Reading CSRs & GL
Barbara Barrett, University Financial Systems, barretbj, 687-1961 Spring 2012
• General Ledger (GL) – structure of the data
– Account codes, funds, cost centers
– Journal IDs, source codes, operator IDs
• Posting Transactions to the GL
– How and When
• Reading Cost Center Status Reports (CSRs)
– Formats (fiscal yr, project, special fund)
– Budget versus actual
– Inquiring on a transaction
– Sponsored Programs (RX)
General Ledger Review
The general ledger (GL) is the University’s accounting
system, or the official financial records of the institution.
The general ledger is a table that uses combinations of
chartfield values to organize and store financial activity for
The primary chartfields for GU are Account, Fund, and Cost
Center. Let’s review them.
Account codes are used to classify transactions as revenue,
expense, asset, or liability.
For example, salaries are an expense to the University.
701xx identifies academic salaries and within this range
detailed accounts identify various academic groups.
70105 – Ordinary Faculty
70110 – Acad. Salaries Faculty
70120 – Acad. Salaries Exec/Admin
Account Code Structure
The account codes are organized to group and summarize activity for reporting
purposes. The Balance Sheet report summarizes the assets, liabilities, and net worth of
an organization; the Income Statement reports the increase(decrease) in net worth for a
Balance Sheet Account Codes
Assets 01000 – 19999
Liabilities 20000 – 29999
Net Assets (Equity) 40000 – 49999
(Assets – liabilities = net assets)
Income Statement Account Codes
Revenue 50000 – 59999
Expense 70000 – 79999
Transfers 80000 – 89999
(Revenue – Expense – Transfers = change in net assets for a fiscal year)
Change in net assets are added to prior year net assets to determine total net assets (or
equity) at the end of a fiscal year. This balance is carried forward as the beginning net
asset balance in the new fiscal year.
More on Account Codes
Some account codes have been setup for budgeting only. Revenue,
expense, & transfer accounts (50000 and greater) that end with ‘000’ or
‘00’ should only be used for budgeting. No actual transaction may be
posted against these accounts.
71000 – Supplies
71100 – Office Supplies
71200 – Computer Supplies
Transfer accounts, 89xxx, are used to move money between cost
centers, except for RX and GA centers. Transfers are not permitted
with RX or GA.
89205 – Program support from one center to another
89206 – From operations to reserves
89207 – Reinvest endowment distributions to principal
Use the same account code for the debit and the credit.
Search for Active Account Codes
The following web site provides account code lookups
The first lookup is a search
feature. Search by account,
account group (ex. 71), or by
description. In many cases
there are comments to assist in
proper account usage.
The second is a complete list
of active accounts as of a
specific date, in excel format
so that it may be printed or
saved to the desktop. This list
must be updated periodically.
Fund code groups financial activity based on the use of the money.
10 Current use unrestricted fund: activities supported by resources over which governing
boards have discretionary control, ex. tuition and room & board. (ex. Departmental operating
budget – GX)
20 Current but restricted use fund: activities that are supported by resources whose use is
limited by external parties to specific operating purposes. (ex. Scholarships – RC or RS)
30 Endowments: assets to provide income for the maintenance of the institution. The use of
the assets of the fund may be permanently restricted, temporarily restricted, or unrestricted.
Endowment funds are generally established by donor-restricted gifts and bequests to provide a
permanent endowment, which is to provide a permanent source of income, or a term
endowment, which is to provide income for a specified period. The institution’s governing
board may earmark a potion of its unrestricted funds as board-designated endowment (quasi
40 Loans: account for loans made to students and other constituents and resources available
for those purposes.
50 Plant: record land, buildings and equipment and the resources held to acquire them.
Fund Code Relationship to Cost
For revenue & expense activity (50000 – 89999) use
10 – if cost center starts with G
20 – if cost center starts with R
30 – if cost center starts with E
40 – if cost center starts with L
50 – if cost center starts with P
Cost centers are used to distinguish activity by the area,
program, and even restrictions on the funds. Cost centers
are nine characters in length. The first two are letters which
generally represent the fund and type of restriction or use of
the funds. The last seven are numbers which generally
represent the home department (first four) and a sequencer
(last three) since most areas have multiple cost centers.
GX – 2210 – 001
Fund Center Home Dept Sequence No.
