Department Exceptions Panorama

Business Scenarios

• The purpose of this report is to identify IDC/Burden costs that are posted to the GL incorrectly

Data Selection and View Options

• Use these parameters to filter for the data you want to see

• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• To correct, process a cost transfer to correct the funding source or award number of the transaction

Business Scenarios

• The purpose of this report is to track transactions that were incorrectly posted to UCPath specific funds

Data Selection and View Options

• Use these parameters to filter for the data you want to see

• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• To correct, reach out to where the transaction originated from to have it adjusted (AP, AR, journal source, etc.)

Business Scenarios

• All expenditure transactions should post to the GL with project chart string on sponsored project funds.

Data Selection and View Options

• Use these parameters to filter for the data you want to see

• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• To correct, submit a cost transfer data request with POETAF fields filled out so that the expenditure will show up on the correct project in PPM.

Business Scenarios

• The Incorrect PPM Budget Resources report will display any PPM Budgets with resource categories that do not match UCSD Expenditure Categories
• Using these Oracle categories is not recommended and can impact the view of other reports
• Use the Incorrect PPM Budget Resources report to identify both sponsored and general project budgets needing correction

Data Selection and View Options

• Use these parameters to filter for the data you want to see

• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• For sponsored projects, Financial Resources may represent restricted balances. Please check with your SPF accountant before re-budgeting

Business Scenarios

• Use this report to identify errors that occur when a "Generate Invoices" job does not successfully generate an invoice for a specific contract and project.   
• Both scheduled or manually run “Generate Invoices” jobs might experience issues due to validation rules and system-imposed constraints. The report will provide notification of the encountered issue/s and potential suggestions for resolution.
• Example error: “The event isn't processed because the project or task isn't associated to the contract line.”
  • Example suggested solution: “You must associate project and task for which the event is created to the respective contract line.”

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

Business Scenarios

• Non-sponsored contracts should have at least one project and one task assigned to it
• Identify non-sponsored contracts that are missing a project, task, or both
• Use this report to identify non-sponsored contracts that are missing a project, task, or both and correct those contracts as needed. See KB0033499.

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

Business Scenarios

• Non-sponsored contracts should have a revenue account and a fund assigned to it
• Identify non-sponsored contracts that are missing a revenue account, fund account, or both
• Use this report to identify non-sponsored contracts that are missing a revenue account, fund account, or both and correct those contracts as needed. See KB0033499.

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

Business Scenarios

• Use this report to identify errors that occur when a "Generate Invoices" job does not successfully generate an invoice for a specific contract and project.   
• Both scheduled or manually run “Generate Invoices” jobs might experience issues due to validation rules and system-imposed constraints. The report will provide notification of the encountered issue/s and potential suggestions for resolution.
• Example error: “The event isn't processed because the project or task isn't associated to the contract line.”
  • Example suggested solution: “You must associate project and task for which the event is created to the respective contract line.”

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

Business Scenarios

• Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
• Identify non-sponsored project contracts revenue with invoices that have an incorrect revenue fund, account, or project (no project) assigned

Data Selection and View Options

• Use these parameters to filter for the data you want to see

• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• Accounting Rules:
  • Contract revenue account should match the revenue on the event
  • Contract fund should match the fund on the event and invoices
  • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
• To correct:
  • Create Credit memo: KB0033271
  • Amend contract: KB0033499
  • Submit S&S ticket to FinOps AR team

Business Scenarios

• Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
• Identify non-sponsored contract revenue and invoices that have an incorrect revenue fund, account, or project (no project) assigned
• Sponsored projects billing and accounting is monitored by SPF

Data Selection and View Options

• Use these parameters to filter for the data you want to see

• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• Accounting Rules:
  • Contract revenue account should match the revenue on the event
  • Contract fund should match the fund on the event and invoices
  • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
• To correct:
  • Create Credit memo: Link to KBA
  • Amend contract: Link to KBA
  • Submit S&S ticket to FinOps AR team

