Los Angeles Mission CollegeLos Angeles Mission College

Administrative ServicesAdministrative ServicesSr. AccountantSr. Accountant

Jerry HuangJerry Huang 20102010

Tracking Income ( grant ) Tracking Income ( grant ) Reimbursement in SFPReimbursement in SFP

Los Angeles Mission CollegeLos Angeles Mission College

Most of the grants are awarded on one year basis, and some grants are granted multi-year with budget augmented once a year. Few are granted as multi-year grants with a lump sum budget awarded for the entire duration of the grant.

Each grant will be assigned a fund #. If a grant is a multi-year grant with augmentation each year, each year will have a different fund #. However, the grant will be given only one fund # if it is a multi-year grant with a lump sum budget awarded for the duration of the grant. Please be note that some multi-year grantor with budget augmented annually allows first year unspent balance to roll-over and continue to be spent in second year or in subsequent year depend on your granting contract. Please consult your district accountant if you are not sure.

Regardless if the grant is one year or multi-year with lump sum or with budget augmented annually, the grantor will require the grantee to submit invoice on timely basis as specified in the grant contract.

Los Angeles Mission CollegeLos Angeles Mission College

In Fund accounting, majority of the grants are on cost reimbursement basis. Under this system, once college/district is awarded a grant, district will pay for expenditures incurred out of district general fund first. Then district will get reimbursed based on the invoices submitted to granting agency for any legitimate expenditures incurred under the grantor’s guideline.

Because it is cost reimbursement system, the last part of the expenditure of the grant may not get reimbursed on time before the end of district fiscal year. As a result, there will have outstanding invoice(s) after the end of fiscal year and this outstanding amount will be our Accounts Receivable ( A/R ) at year end. Because of the timing of the process, we will not see any A/R until the end of fiscal year ( period 16 ).

Once an A/R is created for a particular fund, each grantor will be assigned a customer #. If a grant crosses two fiscal years with a same fund #, there will be an A/R with a different customer # in each year with same fund #.

If you are allowed to spend unspent balance that is rolled-over from prior year and you also have a new fund # in current year, you may see two customer # for your A/R at the end of current year if the current expenditure from rolled-over balance have not get reimbursed at current year end.

Los Angeles Mission CollegeLos Angeles Mission College

In LACCD accounting, the GL/commitment item of all income accounts always start with “8”. If you leave the commitment item blank when you retrieve your budget report, you will see the income account show up in the budget report.

The amount in the “Budget” column in the income account is the total amount of budget awarded by the grantor. The “Actual” column shows how much district has been reimbursed and the “Balance” in the income account is the amount we have not get reimbursed.

Be note that the amount in the “Actual” column in the income account at year end always equal our total expenditure of the fiscal year (including period 16 ). This “Actual” amount in income account at year end comprises the amount that has been reimbursed and the amount that is still outstanding ( A/R ) and waiting to be reimbursed by grantor.

We will demonstrate how to track the income reimbursement by looking at the detail of the income account. REMEMBER ! It is program directors’ responsibility to contact the granting agency for any outstanding invoices that has not been reimbursed otherwise the unreimbursed amount will be charged to college general fund by the district.

Double click at ZLAC ( LACCD reports ) in SAPYou will see the screen in next slide

You can expand this tree-like menu by clicking “+” sign. For budget report, you click on the “+” in front of “Funds Management” . In Funds Management. You can click on Master data, Detail and Summary. Your screen will look like the one in next slide

Click the white arrow to go back to previous screen.

Double click “Financial Report by Fund” under “Summary” for your budget report

We take fund 17030 for example because this program crosses 3 fiscal years ( fy 08 – fy 10 ) with same fund #

We type *M* in “Funds Center”. “*” means a wild card which tells SAP that we are querying all fund centers within 17030 at Mission College.

Always type “1” here

Type fiscal year and period here. Because this fund crosses 3 fiscal years, we type from fiscal year 2008 Period 1 to fiscal 2010 period 16. Or we can type 2008 period 1 to 2008 period 16 if we only want to see one year.Remember: A/R is created only at year end, we need to put “period 16”

Because all income accounts starts with “8”, we can type from “800000” to “899999” which is telling SAP that we want all accounts starts with “8” within 17030. The budget report will only show income account in the program.If we leave this “commitment item” blank , the system will retrieve budget report with every GL ( commitment item ) line item

After filling out required options, click the execute clock and we’ll see a screen like the one in next slide.

