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City of Portland

SAP Grants Management
Bureau Role Guide

This document created by: EBS Training Team, in consultation with OMF Grants Office.

Page 2 This document last modified: 2/4/2015

GM Bureau Role Guide What is a Grant?

Table of Contents

GRANTS MANAGEMENT OVERVIEW ........................................................................................................ 5
What is a Grant? ........................................................................................................................................ 5
Grants Management Lifecycle Process ..................................................................................................... 5
SAP Grant Statuses and User Statuses .................................................................................................... 7
GM Roles and Responsibilities ................................................................................................................. 8
Grants Management Relationship to FILO in SAP .................................................................................. 10
Sponsored Program and Sponsored Class ............................................................................................. 12
Sponsored Program ............................................................................................................................. 12
GMPROGRAM – Display Sponsored Program ................................................................................ 12
Sponsored Class .................................................................................................................................. 15
GMCLASS - Sponsored Class ......................................................................................................... 15
Group functionality ............................................................................................................................... 16
Cost Objects used to Track Grant Expenses .......................................................................................... 17
Internal Order(s) ................................................................................................................................... 17
KO03 – Display Internal Order ......................................................................................................... 17
WBS elements ..................................................................................................................................... 18
CJ20N - WBS element ..................................................................................................................... 18
VIEWING GRANT INFO IN SAP ................................................................................................................ 19
Common Grant Transactions .................................................................................................................. 19
GMGRANTD – Display Grant Master .................................................................................................. 20
GRANT BUDGETING ................................................................................................................................. 27
Creating a Grant Budget.......................................................................................................................... 27
Budgeting key terms and concepts ......................................................................................................... 29
Reports for viewing grant budget ............................................................................................................ 30
Y_DRP_63000015 - Grant Monitoring Report ................................................................................. 30
Y_DRP_63000040 - Budget vs Actual Report – Grant .................................................................... 32
GMBDGTOVIEW - GM Budget Overview ........................................................................................ 35
GRANT BILLING AND RECONCILING EXPENSES.................................................................................. 37
General Expense Monitoring ................................................................................................................... 37
Special Expense Monitoring .................................................................................................................... 38

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What is a Grant? SAP GM Module

Indirect/Overhead ................................................................................................................................ 38
Cost Sharing ........................................................................................................................................ 40
Grant Billing ............................................................................................................................................. 41
Billing packet tips ................................................................................................................................. 41
S_ALN_01000534 - GM Billing and Receivable Reconciliation Report ........................................... 42
S_ALR_87012993 - Orders: Actual/plan/variance .......................................................................... 44
CJI3 - Project Actual Cost Report .................................................................................................... 45
ZFIPYFOR - Payroll FICO Report .................................................................................................... 46
GRANT RECEIVABLES.............................................................................................................................. 47
FBL5N - Customer Line Items .......................................................................................................... 47
FAGLL03 - GL Account Line Item .................................................................................................... 49
APPENDICES ............................................................................................................................................. 51
Useful Transactions ................................................................................................................................. 51
Additional Reporting Information ............................................................................................................. 51
Glossary of Terms ................................................................................................................................... 52

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SAP GM Module What is a Grant?

GRANTS MANAGEMENT OVERVIEW
What is a Grant?
Grant is a monetary award of financial assistance disbursed by one party (sponsor), often a government
department, corporation, foundation or trust to a recipient (City of Portland).

Types of grant agreements
 Grant
 Contract
 Cooperative Agreement
 Sub-award or Subcontract
 Intergovernmental Agreement

Grants Management Lifecycle Process
Grants pass through different phases during their lifecycle in SAP. The following provides more detail
about each phase.

