Technicalities of Spending Grant Funds at UNT

1. Technicalities of Spending Grant Funds at UNT Center for Interdisciplinary Research and Analysis Theresa Overall February 22, 2007

2. Agenda • Disclaimers • Acronyms and vocabulary • Account Types • Types of Spending • Purchasing • Reimbursement • Tracking

3. Disclaimers • Overview; not a training • Not official

4. Acronyms & Vocabulary Reading an Abbreviation: TX or HQ? • PPS -- Purchasing and Payment Services • EIS -- Enterprise Information System • PeopleSoft -- UNT’s EIS software provider • Emplid -- Employee (or student) Identification Number • Deptid -- Department ID: what used to be called an account [but in EIS the word account has a different meaning] • Projid -- Project ID: a specific deptid used to designate grants or other projects with a finite end

5. EIS provides a single information system for organization-wide coordination and integration of key business processes. It collects data from various business processes in manufacturing and production, finance and accounting, sales and marketing, human resources; and stores the data in a single ample data respiratory which helps other parts of the business by providing required information from wikipedia.com

6. Account Types • State deptids • 10000-49999 • 63XXX (indirect costs) • 68XXX (which are HEAF) • Local deptids are all the rest • Plus 65XXX's are local • Projids (Grants and other projects) from Brenda Cates email

7. Special Local Account Types • Research • Discretionary • Gift

8. Grant / Project Account Types • G70000-G70999 are Private - For Profits, Private -Non-Profits, Foreign, ISD's, Foundations, & Local Government • G71000-G71999 are Federal Letter of Credit • G72000-G72299 are Federal Flow-Through • G72300-G73999 are Federal - Other • G74000-G74999 are State • G41000-G41999 are ARP/ATP • G43200-G43299 are Tech Workforce from Brenda Cates email; available through grants office

9. Types of Spending • Salary • salaried positions • hourly positions • Goods • Services • Travel • Memberships • Subscriptions • Food • Flowers

10. Test Item: Matching • Different types of spending are allowable (or not allowable) in each account type • “Who ya gonna call? Ghost Busters!” • Grants Office for any deptid that starts with a “G” • Assigned representative or accountant • Budget Office for all others • Or ask the administrative assistant in your department

11. Purchasing • P-card -- University credit card • Take training to become an authorized purchasing agent for the University • Reconcile your account each month • Keep receipts and records • Audited annually • ePro -- purchase orders • Take training to be one or the other (not both) • Coordinator -- create and manage purchase orders • Approver

12. Purchasing • P-card • Supplies (less than $xx) • Registration • Food (assuming the account allows it) • NOT travel, memberships, some services • Purchase Order • Memberships • Services • Reimbursement • Supplies (greater than $xx)

13. Reimbursement • Travel • Within 7 days of returning from your trip • Travel reimbursement form • Original receipts • Check usually ready in 3 or 4 days after paperwork is turned in to PPS • Other • Use purchase order for a check request • Justify why you didn’t use a p-card or purchase order up front

14. Tracking Funds through Cognos • Cognos is “a business intelligence software that supports reporting and query, data integration, and performance analysis” • Sign up through the Budget Office • Get into the system through my.unt.edu • 4 types of reports • Departmental Budget Summary • Project/Grant Budget Summary • Departmental Management Report • Project/Grant Management Report

15. Cognos Vocabulary • Project/Grant = a deptid with a G in the front • Departmental = an deptid without a G • Budget Summary = budget and current balance • Management Report = details (credits & expenditures, but no balance)

16. Resources • Official • http://www.unt.edu/pps/ • http://www.unt.edu/budget/ • Unofficial • http://del.icio.us/texastheresa