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Impact23

Financial System Replacement Program

Office Hour FAQs
Office Hour FAQs
Review frequently asked questions from users about financial processes and reports discussed during Office Hour sessions.
  • Budget & Oracle COA Management

    FAQs for Budget & Oracle COA Management are located on the FP&A Website

  • Financial Reporting & Boundary Systems

    Coming Soon!

  • Post-Award for Contracts & Grants
    Classification Question  Answer
    Budget Is there a way to budget cost share so they stop showing up on our emails? You can put the dollar into a budget category that you know will be cost shared. EMF is working on the official cost share procedures. ​​​​
    Budget What should I do if a budget category BC40 doesn't reflect the change after rebudgeting? This has been an issue brought up by multiple departments. Please ensure you are inserting the amounts under the correct column "Raw Cost USD". Click Save to ensure the amounts update, then click Save and Close. It is also recommended to click Save prior to submitting the budget. If this does not work, please exit the budget and try again. Many departments have had to close out and go back at a later date. This issue is currently being looked at.
    Budget What should I do if I receive an error after I clicked submit budget? Depending on the error, this could be if rebudgeting was done between direct and indirect costs or between budget years. Prior to rebudgeting, please review the Funding Allocation train stop in PPM to review what has been allocated. Please remember that any rebudgeting done between direct and indirect costs, budget years, and project codes must be coordinated with EMF.
    Budget I need to rebudget between direct and indirect costs, budget years, and project codes. What is the process. Please send an email to emf@ucr.edu with this request. In order for EMF to allocate funding between DC/IDC, BYs, and Project Codes, the department must first unbudget the funds. As a reminder, please do not put the funding into BC75.
    Budget What if my new budget allocation doesn't appear immediately? The system process runs periodically to update balances, so sometimes updates happen later.
    Budget What if the Award Overview page shows an unbudgeted amount, but I have budgeted the project(s). Please resubmit your budget for each project. Please also see the known issues page for more details.
    Budget The 099 project number. Is it possible to have the cost share report emails sent to the owning department? The cost share project activity can be changed; however, if there have been any budgets or costs posted to that project, the project activity be cannot change. Cost sharing can have multiple funding sources but only one activity and function.
    Budget Can we have our activity code changed? A project activity can be changed; however, if there have been any budgets or costs posted to that project, the project activity cannot be changed. If the incorrect activity code was used for set-up, a new project code can be requested. Please use the New Project Code form and follow the directions on the instructions. On new awards, there is an option within the Campus Award Notice (CAN) to complete a Kuali build form to request a change in the activity code during award set up.
    Budget Why is it essential to complete a summary budget as part of the proposal submission in Kuali, even if the detailed internal budget is provided in the attachments? Summary budget is mandatory in the system even if a detailed budget is attached. Additionally, remember to attach the internal budget under the "Attachments, Internal" section.' Proposal will be returned if not completed.
    Budget How should departments handle budgeting for new awards? Departments should base their budget entries on the daily notice that is sent out on awards requiring budgeting (Project Budgets Allocations Required), and not proactively budget anything that is in draft status.
    Budget Is there any training required for budgeting? Ensure that you have completed the LMS budget training prior to trying to input a budget.
    Budget Do we need to do anything with BC75? Yes, the notices will continue to be distributed until BC75 is fully allocated.
    Budget Why are there prior BY that are expired  showing? What does this mean and what should we do with these? For awards converted from UCRFS, BY1C covers the period of the fund start date through the conversion date. On converted awards BY2 is used to align to the natural budget year. BY3 will be the first full year on Oracle.
    Budget What is the reason Project Cost Sharing budgets are only showing with $1 allocated? Until a finalized cost sharing report as of 6/30/2023 is received, the true Cost Sharing balance in the Projects Module cannot be updated. Additional information will be provided in the coming weeks on the project of completed cost sharing recorded in the UCRFS environment. In the meantime, the $1 budget will allow users to code/track new cost sharing transactions using the designated "099" project codes.
    Budget I received a "Project Budget Allocations Required" notification, but I cannot locate these awards the Awards module If you received the Project Budget Allocation Required and UCR Notification Report for Budget Change for Award notices, you were provisioned the Grants Department Analyst role; this role drive the Project related notifications only. Please discuss with your department financial manager on their expectations regarding you receiving these notifications. If project budgeting is part of your job responsibilities, your SAA will also need to assign the Project Budget Management role.
    General  What are the criteria for cost share? The current design has only one cost-sharing project (ending in 099) with the following parameters:
    1. One project organization is allowed on a cost sharing project;
    2. A function code override can be implemented, but only one function code can be associated with a project;
    3. A cost sharing project can have several UCR internal funding sources. If there are more than one internal funding sources, please provide the remaining cost sharing commitment broken down by fund source;
    4. The activity and function must be the same for all funding sources. Please refer to the May 2024 user group meeting.
    General  How can we figure out our COA strings? Utilize the details that are available in PPM. PPM shows the activity code, type of award and function. From this, department's can go to the Golden Tree to get the fund number for the award type.
    General  On the Details train stop in PPM, the burden schedule shows the incorrect rate being used. How can we get this corrected? On converted award, if the F&A rate was not the standard rate at the time of conversion, MTDC 55.5%, a burden schedule override would have been processed at the project level. Please note, on new awards, if the option for the F&A is not available on the award side, a burden schedule override will be done on the project side. Please refer to the May 2024 user group meeting.
