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Description
Chart of Accounts for Project Accounting document sample
Document Sample
Module: MUNIS Project Accounting
Topic: ARRA Tracking and Reporting
Using Project Accounting for ARRA MUNIS Version 7
Objective
This document provides step-by-step instructions on how to use MUNIS to help you track and report
required information for the American Recovery and Reinvestment Act of 2009 (ARRA).
Overview
ARRA funds must be tracked and reported in similar manner to any other type of Federal or State
grant. MUNIS Project Accounting is designed to assist you in that process. For each ARRA funded
program, create a project string to use to track revenues and expenses. MUNIS project strings are
assigned as one more (optional) segment in your Chart of Accounts. When recording revenues and
expenses related to the ARRA funded program, the GL account entered contains the project string
created to track that program.
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ARRA Tracking and Reporting
Using Project Accounting for ARRA MUNIS Version 7
Procedure
Use the following steps to create project codes, GL accounts, and an optional budget you can use to
track the ARRA funded program.
1. Open the Project Master Maintenance program
Financials > General Ledger > Project Accounting > Project Master Maintenance
For each ARRA funded program, you must first create a project code in Project Master Maintenance.
The project code is a component of the account number that is used throughout the system. It can be
linked to any account number that exists in your chart of accounts, regardless of the fund the account
happens to be in.
In addition to defining the code, Project Master Maintenance defines other aspects of the project such
as the title, contact names, status, and its funding source.
2. On the MUNIS toolbar, click Add .
3. Complete the following fields in order to add a new project.
FIELD DESCRIPTION
PROJECT CODE A code that represents the ARRA funded program. This code is linked to the
GL Account Number in the general ledger account table and is used to define
the program for reports and inquiry. This code can be up to a maximum of five
characters.
PROJECT TYPE A user-defined code established in Miscellaneous Codes FM. It may be used
to specify the type of project entered. Select a project type from the list.
The project type is optional in MUNIS.
TITLE The description of the project as it should display on the screen and print in
reports.
MAJOR PROJECT Enter the major project code if this project is a phase or task of another major
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ARRA Tracking and Reporting
Using Project Accounting for ARRA MUNIS Version 7
FIELD DESCRIPTION
project. If this project is independent, type the same code entered in the
Project Code box. This code could be used as a ‘parent’ code to group all
ARRA-funded programs (project codes) together for reporting purposes.
STATE ID # Enter a State Id if applicable. The information from this box is reported on the
Project Budget Report.
FEDERAL CFDA The federal grant number, if applicable. The information from this box is
reported on the Project Budget Report.
DRAWDOWN FREQ Indicates how often funds are drawn down for this project, such as monthly or
quarterly. This is an information-only field; it is not required.
COMMENT Enter Comments concerning the project. The comments are informational
only; they are not required.
STATE/FED Indicates whether the project is mandated by the state or by the federal
MANDATE government. This is an optional field. Choices are State, Federal or blank.
ADMINISTERING Identifies the department responsible for the project.
DEPT The department is required.
STATUS The status of the project: Active, Closed, Preliminary, or Approved. Closed
project accounts cannot be posted. If a Project record is created independent
of a Grant record, this field will default to Active. Upon completion and close-
out of project, the Status will be changed to Closed using the Close Project
Process.
START DATE Enter the starting date for the project.
ESTIM COMPLETION Enter the estimated date when the project will be completed.
ACTUAL The date when the project was actually completed. Typically, you enter this
COMPLETION date when you are changing the project status to Closed. This is an optional
date field to be left blank upon the entry of the Project record.
PERCENT An estimate of how much of the project is completed at any time. The percent
COMPLETION is information-only; it is not required. This field must be updated manually
periodically throughout the life of the project, there are no automatic updates.
It is blank at the creation of the Project record.
AUDIT AT CLOSE This box enables the user to designate whether or not an audit is required at
project completion.
FUNDING SOURCE The information in the Estimated Funding Tab is optional and informational
(EST FUNDING TAB) only. For Project records that are entered here without a Grant Master, the
user may enter the Funding Source(s) here In initial stages of Project. The
Funding Sources are built in the Funding Source Table and can be selected
from the drop down list. Can define a Funding Source to represent ARRA
funding.
AMOUNT If a Funding Source is entered, the user will enter the estimated Amount(s) of
the source in this field.
INTERNAL Contact names of those who are associated with the project. You can enter
CONTACTS two names. This field is optional.
Once you tab through the internal contacts field, the project record will be added. The Actual Funding
Tab is only used when a grant is linked to a project. It is not required to use grants to track or report on
ARRA funded programs.
4. Create GL accounts that include the project code
Identify the GL accounts that will be used for revenue and expenses for the ARRA funded program.
GL Accounts must then be created, including the project code created for the program. Please see
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ARRA Tracking and Reporting
Using Project Accounting for ARRA MUNIS Version 7
the KnowledgeBase document GL How to Add a New GL Account document for GL account
creation details.
5. Create Budget for the GL accounts with the ARRA project code
To create budget for the GL accounts tracking revenues and expenses for the ARRA funded
program, generate a budget projection and selectively include only those accounts with the project
code created to track the ARRA funded program. Please see KnowledgeBase documents
Budgeting Basics and Intermediate Budget Processing for additional details on creating a
projection, entering budgeted amounts and posting the budget projection.
Results
You are now ready to enter transactions against your new GL accounts. Be sure to use these new
accounts—the accounts that include the project code that represents the ARRA funded program—on
any/all transactions related to the ARRA funded program.
What’s Next?
The KnowledgeBase contains 2 Crystal reports (one summary and one detail) that will provide actuals
and encumbrances for a run-time defined length of time (i.e. 1 week or 1 quarter) for reporting these
numbers to your granting agency. These reports can be found in Product Suite = MUNIS Other, Module
= Crystal Reports, Topic = Crystal Reports-Actual Report, Release = All. The reports are named
American Recovery and Reinvestment Act Detail Report and American Recovery and Reinvestment
Act Summary Report.
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