Grants Management

Analysis
FI_GM_310

Grants Management Analysis 1

Introduction

•Prerequisites
 UK_100 - SAP Awareness & Navigation
 FI_200 - Finance Overview
•Course Content
 Unit 1 - Master Data
 Unit 2 – Reporting
 Summary
• Learning Objectives - You will be able to:
 Explain Key Terminology
 Display Master Data
 Display Budgets
 Run Grant Reports
Grants Management Analysis 2
Unit 1- Master Data

• Display Grant/WBS Elements

• Understand BudRules
• Understand AVC (AVailability Control)

Grants Management Analysis 3

Key Terminology

• WBS Element – (Work Breakdown Structure) Unique number for

each Grant.

Costs are posted to Grants using WBS Elements.

• G/L Account – Code that identifies the specific expenditure.
• Sponsored Class – a grouping of expenses used for financial
reporting. A Sponsored Class can represent a single G/L
account or a group of G/L accounts.

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Display Grants
•Use transaction GMGRANTD to display a grant number
(WBS ELEMENT)

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Grant Master Data – By Tab

• The General Data tab contains information such as sponsor, PI name and budget
period.

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Display Grants – Life Cycle Status
A grant has a limited life cycle, split into phases, indicated by a status in GM as
follows:
 Award; Expected: The sponsor has indicated that the grant will be approved, but
the fully executed award has not been received. The department will be
responsible if not funded.

 Award; Award: The sponsor approves the grant and a fully executed award is
received.

 Award; 30 days to End Date: The award is 30 days from expiring, the award is
closed to new commitments which must go through UK’s Purchasing Department.

 Award; Ended: The award has expired, but has not been moved to closing status.

 Closing; Accounting Review: RFS (Research Financial Services) is working on or

has submitted the final financial report but final cash has not been received.

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Display Grant Master Data – Award Status

Grants must be in Award status in order to

post charges. Charges will not post to grants
in Closing status.

• Technical Number ID for award status is I5616

(The technical lifecycle status is used for the Master Data Index
transaction and the BW reports with lifecycle section)

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Grant Master Data – By Tab (2)

• The Responsibilities tab contains all responsible persons

and/or positions associated with the administrative,
business or technical aspects of this grant.

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Grant Master Data – By Tab (3)

• The Award Data tab contains the BudRule (Budget Rule)

which indicates how the budget is controlled in the
system.

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Grant Master Data – By Tab (4)

The Dimensions tab contains both external and internal

funds used to record expenses and revenues associated
with each grant.

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Dimensions tab

• External Fund - where Sponsor expenses are captured for

billing purposes. Sponsor funds begin with 0226*
• Internal Fund (COST SHARE) – where cost share expenses
are captured for billing purposes. Cost share funds begin
with 001189*
• Internal Fund (RES UKRF) – where Facilities and
Administrative (F&A) expenses are captured for billing
purposes. F&A fund number is 0011092100. (Not to be
used by Users.)
• Example both sponsored fund and cost share fund.

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Grant Master Data – By Tab (5)

• The Cost Share tab contains the cost share method,

validity dates, associated cost centers, reporting
frequency, and reportable information.

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Grant Master Data – By Tab (6)

• The Reference tab contains the External Reference which is

used to store the sponsor’s generated identification number.
Also contains the Internal Reference 12 digits number assigned
by the Office of Sponsored Projects Administration (OSPA).

Grants Management Analysis 14

Grant Master Data - By Tab (7)

• The Reporting tab contains all information required for

reporting including the fiscal report frequency and the
date of the final fiscal report.
• The final fiscal reports are the first on the list to be done
by the financial administrators in Research Financial
Services. If the ROE Final Fiscal Expense and ROE Final
Mailed Date are filled, that indicates what the final results
were submitted to the sponsor.

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Reporting tab

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Grant Master Data – By Tab (8)

• The Overhead Costs tab contains the F&A Rate (Indirect

Rate), the time period for each rate charged, and the
sponsored classes that is applicable for IDC relevant. This
is populated from the sponsored classes on the
Dimension tab sponsored class section.
• The F&A tab contains the overhead base used on that
particular grant (the most common overhead base is “04”
listed below)

Note: Overhead Base 04 – F&A charged on Total Direct Cost (TDC) less
Equipment, Capital Expenditures, Subcontracts > $25,000, Tuition,
Scholarships, Fellowships, Patient Care, Participant Support Costs, and
Rent.

• To learn more visit the Rate classes website link:

http://www.uky.edu/hr/training/offerings/research-administration-rate

Grants Management Analysis 17

Overhead Costs tab and F&A tab

Grants Management Analysis 18

Budget Rule - Sponsored Class - GMCLASS

• As stated before the Award Data tab contains the Bud Rule
(Budget Rule) to indicate how the budget is controlled in the
system.
• Relationship of the sponsored class to the budget is dependent
upon the Budget rule assigned to the grant.

