Submitting GL budgets through GMAS

The 'Edit GL budget' screen in GMAS is a place where GL budgets can be created, edited, and submitted to the GL for an active account within a sponsored award. This job aid covers the following:

Who Should Edit the GL Budget and When

The following roles in GMAS will be able to access the 'Edit GL budget' screen:

  • Central Administrator
  • Central Financial Administrator
  • Principal Investigator
  • Mentor
  • Department Administrator
  • Lab administrator
  • Interfaculty Involvement PI
  • Interfaculty Involvement Department Administrator

GL budgets should be entered in GMAS and submitted to the GL when the allocations of an account change. An action memo will be issued indicating that a change in the account allocation has happened. At that time, the segment homepage will display a task at the bottom of the screen (in the ‘Work in Process’ section) indicating that GL budget edits are needed for that account.

Please note: In some cases there will be a delay between when the account changes are made and when the GL budget can be edited. Once any account changes have reconciled in the GL and GMAS, the Edit GL budget screen can be accessed.

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The Benefits of Having a GL Budget

Having budgets in the GL: 

  • Assists with the increased requirements from sponsors to report budget to expenditure variances
  • Helps to proactively manage/identify the need for re-budget requests to sponsor
  • Reduces compliance requests of object codes that are budgeted 
  • Helps to minimize over expenditures 
  • Aligns sponsored records (budget) with data in GMAS and the GL
  • Allows better use of OBI and PI Dashboard

OBI
Having a GL budget means that you can easily identify in OBI which object codes you have not spent down.  The Current, Historical, and Printable Grants Financial dashboards all include the GL budget and calculates the remaining balance (budget minus expenses).
You can use OBI to easily identify when you have a difference between your allocated amount for a subactivity and the GL budget, so that you can identify what adjustments you need to make.  The Award Amounts & Cash Position page of the Sponsored Accounts dashboard includes the GL Sponsored budget and calculates a Budget Variance for each subactivity (allocated amount minus GL budget).

PI Dashboard
The PI Dashboard allows a user to perform projections for an account or for the entire faculty portfolio. While the projection module within the user interface of the PI Dashboard uses the amounts allocated/obligated to sponsored accounts in GMAS to perform projections, the root and accounts reports use the Sponsored Budgets that have been uploaded to the General Ledger. The reports use the Sponsored budgets from the G/L as a starting point then uses actual expenses (as of the previous closed month) and projected funding and expenses to determine when the budgeted funds will be exhausted. Therefore, the utility of the reports is dependent on the existence of an accurate and complete budget uploaded to the GL.
 

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Navigating to the 'Edit GL Budget' Screen

The 'Edit GL budget' screen can be accessed either through the segment homepage, or from the accounts list screen.

The screen is accessible from the segment homepage when an account allocation is not equal to the current GL budget amount, or when a budget previously submitted through GMAS to be posted to the GL has failed. For more information on when this information appears on the segment homepage, visit the “General Ledger (GL) Budgets” section of the Understanding Segment Home – Work in Process Section job aid.

When a budget needs to be edited and the current budget is equal to the account allocations, navigate to the 'Edit GL budget' screen through the accounts list screen.

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Screen overview

 

