Budget & Finance

Accounts Receivable Panorama is a collection of reports that provide departments with an overview of their receivables and related credit memos, customer account attributes, incoming and unclaimed cash receipts, and merchant transactions.

The Accounts Receivable dashboard includes the following pages: 

• List of Reports 
• Credit Memos 
• Customer Account Delivery Attributes 
• Incoming Payments (Receipts) 
• Merchant Transactions 
• Miscellaneous Receipts

• Provide departments with an overview of their receivables and related credit memos, customer account attributes, incoming and unclaimed cash receipts, and merchant transactions. 

Reports:

1. Expanded Project Summary

2. Project Information Lookup Panorama

3.Transaction Details

This report helps in determining the projected balance of service agreement projects net of any projected assessments that still need to be charged.  This report has 3 separate pages

1. Assessment reconciliation – showing summary section for GL balance with projected assessments ( calculated - actual ) and a detail section showing the calculations for the projected assessment used in the summary section above.
2. Revenue – Showing all the revenue associated to the project
3. Assessments – Showing all details for actual assessments associated to the project

Please note that only funds that are charged Differential Income and ASSA are included

• How much is still available to spend on service agreements
• Net of differential income assessments that won't be charged until the end of the fiscal year

The Athletics Expense Reports dashboard includes the following pages: 

• Athletics Expenses 
• Guarantees 
• Head Coaching Salaries 
• Assistant Coaching Salaries 
• Support Staff/Admin Salaries 
• Recruiting 
• Team Travel 
• Equipment, Uniforms and Supplies 
• Game Expenses 
• Fundraising, Marketing and Promotions 
• Sports Camp Expenses 
• Spirit Groups 
• Direct Overhead 
• Medical Expenses and Insurance 
• Memberships and Dues 
• Student Athlete Meals 
• Other 
• All

• Summarizes Intercollegiate Athletics expenses on a sport-by-sport basis into NCAA-required reporting categories. 
• Reported to the NCAA and Department of Education. 

The Athletics Revenue dashboard includes the following pages: 

• Athletics Revenue 
• Ticket Sales 
• Student Fees 
• Guarantees 
• Contributions 
• Programs, Concessions, Novelty Sales and Parking 
• Royalties, Licensing, Advertisements and Sponsorships 
• Sports Camp Revenue 
• Endowments and Investments 
• Media Rights 
• NCAA Distributions Including Tournament Revenue 
• Conference Distributions 
• Direct Institutional Support 
• All Transactions 
• Recharge Revenue 
• Other Ticket Sales - 1 
• Other Ticket Sales - 2 
• Other Media Rights and Programs 
• Other NCAA and Conference Distributions 
• Other Royalties, Licensing, Advertisements and Sponsorships 
• Other Sports Camp 
• All Other Revenue 

• Summarizes Intercollegiate Athletics revenue on a sport-by-sport basis into NCAA-required reporting categories. 
• Reported to the NCAA and Department of Education. 

Displays report runs and distinct user counts for BI Publisher reports.

• To review the Financial health of the Award.
• To view high level information for the Awards Total Expenses, Invoices and Payment Receipts

The Campus User Roles dashboard is a single-page report that includes the following details: 

• Campus User Role Report 

• Provides the OFC roles and associated Business Units, Ledgers and other security contexts for those roles.  
• Searchable by user email, username, assignment number, department and role. 

The Capital Equipment Management Report dashboard is a single-page report that includes the following details: 

• Capital Equipment Management Report 

• Lists all requisitions on items acquired where cost exceeds $5,000.  
• Includes entire requisition and auxiliary cost associated such as shipping, delivery, installation, taxes, etc. 

The Capital Projects dashboard is a single-page report that includes the following details: 

• Capital Projects PPM Expanded Project Summary 

This dashboard includes the following pages: 

• Daily Activity
• Incoming Payments (Receipts)
• Applied Receipt Register
• Unapplied Receipt Register
• SPARCM Invoice to OFC Transaction Link
• Unprocessed Transactions With Errors
  
  

• View daily activity by date detailing receipt information such as receipt number, cashier, amount, and status.
• Track receipts and review the details of applied and unapplied receipts.

The Exceptions dashboard includes the following pages: 

• List of Reports 
• Non-Sponsored Project Names Starting with SP 
• Receipts to PPM Recon 
• Revenue in Fund 13037 
• Revenue on SP Funds Not from Contracts 
• Project Transaction Controls
• PIP Transactions Not Cleared
• Misc Cost Transactions Stuck in Staging Table
• SP Revenue and AR Wrong Accounting - PPM
• SP Revenue and AR Wrong Accounting - Receivables
• SP Generate Revenue Process Errors

Hierarchies help define structure, and provide for standard and consistent financial reporting to our various stakeholders about UC San Diego’s financial performance and financial position over a specified period of time. Chart of Accounts Panorama is designed to help you explore the UCSD Chart of Accounts and hierarchies.