The first two letters in a cost center are often referred to as
the fund center. The fund center provides an indication of
the use or purpose of the revenues and expenses tracked in a
For example, GX is a fund center for operations. Most
departments have at least one GX where their office
expenses such as salaries and supplies are charged. These
cost centers also have established budgets. GX centers
operate on a fiscal year schedule. A new budget is
submitted for each fiscal year and the actual transactions
start from zero each year.
Another fund center type is RX. RX is sponsored
programs activity, grants and contracts. RXs have
established budgets and charge expenses such as salaries
and supplies, however, they are not based on a fiscal year.
RXs are based on the term of the award which can run for
many years. In addition, RXs usually have external
For a complete listing of fund centers or to search for a cost center
Fund Center Groupings / Relationships and CSR Format
Endowment Investment Pool
Endowment Investment Separately Invested
Principal Investment Earnings Distribution/ Spending Pool Administration Endowments
EA - awards (S) RA - awards (S) EC - gains/losses (S) EJ - term (S)
EB - building (S) RB - building (S) ET - interest/dividends (S) EK - scholarship (S)
ED - term (S) RD - term (S) EX - administration (O) EM - other (S)
EE - special purpose (S) RE - special purpose (S) EN - planned giving (S)
EF - quasi (S) RF - quasi (S) ER - life insurance (S)
EG - general (S) RG - general (S) EV - other trusts (S)
EH - hospital (S) RH - hospital (S) EW - professorships (S)
EL - library (S) RL - library (S)
EP - professorship / lecture (S) RP - professorship / lecture (S)
ES - scholarship (S) RS - scholarship (S)
Current Restricted Funds Sponsored Programs Research Grants and Loan Funds
(Restricted by External Source but Contracts
entirely available for use in current yr)
RC - scholarships (S) RX - sponsored programs (P) LL - Loan Funds (S)
RT - other (S) GM - spon prgm cost sharing (S)
RW - awards (S)
Current Unrestricted Funds Construction Projects Investment in Plant
GA - agency funds (non-GU) (S) PC - construction expenses (P) PI - Investment in Plant (S)
GD - designated for specific use (S) PD - unrestricted funding for construction (S)
GP - patents (assets on bal sht) (N) PE - moveable equipment constrctn (P)
GR - clinical practice reserves (S) PF - federal funding for construction (S)
GS - summer semester activities (O) PR - restricted (donor) funding for construction (S)
GT - telecom a/r (bal sht) (N) PJ - software projects (P)
GX - annual operating budgets (O)
CSR Formats: O - Fiscal year (operating), P - Project, S - Special Fund, N - no CSR: bal sheet only
Fund Center Table
Find the description of a fund ctr or review the purpose (use) of a particular fund ctr. http://www.georgetown.edu/finaff/coa/fundc.html
Search for active cost centers at
Search for a Cost Center
Cost Center Attributes
Each cost center has a set of attributes assigned that enable the
data to be grouped and reported on in various ways. The common
• Effective date - saves current, historical & future changes
• Status - active or inactive
• Organization Hierarchy – includes campus, school, division, department, and
• Grouping – links related cost centers such as RX program projects
• Salary flag - can salaries be charged, yes or no
• Financial statement code - functional support provided to Univ. by the
activities of the center such as instruction, academic support, research
• Net asset code - level of restriction, if any, on the funds (unrestricted, temp or
• Not so common attributes include line of business and RX specific attributes
which will be reviewed later
The organization hierarchy defines responsibility for managing the cost center within
the University’s reporting hierarchy. This code provides a simple method for
consolidating financial data by one of the levels. This code also simplifies data security
for many users.. The levels of the organization hierarchy are:
For example: GX2200000 Office of the College Dean maps to:
Campus: 10 Main Campus
School: 1002 Georgetown College
Division: 1016 GC Dean
Department: 10020 College Office of the Dean
Program: 100020 College Office of the Dean
Use the cost center search feature to find centers within a
hierarchy. Below is a search for all cost centers mapped to the
department of Chemistry.
There are several other chartfields stored in the general ledger
such as the fiscal year and the month (or period) of the year that
the transaction is posted.
One optional chartfield for departments is subclass (class).
This five character field is pre-defined by the dept. and used on journals,
EAs or purchase orders to help track specific programs or uses.
