B-6

B-7

B-8

B-9

Calculate Total Balance- Utilizing Summary Budget Object Codes

Federal 42110 78,318.85Indirect Cost UGARF 92500 5,726.08

Total Balance 84,044.93Less Obligations 5,953.05

Total Unobligated Balance 78,091.88




TOTAL -204,074.15 78,318.85



TOTAL 19,907 -14,180.92 5,726.08

ACCOUNT TOTAL 5,953.05 5,953.05

F-1

F-10

C-5

D-1

D-2

D-3

B-1

F-1

F-10

D-4B-10

C-5

D-5

Calculate Total Balance- Utilizing Detailed Budget Object CodesObjectCode Account Description Balance

51110 Monthly Payroll -0.2351112 Academic Payroll -0.0251900 Fringe Benefits -18,082.3464000 Travel -1,920.2571000 Operating Expense 2,510.07 84000 Equipment -64.8391000 Holdback -34,194.0092000 Indirect Cost Recovery -26,340.28

Total Unobligated Balance -78,091.88

F-2

F-3

F-4

F-5

F-6

F-7

F-8

F-9

Calculate Total Commitments & Obligations

Utilizing Total Amounts

ObjectCode Account Description Balance

51110 Monthly Payroll 4,216.7051112 Academic Payroll 633.3564000 Travel 1,103.00

Total Commitments & Oblig. 5,953.05

Note: Fringe benefit and indirect costs are not calculated on commitmentsand obligations.

C-1

C-2

C-3

C-5


Dept Physics and AstronomyFunction Research-Individual or Project Account 10-21-RR123-456Project NSF RF CCEC Jones Agency National Science Foundation




*** FUND BALANCE***FEDERAL 42110 BALANCE FORWARD 72,067.44 RESTRICTED ACCT REV/FUND BAL 42110 JV809604 6,811.43 INDIRECT COST RECOVERY 42110 JV859604 498.43

79,377.30 79,377.30



TOTAL -204,074.15 78,318.85

MONTHLY PAYROLL 51110 BUDGET FORWARD -71,983AMENDMENT 185-73-0384 51110 185PST DO3A -6,325

MONTHLY PAYROLL 51110 BALANCE FORWARD 71,982.74 PAYROLL (MONTHLY) 51110 JV900430 2,108.33

51110 ENCUMBR BALANCE 4,216.70 TOTAL -78,308 4,216.70 74,091.07 -0.23

ACADEMIC PAYROLL 51112 BUDGET -35,218

ACADEMIC PAYROLL 51112 BALANCE 34,267.96 PAYROLL (ACADEMIC) 51112 JV900410 316.67

51112 ENCUMBR BALANCE 633.35

TOTAL -35,218 633.35 34,584.63 -0.02

D-1

D-2

D-3

B-1

A-1

A-3

A-4

A-5

B-2

B-3

C-1

C-2

E-1

E-2

F-2

F-3

F-1






STAFF BENEFITS - RESTRICTED 51900 BUDGET -40,716

RES STFF BNFT-GROUP HOSP INS 51910 BALANCE FORWARD 7,148.35 JV900430 162.00

TOTAL 7,310.35

RES STFF BNFT-GROUP LIFE 51920 BALANCE FORWARD 434.75 UNIV MONTH-LIFE CHG 51920 JV900430 11.75

TOTAL 446.50

RES STFF BNFT-FICA-OASDI 51940 BALANCE FORWARD 4,747.44 UNIV MONTH-FICA CHG 51940 JV900430 126.51

TOTAL 4,873.95

RES STFF BNFT-FICA-HI 51942 BALANCE FORWARD 1,110.25 UNIV MONTH-FICA CHG 51942 JV900430 29.59

TOTAL 1,139.84

RES STFF BNFT-EMPLR TCHR RTMT51950 BALANCE FORWARD 6,601.54 UNIVE MONTH-TRE 51950 JV900430 248.99

TOTAL 6,850.53

RES STFF BNFT-ORP-TIAA CREF 51952 BALANCE FORWARD 867.61

TOTAL 867.61

RES STFF BNFT-TR-AL TIAA CREF 51954 BALANCE FORWARD 1,144.88

TOTAL 1,144.88

TOTAL -40,716 22,633.66 -18,082.34

TRAVEL 64000 BUDGET -9,319

B-4E-3

F-4






TRAVEL 64100 BALANCE FORWARD 4718.44JONES, WILLIAM 64100 T2804960B C169210 256.99ALL SEASONS TRAVEL SERVICE 64100 T2804970A C162472 247.00 JONES, WILLIAM 64100 T2805230A C166716 411.50 JONES, WILLIAM 64100 T2804970A OBLIG 1,103.00