The Chart of Accounts dashboard includes the following pages: 

• COA Information 
• Entity 
• Standard Fund Hierarchy 
• FinU (Financial Unit) 
• Standard Account Hierarchy 
• Function 
• Program 
• Location 
• Project 
• Activity 
• Interentity 
• Managerial Reporting Account Hierarchy 
• Managerial Reporting Fund Hierarchy 

• Define structure 
• Provide for standard and consistent financial reporting to our various stakeholders about UC San Diego’s financial performance and financial position over a specified period  
• Explore the UCSD Chart of Accounts and hierarchies. 

Reports for Performance of Key Controls:

1. Transaction Details
2. GL-PPM Reconciliation
3. Default Project Payroll
4. Deficit Report - Operating Funds
5. Deficit Report - Sponsored Projects
6. Transactions on No Project
7. Project Setup to GL Match Errors
8. Closed Projects with GL Balance
9. Department Exceptions Panorama

1. Header Report: This report provides high-level information about the Concur Expense Report Transactions including fields such as the Expense Report ID, Report Name, Employee, Report Type, Payment Status, Approver Information, and Report Amount.
2. Entry Report: Header Report + additional line-level information for Concur Expense Report Transactions such as Expense Type, Vendor Information, and Line Amounts.
3. Allocation Report: Header Report + Entry Report + Allocation information includes COA, Project, Task, and Expenditure Type information found within Concur.

The report will help answer business questions related to the status of expense reports that require action, as well as past totals for travel, event and procurement card expenses.

Below are just some of the business questions that can be answered by this report

1. What actions do I need to take on my Concur expense reports?
2. What are all the expense reports associated to my project/financial unit?
3. What expenses associated to my project are not yet paid but should be accounted for?
4. What expense reports are currently pending financial unit approval from my department's financial unit?
5. What expense reports were approved this month?

Displays summary and detailed information for award and general contract revenue, invoicing, payments, and receipts.

"The UCSD PPM Project Budget and Contract Manager JR role is required to run these reports."

The Contract Management Dashboard includes the following reports:

• Award Contract and Project Summary
• General Contract and Project Summary
• Contract Invoice and Payment Details
• Receipt Details
• Sponsored AR Aging
• Receivables Aging Report

• Are there invoices on my contracts that have not yet been paid?
• Have I created invoices for all of the revenue recognized on my contracts?
• What invoices have been created on a project?
• What receipts were applied to my invoices? What receipts were applied to my project? Where was a receipt applied?

The Cost Share Reconciliation Dashboard includes following contents:

• PPM Summary
• GL Summary
• Misposted Transactions
  

• Have I over- or under-spent my cost share budget?
• Are there costs that have been coded with the wrong task or wrong funding source? 
• Have I funded cost share with resources in the General Ledger?

The Cost Sharing Report is a single-page report that includes the following details: 

• Cost Sharing 
• Funding Source Name 
• Award Org 
• Award Number 
• Principal Inv 
• Project Number 
• Unmet Percent 
• Expenditure Start Date 
• Expenditure End Date 

• Displays Awards with Cost Sharing Commitments, PPM Project Costs against those commitments, and remaining balances. 

The Concur Credit Card Transactions report provides information on all Concur-related card products, including Travel & Entertainment Cards, Procurement Cards (P-cards), and UCSD centrally billed CTS Air and Hotel Cards. This report helps users find card transactions that are both assigned or unassigned to a Concur expense report. Use this report for all your Concur credit card related needs.

1. All Credit Card Transactions: Includes UC San Diego Credit Card transactions that are assigned and unassigned to an expense report in Concur
2. Assigned Credit Card Transactions:  Includes only UC San Diego Credit Card transactions that are assigned to an expense report in Concur. Since it is assigned to an expense report in Concur, you can filter using chart of accounts from the expense report.
3. Unassigned Credit Card Transactions: Includes only UC San Diego Credit Card transactions that are NOT assigned to an expense report in Concur. No chart of account information is available as the transaction is unassigned. The only COA information is the cardholder's Payroll Profile Primary Assignment Financial Unit

The reports will help answer business questions related to the status of credit card transactions, as well as past totals.

Below are just some of the business questions that can be answered by this report

1. What credit card transactions are unassigned within my financial unit?
2. What is the total Procurement Card spend for my financial unit?
3. Have my credit card transactions been approved through Concur?
4. What are all the assigned Concur credit card transactions on my Project?

Report shows all UC San Diego card holders that have utilized their university card product.

Card products include Travel & Entertainment Cards and Procurement Cards(P-cards).

1. Please note that if a cardholder has a university card product, but has never used it, then they will not show up on this report. The Cardholder must have used the card to show up on this report.
2. Please be aware that all cardholders and their respective cards will be displayed on the report, regardless of whether the cardholder or card are currently active or inactive.

Credit Card Users: This view shows all card holders that have utilized their university card product as well as the last used date.

The reports will help answer business questions related University card holders and their last used date.

Below are just some of the business questions that can be answered by this report

1. Who are all the card holders within my financial unit?
2. Which employees have utilized their Procurement Card within my financial unit?

Provides detailed information about charges posted to departmental default projects, including person names and other payroll information.  Users with access to the DOPES may also access this report.

