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The GM096 displays expense and budget transactions on sponsored (grant) chart strings. This report, when downloaded to Excel, can be used in conjunction ASRSP’s Expense Review Workbook template. The report contains two sections, “Expense Transaction Query” and “Budget Query”. When exported to Excel, the data will appear on separate tabs.
This report is used by Principal Investigators, Department Administrators, and ASRSP to review detailed transaction history by contract or project id. It can reduce compliance risk by providing departments with easier access to and greater detail regarding expenses posted to grants.
Step 1 Navigate to the report
Begin by logging into Cognos Analytics.
- Click Team content, from the Navigation Panel.
- Click Finance, Facilities, and Research Administration folder.
- Click School or Central folder.
- Click Sponsored Programs Management folder.
- Click the report title to see the prompt page.
Step 2 Respond to prompts and run the report
- Respond to prompts as needed to filter the report. Thee report contains all chart strings to which you have access.
- Click Finish. Result: the report appears in HTML or your default format.
Prompt Descriptions
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Prompt Name
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Prompt Description
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Accounting Date Range
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To run the report without date restrictions (i.e. inception to date) leave the Earliest date and Latest date radio buttons checked. If you wish to run the report for a limited date range, select the radio button next to the From and/or To dates, and enter the date range for which you wish to run the report.
Note: The Budget Query always runs from inception to date; it is never limited by date ranges used for the Expense Transaction Query.
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Award ID/Project
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You must run the report by either an Award ID or Project.
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Award ID
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Search for one or more awards/contracts by number and or description.
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Project Status
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Filter Project prompt and reports results by All Projects (Default), Active Project Only, or Inactive Projects Only.
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Project
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Search and Select for one or more projects to which you have access.
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Report Results: Expense Transaction Query
Report Results: Budget Query
Column Definitions
Expense Transaction Query
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Indicated by Letter
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Column Name
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Column Description
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A
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Fund, Department, Project and Activity
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These columns show the chartstring associated with the project. The Activity ID is always 01 unless the sponsor requires that spending is restricted by grant year. When this occurs the Activity ID will show the year of the grant; 01, 02, 03, etc.
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B
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Account
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The expense account used on the transaction.
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C
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Amount
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The amount of the expense transaction.
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D
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Fiscal Year and Accounting Period
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The fiscal year and accounting period to which the transaction was posted. The transaction would appear in the subtotal summarized by account on the GM045 run for this period.
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E
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Trans Date and Accounting Date
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The date the transaction occurred. This may differ from the Accounting Date. Examples include F&A processed on monthly salary transactions as part of month-end close, or on the individual lines of an expense report.
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F
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Analysis Type
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ACT, GLE, PAY and SFA indicate transactions posted on sponsored funds. CAC, CGE and CPY indicate transactions posted on cost-share funds.
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G
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Line Description and Bill Description
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Descriptions of the transaction. They can vary depending on the transaction's source: e.g. an expense report v. a payroll charge.
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H
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PO Number
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The Purchase Order Number: populated for transactions initiated via Purchase Order and any indirect cost associated with such transactions.
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I
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Report ID
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The Expense Report ID.
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J
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Journal ID
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The ID of the Journal used to post the transaction to the General Ledger.
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K
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Voucher
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The Voucher ID. It is populated for transactions initiated by Purchase Order, Payment Requests, and indirect cost associated with such transactions.
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L
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Contract
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The NUFinanicals and InfoEd Award Number to which the Project belongs.
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M
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Supplier
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The ID used to identify the Supplier/Vendor in NUFinancials.
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N
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Supplier Short Name
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The short name of the Vendor.
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O
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Vendor
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The long name of the Vendor.
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P
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Expense Description
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The description entered on the Expense Report header.
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Q
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Expense Comment
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The description entered on an individual line of an Expense Report.
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R
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Reimbursee
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The name of the individual reimbursed by an Expense Report.
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S
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Voucher Descr
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The abbreviated Voucher description.
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T
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Voucher Descr 2
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The long Voucher description.
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U
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PO Descr
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The long Purchase Order description
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V
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Reference ID
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The 10 character descriptor required on journals initiated online or via spreadsheet upload. It is also populated for associated indirect cost transactions.
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W
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PCard Vendor,
PCard Trans Date,
PCard Description, and
Card Holder Name
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Populated only for Pcard transactions prior to calendar 2014.
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X
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Department Description
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The 30 character department name.
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Y
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Project Description
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The 30 character project title.
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Budget Query
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Indicated by Letter
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Column Name
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Column Description
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A
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Budget Period
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The project budget period associated with the posted row.
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B
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Fund, Department, Project and Activity
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Fund, Dept, Activity ID These columns show the chartstring associated with the project. The Activity ID is always 01 unless the sponsor requires that spending is restricted by grant year. When this occurs the Activity ID will show the year of the grant; 01, 02, 03, etc.
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C
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Account
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The budgetary account used on the row.
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D
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Amount
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The amount of the budget transaction.
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E
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Date
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The date the budget row was posted.
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F
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Operator
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The netid of the central user who posted the budget row.
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G
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Operator Name
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The name of the user who posted the budget row.
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H
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Budget Item
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The budget category associated with the budgetary account.
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I
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Trans ID
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The unique identifier for the budget row in NUFinancials.
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J
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Contract
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The NUFinanicals and InfoEd Award Number to which the Project belongs.
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K
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Department Description
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The 30 character department name.
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L
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Project Description
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The 30 character project title.
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Keywords: "grants management" grants understanding the gm096 transaction history queries cognos analytics
Created: 2017-10-31 13:59:18
Updated: 2021-05-24 14:10:46