TOTAL 1,103.00 5,633.93

FOREIGN TRAVEL - OUTSIDE 48 STAT64200 BALANCE FORWARD 661.82

TOTAL 661.82

TOTAL -9,319 1,103.00 6,295.75 -1,920.25

OPERATING EXPENSE 71000 BUDGET -2,626

SUPPLIES AND MATERIALS 71400 BALANCE FORWARD 1,519.65 LIB COPY SERV DEC T096-763 1.66

TOTAL 1,521.31

DUES MEMBERSHIP SUBSCRPTNS 72722 BALANCE FORWARD 1,215.00

TOTAL 1,215.00

FREIGHT EXPRESS & STORAGE 72732 BALANCE FORWARD 122.56

TOTAL 122.56

PUBLICATIONS/PUBLICITY/PRINTING74200 BALANCE FORWARDAMERICAN INSTITUTE 74200 P2645304B C160840 125.00

TOTAL 125.00

PAGE CHARGES 74210 BALANCE FORWARDAMERICAN INSTITUTE 74210 P2645304A C160840 380.00

TOTAL 380.00

EXPENSE 75140 BALANCE FORWARD 58.22 AEPPLI T096 710 75140 166755 T096-710 56.00

B-5 C-3E-4

F-5






TOTAL 114.22

REIMBURSABLE EXPENSE 75150 BALANCE FORWARD 766.33 SMITH, JOHN 75150 2647624A C166718 530.00

TOTAL 1,296.33

TELECOMMUNICATIONS-OTHER 76930 BALANCE FORWARD 356.58 TELE EXCH 11/01/98 76930 T096-751 5.07

TOTAL 361.65

TOTAL -2,626 5,136.07 2,510.07

EQUIPMENT 84000 -10,346

OTHER EQUIPMENT 84320 BALANCE FORWARD 10,281.17

TOTAL 10,281.17

TOTAL -10,346 10,281.17 -64.83

HOLDBACK-RESTRICTED ACCTS 91000 -40,519AMENDMENT 185-73-0384 91000 6,325

TOTAL -34,194 -34,194.00

INDIRECT COST RECOVERY 92000 BUDGET -91,573

INDIRECT COST RECOVERY 92000 BALANCE FORWARD 62,939.92 INDIRECT COST RECOVERY 92000 JV859604 2,292.80

TOTAL -91,573 65,232.72 -26,340.28

B-6

B-7

B-8

B-9

E-5

E-6

E-7

F-7

F-6

F-8

F-9E-8








TOTAL 19,907 -14,180.92 5,726.08

ACCOUNT TOTAL 5,953.05 5,953.05

F-10

D-4

B-10

C-5

D-5

Tracy Walters, Director 706-542-3721 / 706-542-6883 (fax)

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The Contracts and Grants Division is responsible for advising appropriate University officials on matters relating to Federal and State laws, Board of Regents, and University rules, regulations, and policies pertaining to fiscal management of contracts, grants or agreements. The Division is responsible for insuring that the business interests of the University are protected in the terms of proposed agreements and throughout the operation of such agreements. The Division is also responsible for determining that the University complies with all provisions of contracts, grants, or agreements entered into with outside companies or agencies.The Division in conjunction with the Accounting Division will propose and negotiate all University and staff benefit rates to be used on all contracts, grants, or agreements. The Division will be responsible for maintaining auditable records in support of direct and indirect charges to contracts, grants, or agreements, and for preparing and filing fiscal reports required by grantor agencies or companies.The Division will be responsible for billing and collecting costs incurred on cost reimbursement contracts, and for requisitioning funds on contracts or grants funded by letter of credit.

| Controller | Finance & Administration | University of Georgia |http://www.busfin.uga.edu/contracts_grants/index.htmlLast updated: November, 2001

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Tracy R. WaltersTracy R. WaltersDirector

Contracts and Grants542-6889

[email protected]

Restricted Account Status Reports November 29, 2001.

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