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Cost Share Transactions

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1. RESRC ANLTYPE GLE ACT ID 1 RESRC TYPE EXPNS RESRC CAT TRAVL RESRC ANLTYPE CGE OMNI will automatically record the transaction in both the E amp G and cost share budgets based upon the Charge Department information The analysis type CGE in the Charge Department information allows for the transaction to be recorded appropriately If the CGE is not used then FSU could generate indirect costs and invoice the agency for cost share expenses SEE EXHIBIT 2 Journal Entries A department must complete a journal entry to make any adjustment to a cost share expense item The correct analysis type must be used so that OMNI records the transaction appropriately If the transaction should be coded for cost sharing be sure to use the CGE analysis type Example A department inadvertently left off the cost share project id when ordering laboratory supplies The principal investigator and or sponsored project manager confirms that the supplies will be used in support of a sponsored project In order to record the cost share expense the department must prepare a journal entry so that the charges hit both the E amp G and cost share budgets SEE EXHIBIT 3 OMNI User Document Cost Share Transactions Page 2 of 3 Version 1 August 2006 Sponsored Research Accounting Services OMNI User Manual Cost Share Transactions A journal entry should be completed as follows CREDIT DEPARTMENT DEPTID 227000
2. pickup Contact Pick up person Telephone Number Telephone Number 3 Vendor Information 4 Foreign Payment Processing Bion Gericlor Number 9815348 Foreign Draft Electronic Wire Transfer mni vendor Number Payee Name Complete the appropriate section below Foreign Draft payment information FSU Employee C Foreign currency type Remit to address 1234 Main Street Amount in Foreign Amount in US Electronic Transfer payment information 5 Justification for Disbursement Please be specific Bank Name Supplies needed to make training materials Bank Address SWIFT Code Payee s account Name on account Amount being transferred Currency type Supporting documentation must be attached to process the payment request 6 Distribution Information Invoice Required for projects only Optional Optional for projects Payment Request Approval Department Head Budget Manager Please print Jane Doe Department Head Budget Manager Signature 8 To Be Completed By Accounts Payable UBAs Decentralized Sites Unit Code Processed By Voucher Date Processed Revised April 2006 EXHIBIT 2 Florida State University Required for projects only Expenditure Transfer Journal Entry Form Non Construction Projects tel JOURNAL ID JOURNAL
3. DATE PREPARER DATE PREPARED PURPOSE OF TRANSFER Reclassify E amp G travel expense as Cost Share expense C amp G APPROVER C amp G APPROVER S SIGNATURE DATE JE APPROVER JE APPROVER S SIGNATURE DATE CHARGE DEPARTMENT ORIGINAL JOURNAL DEPTID FUND ACCOUNT GPs CF2 GRS AMOUNT PROJECT ACT RESRC RESRC RESRC RESRC ID LINE REF ID TYPE CAT SUB CAT ANLTYPE 227000 110 74050 1500 00 py 008068 1 py EXPNS TRAV CGE CREDIT DEPARTMENT ORIGINAL JOURNAL DEPTID FUND ACCOUNT CFT CF2 B TES AMOUNT PROJECT ACT RESRC RESRC RESRC RESRC ID LINE REF ID TYPE CAT SUB CAT ANLTYPE 227000 1 10 m 74050 ey 1500 00 GLE EXHIBIT 3 Florida State University Required for projects only e Expenditure Transfer Journal Entry Form Non Construction Projects tel JOURNAL ID JOURNAL DATE PREPARER DATE PREPARED PURPOSE OF TRANSFER Reclassify E amp G supply expense as Cost Share expense C amp G APPROVER C amp G APPROVER S SIGNATURE DATE JE APPROVER JE APPROVER S SIGNATURE DATE CHARGE DEPARTMENT ORIGINAL JOURNAL DEPTID FUND ACCOUNT GPs CF2 GRS AMOUNT PROJECT ACT RESRC RESRC RESRC RESRC ID LINE REF ID TYPE CAT ISUB CAT ANCTYPE 227000 110 74128 1500 00 py 008068 1 py EXPNS SUPP CGE CREDIT DEPARTMENT ORIGINAL J
4. FUND 110 ACCOUNT 741281 AMOUNT 1500 00 RESRC ANLTYPE GLE CHARGE DEPARTMENT DEPTID 227000 FUND 110 ACCOUNT 741281 AMOUNT 1500 00 PROJECT 008068 ACT ID 1 RESRC TYPE EXPNS RESRC CAT SUPPL RESRC ANLTYPE CGE Interdepartmental Requisitions An interdepartmental purchase is recorded in the same manner as a journal entry The journal entry portion of the form must include the Analysis Type CGE when appropriate SEE EXHIBIT 4 Example A department would like to print posters for a research symposium with E amp G funds The principal investigator and or sponsored project manager confirms that the supplies will be used in support of a sponsored project BUYING DEPARTMENT DEPTID 227000 FUND 110 PROJECT 008068 RESRC TYPE EXPNS RESRC CAT OTDTC PCBU FSUOI ACT ID 1 RESRC ANLTYPE CGE ACCOUNT 740301 OMNI User Document Cost Share Transactions Page 3 of 3 Version 1 August 2006 Note you are encouraged to use the P Card for this expenditure if allowable under Universty P Card EXHIBIT 1 Check for allowability at http www purchasing fsu edu P Card 20Manual June 202005 p lt FLORIDA STATE UNIVERSITY PAYMENT REQUEST FORM Date Required Sections 1 3 5 6 and 7 must be completed for all requests 4 for foreign payments 1 Department Requesting This Payment 2 Special Handling Request domestic processing only Department Name NHMEL Hold check for department