    General  How can we see which if our award(s) are Fixed Price. In PPM, on the Details trains top under the General tab, there will be a section called "Keywords"- this will show if your award was set up as a fixed price award. You are also able to search in PPM for Fixed Price awards. Under manage awards click on show filters. Click on the settings. Choose Keywords. Enter Fixed Price then click magnifying glass. A new window will pop up and click on search. Highlight the Fixed Price Award line and click OK. All the FP award will populate in your Search Results. If you have the PI and Organization added you can download and filter for your department.
    General  Can we add the F&A rate in ITD reports for better tracking of IDC checks? This request is noted and will be gathered for prioritization. For now, use existing reports and filters for IDC checks.
    General  Why is there a discrepancy in the allocation for a participant support project? This request is noted and will be gathered for prioritization. For now, use existing reports and filters for IDC checks.
    General  How should we go about processing transfers in the old world since the new tool is not capturing anything prior to July 2023? It could be due to balances that were in financial aid and in the department's participant support fund at the time of conversion. Ensure proper fund allocation and check project codes.
    General  If charges posted to project 001 'DO NOT USE', should we process a cost transfer to the correct project code? Or, can we request funds from another project be moved to the Do Not Use project? Transfers should be processed manually for entries before July 2023. Please follow the instructions provided on the paper non-payroll cost transfer form and the paper salary cost transfer form.
    General  How can I get a 001 project updated to 'DO NOT USE'? A cost transfer must be process to move the expenditure(s) to the correct project code.
    General  What are the main reports used for billing in Oracle? Please email EMF at emf@ucr.edu.with the request.
    General  Should we use the new rate 57.50 for calculating IDC for progress report? The main reports used for billing are the inception-to-date report (ITD), PPM expenditure detail report, and commitment details report.
    General  Should we use the new rate 57.50 for calculating IDC for progress report? This depends on the agency and the terms and conditions if the new rate of 57.5% should be used. The new rate took effect as of 7/1, but we were not notified until 8/1. Please refer to the email communication titled [Research] New F&A Rates and Important News sent on 8/1/2023 for the guidelines.
    General  Where to look for reports on Oracle? Reports can be accessed under the 'Reports and Analytics' section in Oracle. Also a list of financial reports and their purpose are available here.
    General  What to do if the system prevents cost transfers due to similar requests? The system prevents a cost from being transferred more than once. This issue will be reviewed to ensure no duplicate transfers are requested.
    General  With contracts and grants, even though we do Pre Award we've been doing a lot of helping with post-award. What is the process to get the benefits moved off if a contract and Grant does not allow for benefits? This would need to be done via a manual journal. We currently do not have an official process to move only benefits off a contract and grant. To note, the process will involve identifying the appropriate funding source that can cover the benefits and ensuring proper documentation and approvals are in place to make the necessary adjustments.
    General  An incorrect activity code was used when the award was set-up, how can this be corrected? A project activity can be changed; however, if there have been any budgets or costs posted to that project, the project activity cannot be changed. If there are expenditures that posted to the project code. The department can request a new project code using the New Project Code form and can then submit the necessary cost transfers once the new project is set up.
    General  Who is our fiscal contact for UCOP grants in Smartsimple for EMF? Linda Casteel is the fiscal contact for UCOP grants in Smartsimple for EMF.
    General  I received a supplement to a Federal grant and it needs to go towards a capital project. What would be the process for this? Initiate the process in CPMS. EMF will not automatically set-up the capital project until they receive notification from Plant Accounting. Once EMF receives notification from plant accounting, EMF will reach out to the department to reduce their budget in the project the funding is sitting in. Once this is complete, EMF can then associate the capital project to the award and set-up the budget.
    General  We received a new allocation that posted to the incorrect budget year and project code. How can we get this moved to the correct project and BY? Please note, when supplemental funding is allocated it will automatically populate in project 001 and into the last budget year. Please contact EMF at emf@ucr.edu and request the funding to be allocated to the appropriate project code and budget year.
    General  Are ILTI projects in PPM? ILTI projects are not in PPM.
    General  I have a UC funded award that has not been set-up in Oracle. Please note only extramural awards will be set-up in PPM. Intramurally funded awards will be processed through the Budget Office via ITF.
    General  What is the process to resolve Position Funding Change errors? If Position Funding Change errors persist, contact support for assistance.
    General  Will we get notifications for awards expiring? The expiration notices are scheduled to be going out 90 days to the contracting Grant analyst, 60 days before expiration to the PI and the Grant analyst, and then upon expiration to the PI and grants analyst.
    General  There are several C&G funds that are missing department analysts; how do we get them associated with the proper analyst? Please discuss with your department SAA. The EACS role that receives these notices is Department Grants Analyst.
    Payroll Where can I find the guide and video for the non-payroll cost transfer? The guide and video for the non-payroll cost transfer are available at this link and also on the business and financial services website.
    Sub-Award How do we find out what the sub-award number is for our award? All external subs will start with "S00" without dashes or spaces. Multi-campus awards start with "MCA." ​​Departments can also search for their award number in Kuali and under the Subawards section, see the list of subawards. This will include the subricipient name and subaward ID.
    Sub-Award How do we look up a sub-award in PPM? In Oracle Financials PPM go to Procure to Pay. Select Purchase Orders. Go to the search glass to the right of the page. Search for Orders. External subawards will begin with S00 and internal subawards will begin with MCA. Please note the balance showing on converted awards is the balance as if 6/30/2023. On new awards this is the current obligated amount. To view the invoices paid in Oracle, click on View Details.
    Sub-Award How are sub-award invoices handled in the new system? Subaward invoices are treated as purchase orders (POs) in the new system.

     

  • Procure to Pay & PCard

    Coming Soon!

  • Travel/Non-Travel Reimbursements & ePay

    Coming Soon!