IRIS Reports forSponsored Projects

2

Purpose of reports• Monitor financial status

– How much money left to spend or overspent?– Budget adherence is sometimes important

• Some sponsors require it• Spending outside budget categories can cause F&A over /

under spending• Review detailed activity

– Ensure charges posted correctly• If not, take immediate action

• Provide information to PI• Provide information to Department Head

– Summary level reports

3

IRIS menu

4

ZDEPT_LEDGER description• Sources and uses of funds section shows

overview of project• Detailed transactions are shown• Primary source of information (official)• Tips

– Budget should equal zero– Obligated amount and budget for total uses of funds

should match– Remember that cumulative actual expenditures and

budget variance for uses of funds include F&A

5

ZDEPT_LEDGER example

Budget should equal zero

Obligated amount and budget fortotal uses of funds should match

ZFM_UT_LEDGER

• This IRIS transaction give you the same detail as ZDEPT_LEDGER, but

• It gives additional line item information that is helpful.

• It gives a clear budget vs actuals picture, that has been reported as easier for the PI’s to quickly see where they are in their projects.

6

7

ZFM_WBS_SUMMARY description

• One-page report summarizes a project’s financial activity and position– Good report for PI

• This report can be run on an interim basis because F&A and settlement are computed on interim expenditures and encumbrances

• Differences in certain key figures indicative of problems– See next slide for example

8

ZFM_WBS_SUMMARY example

These amounts should match; ifnot, something is wrong. Either budget &

obligated amount do not match or wehave spent out of budget

categories.

This report can be runon an interim basis because F&A andsettlement are computed on interimexpenditures and encumbrances.

9

ZFWBS012 description• Summary report for department head or PI• One line for each project• This report can be run on an interim basis

because F&A and settlement are computed on interim expenditures and encumbrances

• Includes every project for a department and every project for every PI in the department (regardless of where it is located)– For example, Dr. Brown is part of the Chemistry

department, but one of his projects is run through the research centers

10

ZFWBS012 example

Note that all projects for the PI are shown, regardless of department.

Note, that obligated amount andbudget should normally match

11

ZFWBS012 totals page

• The totals page for this report shows subtotals for sponsored projects flowing through the Chemistry department AND all other departments where Chemistry PI’s are running sponsored projects.

12

ZPS_WBS_ATTRIBUTES description

• This is an attribute report – no financial activity is available– Attributes from CJ20N and other modules in IRIS

• Useful for answering questions, such as:– How many projects do we have that are $1 million or

more?– How many projects does Dr. Brown have that are still

open?– What new projects were created in the last month?

13

ZPS_WBS_ATTRIBUTESselection screen

• Note that the “All selections” icon gives you a lot more attributes

• “Released” status is important

• Double-click on field for selection options– Such as “greater than”

All selections icon

14

CJI3 description • CJI3 can be a line-item report or a summary

report– Can drill down to original document

• Good selection criteria– CJ20N attributes– Status of WBSE– Document attributes

• Answers financial questions, such as:– How much did Dr. Brown charge for travel to his

restricted funds in May?

15

CJI3 selection screen• Use “Dynamic Selections”

button to select based on CJ20N attributes.

• Use “Status” button to select only open projects.

• Use “Further selection criteria” button to select based on document attributes, such as document type, user name, amount, etc.

• The layout for the report can be changed here. The default layout is a line-item report.

• If you are running a lot of data line items, you should increase the max hits under Further Settings.

16

CJI3 example

• This layout can be changed to a line item report and then you can drill down to the original document.

17

ZPS_REST_BAL description

• This is a good report for departmental accounting staff to use when cleaning up old accounts– Not a good report for PI’s or department heads

• Report can be used to show old, expired projects that still have a balance that needs to be cleaned up

• THIS IS NOT “BALANCE LEFT TO SPEND”

18

ZPS_REST_BALselection screen

• WBSE end date was changed in order to get old, expired projects with balances– The default end date is

12/31/9999 which will give you all WBSE

19

ZPS_REST_BAL example

• This report shows that Chemistry has one sponsored project that ended on or before 12/31/2005 that has a deficit balance. These charges need to be moved off this WBSE so that it can be closed.– Note that the balance includes F&A costs. This particular WBSE

has F&A of 43%. Therefore, $1,185.75 of direct costs need to be moved.