This report shows the income account which is 818000. Also it shows three different amount in “Actual” column in the income account. These three are from fy 2008, 2009 and 2010.

Remember the Actual amount in each fiscal year comprises of the amount district got reimbursed and the amount that is still outstanding and yet to be reimbursed. In order to see what is the amount exactly not yet received, we need to look the account, 818000, in detail.

Let’s go back to LACCD ( ZLAC ) report. This time we will look at the account detail in “FI Posting”.

Double click “FI Posting” under “Detail” for the GL detail report

To see GL account in detail, we choose “ FI Postings” in Detail under “Fund Management”

This screen looks the same as the one for retrieving our budget report

Like Budget report, we fill out all information required to see the detail of the income account, 818000, in 17030 of three fiscal year – 2008, 2009 and fiscal year of 2010. Let’s see fiscal year 2008 first

Type in from 2008 period 1 to 2008 PERIOD 16.

This screen shows each reimbursement amount in the income account of 818000 in fiscal year of 2008

Here we can see an A/R was set at the end of fiscal year 2008.

First, let’s double click any where in the line item of “SET UP A/R 07-08” and we’ll see a screen like the one in next slide

This screen shows the A/R was set up by district at the end of fiscal year 2008. We can see a customer # of 10223 was assigned for fy 2008. There will be a different customer # in 2009 even though the fund # remains the same, 17030.

Because this A/R was set up 2 years ago, we want to know has this amount been reimbursed yet.

Move the cursor over the customer # and double click . See next slide.

Once we are in this view, click on the Environment and choose “Invoice Status”. In this case, there is nothing show up and we will get a message like this, informing us there is nothing under “invoice Status”.

However, there is a doc # 1400010345 in “Clearing option”. Move the cursor over this # and double click on it. The system will show the detail of this doc # 1400010345.

This document overview shows the entire A/R amount has been reimbursed By grantor – Federal agency.

Now let’s go back to the FI Posting to see the A/R in fiscal year 2009 and see if that A/R has been reimbursed.

Click this green button with white arrow to go back to previous screen.

Like Budget report, we fill out all information required to see the detail of the income account, 818000, in 17030. Now let’s see fiscal year 2009

Type in from 2009 period 1 to 2009 PERIOD 16.

Like the one we saw in fy 2008. Let’s double click any where in the line item of “SET UP A/R 08-09” in the amount of $ 1980.41 and we’ll see a new screen in next slide

Here is a different customer # than the one in 2008. In fy 2009, the customer # is 10272 for the same fund # of 17030.

Move the cursor over the customer # and double click . See next slide.

Once we are in this view, click on the Environment and choose “Invoice Status”. Now there will be another detail once we choose “Invoice Status”. See next slide

Now we can see the amount of $ 1,980.41 of A/R in fy 2009 has been reimbursed by two separate payments and A/R is 0 dollar now.

Now let’s see fiscal year 2010 with the same procedure. Starting with FI Posting ( remember to put 2010 period 1 to 2010 period 16 ) and double click on the line item of A/R for 09-10 and we can see the screen like next slide.

Now here is another different customer # 10313 in 2010.

Now we know even with same fund #, 17030, each year a different customer # is assigned. In this example, the customer # in fy 2008 is # 10223, fy 2009 is 10272 and 10313 in fiscal year of 2010.

Move the cursor over the customer # and double click . See next slide.

Once we are in this view, click on the Environment and choose “Invoice Status”. In this case, there is nothing show up and you will get a message like this, informing us there is nothing under “invoice Status”.

Because there is no invoice Status nor clearing document, it may mean this A/R amount of $ 850.24 may be outstanding unreimbursed.

It is recommended that you should check your A/R status from your previous programs, otherwise the unreimbursed amount will be charged to College General Fund.

REMEMBER ! It is program directors’ responsibility to contact your district accountant and granting agency for any outstanding invoices that has not been reimbursed.

Unfortunately there is no “clearing doc #” here either.

Los Angeles Mission CollegeLos Angeles Mission College

Administrative ServicesAdministrative ServicesSr. AccountantSr. Accountant

Jerry HuangJerry Huang 20102010

This concludes our training of Tracking This concludes our training of Tracking grants Reimbursement in SFPgrants Reimbursement in SFP