• Oracle + LL Pivot: Provides charges summarized by UCPath Labor Ledger project, account code, person name (rows), and expenditure dates (columns).
• Oracle pivot: Summarizes charges from Oracle only by account code (rows) and expenditure dates (columns). Used for data validation against Oracle + LL Pivot tab.
• Oracle + LL Summary: Provides charges summarized by UCPath Labor Ledger project, person name, expenditure dates (rows), and account codes (columns).
• Oracle + LL Detail: Provides detailed information needed to complete Direct Retros, DrPat templates, or Oracle cost transfers

Provides answers to the following questions:

• What are the names of people whose payroll has posted to the departmental default project in Oracle?
• What were the projects on funding entries in UCPath that resulted in payroll posting to the departmental default project?
• Do I need to do a Direct Retro or an Oracle cost transfer to move charges off of the departmental default project?

The Exceptions dashboard includes the following pages: 

• Welcome!  
• 538000 on Non-Sponsored Funds 
• SP Funds Require Project Number in GL (SVR) 
• Transactions Incorrectly Posted to UCPatch Specific Funds (CVR) 
• Incorrect PPM Budget Resources
• Project Transaction Controls
• Project Setup to GL Match Errors
• Generate Invoice Process Errors - Non-Sponsored
• Non-Sponsored Contract Lines Without Project or Task
• Non-Sponsored Contracts Without Revenue Account or Fund
• Non-Sponsored Generate Revenue Process Errors
• Non-SP Contract AR COA Billing Exceptions
• Non-SP Contract PPM COA Billing Exceptions
• Non-SP Projects with DFF Exceptions
• Project Setup to GL Match Errors
• Transactions on No Project
• GL-PPM Receivables
• Closed Projects with GL Balance
• Multiple Project Roles

• Department Operations Dashboard

• Department fiscal managers to see overall balances
• Fiscal managers to view balances by project classifications
• Drill through to view GL transactions that makeup balances to note any irregularities
• On page prompts allow for fiscal managers to quickly toggle between different parameters to view overall balances

New report version, updated for CCoA reordering.  If you do not already have access to this report, please submit an access request for the Payroll Accounting and Reconciliation report category.

This report displays actual labor ledger payroll expenses applied for a given payroll cycle.
Report includes:

• Combined Salary & Fringe: Lists all Salary and Fringe Labor Ledger data on a single tab.  
• Condensed Column Set: Shows only the essential columns required for Project Managers and Sponsors which keeps all columns on the screen together, no horizontal scrolling required.
• Employee Summary: Totals Salary and Fringe monetary amounts for the Condensed Column Set.  Totals are grouped first by employee and then by pay and earnings periods.
• Optional Report Pages:
    ○ Salary Details: Lists only salary detail rows
    ○ Fringe Details: Lists only fringe detail rows
    ○ Stipend and Tuition Fees: Lists all related FinAH rows

Required Input

• Pay Calendar Dates
• Accounting FY-Periods

Fields

• Employee Name
• Employee ID
• Employee Record
• Pay Period End Date
• Earnings Period Start Date
• Earnings Period End Date
• Pay Check Date
• Transaction Type
• Fiscal Year
• Accounting Period Number
• Department Code
• Department
• Position Number
• Position
• Job FTE
• Job Code
• Job Description
• Pay Group Code
• Pay Group
• Earnings Code
• Earnings Type
• Pay Basis
• Job Compensation Frequency
• Employee CBR Rate Group
• Employee UCPath CBR Rate Group
• Employee UCPath CBR Rate Code
• CCOA Entity Code
• CCOA Entity
• CCOA Fund Code
• CCOA Fund
• CCOA FinU Code
• CCOA FinU
• CCOA Account Code
• CCOA Account
• CCOA Funct Code
• CCOA Funct
• CCOA Program Code
• CCOA Program
• CCOA Project Code
• CCOA Project
• CCOA Location Code
• CCOA Location
• CCOA Activity Code
• CCOA Activity
• CCOA TASK Code
• CCOA TASK
• CCOA Funding Source Code
• CCOA Funding Source
• OTC Indicator Code
• Project Manager Name Full
• Task Manager Name Full
• Salary Cap Rate
• LL Annual Rate
• Job Compensation Rate
• Employee CBR Rate
• Salary Hours
• Salary Derived Effort Percent
• Salary Total Pay Component Percent
• Monetary Amount
• Pay Run Code
• Salary Earnings Run Code
• Journal ID
• Journal Line
• GL Journal Line Number
• Journal Template Code
• Cost Transfer Code
• Original Transaction Reference Number
• Transaction Type - Account
• Project - Task
• Salary Grouped Total
• Fringe Grouped Total
• Salary and Fringe Grouped Total

Provides summary and detail information about a single project or task with data from both PPM and General Ledger.