Grants Management Analysis 19

 Budget Rule - Sponsored Classes
• The budget for the grant account
must have available dollars in the
Sponsored Class which contains
the g/l account.
• To find this Sponsored Class you
need to use the BudRule
Crosswalk. That Crosswalk is
available on the following web
sites:

https://www.research.uky.edu/ospa

https://www.uky.edu/ufs/research-
financial-services

Grants Management Analysis 20

Budget Rule - Sponsored Classes

• The crosswalk gives you the g/l account roll up into Sponsored
Class.
• The first three columns show the Sponsored Class by budget rule.
The Sponsored Class may be different for different BudRules!

Note: BudRule 4 grant(s) have federal or federal flow thru money. If a g/l account is
not noted in Direct expense column with “Yes” it would be considered as a CAS
item.
Under Uniform Guidance (UG) regulated in Code of Federal Regulations (CFR) that
g/l account would be unallowable cost(s).
Grants Management Analysis 21
Budget Overview - GMGRANTD
You can see an overview of the budget for a grant by using budget overview.
This breakdown on the sponsored classes should match your PADR amounts.

Grants Management Analysis 22

Unit 2- Reporting

• IRIS/SAP

 Overview of GM AVC Values (GMAVCOVRW )

 Master Data Index for Grant (S_ALN_01000079)

 Annual Budget vs. Commitment/Actual Line Item (S_ALN_01000003)

 Scopes for Prime Grant (ZPRIME)

 Purchase Order by Account Assignment (ME2K)

• Business Warehouse (BW)

 Grant Ledger Sheets

 PI Summary - Summary of a grant’s expenditures by sponsored class

Grants Management Analysis 23

Availability Control

What is Availability Control (AVC)?

Availability Control is a mechanism within SAP that ensures compliance with grant
budgeting policies.

How does it work?

Charges will not post unless there are sufficient funds available in the appropriate
sponsored class. If the Roll Up budget is over spent by 10% or $1000 (whichever is
less) or the grant has ended, charges will not post to the grant.

Exceptions to AVC?
Currently payroll is overriding AVC. Others exceptions include all Revenue
Sponsored Classes, F&A Costs E590000 – E599999 and Pro-card default E540348.

What transaction do you use in SAP to check your grant budget?

GMAVCOVRW – This shows the budget by Budgeted sponsored classes (or roll up if
applicable) and lighting bolts if the item is over-budget or has no budget.

Grants Management Analysis 24

AVC roll up for BudRule 4

To view all AVC roll up by budget rule visit:

http://www.research.uky.edu/ospa/info/docs/AVCupdate.pdf

Grants Management Analysis 25

Availability Control
Tips to Remember:
• Allowed to overspend the Roll Up Budget by either 10% or a $1,000
whichever is lower.
• Position Budget Control (PBC) – encumbrances for payroll will have
errors if budget is unavailable at time of encumbrance.

Sponsor specific requirements:

• NSF grants have additional requirements for a budget in training
participants.
• Federal and federal flow-thru contracts will not roll up to Direct
Expense.

Cost Share Budget Rules:

• BudRule is the same as the grant.
• Allowed to overspend by $1,000 overall.

Grants Management Analysis 26

GMAVCOVRW – AVC overview for Grants Management

GMAVCOVRW will give you the overall grant balance and allows
you to view the balance by sponsored class.

Grants Management Analysis 27

Budget Overview - GMAVCOVRW

• Click on the “variant” button

 Delete your name (ID)
 Click on “execute” button
 Choose “/UKDEFAULT” variant with JAMILE1 ID
 Click on green checkmark
• Make sure the company code is UK00 and the Availability
Control Ledger is set to 9k
• Enter grant number (ex. 3200000718)
• Click on “execute” button.
• Expand your folders to reveal sponsored classes.
Note: Grant Transactions codes can be ran without selecting a
variant, but the returned results will not be what was expected.

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Budget Overview - GMAVCOVRW

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 Master Data Index for Grant (S_ALN_01000079)
This transaction code S_ALN_01000079 displays basic information on a grant account
(WBS element, Department Number, PI’s name, Bud Rule, Budget Date, etc.)

This transaction can also be used to create a list of grants by department

Visit website: https://www.uky.edu/its/sites/www.uky.edu.ukat/files/S_ALN_01000079.pdf

Grants Management Analysis 30

Master Data Index for Grant (S_ALN_01000079)
• Click on the Dynamic Selections icon to select criteria for the report
• Click on the triangle to open the folder and expand selections.
• Navigate down the list to select Department.
• Click on after all additional criteria are selected.
• Next enter the department number(s) needed in the report.
•Then click the “save” icon .

You will then be returned to the main screen.

