Created 8/28/2014
GM/FM870C: Grant Budget vs. Current FY Act & Cmt Per Period
Description
· GM/FM870C reports Budget to Actuals data for grant expenditures, including commitments, from the grant's inception to current date, separating this out by Posting Period for the Fiscal Year. Data is limited to activity with a valid grant number, regardless of fund so NOT RELEVANT and N/R grant are excluded.
· Budget and Actuals columns DO NOT include regular revenue data. But, Transfers In (83xxxx), Transfers Out (87xxxx), and Recoveries of Expense (48xxxx) are included in this report.
Default View of Report
Report Usage
· GM/FM870C is useful for monthly ledger reporting, since it includes commitments and current data along with the fiscal period Actuals needed for month-end reconciliation. This report fills the need for "real time" grant reporting of uncommitted budget balance.
· As the fiscal year progresses, GM/FM870C becomes a very excellent analytical tool because PIs and grant administrators can see patterns in spending across the months.
· Do not use this “C” report for prior year reporting.
Default Variables Entry Screen Exclusions
· Grant Funds are reported and the cost shares are initially filtered out via the Variables Entry inclusion of only grant funds (G*).
· Archived grants are reportable but initially excluded on the Variables Entry screen as part of Grant Stage.
Tips
· The Total Commitments column includes the following amounts. This column can be swapped for a Salary Funds Commitment column and an Other Commitments column if preferred by the user.
a. Encumbrances for salary expenses through June of the current fiscal year
b. Unpaid amounts on purchase orders
c. Unpaid amounts on travel funds reservations
d. Purchase requisitions that have not yet been assigned a PO number.
· A "Total Actuals & Commitments" column is hidden but available from the Key Figures filter in the Navigation Block.
· Use FM805C with the grant fund exclusion removed or FM806C to see fiscal year actuals for all grant G/Ls, including revenue and transfers. GM/FM845C is only an expenditure report.
· To exclude both Closed grants and Archived grants, click the New Row button across from Grant Stage on the Variables Entry screen, type CLOSED/REV and select the "exclude" choice from the drop-down. Or, adjust the Grant Valid To filter to only include current open grants.
· From the properties of Grant, select the attribute "Total Grant Amount." This will add a column to the report that shows the total value of the grant, though it is not a part of any calculations in the report.
Bookmarks
None
Go To Functions Available (from the right click menu)
· GM/FM865: Actuals Document Journal Detail Jump to a GM/FM865 report with the detailed financial document detail.
· LH100E: Labor History Detail by Employee Use this “Go To” functionality to view a list of all the expenses by employee that equal the actuals posting that was queried.
· PBC200: Salary & Vacancy Commitments Jump to a listing of the salary encumbrances for the current month through the end of the fiscal year in June.
· GMGRANTD-Display Grant Master Data Jump to this transaction in R/3 to view more grant master information.
GM/FM870C Relationship to Other Reports
· GM/FM845C reports YTD Budget and Actuals. It has additional columns to show Commitments and the Uncommitted Budget Balance. Budget and Actuals used in the calculation are YTD figures; therefore, the amounts in the "C" reports (except closed period actuals) are not expected to tie out to GM/FM845.
· Though grant funds are reportable in the FM805C and FM806C reports, they do not directly tie to GM/FM870C since the reported commitment items (such as revenue) in FM reports are not the same as those in the GM/FM reports.
GM/FM870C Relationship to R/3
Since BW data is as of the previous day's business, a report for the current fiscal year & period will not include any activity that has posted today in R/3.
Salary Commitment Information
· Salary commitments are not generated for hourly or graduate assistant student positions.
· One time payments booked for a prior month but not yet paid DO NOT show in the current month's commitment figures.
· Until payroll processes, retroactive activity won't be reflected in commitments or actuals in BW.
· Vacant Position pre-commitments are released after the end of the month before period close, therefore steadily reducing the balance of the vacancy pre-commitments each month and zeroing out at the end of the fiscal year.