• Metadata information about a project and its underlying tasks, including chartstring information and project roles.
• Total expenditures, balances, and commitments by expenditure category
• Revenue details for non-sponsored projects
• Expenditures by month
• PPM Cost Details
• Commitment Details
• Historical Payroll Details
• Payroll Projection Details
• General Ledger Transaction Details

•  View PPM expenditures, GL transactions, and UCPath payroll (DOPES) all in a single report
•  What are the transactions that have posted to a project or task in PPM and GL?
•  What are the open commitments on a project or task?
•  What people’s salaries were charged to a project or task over a given time period?
•  How much is anticipated to spend on payroll and related costs on a project or task?

Provides a dashboard for faculty and supporting users who are financially responsible for sponsored and non-sponsored projects and tasks.

Access this dashboard to:

• View projects and tasks (including award dates, where applicable) in your portfolio
• Identify money available and money spent for projects and tasks
• Analyze data for financial decision-making about your sponsored and non-sponsored projects
• View project and task payroll details

Provides a dashboard for faculty and supporting users who are financially responsible for sponsored and non-sponsored projects and tasks in the following sections:

• Sponsored Projects - For Project Managers, Principal Investigators, and Task Managers
• Non-Sponsored Projects - For Project Managers and Task Managers with both General Ledger (GL) and Project & Portfolio Management (PPM) data
• Payroll - A second tab displays rolling 12 months of payroll for the project/task portfolio

The Financial Resource Management Dashboard includes the following pages:

• Reports List
• Net Operating Results and Fund Balance
• Financial Deficit Report - Operating Funds
• Financial Deficit Report - Sponsored Projects
• Fund Summary
• GL Project Summary by Fin Unit
• Fund Balance Scorecard
• Managerial Reporting Account Hierarchy
• Managerial Reporting Fund Hierarchy

• Delivers a full suite of financial management reports intended to support campus business officers.
• Designed to support internal financial management of the university finances, including use of Managerial Reporting hierarchies.

• Receipt Application Auditing: Receipt Application Statistics, Authorized Users, Applied Receipt Register, Miscellaneous Receipts, Aging Report for Receipts
• Credit Memos: Credit Memos by Customer, Credit Memo Accounting Exception Report, Overapplied Invoices, Overapplied Invoice Details, Combined List of Related Transactions
• Invoice Created By
• Customer General Information: Customer Address Information, Customer Contact Information
• Bill and Revenue Plan Details
• Invoices Needing Approval
• Foreign Payments (Receipts): Incoming Wires
• PMS to Oracle Reconciliation
• Collections
• Capital Assets and Property Reconciliation Report: CAMS Reconciliation Reporting
• Contract Errors: Non-SP Contract Lines Without Project or Task, Non-SP Contracts Without Revenue Account or Fund
• Accounting Errors: Revenue in Fund 13037, Non-SP Contract PPM COA Billing Exceptions, Non-SP Contract AR COA Billing Exceptions, AR PIP Transactions Not Cleared, Contract Line Invoice Revenue Exceptions
• Process Errors: Non-SP Generate Invoice Process Errors, Non-SP Generate Revenue Process Errors, Invoice Transaction Mismatch, Invoices Posted to 96*, Event DFF Entry Errors, Billing Events With Unrecognized Revenue and Invoice Amounts
• CEI Report
• Receivables Aging Report
• Payment Application by Customer
• Property Assessment Report - UCSD Equipment

• Identify payments received from foreign countries and the activity the payment is for.
• Quickly identify who created an invoice.
• Identify accounting errors such as COA billing exceptions, transactions not cleared, and contract line revenue exceptions.
• Compare assets in Oracle procurement/Accounts Payable and CAMS.

• Customer Satisfaction
• Performance Metrics

• View metrics related to customer satisfaction such as how quickly tickets are resolved, number of tickets each agent has resolved, and support ticket trends.
• View metrics related to payments such as how accurately we apply receipts, how many payments are received/applied/unapplied.
• How quickly are cost transfers processed and how many unprocessed costs are sitting every month?
• View how quickly we close the subledgers each month along with historical trends by application module.

• List of Reports
• Award Lookup
• Project Metadata Lookup
• Project Managers
• Project Costs KPI
• Transaction ID to Contract Lookup Report
• Invoice Creation Report

• Export a list of projects by project status or project type
• Export a list of all tasks
• Determine the contract number and contract name associated with a transaction number

• Project Metrics
• Projected Cash Flow: Receipts, Next 7 Weeks
• Open Receivables: Open Receivables, Net Zero Open Receivables
• Overall Collection Health and CEI

• TBD.

Financial Management Reports:

1. Department Operations Dashboard
2. GL Project Balances
3. Financial Resource Management Dashboard
4. Gift Fund Balances
5. Project Management Dashboard
6. Expanded Project Summary
7. Project Information Lookup Panorama

Reports for Performance of Key Controls:

1. Transaction Details
2. Distribution of Payroll Expenses Report (DOPES)
3. GL-PPM Reconciliation
4. Default Project Payroll
5. Transactions on No Project
6. Department Exceptions Panorama

Financial Management Reports:

1. Project Management Dashboard
2. Expanded Project Summary
3. Project Information Lookup Panorama
4. Contract Management Dashboard

Kuali Research Reports:

1. Current and Pending
2. Research Administration Activity Dashboard

Reports for Performance of Key Controls:

1. Transaction Details
2. Distribution of Payroll Expenses Report (DOPES)
3. GL-PPM Reconciliation

The Fund Monitoring and Exceptions Dashboard dashboard includes the following pages: 

• Financial Unit PPM Organization Mismatches
• Funds Descriptions With Commas

Are there any funds with commas that need to be updated in EDMCS?