Business Scenarios

• This report shows the setup elements of General or Capital Projects with a fund or function that may be incorrect.
• All project tasks must have a fund and function. Program and Location are optional. These are important so that any costs are posted, post accurately.
• Function 800 is generally not acceptable, but could be in specific use cases-please contact ICA for more information
• Fund 00000 or blank is never allowed
• Use this report to review any projects that are setup incorrectly and then submit a ticket to PPM-SD to close the project or update the task with the correct information.  If you need to end the task, you can do so through PADUA

Data Selection and View Options

• Use these parameters to filter for the data you want to see

Report Views

• Results display in a default table with the ability to export the result set into a file

Business Scenarios

• The Project Owning Organization drives Subledger Accounting Rules (SLAs)
• Task Owning Organization does not impact accounting but can be used in reporting
• Mismatches are identified on the basis of:
• Tasks where the task owning organization is different from the project owning organization**this may not be in error, but is reported for departments that do not want this differentiation
• Tasks where the task owning organization is UC San Diego
• Projects where the project owning organization is UC San Diego
  

Data Selection and View Options

• Use these parameters to filter for the data you want to see

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• Use this report to identify Projects or Tasks with wrong or potentially wrong owning organization.
• Update the Task Owning Organization in PADUA 2.0. Submit a services and support ticket to update incorrect project owning organization. 

This report looks at the Project Owning Organization (Financial Unit) that is assigned upon Project setup in PPM with General Ledger transactions for the same Project. It will detect any GL transactions with a Financial Unit that does not match the Project Owning Organization in PPM.

View a demo of the Project Setup to GL Match Errors report given during a Fund Management Office Hour. 

The report results are broken into different sections by the Project Type: Sponsored, General, Default and Capital. The results in the Transaction Signed Amount are hyperlinked to the Transaction Details Report. 

Report Sample:

What do I do when I find mismatches?

Click on the link on the dollar amount to view the detailed transactions on the Transaction Details report.  The first (PPM) tab will be empty, but the second (GL) tab will have the transactions of interest. 

See KBA KB0034002: Updating Financial Elements on General Projects

Business Scenarios

• PPM allows for projects to be closed regardless of the balance of any chart string on the GL.  This report displays projects that have been closed in PPM but still have a balance on one or more general ledger accounts.
• PPM Closed Projects with GL Balances report includes balance sheet accounts (liabilities, accounts receivable, etc.). These accounts are not included on the GL Project Balances report. 
• Normally balance sheet accounts are cleared through the natural course of business. However, if they are not, it is important for departments to address them as they are responsible for all financial activity on their FinU. For example, if there is a balance on an accounts receivable account, that generally means that a customer has not paid one of the invoices for this project. It is important to follow up and make sure the payment is made.

Data Selection and View Options

• Use these parameters to filter for the data you want to see

Report Views

• Results display in a default table with the ability to export the result set into a file

Business Scenarios

• Use this report to identify UCPath, Concur, or Oracle transactions that were recorded without a project segment in the General Ledger. If these transactions belong on a project, it is important to identify and correct them in a timely manner.  
• This report does not include transactions that are intended to post with no project segment, such as sponsored fund revenue or cash transactions.

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

Business Scenarios

• This purpose of this report is to identify transactions where a single cost has one project number in PPM and another in GL. This could be a different project number or 0000000.
• Oracle allows transactions to be posted directly to the GL separately from POETAF posting. Need to ensure that expenses in PPM with project number are reflected in GL with same project number.

What to do

• After identifying a mis posted transaction users should submit a services and support ticket to correct the string and adjust the project number

Report View:

Business Scenarios

• Roles are available to assign in the Award/Grants space and the Project space. Only one person per role can be assigned per space.
• Use this report to identify projects or awards where multiple people have been assigned to the same project role

Data Selection and View Options

Report Views

Business scenarios:

Fellowship awards are awards to provide training, not employment. This report is intended to identify potential employment related costs that are charged to fellowship awards and are unallowable

Per eCFR :: 2 CFR 200.466 – Scholarships and student aid costs.