For example, EM101 – security systems and EM102 – energy control
Note that departments will not be able to assign subclass codes to
transactions sent by feeder systems such as payroll, telecom, and
General Ledger Summary
The chartfield values are used in combination and with dollar
amounts to generate journal voucher transactions to record the
financial activities of GU. A journal entry is a balanced set of
transactions, that is, a transaction with debit amounts and credit
amounts that equal zero when added together.
An example of a journal entry and its basic characteristics:
0000022390 | 10-16-2000 | GAO | NG | 1 | 01102 | 10 | GX5340000 | registration inc | CORONAD | $ 500.00
0000022390 | 10-16-2000 | GAO | NG | 2 | 55139 | 10 | GX5340000 | registration inc | CORONAD | $ -500.00
Journal ID, Journal Date, Source, Reference, Line Number, Account, Fund, Cost Center, Line Description,
Operator ID, and Amount.
Contact the General Accounting Office or Barbara Barrett at 687-1961(barretbj) if you have questions about
the GL or chartfields
Posting Transactions to the GL
• Most transactions are entered in the GL through
automated interface programs. These include charges
from GMS payroll, telecommunications, procurement
card, consolidated billing for AP vendors: Xerox, Boise,
FedEx, etc., facilities work orders, student information
system, and accounts payable.
• Generally, departments submit journal vouchers to record
– Interdepartmental charges such as mailing services and bookstore
– Reallocation of charges between account codes such as with the
– Transfers to provide program support to another area/cost center
– RX cost transfer adjustments sent to Sponsored Accounting Office
if dept not authorized to upload
• Journal voucher upload templates are available at
Departmental journals are to be uploaded to the GL by you if authorized, your business
manager or designee, GAO, Payroll, or SAO. There are separate upload templates for
payroll journals and cost transfer journals. Go to
http://www.financialaffairs.georgetown.edu/forms/forms.html to save templates and find
Contact the General Accounting Office, if you have questions regarding JV closing dates
or submitting upload JVs for posting.
Web Expense Voucher
Visit the Accounts Payable policies site for restrictions
on use of expense vouchers. Contact AP to learn more
about using web expense vouchers.
GL Batch Posting Cycle
Examples of transactions
loaded during the day
Accounts Payable (daily)
Cashier Deposits (daily) *Starting at Generate and
OA gifts (daily) 6:00pm: post system
journals: Generate Web
Online users (daily)
Student Accts (daily) Edit and available for
GMS payroll (daily, bi- Post Fringe benefits, viewing the
weekly & monthly) Journals indirect cost next morning.
that are charges ,
Error Free automated
Telecom (monthly) interfund
Web Cost Transfers balancing
*The posting cycle runs 6:00pm daily Monday – Friday excluding University holidays and on Sundays starting at 11:00am.
GL Closing Schedules
Go to http://financialaffairs.georgetown.edu and select the ‘Calendars’ link to get to
the GAO monthly closing calendars and the yearend audit calendar.
Financial Affairs Policy Updates
Go to the Financial Affairs home web page regularly to
check for updated policy and procedure information. In
– What’s New http://www.financialaffairs.georgetown.edu/whatsnew.html
– Policies & Procedures
• Financial affairs policy updates
• CSR review and reconciliation
• Non-depreciable movable equipment
What is a
The Cost Center Status Report is a report for tracking
revenue and/or expenses related to a particular program
or activity. In most cases the CSR tracks budgeted
activity in addition to actual revenue and expense
The CSR may be used to:
• Check your current ending balance
• Check your year-to-date expenditures
• Check to see whether expense items have cleared and whether they
belong to your cost center
• Compare to your budget to see if you have a positive or negative
variance and whether you have any remaining budget dollars
– Non-payroll journal activity
– Payroll journal activity
– Open PO report
– Payroll encumbrance
– RX award information (web only)
– RX milestones (web only)
– Endowment information (web only)
– GL activity (web only)
– Payroll master list (web only)
– Fiscal year/budget based: operating (GX)
– Project year(s)/budget based (RX, PC, PE, PJ)
– Qatar format
– Special funds - may have budgets but the available balance in the fund carries over from
year to year. Detailed activity is shown only for the current year (ex. GD, RT, RS, EP)
Using the CSR to Manage
Budget vs. Actual
Login to Financial Access+ to review the CSR report
- go to http://limited.georgetown.edu/FinancialAccess/
- select ‘Login to Financial Access+’
- enter your GU netid and netid password
-Financials: - View Center Status Report
- Check Distribution Report
- Cost Transfers
-AP & Purchasing: - Enter Requisitions
- Procurement View
- Enter Expense Vouchers
- View Voucher Status
- Grants Management: - Sponsored Projects Milestone Update
- Effort Certification
Select the Financials menu
Then select the View Center Status Report link
- enter the cost center to be viewed.