  1. Summary
    1. Subactivity allocation (rounded) – This represents the amount allocated to this account (the amount set in a segment revision/action memo). If the allocated amount has cents, it will be rounded to the nearest dollar. The label will indicate if the amount is rounding or not.
    2. Account dates – This represents the current obligated dates for this account (the dates set in a segment revision/action memo).
    3. Last budget submission – This will show if the most recent GL budget submitted from GMAS has reconciled or failed and the date and time the submission occurred.  If there has never been a budget submitted to the GL through GMAS, it will say ‘None’. If budgets from other systems (other than GMAS) were submitted to the GL, that data will not be listed here.
    4. Last saved by – If an individual has selected ‘Save and continue later’ and there are saved values that have not been submitted to the GL yet, the individuals name will display here. If there are no values saved pending submission to the GL, this label will not show in the summary section.
    5. Indirect cost basis – This represents the IDC basis set for this account (the basis is set in a segment revision/action memo)
    6. Indirect cost rates – This will show all of the IDC rates that have been set for this account and the date each one is effective.
  2. Fringe rate selection - This drop down determines the rate the fringe amounts will calculate by if in auto-calculate mode (see #7). If ‘account dates’ are selected, a blended rate will be applied when auto-calculating fringe. Blended rate is determined by the following: ((Days in Y1/Total Days) * Y1-rate) + ((Days in Y2/Total Days) * Y2-rate), etc. If a specific fiscal year is selected, the fringe will calculate based on the rates for that fiscal year.
  3. Category, Object code, Subject to OH – The category and the subject to OH indicator populate based on the object code selected.
    1. Category - The budget will be organized by categories after it is saved or reconciled.
    2. Object code – The object code field is an autocomplete that allows a user to search by number, description, or category. If the object code is already in an existing row, it will no longer be available in the look-up. Fringe object codes that automatically populate based on the salary object codes selected will also not be available in the look-up. This field is not editable if a value associated to the object code shown currently exists in the GL (see #4).
    3. Subject to OH - Subject to OH will show a yes or no based on the indirect cost basis associated to the account and the overhead attributes of the object code selected. All rows where it indicates ‘yes’ will automatically update the ‘New budget amount’ column for object code 8400, if it is in auto-calculate mode (see #7), based on the amount entered in the ‘New budget amount’ for that object code.
  4. Current budget – This is a non-editable field that displays the current GL budget amount (amounts from the previous business day)  plus any amounts that were submitted and posted to the GL from GMAS today. GL budget amounts that are sent by other systems (other than GMAS) today will not display in the current budget field in GMAS until the next business day.
  5. New budget amount – This field indicates the total amount that should be reflected in the GL per object code. The amount here will default to the current budget amount (if there is one). If an auto-populated fringe row, or the overhead 8400 row is in auto-calculate mode, this will not be an editable field and will adjust according to amounts entered in other rows. All other rows will be editable.
  6. Amount to be sent to GL – This is a non-editable field which indicates the difference between the ‘Current budget’ amount and the ‘New budget amount’. This is the amount that will be submitted to the GL. If this field is null, there will be no updates to the GL budget for that object code.
  7. Trash can, Pencil, Calculator icons – Icons only appear for rows that can be deleted, or switched between auto-calculate and manual mode.
    1. Trash can – This icon only appears for rows that do not have a ‘Current budget’ amount, and do not auto-populate based on other object codes added. Selecting the trash icon will delete the entire row. If a salary row is deleted, its associated fringe rows will delete also.
    2. Pencil – This icon appears for auto-populated fringe object codes and overhead object code 8400. When the icon is a pencil, it indicates that the ‘New budget amount’ can be switched from auto-calculate mode to manual mode.
    3. Calculator – This icon appears for auto-populated fringe object codes and overhead object code 8400. When the icon is a calculator, it indicates that the ‘New budget amount’ can be switched from manual mode to auto-calculate mode. Manual entries will be lost once switched to auto-calculate mode.
  8. Remaining allocation to be budgeted – This amount is the difference between the total ‘New budget amount’ and the ‘Subactivity allocation’. A budget cannot be submitted to the GL unless the amount here is $0.
  9. Add object code button – This button adds a new row to the budget. The row is always added right above object code 8400 (which is static).
  10. 'Cancel', 'Save and continue later', and 'Save and send budget to GL' buttons – These buttons exit the screen and delete changes, exit the screen and save changes, or exit the screen and send the budget to the GL. These buttons are the only way to navigate out of the 'Edit GL budget' screen.
    1. 'Cancel' – Cancelling deletes any changes made during the session and exits back to the account list screen, or the segment homepage (depending on navigation into the screen). If a budget was previously saved before the current session, cancelling will revert to the previously saved version. Previously saved versions can only be deleted by removing any values listed in the ‘Amount to be sent to GL’ column.
    2. 'Save and continue later' – Saving to continue later saves all of the changes made without sending any changes to the GL.
    3. 'Save and send budget to the GL' – Saving and sending the budget to the GL saves all changes made and sends the changes for objects codes with amounts in the ‘Amount to be send to GL’ column to be posted in the GL.

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