(a) Costs of scholarships, fellowships, and other programs of student aid at IHEs are allowable only when the purpose of the Federal award is to provide training to selected participants and the charge is approved by the Federal awarding agency.

Please work with your SPF Accountant or submit via Services and Support ticket if you have any questions or concerns.

What to do:

Review their appointment to ensure that they are setup as trainees, not employees.

Report Views:

Business Scenarios

• The purpose of this report is to assist with reconciling the 773046 account.
• The account should net to zero. This report allows users to summarize the 773046 account balance by fiscal year, transaction source, or user expenditure batch. Users can download transaction data by specific transaction sources to identify unreconciled items.

Report Views

• Summary by Fiscal Year 

• Summary by Transaction Source 

• Summary by User Expenditure Batch

What to Do

• To correct, reach out to where the transaction originated from to have it adjusted (AP, AR, journal source, etc.)

Business Scenarios:

• Sponsored Projects should have miscellaneous receipts posted as a credit to expense or applied towards an invoice.
• This report displays the PPM accounting to reconcile and identify mismatches between the two modules.
  • Clicking on the Original Transaction Reference link will bring you to the receipt in Oracle with the Chart String number.
• Sponsored project receipts should most often be posted and applied to an invoice, not as a credit to expense.
• This report highlights any credits to expense as a potential receipt that may need to be applied to an invoice.
• Credits to expense are posted as a receipt and a negative project cost, use this report to ensure the accounting is in sync and appropriate.

• After identifying a mis-posted miscellaneous receipt end users should submit a services and support ticket to cashier's office in order to apply the receipt.

Report View:

Business Scenarios

This report displays Credit Memo details from Oracle Financials Cloud (OFC), created by Concur Expense Reports with a net amount owed by the employee as a result of Personal/Non-Reimbursable Card Charges, Cash Advance Returns or Travel Card Per Diem Offset.

Notes:

• A Credit Memo is generated if two conditions are met: (1) the Concur expense report must be approved and have the final status of “Sent for Payment”, and (2) the “Total Owed by Employee” amount is greater than $0.00 from the Concur expense report, as displayed in Report Totals under Report Details.
• Concur will automatically net any reimbursements owed to the employee within the same expense report with an amount greater than that of any Personal/Non-Reimbursable Card Charges, Cash Advance Returns or Travel Card Per Diem Offset, and pay the employee the difference. In this instance, the Total Owed by Employee would be $0.00 and a Credit Memo would not be generated.
• OFC will automatically net reimbursements from separate invoices/expense reports where the amount of one or more of the invoices/expense reports is greater than the uncleared Credit Memo. This will result in paying the difference between those transactions.  In this instance, a Credit Memo will automatically be cleared and the employee will not need to deposit a check.
• OFC will not net reimbursements from separate invoices/expense reports where the total amount of the invoices/expense reports is less than the uncleared Credit Memo. The sum total of the invoices must be greater than the Credit Memo in order for OFC to offset the transactions.
• Credit Memos created as a result of Cash Advance Returns are listed under Financial Unit 5000051. Run this Financial Unit to identify individuals who have outstanding Cash Advance Returns. An enhancement request has been submitted to change the Financial Unit code.
• Note that an alternative solution is being explored to improve this process in the long term.

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• To clear an outstanding Credit Memo, the employee would need to submit a check to the Cashier’s office and fill out a Cashier’s Deposit Form through Services & Support. Include the employee name and the Invoice (Credit Memo) Number or Concur Report ID in the comments. Follow this KBA to use the correct chart string (see Step C) for the deposit
• Do not submit a check if there is another expense report where the employee is owed funds greater than the Credit Memo amount (without the negative sign). OFC will automatically net the reimbursement with the Credit Memo and pay the employee the difference.