• Position Number
• Vice Chancellor Code
• Vice Chancellor
• Department Code
• Department
• Employee Name Current
• Employee ID
• Employee Record
• HR Status
• Employee Status
• Job Code
• Job Code Description
• FTE
• Employee Class Code
• Employee Class
• Reports To Employee
• Reports To Work Email Address
• Reports To Position Number
• Reports To Position
• Position Class Code
• Position Class

Funding and Project End Dates Tab

• Vice Chancellor Code
• Department Code
• Department
• Employee Name Current
• Employee ID
• Employee Record
• Position Number
• Pay Group
• Pay Frequency
• Position Funding Fiscal Year
• Position Funding Earnings Type Code
• Job Expected End Date
• Job FTE
• End Dates Category
• Position Funding End Date
• Days Remaining Until Funding End Date
• Project End Date
• Days Remaining Until Project End Date
• Project Code
• Project
• TASK Code
• TASK
• Financial Unit Code
• Financial Unit
• Fund Code
• Position Funding Distribution Percent
• Job Code
• Job Code Description
• Reports To Employee
• Reports To Work Email Address
• Reports To Position Number
• Reports To Position

No Task or Funding Source Tab

• Employee Name Current
• Employee ID
• Employee Record
• Position Number
• Position Funding Fiscal Year
• Position Funding Earnings Type Code
• HR Status
• Employee Status
• Job Expected End Date
• Job FTE
• Project Code
• Project
• TASK Code
• TASK
• Financial Unit Code
• Financial Unit
• Fund Code
• Funding Source Code
• Position Funding Distribution Percent
• Job Code
• Job Code Description
• Reports To Employee
• Reports To Work Email Address
• Reports To Position Number
• Reports To Position
• Department Code
• Department
• Vice Chancellor Code
• Vice Chancellor

Report Instructions

What do you need to do?

Review each report tab and make any necessary corrections per the tab instructions below:

Tab 1: Positions without Funding Report

1. Filter the report by your Department area(s) using the "Department" column (if your department doesn''t appear, you may ignore this report)

2. Add funding for these positions in UCPath (for help, see "Resources" below)

   *Health Sciences - submit funding changes to SWAT/HHR/ARC with the new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF)

3. Process a Direct Retro (for help, see "Resources" below) or submit a DrPat request (VCAA/VCHS) for any transactions related to these positions that recorded to your FinUnit default chartstring in UCPath in prior periods

Tab 2: Funding & Project End Date Report

1. Filter the report by your Department area(s) using the "Department" column (if your department doesn''t appear, you may ignore this report)

2. Filter the "End Dates Category" column by the "End Date Past" category (if your department doesn''t appear, go to step 4)

3. Confirm if the end date relates to Position Funding or the Project

        a. For expired Position Funding requiring position termination, request that your department HR initiator terminate the position in UCPath(employee will continue to get paid until this is complete!)

      *Health Sciences - submit a ticket to ARC/HHR (employee will continue to get paid until this is complete!)

        b. For expired Position Funding where the end date needs extension, update the position funding in UCPath (for help, see "Resources" below)

      *Health Sciences - submit a ticket to ARC/HHR with an updated end date

        c. For expired Projects, update funding in UCPath (for help, see "Resources" below)

      *Health Sciences - submit funding changes to SWAT/HHR/ARC with new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF)

        d. For expired Projects pending an official modification from sponsor to extend award, submit extension to Sponsored Projects Finance (for assistance, click here); if not approved, update funding in UCPath (for help, see "Resources" below)

        e. For expired Projects getting replaced with a new one (i.e. an NIH Federal Flow Thru), update funding in UCPath (for help, see "Resources" below)

      *Health Sciences - submit funding changes to SWAT/HHR/ARC with new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF)

   **TIP: for multi-year Federal Flow Through (FFT) awards, projects are created in advance, so suggest setting up future funding with new projects once they''re available (for more info, click here)

4. Filter the "End Dates Category" column by all other categories (focusing on near term expirations first) and ensure that funding and or project updates have been made beyond the expiration date to prevent future defaults

5. Process a Direct Retro (for help, see "Resources" below) or submit a DrPat request (VCAA/VCHS) for any expired entries that recorded to your FinUnit default chartstring in UCPath in prior periods

6. Process an Oracle PPM Cost Transfer (for help, see "Resources" below) for entries that are correctly recorded in UCPath, but went to your default project in Oracle PPM

Tab 3: No Task or Funding Source

1. Filter the report by your Department area(s) using the "Department" column (if your department doesn''t appear, you may ignore this report)

2. Update funding where task and or funding source is missing (for help, see "Resources" below)

   *Health Sciences - submit funding changes to SWAT/HHR/ARC (depending on priority and complexity) with new Project Number, Expenditure Organization, Expenditure Type, Task Number, Award Number & Funding Source (POETAF)

3. Process a Direct Retro (for help, see "Resources" below) or submit a DrPat request (VCAA/VCHS) for invalid entries that were recorded to your FinUnit default chartstring in UCPath in prior periods

This panorama contains reports that pull from the General Ledger transaction tables. Designed to give you visibility into general ledger accounts, balances, transactions and activity.