- select the period to be viewed
- select the report type to be viewed
- select ‘Submit’ button
Format (GX) -Center
A B C D E F G H
C = B/Spread Method F=C-E H=B-E-G
Net Activity = Revenues - Total Expenses
Revenues: brackets around the variance indicate
that less revenue has been collected YTD than
expected per the estimated YTD budget.
Expenses: brackets around the variance means
Revenues: no brackets around the variance means that more has been spent YTD than expected per
that more revenue has been collected YTD than the estimated YTD budget.
expected per the estimated YTD budget. Expenses: no brackets around the variance means
that less has been spent YTD than expected per
the estimated YTD budget.
A - Original Approved Budget (OAB): developed by campuses and approved by the
Board of Directors generally during Feb or May meeting.
B - Current Approved Budget (CAB): OAB plus (minus) temporary and permanent
budget revisions made after May.
C - Estimated YTD Budget: the timing of the revenue receipts and expense payments
are estimated by spreading the CAB over the twelve months of the fiscal year.
(1) based on prior year’s actuals (4) manual spread by user
(2) one twelfth per month (5) quarterly
(3) full amount in June1/12 (6) semi-annual (Sep/Jan)
D - Current Month Actuals: summary of revenues and expenses posted to a cost center
during the current fiscal month. The total agrees to the sum of posted journals on
the payroll and non-payroll journal activity exhibits.
E - YTD Actuals: summary of revenues and expenses posted to a cost center for the
fiscal year beginning with July and through the current month.
F - Variance: amount is equal to the estimated YTD budget minus the YTD
actuals. Variance measures your actual financial results to your
projected results for a particular point during the fiscal year.
G - Open Commitments: amount is equal to outstanding purchase
requisitions (orders sent to purchasing) and outstanding purchase orders
(orders dispatched/sent to vendors but not yet paid).
H - Budget Balance Remaining: amount is equal to CAB minus YTD
actuals minus open commitments. This column shows balance
remaining to be collected (revenues) and balances remaining that can be
- a negative balance in revenues - still expect to collect more revenue
- a positive balance in revenues - collected more revenue than budgeted.
- a positive balance in expense - available budget to spend.
- a negative balance in expense - spent more than budget provided.
Payroll Encumbrance Exhibit
The rule for calculating a payroll encumbrance for non RX centers is to use the least of:
-Expiration date of the employee from GMS
-End of the current fiscal year
Center Status Detail
The detail report breaks out the summary amounts into the detail account codes where the expense hit
Upon completion of the summary and detail review select the non-payroll journal activity
exhibit for review.
Non-Payroll Journal Activity - includes activity in accounts 50000-59999, 71000-89999
The operator and/or source code tell which office/system & which
person initiated the transaction
Look Up Operator in the G’Town Directory
URL = http://contact.georgetown.edu/
Other common source
GAO - General Accounting on-
APY - Accounts payable,
CON - AP consolidated billing,
CSX – Auxiliary services division
PRC - Procurement card,
PYO – Payroll adjustment JV
FAC - Facilities work orders,
TAS - Telecom phone charges,
XFR – Cost transfer adjustment
Look Up Source Codes
The source code indicates which feeder system, area, or
office initiated the journal entry. 48
AP transactions usually have two rows for each entry. The heading
Non-Payroll Journal provides the description for the first and second row of the entry.
Information regarding invoice numbers, POs, check numbers etc. is located here for those
transactions processed through the AP/PO system. Not all items with a journal source APY will
have requisition/PO info.
At year-end, numbers in the YE column indicate if the transaction occurred during first,
second, or third close. The CSR uses the YE column throughout the year to show
unposted journals during a period.
Non-Payroll Journal Data Fields
• Transaction row 1
– Journal date: the date assigned to the transaction by the feeder system or the user preparing the journal. As a
result a journal may be loaded on the last day of the month with a journal date of the first of the month, because
the user or the feeder system is assigning this date.
