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Monthly Reconciliation: How to Review Line Item Details on a Grant and/or Contracts Cherre Bethea and David Hill Resear

Monthly Reconciliation: How to Review Line Item Details on a Grant and/or Contracts Cherre Bethea and David Hill Research Academy Administration Project. Objective: Create an Excel file that can be used each month by the Grant Manager and the PI to review expenses for the month.

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Monthly Reconciliation: How to Review Line Item Details on a Grant and/or Contracts Cherre Bethea and David Hill Resear

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  1. Monthly Reconciliation: How to Review Line Item Details on a Grant and/or ContractsCherre Bethea and David HillResearch Academy Administration Project Objective: Create an Excel file that can be used each month by the Grant Manager and the PI to review expenses for the month. Acknowledgements: Many thanks go to our mentors Marianne Hassan and Karen Holliman for their help and guidance, as well as Linda Wilkins and Anne Pippen and the rest of the Social Science Research Institute Grants staff. Create Variant Reconciliation Process Go to R/3 • Goto CJI3 • Run a query for a project using "/Duke" as the default layout setting. • Go to Change Layout Icon (or Ctrl F8) and add/delete columns to design the information that you want to include in the monthly reconciliation file • Goto "Setting" on the top menu bar, >Layout>Save". • In Save layout field delete the "/Duke" and rename with "GovLineItem” or whatever name you want to use. Make sure you follow this step The universal "/Duke" can be overridden if not first taken out of the field and then renamed. • In Name field type "Gov line items for PI QC” or the name you want to use. • Check the User-Specific box. • Check the Green Check in the bottom left corner. • When running the query you designed, user-specific layout settings are listed at the bottom of the list after all of the universal layout settings Run an actual line item report for the cost object to be reconciled. • Run your variant per the CJI3 (Project Actual Cost Line items) query. Export the result to an Excel file. • Review each line item and verify each transaction is allowable and allocable. Review the associated documentation as needed. Note any changes or corrections as you review your report. • When documentation is not available, contact the necessary department and request a copy of the associated invoice or the back-up for the transaction. • Process Journal Vouchers timely for any necessary corrections. Journal Vouchers can not be done for 61x or 60x payroll related GL accounts. • Refer to GAP 200.320 & 200.012 for further guidance Proposed “Model” Monthly Checklist Template As Grants Managers, this process can sometimes become quite stressful. This a very important step in our every day task to ensure that all expenses are in compliance with the terms and conditions of the Award Notice. Doing this task on a monthly basis can make our closeout process a lot smoother.

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