The General Ledger dashboard includes the following pages: 

• General Ledger Transaction Details 
• GL Details ISIS Reconciliation 
• Journal Approval workflow 
• GL Subledger Journal Details 

• Contains reports that pull from the General Ledger transaction tables.  
• Designed to give you visibility into general ledger accounts, balances, transactions and activity. 

The Gift Fund Panorama compiles various reports and analyses into a single dashboard to help Fund Managers evaluate and make decisions regarding their gift funds.

The GL Fund Balances report includes the following:

• Summary by Financial Unit and Fund
• Ending Balances by Month
• Ending Balances by Year
• Drill thru to GL Project Balances report

• Review balances for each month up to and including the accounting period selected within the accounting year selected
• Review balances for the accounting month selected for each accounting year up to and including the year selected

The GL Project Balances report provides a summary of a project’s ending balances, with information from the General Ledger plus PPM Commitments and UCPath Payroll Projections.

Contents

The GL Project Balances report includes the following:

• Summary by Financial Unit, Project, and Fund
• Ending Balances by Month
• Ending Balances by Year

• Review balances for each month up to and including the accounting period selected within the accounting year selected
• Review balances for the accounting month selected for each accounting year up to and including the year selected

Displays differences between amounts in General Ledger and amounts in PPM. A drillthrough report identifies the specific transactions that are causing the differences. Reconciliation of GL to PPM on sponsored projects is a required key control.

• Expenditures Condensed: Displays expenditure variances by project and account.
• Expenditures by Accounting Period: Displays expenditure variances by project, account, and accounting period.
• Resources: Used to determine amounts that need to be entered in PPM budgets.

• Compares costs in PPM to actuals in the general ledger by project, accounting period, and account code/expenditure type.  
• Includes only revenue, expense, and noncurrent asset (i.e. capital equipment) account codes. 
• Search by one or more financial units, one or more projects, and/or one or more accounting periods.  
• Provides greater detail on the transactions included in the GL and PPM values via a drill through report. 

The Graduate Student Funding report allows users to verify funding sources for payroll, tuition, fees, and stipends across multiple terms/years by graduate student, department, fin unit, and project.

The Graduate Student Funding combines data from three different activity hubs: Student Activity Hub (ISIS data), Financial Activity Hub (PPM subledger data), and Employee Activity Hub (labor ledger data). It has two tabs:

• Transactions Tab: Use this report to view transaction-level data associated with each student.
• Summary Tab: Use this report to view a summary of total expenses by month associated with each student.

• Use the Graduate Primary Major Department prompt to view all of your departments students and see how they were funded for a selected time period.
• Use the Fin Unit prompt to view all students paid by your Fin Unit for a selected time period.
• Use the Student PID and Name to view a particular student’s funding for a selected period of time.

The HDH Departmental dashboard includes the following pages: 

• List of Reports 
• AP Vendor Report 
• Purchasing: PO Search Invoice Detail 
• Purchasing: PO Search Payment Detail 
• UCSD Page Template 

• Lists the financial reports (BI and Cognos) used by UCSD Housing, Dining, & Hospitality (HDH). 
• Supports the HDH Finance and Budget Management team and departmental business users. 

The Accounts Receivable dashboard includes the following pages: 

• List of Reports
• Payables
• Receivables
• PPM
• General Ledger
• High Dollar Exceptions
• Universities

• Provide departments with an overview of payables, receivables, PPM, General Ledger, and high dollar exceptions for intercampus account reconciliations.

The Internal Controls and Accounting Dashboard is a set of analyses and reports intended for central office reporting and metrics. Designed to assist the ICA central office personnel with day to day management of the accounts, fiscal year close, reconciliation with UCOP and fiscal reporting requirements.

List of reports in this dashboard:

1. General Ledger Transaction Details
2. Unposted Journals
3. UCOP Reconciliation Reports
4. CFSAST Reporting
5. Financial Pivot Tools: Balance Report, Period Activity Report, Comparative Balance Report
6. Fiscal Close Journals
7. Schedule C Reports
8. GL Balance Sheet
9. GL Income Statement
10. Budget vs Actual Report
11. Trial Balance Campus
12. Trial Balance by FinUnit

• List of Reports
• LOC Accounts
• Final FER True-Up
• AR Aging - Invoice With Outstanding Balance
• AR Aging - All Records
• LOC Reconciliation - Cumulative Inception to Date
• LOC Reconciliation - Cumulative
• LOC Reconciliation - Detail
• LOC Reconciliation - Total Applied Amount
• LOC Balance Checks - Funding
• LOC Balance Checks - Expenses

Support the Compliance and Support Team. 

