From: Grant Accounting Office - Grant Administrative Information [mailto:GAO-GRANT-ADMIN-INFO@LIST.UIOWA.EDU] On Behalf Of Haddy, Audra W W
Sent: Tuesday, December 14, 2010 3:18 PM
To: GAO-GRANT-ADMIN-INFO@LIST.UIOWA.EDU
Subject: [GAO-GRANT-ADMIN-INFO] Cost Share/BRF change

Distribution: Budget Officers and Research Administrators

Since the implementation of the current General Ledger (GL) system and the addition of the Budget Reference Field (BRF), budgets (allocations) posted to cost share WhoKeys (grant/programs beginning with a 3) have been prevented from utilizing the BRF due to the inability of the GL Budget module to provide a feasible method to utilize BRF on cost share WhoKeys.  The recently upgraded GL Budget module includes an acceptable enhancement that will now allow the use of BRF with budget transactions, as well as for purchase order (PO) encumbrances. 

Accounting and Financial Services has posted transactions on journals beginning with ‘COSTSHR*’, dated 12/13, that moved the budget balances for the current fiscal year from cost share WhoKeys with a blank BRF to cost share WhoKeys containing the BRF that is currently active.  These transactions and balances will be reflected in the daily GLDSS tables and online SA3 and MS reports tomorrow.  The SA3 Allocations column for the Free Balance Recap sections will display $0 for the blank BRF WhoKey and the correct balance will now be displayed for the currently active BRF with that WhoKey.

All cost share budget transactions posted from 12/13 forward will include the active BRF prior to the journal posting in GL.

Purchasing will cancel the eight cost share POs from cost share WhoKeys with a blank BRF during the week of December 13th and will reissue them so the active BRF is auto-populated. Future cost share POs will include the active BRF.

Please contact Accounting and Financial Services, Grant Accounting, or Purchasing as appropriate if you have questions and please distribute to anyone else impacted by this change.

 

Grant Accounting is a department under the Controller in the Finance and Operations organization.