Financial deliverables are the Invoices, Financial Reports, and Reviews that are scheduled by Research Finance in the Office for Sponsored Programs for each awarded project (segment). Each deliverable has their own screen that provides detailed information about that specific deliverable. This job aid will review all of the different sections of a financial deliverable.
Prerequisites
This job aid assumes that the reader has an understanding of the basic functionality and terminology of GMAS. This job aid should be reviewed in conjunction with the Financial Deliverables Dashboard job aid. It will be referenced throughout the document assuming there is an understanding of how to access it, and knowledge of which financial deliverables are displayed in the dashboard.
“Preparer” and “Approver” are used frequently throughout this job aid and refer to the Research Finance team members in OSP that plays these roles.
Who can see Financial Deliverables
Anyone that has security to view a project in GMAS can view financial deliverables. The deliverables are accessible from the Financial Deliverables Dashboard, or a Segment homepage. For information about how to access financial deliverables from the dashboard, please reference the Financial Deliverables Dashboard job aid. From a segment homepage, the full list of associated financial deliverables can be accessed from the left navigation menu towards the bottom.
This link navigates to the Financial deliverables list screen. This screen contains the financial award information (which will default as closed when first coming to the screen, but can be expanded) and the list of scheduled deliverables. Research Finance in OSP is responsible for entering this information, and creating the schedule. Just like from the dashboard, the comments of each deliverable can be viewed from this screen without needing to navigate to the deliverable. To navigate to a specific deliverable, select the due date link from the scheduled deliverables list.
Financial Deliverable Overview
The financial deliverable screen is made up of several parts. This overview will cover these parts as shown here:
- Title and Actions
- Status Bar
- Status Summary Details
- Key Financial Information
- Accounts Panel
- Final Figures Panel
- Submission Instructions Panel
- Financial Details Panel
- Additional Information Panel
- Documents Panel
The deliverable title displays the deliverable type (Invoice, Financial Report, Fixed Price Invoice, or Review), indicated if the deliverable is a final, and displays the due date. The subtitle indicates the type of Invoice, Financial Report, Fixed Price Invoice. If the deliverable is an Invoice, the invoice number will also be listed here once the invoice has progressed beyond “Ready to process” status.
The comments will display the count of all comments associated to the deliverable. Anyone with view access to this screen can view and add comments to the deliverable.
History is available for each deliverable. The history link will open a window to display details of who worked on which parts of the process for this deliverable, and any status related comments that were recorded along the way.
Note: The comments listed here are not the same as the comments mentioned above. They are specific to that event and are set by Research Finance.
Similar to the other converted screens in GMAS, if there are any related links or Info content those links will be available from here as well.
The action buttons on this screen are only available to members of Research Finance in OSP. The buttons will update as the deliverable moves through the statuses.
This section of the financial deliverable includes a link to the prior deliverable if there is one, and a link to the full list of scheduled deliverables. The status bar indicates which status the financial deliverable is in. The following statuses are included in the status bar:
- Scheduled – Indicates that the deliverable has been scheduled but is not ready to be worked on yet.
- Ready to process – Indicates that the deliverable is ready to be worked on, but a preparer has not started work on it yet. This status does not show in the status bar if there are errors (see “Ready with errors”).
- Ready with errors – This is the same as “Ready to process”, but also indicates to the preparer that an additional level of analysis may be required during the processing of the deliverable. This status does not show in the status bar if there are no errors (see “Ready to process”).
- In process – Indicates that a preparer is actively working on the deliverable. This status will change to “On hold” if applicable (see “On hold”).
- On hold – Indicates that the preparer is waiting for additional information from another person and/or area. This status replaces the “In process” status until the on hold issue is resolved.
- Ready for review - Indicates that the preparer has finished preparing the deliverable and it is ready for review by an approver.
- In review – Indicates that an approver has actively begun reviewing the deliverable.
- Corrections needed – Indicates that the approver has requested a correction to the deliverable prior to approval and sent it back to the preparer.
- Approved – Indicates that the approver has approved the deliverable. If the deliverable is not a Review, this also indicates that the deliverable is waiting to be submitted (this may require a member of the Research Finance team to record the submission manually, or if the submission method is GMAS email, this deliverable will get picked up by the job that runs every five minutes to email deliverables to sponsors and record the submission details). If the deliverable is a Review, this is the final status and there is no further action required for this deliverable.
- Submitted – Indicates that the deliverable was submitted. If the deliverable type is a Review this status will not appear in the status bar.
The header of the status summary (red text) indicates what status the deliverable moved from, who moved it (person or GMAS), and what date it moved. This information will only display based on the current status, but will always be available via the “History” link (see the section 1: Title and Actions).
The sub header of the status summary will list any current status comments, errors, on hold reasons, and assignments if applicable. Similar to the header, this information will only display based on the current status, but will always be available via the “History” link.
This section also includes the “Reporting period” that applies to this deliverable, and the “Preparer instructions” for the deliverable. These are set by Research Finance at the time the deliverable is scheduled, but can change over time if necessary.
Once the report moves beyond “Scheduled” status, the preparer will be listed.
Once the report moves beyond “In process” status, the approver will be listed (if no approver was identified this will not show for “Ready for review” status, but will show once moved to “In review”).
This section functions similar to the segment home key information section. The key items that apply to this award will display with a green checkmark. The key items that do not apply to this award will be hidden under the “Show all” link with a red “x”. If the key item has not yet been identified as applicable or not, it will be hidden under the “Show all” link with a “…”.
