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Lehigh University FRRGRNT process Lehigh University uses FRRGRNT to: – Calculate, record and distribute indirect costs – Record grant revenue and related.

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Presentation on theme: "Lehigh University FRRGRNT process Lehigh University uses FRRGRNT to: – Calculate, record and distribute indirect costs – Record grant revenue and related."— Presentation transcript:

1 Lehigh University FRRGRNT process Lehigh University uses FRRGRNT to: – Calculate, record and distribute indirect costs – Record grant revenue and related receivable LU has a research incentive program that shares indirect cost recovery as follows: – 84%University – 9%College – 4%Department – 3%Project Investigator – ICR is distributed to separate funds created for each

2 Lehigh University FRRGRNT process We run FRRGRNT as a monthly batch process Can also be run in sleep wake mode We run FRRGRNT in summary mode – Generates one summary posting for all activity in the month or period Can also be run in detail mode – Generates an entry for each transaction posted to a grant fund (too many entries!!!!)

3 Lehigh University FRRGRNT process How does it work… FGBTRND_DEFER_GRANT_IND … this flag is initially set to Y for all transactions recorded in grant funds. FRRGRNT process changes it to N after transaction is included in calculation so it is not selected again. Sample output and entries generated by process…

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5 Lehigh University FRRGRNT process LU month end FRRGRNT process – Run FRRGRNT in summary audit mode – Verify FRRGRNT calculations against manual calculations for selected grants – Run FRRGRNT again in detail mode and retain output as a transaction by transaction audit trail – Run FRRGRNT again in summary update mode and retain output as support for entry posted – Must run FGRTRNI and FGRTRNR then posting

6 Lehigh University FRRGRNT process – Setup FOASYSC - System Control Form FTMACCT - define indirect cost account codes FTMINDA – define indirect cost charge codes FTMINDR – define indirect cost rate codes FTMBASI – define indirect cost basis codes FTMINDD – define ICR distribution codes FRVPMSC – define letter of credit codes FRAGRNT – assign IC cost codes to grants

7 Lehigh University FRRGRNT process – Setup FOASYSC - System Control Form – Grant Processing Info window has checkbox for Defer Calculations of Indirect Cost and Cost Share – If checked, FRRGRNT must be run in batch mode – If unchecked, FRRGRNT runs in sleep wake mode

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9 Lehigh University FRRGRNT process - Setup FTMACCT – Account Code Maintenance Form – define indirect cost Account Codes to be used to record indirect costs on grant funds. Must be account class I – Lehigh uses 3 codes for different rate types: 79800Indirect Cost – Research 79801Indirect Cost – Liaison 79804Indirect Cost < 10%

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11 Lehigh University FRRGRNT process - Setup FTMINDA – Indirect Cost Charge Code Maintenance Form – use this form to create codes that will identify the Account Code to be charged for indirect costs on individual grants. – Assign code on FRAGRNT form for each grant. – Lehigh codes and related Account Codes are… RSCHIC79800 RSH< LIASIC79801

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14 Lehigh University FRRGRNT process - Setup FTMINDR - Indirect Cost Rate Code Maintenance Form – Use this form to create rate codes for each indirect cost rate used by your institution. – Assign code on FRAGRNT form for each grant. – Lehighs rate codes include the rate for ease of assigning to grants and subsequent recognition – Example:R54.0

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17 Lehigh University FRRGRNT process - Setup FTMBASI – Basis Definition Code Maintenance Form – Use this form to define the base for indirect cost calculations – Define Account Types and/or Codes to be included or excluded from the calculation base – Example… Lehigh code MTDC1, Modified Total Direct Costs excludes Equipment Account Codes, Tuition remission Account Codes and expenses > $25,000 charged to subcontractor Account Codes

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20 Lehigh University FRRGRNT process - Setup FTMINDD – Indirect Cost Distribution Maintenance Form – Use this form to create codes associated with the FOAPAL distribution of indirect cost recovery (the credit side of indirect cost charges). – Lehigh has a research incentive fund program and shares ICR with Colleges, Departments and Project Investigators (9%, 4% and 3% respectively). – Each PI has at least one distribution code

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23 Lehigh University FRRGRNT process - Setup FRVPMSC – Payment Management System Code Maintenance Form – Used by the grant billing module to group grants by letter of credit agency (DOE, HHS, NSF, ONR, etc.) – Lehigh does not use the baseline grant billing module, but we do create these codes and assign them to grants in the Billing Information window of the FRAGRNT form – use this code to prepare monthly cash drawdowns – to prepare quarterly agency reports

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25 Lehigh University FRRGRNT process - Setup FRAGRNT –Grant Maintenance Form – Enter all indirect cost codes in Cost Code Information window

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28 Lehigh University FRRGRNT process - Setup FRAGRNT –Grant Maintenance Form – Billing Information window – Enters PMSC code so you can select and group grants by letter of credit agency for cash drawdowns and quarterly reporting to agencies.

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30 Lehigh University FRRGRNT process - Setup FTMFUND – Enter Unbilled AR Account Code and Revenue Account Code – FRRGRNT will use these Account Codes to record grants receivable and related grant revenue entry after calculating indirect costs for the period. – Enter deferred revenue account code if grant award is paid in advance – Leave blank if you do not want FRRGRNT to record revenue and related receivable

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32 Lehigh University FRRGRNT process - Setup FRMFUND – Associate a grant with a fund

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34 Lehigh University FRRGRNT process - parameters 01RecalculationY – yes, N - no 02Date From 03 Date To Chart of Accounts Fund OptionA – all, R – range, S - specific From Fund To Fund Posting DateTransaction date Execution ModeA – audit, U - update Report TypeS – summary, D – detail

35 Lehigh University FRRGRNT process Sample report

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