• Contains the detailed recharges posted to the department chart strings: Project, Task, & Funding Source in OFC.  
• The primary audience for this report are financial officers looking to reconcile the NGN recharges posted to their department ledgers. 

A dashboard dedicated to execution and error metrics for OTBI reporting within the Oracle BI tools. Tracks report executions, distinct users, most used subject areas, and more.

Provides detailed information about credit card charges from a procurement card, travel card, and centrally billed airfare/hotel cards that have not yet reached central office review in Concur or posted to Oracle. 

This report includes the following pages:

• Aged Transactions – Lists all credit card charges that are nearing 365 days past the date the charge was posted by the bank (excluding those transactions pending Central Office review).
• Unassigned Card Charges – Lists all credit card charges that have not yet been assigned to an expense report in Concur.
• Charges by Cardholder – Lists all outstanding credit card charges regardless of credit card posting date. 

• View credit card charges that require action from the cardholder/traveler or a department approver. 

• Reports List
• Budget vs. Actual
• Total Budget Summary (Final Version)
• Core Recurring Budget by Year
• All VC Core Recurring Expense Budget
• Total Core Expense Budgets by Fin Unit
• Managerial Reporting Account Hierarchy
• Managerial Reporting Fund Hierarchy
• Compensation Reports

This dashboard includes one single page titled “PPM Budget Version Comparison” and includes the following fields in the report:

• Award Number
• Project Number
• Task Number
• Budget Period Start Date
• Budget Period End Date
• Resources
• Version Number
• Version Date
• Budget Version Type (Original Baseline, Baseline, Current Baseline, Current Working)
• Burdened Cost

PPM budgets can have many versions that change over time. This report gives users a way to track how the budget changes between different versions.

The Preuss School Panorama lists the financial reports used by the Preuss School. The panorama is designed to support the school’s finance team with all external reporting requirements.

The Preuss School Financial Reports dashboard includes the following pages: 

• Balance Sheet 
• Income Statement 
• GL Transaction Detail 
• Fund Summary 
• Gift Fund Balance 
• COA Information Report 
• AP Transaction Details 

• Lists the financial reports used by the Preuss School. 
• Support the school’s finance team with all external reporting requirements. 

The Procure-to-Pay Panorama provides insights to all campus reporting needs related to Requisitions, Purchase Orders, and Invoices. This panorama offers high-level dashboard views and detailed inquiry reports for campus use.

The Procure to Pay dashboard includes the following pages: 

• Welcome! 
• Procure to Pay Action Items 
• Procure to Pay Transaction Inquiry 
• Requisition Summary 
• Requisition Inquiry 
• Purchase Orders Summary 
• PO Inquiry 
• PO Balances 
• Invoice Summary 
• Invoice Inquiry 
• Supplier Inquiry 
• PO Outstanding Commitments 

• Provides insights to all campus reporting needs related to Requisitions, Purchase Orders, and Invoices. 

• Offers high-level dashboard views and detailed inquiry reports for campus use. 

This Dashboard Provides summary and transaction details for project budgets, costs, committed costs, and revenue accounted at the subledger level. It is recommended for department users. KBA for more details: KB0032937

The Project Balances with Expenditure Details dashboard includes the following pages: 

• All Projects 
• Sponsored Projects 
• Expenditure Details 
• Commitment Details 
• Cumulative Research Report 
• Non-Sponsored Revenue Details 

• Provides summary and transaction details for project budgets, costs, committed costs, and revenue accounted at the subledger level. 
• Recommended for department users. 

• Cost Transfers Costed and Accounted
• Costed and Accounted by Adjustment Type

• Change to billable/non billable
• recalculate raw/burden costs (could be for new owning org, new burden schedule, etc.)
• transfer
• split
• split & Transfer

This panorama is a collection of reports designed to provide details about Project Cost transfers. Search transfers by the Original Expenditure Item transaction #, transfer dates, project, award, owning organization and more. For larger reports, use the built in scheduling feature.

The Project Cost Transfer dashboard includes the following pages: 

• Reports List 
• Cost Transfers by Date and Transaction # 
• Transfers Summary 
• Transfer by Award/Project 
• High Risk Cost Transfers 
• Transfer Approval Details 

• Provide details about Project Cost transfers. Search transfers by the Original Expenditure Item transaction #, transfer dates, project, award, owning organization and more.  
• For larger reports, use the built in scheduling feature. 

The Project Costs Detail Report dashboard is a single-page report that includes the following details: 

• Project Costs Detail Report
• Transaction Import Details

• Used to check cost details for all projects by Award number, Financial Unit, Accounting Period(s) and more.  
• Transactions match the costs found in the PPM Manage project costs screen of the Oracle User Interface(UI). 

This dashboard brings back all the projects for a Business unit, Project Organization or Project Manager and where available it provides full COA and POETAF Chart string values for these projects.