This section will list whether or not the following criteria applies to this award:
- Administrative salaries – this is set in a segment revision (processing of an action memo)
- Animals – this is set in a segment revision (processing of an action memo)
- Cost sharing – this is set in a segment revision (processing of an action memo)
- Auto-process – this indicates when a report is prepared by GMAS and included in Research Finances bulk approval process
- Refund of balance required – this is set by Research Finance when following the “info management” process
- Reportable cost sharing – this is set by Research Finance when following the “info management” process
- Reportable interest – this is set by Research Finance when following the “info management” process
- Reporting in foreign currency – this is set by Research Finance when following the “info management” process
The account panel heading lists the account groups and number of accounts associated with the financial deliverable. The panel will default closed, but when it is opened, it displays a list of all accounts that are associated with the financial deliverable and their overhead rates, GL direct and indirect costs, and any overhead discrepancies.
The final figures panel only displays when the financial deliverable is a final. When opened, the panel displays a list of all accounts associated to the final deliverable and their allocation, expenses, funds available, income, non-operating transfers, any cash deficits or surpluses, and the final figure. The final figure is required to be entered by Research Finance in OSP in order to submit the deliverable.
7. Submission Instructions Panel
The submission instructions panel heading displays the submission method. If there are more than one submission type, the panel will indicate that there are “Multiple submission methods”. If a submission method has not yet been recorded, it will indicate that it is “Missing submission method”. The panel defaults closed, but when opened shows the due date, submission method(s), sponsor address, and email address(es) that were entered by Research Finance.
The financial details panel defaults to closed for Fixed Price deliverables, but defaults to open for all other deliverable types (without the ability to close). The panel heading will display the following messages:
- !First in GMAS – Indicates that this is the first deliverable to be processed in GMAS since the new functionality was added.
- !Submitted prior to April 7, 2018 – Indicates that the deliverable was processed prior to the new functionality being added.
The Unbilled/Unreported column displays the cumulative GL amount minus the prior billed amount.
The Cumulative GL expenses column displays the cumulative expense amounts from the GL.
- If the deliverable is final, this includes all GL expenses associated to the accounts listed in the accounts panel. The through date for these expenses will be up to the date of approval (this date can be found in the History link once the deliverable has moved beyond “In review” status).
- If the deliverable is an interim (not a final), this includes all GL expenses associated to the accounts listed in the accounts panel where the transaction date is less than or equal to the “Reporting period” end date listed in the Status Summary Details section.
If there were adjustments on the prior deliverable:
The Prior Adjustment column only displays if there were adjustments made by Research Finance in the prior deliverable. In the total row of this column, a comment icon will appear next to the total amount of prior adjustments. Hovering over this comment icon will display the explanation of adjustments entered by Research Finance.
If there are adjustments on the current deliverable report:
The Adjustment column only displays if a member of Research Finance has made an adjustment to the current deliverable. In the total row of this column, a comment icon will appear next to the total amount of current adjustments. Hovering over this comment icon will display the explanation of adjustments entered by Research Finance.
The Adjusted billing column displays what will be billed to the sponsor based on the prior and current adjustments. This is the total unbilled/unreported amounts and the adjustment amounts.
The Adjusted cumulative column lists the total cumulative GL amounts and the adjustment amounts.
Each category item will have an expand option that allows for drilling into a more detailed view of what transactions are included in the category. The first tier drill down is the list of object codes included. The second tier drill down includes the details of the transactions for that object code including the account, date of transaction, amount, and the line item description from the GL.
9. Additional Information Panel
The additional information panel only appears if there is additional information that can be added to the sponsor email that GMAS sends, or to the template that GMAS generates. If there are no additional information items available per the deliverable type and data, the panel will not display.
Available items that appear in the additional information panel are:
- Fixed price invoice amount – Only appears if the deliverable is fixed price. The amount entered here displays on the invoice template.
- Reportable cost share – Only appears if the cost share is identified as reportable in the “Financial award information” section of the financial deliverables list screen. The amount entered here displays on the invoice template.
- Reportable interest - Only appears if interest is identified as reportable in the “Financial award information” section of the financial deliverables list screen. The amount entered here displays on the invoice template.
- Invoice comments – Only appears if there is an available template for the deliverable type. The comments entered here display on the invoice template.
- Email comments – Only appears if the submission method is GMAS email. The comments entered here displayed on the email that sends to the sponsor.
Each deliverable has its own document repository. The document repository functions like all other document repositories in GMAS.
Documents that were included as part of the deliverable submission have a category, and a lock icon with hover text indicating that the document is part of the submission associated to the deliverable. Unlike other locked documents, these cannot be unlocked by the central offices.
When the “Uploaded by” individual is listed as “GMAS System”, it indicates that the deliverable was generated by GMAS.
Definitions of categories available in the deliverable document repository:
Deliverable: This category indicates that this is the official deliverable document that was approved for submission to the sponsor. If the document was categorized as “Deliverable” after the approval process, it will not include a lock icon with the hover text indicating that it is associated to the deliverable submission.
Supporting attachment for sponsor: This category indicates that this is the supplemental documentation submitted to the sponsor with the deliverable, as required by the sponsor. This is usually at the request of the sponsor. If the document was categorized as “Supporting attachment for sponsor” after the approval process, it will not include a lock icon with the hover text indicating that it is associated to the deliverable submission.
Draft deliverable: This category indicates that this is the unsigned deliverable that is ready for review and approval.
Prior deliverable: This category indicates that this is a deliverable that has been previously approved and submitted to the sponsor, but the deliverable has since been revised and resubmitted.
Prior supporting attachment for sponsor: This category indicates that this is a supporting attachment for sponsor that has been previously approved and submitted to the sponsor, but the deliverable has since been revised and resubmitted; likely resulting in revised supporting attachments for the sponsor.
For more information about document repositories, please visit the Document Repositories job aid.