– Journal ID-Line: the ten-character value assigned to a transaction and the line number within the journal. The
journal id and the journal date in combination make the transaction unique.
– Posted Date: the date the transaction posted to the GL. This date is a helpful reference to determine which
transactions were most recently added to the report.
– Src cde: the three-character code that identifies the feeder system or the University area responsible for the
transaction. See http://www.georgetown.edu/finaff/FMS/coa.html for a list of the Journal Source Codes. This code
assists the user in identifying a contact if he/she has questions. For example, GAO is General Accounting Office
which means someone in this office submitted the journal. GAB is General Accounting Batched which means
someone in GAO uploaded the journal on behalf of a University Dept.
– Ref cde: the two-character code is used to identify the type of transaction such as bank charge, accrual, wire
transfer. But for most user initiated journals the ref ‘NG’ is used which means not generally specified, i.e., type of
transaction has not been identified.
– Operator: generally this value will be the GU netid of the user who prepared the journal, although it is possible for
a user to enter a value other than his/her true GU netid. For feeder system journals such as payroll, the operator is
identified only as SYSTEM.
– Description: the line description of the transaction appears here. The line description is intended to provide some
detail on what has been expensed or what revenue is received.
Non-Payroll Journal Data Fields
• Transaction row 1 continued
– Ref/Vchr: if the journal src is ‘APY’ accounts payable, then this field contains the AP voucher id. This value is
useful for confirming postings of Expense Vouchers, and is useful if you need to contact AP for questions or to
obtain supporting documents. If the journal src is ‘XFR’ then the reason code, i.e., why a cost transfer was
necessary, will be displayed in this field. If the journal src is not ‘APY’ or ‘XFR’ then this field may contain a
ten-character reference added to a journal by the user. It is an optional field to provide additional information
related to the transaction.
– Invoice/Offset: if the journal src is ‘APY’ this field contains the vendor’s invoice number. If the journal src is not
‘APY’ this field may contain the offset accounting, i.e., what account code and cost center received the opposing
credit or debit related to this transaction.
– Subclass: the journal may contain a five-character value entered by the preparer to act as a group value. That is
the user may want to flag certain expenses into one group and other expenses into another group. This value may
be used to accomplish this, however, it can only be added on transactions the user has initiated: purchase
requisitions, expense vouchers, and regular journals. View the subclass list on the following web site:
– Posted Amount: the amount for this transaction.
– YE: most of the year this column is blank. During June, the last accounting period of the University’s fiscal year
there are three closing periods. This column is used to flag transactions posted during second close (2) and those
transactions posted during third close (3). The YE column is blank for transactions posted during June’s first
close. Check GAO’s closing calendar for the dates of first, second, and final close each year.
Non-Payroll Journal Data Fields
• Transaction row 2
Transactions with a journal src of ‘APY’ are accounts payable transactions and there is a second row of data related to
– AP Oper: this is the GU netid of the Accounts Payable analyst who entered the transaction into the system.
Lookup the netid on the GU web directory and then contact this person if you have questions or require supporting
– Vendor: this is the name of the vendor providing the goods or services in this transaction.
– Check #: this is the number of the check issued by the University’s AP system to the vendor.
– Req #: this field may contain a ten-character requisition number if a requisition was used to initiate the request for
goods or services.
– PO #: this field may contain a ten-character purchase order number if a purchase order was used in the process of
requesting the goods or services.
Select the Open Purchase Order Report to review open POs for the cost center.
The open purchase order report shows open amounts remaining on purchase
orders, requisitions, sub recipient contracts, and animal care facility care days.
These are amounts that have been obligated against the budget. The open
amounts appear on the CSR summary and detail exhibits in the Open
Accounting for Purchase Orders at Year End
•Blanket/Standing POs: purchasing currently requires blanket orders to be
reestablished at the start of each new fiscal year. The blanket order is closed at
year end and any open encumbrance amount is reversed. No accrual entries are
made to charge for invoices that may not yet be received.
