Lehigh University FRRGRNT process

1. Lehigh University FRRGRNT process • Lehigh University uses FRRGRNT to: • Calculate, record and distribute indirect costs • Record grant revenue and related receivable • LU has a research incentive program that shares indirect cost recovery as follows: • 84% University • 9% College • 4% Department • 3% Project Investigator • ICR is distributed to separate funds created for each

2. Lehigh University FRRGRNT process • We run FRRGRNT as a monthly batch process • Can also be run in sleep wake mode • We run FRRGRNT in summary mode • Generates one summary posting for all activity in the month or period • Can also be run in detail mode • Generates an entry for each transaction posted to a grant fund (too many entries!!!!)

3. Lehigh University FRRGRNT process • How does it work… • FGBTRND_DEFER_GRANT_IND … this flag is initially set to Y for all transactions recorded in grant funds. FRRGRNT process changes it to N after transaction is included in calculation so it is not selected again. • Sample output and entries generated by process…

5. Lehigh University FRRGRNT process • LU month end FRRGRNT process • Run FRRGRNT in summary audit mode • Verify FRRGRNT calculations against manual calculations for selected grants • Run FRRGRNT again in detail mode and retain output as a transaction by transaction audit trail • Run FRRGRNT again in summary update mode and retain output as support for entry posted • Must run FGRTRNI and FGRTRNR then posting

6. Lehigh University FRRGRNT process – Setup • FOASYSC - System Control Form • FTMACCT - define indirect cost account codes • FTMINDA – define indirect cost charge codes • FTMINDR – define indirect cost rate codes • FTMBASI – define indirect cost basis codes • FTMINDD – define ICR distribution codes • FRVPMSC – define letter of credit codes • FRAGRNT – assign IC cost codes to grants

7. Lehigh University FRRGRNT process – Setup • FOASYSC - System Control Form • Grant Processing Info window has checkbox for “Defer Calculations of Indirect Cost and Cost Share” • If checked, FRRGRNT must be run in batch mode • If unchecked, FRRGRNT runs in sleep wake mode

9. Lehigh University FRRGRNT process - Setup • FTMACCT – Account Code Maintenance Form • define indirect cost Account Codes to be used to record indirect costs on grant funds. Must be account class “I” • Lehigh uses 3 codes for different rate types: • 79800 Indirect Cost – Research • 79801 Indirect Cost – Liaison • 79804 Indirect Cost < 10%

11. Lehigh University FRRGRNT process - Setup • FTMINDA – Indirect Cost Charge Code Maintenance Form • use this form to create codes that will identify the Account Code to be charged for indirect costs on individual grants. • Assign code on FRAGRNT form for each grant. • Lehigh codes and related Account Codes are… • RSCHIC 79800 • RSH<10 79804 • LIASIC 79801

14. Lehigh University FRRGRNT process - Setup • FTMINDR - Indirect Cost Rate Code Maintenance Form • Use this form to create rate codes for each indirect cost rate used by your institution. • Assign code on FRAGRNT form for each grant. • Lehigh’s rate codes include the rate for ease of assigning to grants and subsequent recognition • Example: R54.0

17. Lehigh University FRRGRNT process - Setup • FTMBASI – Basis Definition Code Maintenance Form • Use this form to define the base for indirect cost calculations • Define Account Types and/or Codes to be included or excluded from the calculation base • Example… Lehigh code MTDC1, Modified Total Direct Costs excludes Equipment Account Codes, Tuition remission Account Codes and expenses > $25,000 charged to subcontractor Account Codes

20. Lehigh University FRRGRNT process - Setup • FTMINDD – Indirect Cost Distribution Maintenance Form • Use this form to create codes associated with the FOAPAL distribution of indirect cost recovery (the credit side of indirect cost charges). • Lehigh has a research incentive fund program and shares ICR with Colleges, Departments and Project Investigators (9%, 4% and 3% respectively). • Each PI has at least one distribution code

23. Lehigh University FRRGRNT process - Setup • FRVPMSC – Payment Management System Code Maintenance Form • Used by the grant billing module to group grants by letter of credit agency (DOE, HHS, NSF, ONR, etc.) • Lehigh does not use the baseline grant billing module, but we do create these codes and assign them to grants in the “Billing Information” window of the FRAGRNT form • use this code to prepare monthly cash drawdowns • to prepare quarterly agency reports

25. Lehigh University FRRGRNT process - Setup • FRAGRNT –Grant Maintenance Form • Enter all indirect cost codes in “Cost Code Information” window

28. Lehigh University FRRGRNT process - Setup • FRAGRNT –Grant Maintenance Form • Billing Information window • Enters PMSC code so you can select and group grants by letter of credit agency for cash drawdowns and quarterly reporting to agencies.

30. Lehigh University FRRGRNT process - Setup • FTMFUND • Enter Unbilled AR Account Code and Revenue Account Code • FRRGRNT will use these Account Codes to record grants receivable and related grant revenue entry after calculating indirect costs for the period. • Enter deferred revenue account code if grant award is paid in advance • Leave blank if you do not want FRRGRNT to record revenue and related receivable

32. Lehigh University FRRGRNT process - Setup • FRMFUND • Associate a grant with a fund

34. Lehigh University FRRGRNT process - parameters • 01 Recalculation Y – yes, N - no • 02 Date From • 03 Date To • Chart of Accounts • Fund Option A – all, R – range, S - specific • From Fund • To Fund • Posting Date Transaction date • Execution Mode A – audit, U - update • Report Type S – summary, D – detail

35. Lehigh University FRRGRNT process • Sample report