Monthly Statements: Non-Sponsored
The reports listed below are designed for reconciling non-sponsored activity at the fund center/fund and funded program level.
The following overview explains the non-sponsored reports, and should answer most questions you may have.
- Reports are prepared for a) each unique funded program, and b) each unique combination of fund center and fund. In instances where a fund center posts to multiple funds, there are separate reports for each unique combination of fund center and fund. In the rare instance where a funded program has multiple funds, the report header will state 'Multiple Funds' for both the fund and the fund type.
- Reports are generated for the following fund types. 10: General Operating Funds 11: Clinical & Health Services Funds 12: Auxiliary Enterprises Funds 13: Discretionary Funds 15: Debt Funds 20: Restricted Gift Funds 30: Restricted Endowment Income Funds 34: Investment Funds
- Reports are not generated for the following fund types. We may expand reporting in future months that would include several of these fund types. 14: Service & Revolving Funds 16: Patent Funds 17: Plant Funds 18: Asset Conversion Funds 19: GAAP Adjustment Funds 35: Endowment Principal & Annuity Funds 40: Student Loan Funds 50: Agency Funds 90: Sponsored Funds 91: Sponsored Funds
- Reports are generated for only those funded programs and fund center/fund combinations with activity during that specific month. Approximately 10,000+ non-sponsored cost objects usually meet this criteria. Users should note there may be active cost objects with commitment balances, net asset balances, or YTD activity for which reports are not prepared because there is no current month activity. There are approximately 8,000+ additional cost objects that meet this criteria, and we may expand reporting in the future to include these cost objects.
- Reports are not prepared for WBS Elements. We continue to evaluate the feasibility of using these report formats for WBS elements. If you have comments regarding reporting for WBS elements, please drop an email or give a call, so we can determine how best to proceed.
Revenue and Expense Summary and Detail reports are distributed, in separate emails, for each cost object meeting the previous criteria. The attachments are named by fund center, and the best way to view summary and detail reports together is to save all the attachments, and then sort the files by file name. This will list all summary and detail reports together.
- Revenue and Expense Summary The Revenue and Expense Summary report is by commitment item and GL account with sub-totals by commitment item class, which mimics sponsored class for expenses, and replicates the ending fund balance hierarchy for revenue. This report will accurately reflect year-to-date actuals through the specific month, and all commitments, including payroll commitments for the current month. Non-payroll commitment totals will represent commitment balances as of that specific month's statement generation date, and not the last day of that specific month. This means non-payroll commitments established or reduced between the end of the month and the statement generation date will be reflected in the report. This is the same as the distributed sponsored reports.
- Revenue and Expense Detail The Revenue and Expense Detail report will list transaction detail for all actuals and commitments posting to the specific month. Because the report displays commitment activity for the current month only, there will be situations where the commitment totals differ from those on the summary report. As a future enhancement to this report, we hope to sync the commitment balances between the summary and detail reports, so the detail reports allow users to easily obtain information for all outstanding non-payroll commitments.
In order to provide reports which accurately reflect all payroll commitments as of the 1st day of the month, it is essential that the specific month-end reports are prepared before payroll commitments clear during the mid-month payroll run. For that reason, the month-end reports are generated before the fiscal period officially closes. Although we have taken steps to ensure that postings to these cost objects do not occur after the reports are generated, users should be aware there is a slight possibility that some activity may occur after the reports are prepared. By comparing reports from month-to-month, users will be able to identify situations where posting inadvertently occurred following report preparation. We also plan to monitor this issue centrally, and will notify users if we find issues with postings following report preparation.
A lookup table has been developed in the Controller's Office which maps report recipients to 'departments' or fund centers. By default, emailed reports are sent to department administrators, and for smaller departments that may be sufficient. For larger departments, however, it is possible to list separate recipients for each sub-department or fund center.
For example, the Department of Psychiatry is identified with the fund center string 17057xxxxx, and by default all reports will be sent to the Psychiatry Administrator. To modify the recipient list, however, users can modify the lookup table to specify different recipients for each sub-department or fund center, so all reports for non-sponsored accounts with a fund center of 17057100xx might go to one user, while fund center 17057200xx might go to a different user.