•Construction Projects (PC/PE): at the end of the year open purchase orders that
are entirely for a PC or PE cost center are rolled forward to the new year to keep
the encumbrance open. No PO accrual entries are made at year end for these
•Regular (one time) POs: at year end these orders are closed, but prior to
closing, the open amounts are pulled and amounts greater than $500 are accrued
as expenses in the current year and credits are posted in the new year to reverse
the accrual. RX centers are an exception, accruals are not posted for RX centers
since sponsor reports are prepared on a cash basis.
•Sub recipient Contracts: are carried forward to the new fiscal year
Select the Payroll Detail Activity to review payroll transactions by employee for the month.
Payroll Detail Activity
Estimated payroll is necessary when the end of the bi-weekly pay period does
not coincide with the end of the month. A journal reversing this estimate is
posted in the next month to eliminate the prior month estimate. Notice the
reference codes: EP = estimated payroll and PR = payroll estimate reversal.
Pay Type – PE codes are Subclass values that
may be reviewed on the chart of accounts
Payroll Detail - Fringe Calculation
There is a separate fringe calculation for each
employee for each pay period JV
Recalculating Fringe Benefits
In GMS the fringe rate is determined by the combination of an employee’s job
family group, time type, and FTE
Recalculating Fringe Benefits
• Please note that fringe rates for FY12 are reduced to 23% when an
individual’s calendar YTD pay reaches $125,000, and fringe is no
longer charged to additional pay after the YTD pay reaches
$205,000 (limits effective as of 7/1/2004). These limits are set by
the benefits office and executive committee and are subject to
• Visit the chart of accounts web page to see the GMS fringe table
• FY2013 will be posted when the new fringe rates are final.
Map PS pay category codes to GMS earning codes
Visit the chart of accounts page for a list of pay category codes found on
the CSR payroll activity report mapped to the GMS earning code. The
GMS earning code is a field on the new General Payroll Form.
Special Fund CSR
• CSR contains a beginning and ending
• Balance rolls forward to the next fiscal year
• Detailed activity shown on the CSR is for
the current year
• The center may or may not include budgets
• Examples include GD, RT, ES, LL, PD.
Special Funds CSR Format (RT)
A positive amount in the beginning or ending balance is equal to a
surplus. A negative amount in the beginning or ending balance is
equal to a deficit.
RX Accounts - Overview
• The RX number Assigned by pre-award administration for each
• First four digits = home department
• Last three digits = sponsor type
– 0 - 399 = DHHS
– 400 - 599 = NSF
– 600 - 799 = Private
– 800 - 999 = Other Federal
• RX accounts retain their balances from year to year
• Income(revenue) is recognized and recorded when expenses are
incurred. These journals are system generated in PeopleSoft based on
posted expense journals.
• Departments should not deposit checks directly into an RX center.
Checks should be hand carried to SAO for deposit.
• Transfer account codes (8xxxx) cannot be used with RX accounts
RX Cash Flow
CF Type Description Reimbursement of Expenses
1 Letter of Credit Federal Awards – funds
2 Clinical Trials Reimbursement of expenses by
invoices sent based on patients
seen for the study.
3 Deferred Payment Funds are received before any
services are rendered (paid in
4 Automatic Payment Receive funds as
reimbursement for expenses on
an installment basis
5 Billed Some type of invoice is
required to receive
reimbursement for expenses
RX - Indirect Costs
• Indirect costs are amounts reimbursed to the university by the sponsoring
agency for unallocated overhead costs such as space and utilities.
• The university negotiates an indirect cost rate with the government/other
• The university recovers as indirect cost an expense equal to total RX
expense (less any account exclusions) multiplied by the indirect cost rate.
• Indirect cost (IDC) account code is 79501
• IDC Rate
– Negotiated with sponsor before award is set up
• Federal - Negotiated with DHHS
• Non-Federal - Negotiated individually with sponsors
Federal 53.5% On-campus Research
Federal 26% Off-campus Research
Business 25% On-campus Clinical Trials/
Pharm. Corp Sponsors
Private 15% If any indirect
RX - Indirect Costs
• How to calculate the IDC amount on a
– Reference the total direct expense amount for the
– Subtract estimated p/r and excludables (x next to acct
code for excludables)
– This amount will be the modified total direct cost
– Multiply the MTDC by the IDC rate for this RX
Project CSR Detail (RX)
Note that the detail report
will place an ‘x’ next to
any account code with
activity that is excluded
from the indirect cost
RX Award Information on the Web
The IDC rate and other
RX cost center attribute
information may be
found on the web exhibit:
RX Award Information.