• $1,695.62 / 1.43 = $1,185.75

20

Z_CLOSEOUT_NOTIF description

• This report gives a list of sponsored projects expiring within the specified time period– Based on WBSE end date on CJ20N

• Departmental accounting personnel can generate this report to see which projects are ending soon (or have recently ended) that may need cleanup

• It can also be helpful for ensuring extensions are requested timely!

21

Z_CLOSEOUT_NOTIFselection screen

22

Z_CLOSEOUT_NOTIF example

23

ZAR_AGING description• This report can be

used to see the outstanding accounts receivable for a WBSE.

• Note, the “as of” date isn’t working correctly

24

ZAR_AGING example

• This WBSE has one invoice outstanding that was dated 7/11/2007 for $5,833.33.

25

ZPR_CC_WBS_DIST description

• This report shows the payroll distribution to WBS Elements and / or cost centers for the pay period specified

• Can show staff benefits, too– The default selection

is to exclude staff benefits

26

ZPR_CC_WBS_DIST example

• The real employee’s name has been removed.

27

ZPR_PAYENCUMB_DETAIL description

• This report shows the details of the salary encumbrance by person

28

ZPR_PAYENCUMB_DETAIL example

• The real employees’ names have been removed.

29

ZFWBS011 description • This is a FISCAL YEAR

report, not a cumulative grant-to-date report

• To be used to track F&A recoveries on a fiscal-year-to-date basis– By department– By PI

• Not to be used to evaluate financial status of a project

30

ZFWBS011 example

Note, a department head can see how much F&A is being

generated by PI. Also, a department head can see all of

the projects that a PI has, regardless of department.

31

Other reports• ZPR_ECR_UNCERTIFIED

– ECR Uncertified Effort Report• FBL5N

– Display customer line items• CJ20N

– Project Builder• ZPS_EXPORT_REPORT

– Export Control Report• ZFM_BCS002B

– Overall Budget vs. Actuals - Fund & CI• FMRP_RFFMEP1AX

– FM line item report - All Postings

Sponsored Projects Accounting “Certification

• The Modules listed as Training Classes related to Sponsored Projects can also be taken as a Certification.

• In order to gain a Certification in Sponsored Projects Accounting, you must take the training class and pass a quiz associated with the training module.

• Trainings toward the Certification can be obtained through HR training courses, Blackboard, or In-House training (upon departmental request)

• If taking the training through HR for the Certification you will need to take the quiz. Quiz’s are located in the Sponsored Projects Accounting project section in Blackboard.

• You must be registered as a participant within this project in Blackboard to gain access.

• To be setup in Blackboard contact Jay Taylor, Financial Compliance Officer, SPA @vtaylor@utk.edu or 974-0952.

32

33

Training classes• 1 Overview of Accounting for Sponsored Projects• 2 OMB Circulars & Cost Accounting Standards• 3 Understanding F&A Costs• 4 Direct Costing• 5 Cost Transfers & Closeout• 6 Cost Sharing• 7 Subcontract Monitoring• 8 Advanced Topics• 9 Invoicing, Reporting & Cash Receipts• 10 Sponsored Projects Reports in IRIS• 11 Business Ethics for Sponsored Projects• 12 Schedule of Final Charges (SFC)

RAOR Meetings• ROAR meetings are held on the 3rd Wed. of each month between

10-11am.

• Please consider attending these meetings. Each meeting has a specific topic and the meetings are open forum discussion. That means you should bring all your questions based on the topic being presented or just come to provide feedback about your experiences with others based on their questions.

• Also, the topics are chosen by topics/concerns supplied by attendees. The ROAR Committee would love to hear your topic requests.

• These meetings will give valuable information for you to take back to your department!

34