Grants Management Analysis 31

 Master Data Index for Grant (S_ALN_01000079)
When the Master Data Index for Grant screen appears, if the Company Code field is not
UK00 be sure to enter.
Also enter the desired Lifecycle Status code (begins with an ‘I’) for the report. You can
pull up list of “Award”, “Closing”, or “Closed” accounts.

When generating a list of grants in a department, you won’t enter a grant number.

Click the “Execute” icon

after all selections have
been entered to review
the report.

Grants Management Analysis 32

Master Data Index for Grant (S_ALN_01000079)
If you click on the WBS element on this
line, it will take you to the GMGRANTD
transaction code.

To reduce the display columns

select name and click the right
arrow to move to Column Set.
Then click the green arrow.

Grants Management Analysis 33

Annual Budget vs. Commit./Actual Line Item (S_ALN_01000003)
• This t-code shows the account transactions including posting date, GL account,
sponsored class and document reference for each expenditure.
• The Selection criteria allows you to choose to report on one grant, a range of grants,
a grant group, by sponsored program, sponsor, or fund.
• When the initial screen appears, click on the “Get Variant” icon.
• Use variant name “EXP ONLY” either double click variant or single click variant then green check
• Then Add grant number and “Execute” . (ex. 3200000717)

Grants Management Analysis 34

Budget Vs. Commit./Actual Journal
• You can drill down on a transaction - just click on the Reference Document
number in the “RefDocumnt” column.

• The report results below are listed by Grant and expenditure dates.

Visit website: https://www.uky.edu/its/sites/www.uky.edu.ukat/files/S_ALN_01000003_0.pdf

Grants Management Analysis 35

Budget Vs. Commit./Actual Journal
• You may organize your expenditures either by date (as shown on the previous slide) or group them
by Sponsored Class. This helps you pinpoint a particular charge more quickly.

• To do this, on the T-code S_ALN_01000003 screen after selecting “EXP ONLY” variant and input on
grant (s), in the Report Extraction section check the radio button “By Grant/Fund/Prog/Class”

The resulting report will look like this:

Grants Management Analysis 36

 Scopes for Prime Grant (ZPRIME)

This transaction code gives you a list of the prime and scope
accounts for a grant.
•Type in the transaction code – ZPRIME
•Type in the prime grant number (ex. 3200000086)
•Click the “execute” button

Visit website: https://www.uky.edu/its/sites/www.uky.edu.ukat/files/ZPRIME.pdf

Grants Management Analysis 37

Displaying Purchase Orders Attached to a Grant (ME2K)

This report will give you information about all Purchase Orders associated with a grant/WBS
element.
•From the SAP Easy Access Screen, type in transaction code ME2K
•In field “WBS Element,” enter your grant/WBS
number. (Example: 3048109307)
•Click the “execute” button

When paying invoices off a

purchase order, it is important to
know the purchase order number

To learn more: FI_GM_315 Grants Analysis Refresher Course

Grants Management Analysis 38

BW – Grant Ledgers

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BW Grant Ledger Sheets
Click on an option to see its subcategories.
• First, choose FI Ledger Sheets or FI Financial Accounting
• Then, choose Grants Management

Grants Management Analysis 40

 Grant Ledger – PI Summary exec summary

 The current setting in Sponsored Class will show expenses borne by both sponsor and the university (cost share). You may exclude cost share data from this report and
generate a table that only includes direct charges to the sponsor’s funds. To do so, in the “Fund” Field, select an asterisk from the drop down box, then type “001189*” in
the field box (this will select all the cost share funds), then scroll over and change the “Include” to “Exclude” in the drop down box.

Grants Management Analysis 41

General Ledger – PI Summary exec summary
Expand folders to
view further detail
levels

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Summary Tools

 FI_GM_315 Grants Analysis Refresher Course sign up is on-line

 IRIS web-site dedicated to Grants Management (GM) Help

http://myhelp.uky.edu/rwd/HTML/GM.html

 GM list serv for the latest updates regarding grants

http://lsv.uky.edu/archives/iris-gmnews.html

Grants Management Analysis 43

Summary

You are now able to:

 Display a Grant/WBS Element

 Find the BudRule for a specific Grant
 Find the correct Sponsored Class for an expense
 Run an AVC report to review for CAS items/over expenditures
 Create a list of Grants by the department number
 Display a budget
 Display a posting document
 Find Purchase Orders on a specific Grant
 Run a Grant Ledger Sheet excluding cost sharing

Grants Management Analysis 44

Course Evaluation

•Enter on web browser address:

http://myhelp.uky.edu/rwd/html/index.html
•Click on “Course Evaluations”
•Click on the course link – “FI_GM_310 Grants
Management Analysis”
•Complete the evaluation
•Then click on “SUBMIT Evaluation” button

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