To review a project CSR summary or detail report select the report type that references
(RX,PJ,PC,PP Awd) in the title. Note that PE is also a project cost center.
Project CSR Summary (RX, PC, PE, or PJ)
A B C D E F
(F = A-D-E)
Payroll encumbrances - new March 2007
RX CSR Columns
A – Project Budget: the amount of revenues to be collected or expenses to be incurred for the
particular project. Usually fiscal year budget amounts are posted annually towards a
cumulative budget, however, in some instances the budget for the entire project period may
be posted upfront. The budgets are generally approved by the external sponsoring agency.
B – Current Month Actuals: summary of revenues and expenses posted to a cost center during the
current fiscal month. The total agrees to the sum of posted journals on the payroll and non-
payroll journal activity exhibits.
C – YTD Actuals: summary of revenues and expenses posted to a cost center for the fiscal year
beginning with July and through the current month.
D – Project to Date Actuals: summary of revenues and expenses posted to a cost center from the
start of the project through the current month. This period may span one or more fiscal years.
E – Open Commitments: payroll encumbrances, outstanding purchase requisitions (orders sent to
purchasing), outstanding purchase orders (orders dispatched/sent to vendors but not yet paid),
and subrecipient contracts.
F – Project Budget Remaining: the sum of project budget less project to date actuals less open
commitments. This is the remaining amount available for spending based on the current
funded amount of the project.
The rule for calculating a payroll encumbrance for RX centers is to use the least of:
-Expiration date of the employee from GMS
-End of the grant budget period that matches the report date
CSR Detail Report
Program Project CSR
Enter the program project award number, ex. PP4222001, to run a consolidated CSR
summary or detail of all the projects in a program project. Note that all the RX
centers included in the consolidation are listed at the bottom of the report
The GL balance information is intended to provide notice to the
department when the GL balance in the unearned accounts is different
from the budget balance remaining per the csr report. The difference
may indicate that a potential overdraft has occurred (expenses exceed
award amount). In this example, the difference is due to a required
reduction in the award amount. The reduction has been reflected in the
cost center budget but has not been reflected to date in the GL. In this
example the cost center reflects the accurate status of the award.
Contact sponsored accounting for further assistance in this area.
Collection Data appears for all RX centers except cash flow 2 – clinical
trials and 3 – deferred payment. This data compares cash collected to the
award total. Billing Data will also appear for RX centers with cash flow 2
– clinical trials or cash flow 5 – billed to show the amount billed versus the
A cost transfer is a secondary
journal voucher prepared to
correct an original transaction.
The original JV may have
charged the incorrect cost center,
an incorrect amount, or an
incorrect account code. Cost
transfers must include specific
information such as the original
transaction date and a reason
code for this adjustment, and the
JV must be submitted to SAO
with appropriate signatures and
declarations as needed.
The milestone table tracks key dates that reports, invoices,
etc. are due and the actual completion date of each task.
RX - Closing Expired Awards
The sponsored accounting office (SAO) is responsible for the close out of an
award which will include submitting the final financial statement report
(FSR) and determining what is to be done with unspent funds, if any. Once
the award is closed the cost center will be inactivated so that no additional
transactions may post, and the award status will be changed from ‘open’ to
‘closed’. Refer to the SAO manual for procedures and contact SAO if you
have additional questions.
Check for post award training workshops on the HR operational training
calendar or contact SAO if you have additional questions about managing RX
When you have completed the CSR review logout of Financial Access+ to prevent others
from accessing your data.
Alternate Reporting System - FRE
A new reporting system, FRE (Financial Reporting Environment) was
introduced last spring. The FRE uses a web-based Cognos reporting application
to deliver CSR and other financial reporting functionality.
Some of the enhanced functionality includes running reports to PDF or csv, drill
through capability from summary level reports to detail level, and expanded
options for reporting on transactions.
Some pieces of information found in FA+ today are not yet available in FRE
such as historical review of encumbrance data and the calculation of effort on
an RX center found within the Master Payroll List in FA+.
We do not anticipate a shut down of FA+ until some of these missing items have
Go to http://financialaffairs.georgetown.edu/FMS/FREprocedures.html to
learn more about the FRE and obtain instructions for set up and login.
All active FA+ users are authorized to use FRE at this time.