UCLA Department of Medicine Office of Research Administration

Access: QDB login and password How do I access it? In Excel, under Tools, Dean’s Office Programs or QDB/GLPPP FPM Ad Hoc Reporting What do I use it for? In conjunction with FPM, SOM QDB is used to produce monthly financial statements Used to create Closing Packet to close all contract and grant funds Use to sort data quickly Use to search data quickly UCLA Department of Medicine Office of Research Administration

Access: QDB login and password How do I access it? Dean’s Office Application Dashboard icon installed on your desktop What do I use it for? Enter projected staff salary and non-salary expenses to appear in SOM QDB financial statements Add Closing To-Appear projections for Close Out Packet View Chart of Accounts for your division Assign Internal PI Name Assign Fund Manager Add comments & fund “short names” for the Summary By Sub financial reports MSOs use to enter Faculty Worksheet data UCLA Department of Medicine Office of Research Administration

Access: UCLA Login and password Otherwise known as campus QDB How do I access it? Accounting’s Website – FS Applications Accounting’s Website What do I use it for? Reports: Fund Balances, Account Summary, Detail General Ledger, Recharge Activity & ID, Open Commitment, Consolidated Gift Fund, Table of Funds, Table of Accounts, Sub-Object Code Listing UCLA Department of Medicine Office of Research Administration

Access: QDB login and password How do I access it? – 2 options: Dean’s Office Application Dashboard icon installed on your desktop – NO LONGER SUPPORTED QDB/FPM under General Ledger Custom Reports What do I use it for? Monthly Overdraft Report List of all Account/Funds in your Division you are responsible for (current or historical) UCLA Department of Medicine Office of Research Administration

(ORA Portal) UCLA Department of Medicine Office of Research Administration

Access: UCLA Login + Request access through the portal How do I access it? ORA Portal What do I use it for? C&G, and ERS statistics Award Status & Synopsis Submission of Smart Closeout Package to EFM FSRs due reports NIH Salary Cap Exceptions Report Links to other UCLA C&G related forms and information UCLA Department of Medicine Office of Research Administration

Access: ORA Portal – Compliance - Salary Cap Overpayment/Disallowance Report Use your UCLA Logon Run report: Quarterly By Department FS Code Report will show original amount paid over the cap AND any corrections Make sure the Debits and Credits zero out Ability to export to Excel UCLA Department of Medicine Office of Research Administration

Access: UCLA Login + PI MUST grant access to the Fund Manager (via the Settings menu)grant access to the Fund Manager How do I access it? PI Portal What do I use it for? View what the PI sees Generally the FM will use FPM/QDB, or other tools, instead of PI Portal View Burn Rate for expenditures vs. time lapsed View linked account balances & expenditures View linked account Payroll details UCLA Department of Medicine Office of Research Administration

NIH policy requires it: see Grants Policy Statement on financial management standards (section IIA, page 98). Allows you to create accurate financial statements so PIs can make informed decisions about their research. Protect yourself, the PI, the Dept & University from audit disallowances. Timely cost transfers/change orders/X-outs = PI has time to spend $ on other project related expenses, instead if sending $ back to agency. If cost transfers are processed in a timely manner (i.e. w/i 120 days): you do not need exceptional approval from EFM. UCLA Department of Medicine Office of Research Administration

Tool - FS0100 Detail General Ledger, Expenditures: Sub-Object Summary Are all Object Codes allowable & applicable on this grant? UCLA Department of Medicine Office of Research Administration

Are all expenses allowable & applicable to this grant according to agency policy & approved budget Pay close attention to Recharge entries, as Recharge IDs can become blank checks if appropriate controls are not in place. UCLA Department of Medicine Office of Research Administration

Are all individuals actually working on the grant? Is the percent effort appropriate according to actual effort worked & budgeted? If NIH, are all pay rates at or below the cap? UCLA Department of Medicine Office of Research Administration

Are all encumbrances valid, or does the PO need to be X’ed out? UCLA Department of Medicine Office of Research Administration