5. OURNAL DEPTID FUND ACCOUNT CFT CF2 B TES AMOUNT PROJECT ACT RESRC RESRC RESRC RESRC ID LINE REF ID TYPE CAT SUB CAT ANLTYPE 22700x 110 m 741281 1500 00 GLE Reset Form EXHIBIT 4 Required for projects only Optional for q ee Optional Required for construction projects only DEPARTMENT NAME SEND TO Printing Services O Bookstore O Campus Services LI Union Copy LI Computer Store O User Services O Chemistry E Parking Services E Biology Florida State University Interdepartmental Requisition and Journal Entry Form CONTACT TELEPHONE NO Date Received APPROVED BY APPROVER S SIGNATURE DATE REQUIRED LOCATION FOR DELIVERY Other please specify Ref INVOICE BUYING DEPARTMENT CHARTFIELDS DEPT ID FUND PROJECT CF1 CF2 CF3i RESRCG RESRC RESRC BUD PC ACT RESRC sd Tyee CAT SUB CAT REF BU ID ANLTYPE ALL PRICES ARE ESTIMATES UNTIL FINAL INVOICE ITEM QUANTITY DESCRIPTION OF ITEMS OR SERVICES REQUESTED ACCOUNT UNIT EXTENDED NO PRICE PRICE ooo w e Posters for Research Symposium 740301 500 00 CONTRACTS AND GRANTS C amp G APPROVAL APPROVED BY SELLING DEPARTMENT CHARTFIELDS For Selling Department Use Only
6. Sponsored Research Accounting Services OMNI User Manual Cost Share Transactions In most instances the department must enter a new chartfield combination DeptID Fund Code Project to ensure the non personnel transaction is properly coded for cost sharing Below are examples of typical transactions and how each should be entered into OMNI Purchase Orders Example A department would like to purchase 200 of laboratory supplies with E amp G funds The principal investigator and or sponsored project manager confirms that the supplies will be used in support of a sponsored project In order for this transaction to be recorded against the cost share budget a department must complete the following fields on the Distribution link for a requisition DeptID 227000 Fund 110 PCBU FSUO01 Project 008068 Activity ID 1 Resource Type EXPNS Resource Category SUPPL Once the requisition is approved OMNI will automatically record the transaction in both the E amp G and cost share budgets as an encumbrance Subsequent vouchers and payments will inherit the chartfield combination from the Purchase Order Therefore the department does not need to perform any special procedures to record the expense transactions when they occur Unencumbered Expenses Example A department received 500 of supplies to prepare training books and will pay the expense from its E amp G funds The principal investigator and or sponso
7. red project manager confirms that the supplies will be used in support of a sponsored project Amount 500 00 Department 227000 Fund 110 Project 008068 Account 741181 Activity ID 1 Resource Type EXPNS Resource Category SUPPL OMNI User Document Cost Share Transactions Page 1 of 3 Version 1 August 2006 Sponsored Research Accounting Services OMNI User Manual Cost Share Transactions Once Accounts Payable processes the Payment Request Form OMNI will automatically record the transaction in both the E amp G and cost share budgets SEE EXHIBIT 1 Travel Expenses At this time the cost share functionality does not work in the OMNI Travel and Expense module For this reason department must use a journal entry to code travel expenses for cost sharing Example The principal investigator incurs 1 500 of travel expenses on E amp G funds The principal investigator and or sponsored project manager confirms that the travel occurred in support of a sponsored project The department will process the TAR and Expense report with the E amp G funds Then the department will prepare a journal entry to record the expenses against the cost share budget Complete the journal entry form as follows CHARGE DEPARTMENT CREDIT DEPARTMENT DEPTID 227000 DEPTID 227000 FUND 110 FUND 110 ACCOUNT 740501 ACCOUNT 740501 AMOUNT 1500 00 AMOUNT 1500 00 PROJECT 008068

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