The Project Information Lookup dashboard includes the following pages: 

• Project COA Lookup 
• Award Project Task Personnel
• Expenditure Type List 
• Non-Sponsored Project Task DFFs 
• Award Personnel 
• Project Overview

• Brings back all the projects for a Business unit, Project Organization or Project Manager and where available it provides full COA and POETAF Chart string values for these projects. 

The Project Management Dashboard provides one place to do a complete analysis of a portfolio of projects, including GL and PPM balances, variance analysis, commitments, payroll reconciliation, and expenditures over time

The Project Management Dashboard includes the following reports:

• Summary
• Commitment Details
• High-Level Variances 
• DOPES
• Payroll by Earnings Month
• Expenditures by Month

• Analyze a PI’s portfolio
• Close out expired projects
• Review a department’s operating funds
• Review all faculty startup and retention funds

Financial Management Reports included:

• Contract Management Dashboard
• Department Operations Dashboard
• GL Project Balances
• Financial Resource Management Dashboard
• Project Management Dashboard
• Expanded Project Summary
• Project Information Lookup Panorama

Reports for Performance of Key Controls:

• Transaction Details
• Unprocessed Transactions with Errors

The SPF Accountant Panorama is a collection of analyses and reports designed to assist management and oversight of sponsored projects and awards.

The SPF Accountant dashboard includes the following pages: 

• Core Report 
• Award Summary 
• Expenditures 
• IDC Reconciliation 
• Billing Summary 
• AR Aging 
• Cost Sharing 
• GL to PPM Recon 
• Helpful Links 
• Clinical Trial Setup Error Report

• Award Financials
• Award Summary
• Project Overview
• Project Cost Analysis
• Project Billing and Revenue Analysis
• SPF Cycle Time Analysis
• Award Personnel Metrics

• Determine how well my team is doing by using metrics related to number of current and closed awards.
• Quickly gain a high level overview displaying the number of awards by accountant, award status by type, and current status.
• How well is project revenue doing comparing actuals to budget and forecast?
• What are the trends in AR, cost transfers, new awards, and amendments?
• What are my actual project costs by organization and financial resource?

THe SPF Manager Dashboard includes following pages:

• Contract Line Numbers With Alpha Characters 
• Contract Lines Without Associated Project Number 
• Sponsored Projects Without Awards 
• Sponsored Projects With Multiple Awards 
• Invalid Setup - Non-Campus BUs 
• Generate Invoice Process Errors 
• Award Project Dates 
• Costs With Potential Incorrect Billable Status 

•   Is my project properly aligned to the appropriate grant contract? 
•   Do I have any violations in my contract line name?  
•   Are my dates aligned between contract, award, budget and project?   
•   Are my projects properly set-up to capture billable/non billable expenses? 

• List of Reports
• Expenses by Sponsor - Cumulative
• Expenses by Sponsor - Expenses with Details
• Expenses by Sponsor - Inception to Date Expenses with Details
• Expenses by Sponsor - Expenses Details by Fund
• Revenue by Sponsor
• Revenue by Sponsor - Revenue Summary
• Revenue by Sponsor - Revenue and Expenses
• Key Personnel

Support the Compliance and Support Team. 

This dashboard includes the following pages: 

• General Ledger Transaction Details
• GL Details ISIS Reconciliation
• AP Invoices for ISIS Reconciliation
• SFS Payment Status
• SFS Refund Details
• Daily Activity
• Incoming Payments (Receipts)
• Applied Receipt Register
• Unapplied Receipt Register
• SPARCM Invoice to OFC Transaction Link
• Unprocessed Transactions With Errors

• What is the status of my student refund?
• Is my receipt applied correctly?
• What incoming payments are in the system?

• Contains the detailed recharges posted to the department chart strings: Project, Task, & Funding Source in OFC.  
• The primary audience for this report are financial officers looking to reconcile the Telecom recharges posted to their department ledgers. 

Available Prompts:

• Original Accounting Period
• Most Recent Accounting Period
• Expenditure Item Date
• Expenditure Creation Date
• High Risk Ledger Review
• PI/Project Manager/Task Manager
• MSO/DBO/CAO
• Fund Manager
• Fiscal Manager
• Financial Unit
• Project Type
• Project Number
• Project-Task
• Transaction Number
• Fund Type and Number
• Invoice Number
• Original Transaction Reference
• Expenditure Batch
• Supplier
• Transaction/Journal Source
• Account Type and Number
• Net Zero Item
• Award Owning Organization
• Award Number
• Funding Source Type
• Funding Source
• Purchase Order
• Transaction Document
• Document Entry
• Expenditure Category and Type

Select high-risk transactions for ledger review:

• High dollar invoices
• Recharges
• Equipment under dollar threshold
• Transactions posted after project end date
• Fabrication cost not on fabrication task
• Questionable expenditure type on sponsored project
• Misposted cost sharing

Required Input

• None for this report

Fields

• Project Name
• Project
• Task
• Financial Unit
• Account
• Accounting Period
• UCPath Amount
• Oracle Amount
• Variance (UCPath-Oracle)