Use this tool as a double check to your reconciliation of the Sub- Object Summary ledger. If allowable, be prepared to provide additional justification & documentation to support allowability. UCLA Department of Medicine Office of Research Administration

Are any linked account in overdraft? Are funds being spent according to budget, agency policies, and how your PI intended? UCLA Department of Medicine Office of Research Administration

Is there a VARIANCE listed at the bottom of the report? If the Variance is POSITIVE, the fund was not charged enough 9H, and needs to be debited. If the variance is NEGATIVE, the fund was charged too much 9H, and is due a credit. EFM will have to JOURNAL the VARIANCE in order to debit/credit the 9H pool. UCLA Department of Medicine Office of Research Administration

Run the report using the FULL ACCOUNTING UNIT (FAU). You will not get correct results if you enter an “*” in the Account or Cost Center. Is there an amount other than zero listed under 9H TOF Adj needed? Understand WHY before processing TOF. Examples: Was unbudgeted equipment, GSR fees, patient care purchased? Did subawards get object coded correctly to reflect 9H on first $25K? UCLA Department of Medicine Office of Research Administration

Choose your Dept, Salary Cap amount & time period (within 1 year max), and the report will find any salary rates paid above the Cap amount chosen for funds that are flagged in the FS system as having a Salary Cap. UCLA Department of Medicine Office of Research Administration

You will only be able to view the name of the individual paid & the total salary charged. You will not be able to view pay rates or percent paid. Are all individuals actually working on the grant? UCLA Department of Medicine Office of Research Administration

Creating monthly financial statements, meeting with your PI & providing the reports is one of the most important tools we can use to help us reconcile the expenses! The PI has the best knowledge available to determine if expenses benefitted the grant charged or not. UCLA Department of Medicine Office of Research Administration

Non-Salary Unallowables: Process Npears to move expense to appropriate FAU, or change Sub or Object Code as necessary. Salary Unallowables: Update EDB, process necessary UPAYs and/or Rx/Lx’s. Open Encumbrances: Close invalid POs via BruinBuy, Purchasing & Accounting to release the money back into the FAU. Rerun financial statements to reflect changes and new projections. UCLA Department of Medicine Office of Research Administration

Access: OFSR – Detail – Recharge Activity Report View all Recharge activity for a particular FAU, and a particular time frame Click on the Trans No hyperlink to view additional data FAU receiving the Credit Recharge description, Preparer Name & phone number UCLA Department of Medicine Office of Research Administration

Access the monthly telephone bill by division. Requires AIS Access Form submitted by MSO Each month the bill should be reconciled by someone in your division Personal calls should be reimbursed UCLA Department of Medicine Office of Research Administration

Billing statement by FS code or Recharge ID for the following: Document Services Bulk Mail Incoming Mail Charges Messenger Service Activity Outgoing Mail Activity Campus Mail Stop Charges Stamp Sales Activity BruinPost Activity Distribution Services Activity (aka Storehouse) Compressed gases purchase and cylinder demurrage UPS & Federal Express charges Chemicals & Compounds (Alcohol) UCLA Department of Medicine Office of Research Administration

Access granted via Facilities website – click on the New User Request link View Facilities charges by FS Code Search by Job Number Under Transactions link you can view FSR to see full detail of work done and requester name. UCLA Department of Medicine Office of Research Administration

View billing statement by month by PI Name Allows you to see the requester name and detailed information of expense. UCLA Department of Medicine Office of Research Administration

Access requires PI user name and password. Either contact your PI for user name and password, or contact Jeanette Papp UCLA Department of Medicine Office of Research Administration

Imaging Facility Mass Spectrometry Fluorescent Microscope Molecular Visualization Lab Media Kitchen Consignment Stockroom UCLA Department of Medicine Office of Research Administration

All Dean’s Office Programs & User Manuals ions ions UCLA Financial Web Reports ml ml ORA Online Resource Center (ORA Portal) ction=PostAward ction=PostAward PI Portal archPI.aspx archPI.aspx UCLA Department of Medicine Office of Research Administration Fund Manager Tools

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