PTAEO Strings in OGA

1. PTAEO Stringsin OGA www.dartmouth.edu/~osp

2. What is PTAEO? A unique chart string that is used to: • Record sponsored-project financial transactions • Specify details about transactions • Report on transactions • Allocate and track sponsored-project budgets www.dartmouth.edu/~osp

3. Why not just use the GL? Budgeting, transacting, and reporting require a different accounting approach for grants. www.dartmouth.edu/~osp

4. Impact and Usage of PTAEO • All financial systems • OSP • Project personnel • Procurement • Grant Managers • Service & Recharge centers • Fiscal offices Used by: Impacts: • Purchase Requisitions • P-Card Transactions • Journal Entries • Reporting • Payroll Authorizations www.dartmouth.edu/~osp

5. PTAEO Strings • 5 segments separated by periods make a PTAEO string • Each segment represents a different piece of information • Total of 24 characters in a PTAEO string • Every transaction must have a complete PTAEO string • One PTAEO string represents all of the information about a particular transaction • No hierarchies or range values with PTAEO P T E O A ExpenditureType Task Project Award Org XXXXXX XXXX XXXXXX XXXXX XXX ● ● ● ● www.dartmouth.edu/~osp

6. Indicates the work being done Provides a mechanism for organizing expenditures within a project Describes how thework is beingpaid and howwe are beingreimbursed Is equivalent to NaturalClass “expense” values Denotes thesame valueas “Org” in GL chartstring What does a PTAEO String tell us? P T E O A ExpenditureType Task Project Award Org OGA Feeds Data to GL www.dartmouth.edu/~osp

7. P Project Segment Values: Project • 6 characters • All projects fall within 500000-589999 range • Examples: • Insulin Regulation • Bioinformatics • Mascoma Clinic XXXXXX Indicates the work being done www.dartmouth.edu/~osp

8. T Task Segment Values: Task • 4 characters • Organizes expenses within a project • Each project must have at least one task • Current task ranges: • 5000-5999—funded by an external sponsor • 6000-6999—funded by internal cost share XXXX Provides a mechanism for organizing expenditures within a project www.dartmouth.edu/~osp

9. A Award Segment Values: Award • 6 characters • Initial alpha character identifies billing mechanism to allow efficient processing of sponsor invoices • L - Letter of credit • B - Billed monthly and quarterly • P - Payment/Installment Schedule • C - Cost Share XXXXXX Describes the money paying for the work being done www.dartmouth.edu/~osp

10. E Expenditure type Segment Values: Expenditure Type • 5 characters • Is a subset of the GL Expense Natural Class • An Alpha character at end of the four digits provides flexibility when greater detail is needed in OGA, for example, subcontractor payments • Examples: • 7471A SUPPL LAB Chemical Gases • 8111A TRAVEL FOREIGN Air XXXXX Is equivalent to Natural Class “expense” values www.dartmouth.edu/~osp

11. O Org Segment Values: Org • 3 characters • Values identical to the Org values in GL • Some Oracle modules, such as Accounts Payable, Labor Distribution, Procurement, accept name in place of Org value XXX Is equivalent to G/L Org www.dartmouth.edu/~osp

12. Single Project, Multiple Awards Externallyfunded Task5000 AwardL78221 Project500001 Internallyfunded Task6000 AwardC26116 PTAEO Relationships PTAEO allows several types of relationships among Projects, Tasks, and Awards. Single Project, Single Award Project500001 Task5000 AwardL12345 www.dartmouth.edu/~osp

13. Another PTAEO Relationship Multiple Projects, Single Award Project500001 Task5000 PI Robinson Project500002 Task5000 AwardL12345 PI Radley Project500003 Task5000 PI Finch www.dartmouth.edu/~osp

14. Another PTAEO Relationship Multiple Projects with Cost Sharing, Single Award Project500001 Task5000 PI Robinson Project500002 PI Radley Task5000 AwardL12345 Task6000 AwardC48001 internally funded Project500003 Task5000 PI Finch www.dartmouth.edu/~osp

15. Sample PTAEO String ● ● ● ● 500322 5000 P00290 7471A 169 TaskExternalfunding AwardSmoothmuscle cells Expenditure TypeSUPPL LAB Chemical gases OrgSurgery ProjectSmoothmuscle cells 500322.5000.P00290.7471A.169 Sample Project in Dartmouth Medical School www.dartmouth.edu/~osp

16. Sample PTAEO String ● ● ● ● 501381 5000 L00475 7571A 842 TaskExternal Funding AwardSmart Laser Beams Expenditure TypeCAP EQUIP Scientific OrgMechanicalThayer ProjectSmart Laser Beams 501381.5000.L00475.7571A.842 Sample Project in Thayer www.dartmouth.edu/~osp

17. Sample PTAEO String ● ● ● ● 500681 5000 B00051 6012A 472 ProjectFrom Cells to Solids TaskExternal Funding AwardFrom Cells to Solids Expenditure TypeFAC REG Tenure OrgPhysics &Astronomy 500681.5000.B00051.6012A.472 Sample Project in Arts & Sciences www.dartmouth.edu/~osp

18. Attention Grant Managers! • Project dates set up within OGA will enforce existing policies of spending within project start and end dates by blocking expenditures with an expenditure item date that does not fall between the start and end dates. www.dartmouth.edu/~osp

19. Attention Grant Managers! Submit project documents (cost transfers, budget templates, attribute changes, SPUD, journals) to OSP via a new all-inclusive e-mail account: PTAEO.Processing@Dartmouth.edu www.dartmouth.edu/~osp

20. What OGA is Checking For • Mandate valid PTAEO string combinations • Transaction date that falls between the start and end dates of the Project, Task, or Award • Project status that allows transactions • Award status that allows transactions www.dartmouth.edu/~osp