Phase 1: Phase 2: Phase 3: Phase 4: Phase 5:
Proposal Application Award Closing Closed
• Bureau finds a • City is notified of • Grants office • Grants office • Grants office
funding source grant award. works with bureau sends reminders completes final
and prepares an • The grants office to confirm the to bureau staff billings, financial
application. works with the budget. when the grant is reports and
• The grants office bureau to set up • The grant budget 90, 60, and 30 reimbursements.
sets up the grant the cost objects is locaded into SAP days from its
in SAP, followed and enter master by the grants closing date.
by the ordinance data. office. • After all grant
process. • After budget load, expense activity is
• The proposal is regular grant completed, and
submitted and activities begin: bureaus have
grant is updates reviewed and
• spending
to Application made any
Phase. • project mgt
necessary
• billing adjustments, the
• reporting grant is moved to
closing phase.

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Nothing is typically set up in SAP for the grant during this phase. After completion of the grant set up. the grant is moved to the closed status by the Grant Administrator. application or award phase a grant can be cancelled. SAP tracks cancelled grants. Phase 5: Closed When all activity is completed on a grant. the grant is denied by the sponsor. The Grant Analyst completes the grant set up form and submits it to the Grant Administrator. If the decision is made to set up the grant in SAP the Grant Analyst works with the Grant Administrator to complete set up. and when passed by Council. Alternative: Cancelled During the proposal. The Grant Analyst works with the Grant Administrator to complete the acceptance ordinance. The Grants Office moves a grant to “canceled” if the City decides not to move forward with the application. Currently grants remain in the award status until all activity is complete. Page 6 . Grants Management Lifecycle Process SAP GM Module Phase 1: Proposal The bureau finds a funding source and works with the Grants office to make decisions about the proposal process. the Grant Administrator provides the grant ID. Phase 3: Award The City is notified of the grant award. or the City decides not to accept the award. cost objects and the sponsored program to the Grant Analyst. Phase 2: Application Bureau notifies the Grant Administrator of the potential funding opportunity and the Grant Administrator and the Grant Analyst make the decision if the grant should be set up in SAP. the grant budget is loaded into SAP by the Grant Administrator After the budget load the regular activities of the grant begin:  Spending  Project Management  Billing  Reporting Phase 4: Closing Optional at this time. The completed ordinance is filed.

Assets. You can also use the S_ALN_01000079 (Master Data Index for Grant Reports) to see a list of grants with the ability to drill down to the grant master data and search for them by specific information. IDC Posting Closed (GMCX) Nothing allowed Cancelled (GMCA) Nothing allowed Page 7 . The Y_DRP_63000015 (Grant Monitoring Report) can be used to view the current status of a grant and to obtain more detailed information regarding the grant. SAP GM Module SAP Grant Statuses and User Statuses SAP Grant Statuses and User Statuses As the grant moves through the lifecycle. Transfer Postings. When viewing the grant in the GMGRANTD transaction. Grant Status User Status Transactions Allowed Initial Draft Nothing allowed (GMDR) Proposal (GMPR) Nothing allowed Application Sent to Sponsor Budget (GMAP) Rejected by Sponsor Budget Approved by Sponsor Budget Award (GMAW) Funded and Productive All grant related transactions 90 days to end date All grant related transactions 60 days to end date All grant related transactions 30 days to end date All grant related transactions Completed All grant related transactions Closing (GMCL) Accounting Review All grant related transactions Closed with Assets Liabilities. different statuses are assigned in SAP. Here are the various statuses for grants and what type of transactions are allowed. the grant and user statuses can be found at the top of the page. Expense / Revenue. such as ordinance number.

draft application ordinance  Finalizes application. sponsor group  Asks Project Accountant to create project WBS element  Assigns grand ID  Maintains derivation values  Creates budget  Transfers budget from GM to FM  Complete all GM budget loads and GM budget adjustments  Bills sponsor  Analyzes billing report and backup documentation  Creates bureau overhead (Indirect) entry  Generates and sends invoices  Receives payment and posts to Accounts Receivable  Monitors grant expenditures  Month-end. quarterly. Bureau Project Manager and Grant Requisition Approvers  Establishes the grant to meet sponsor requirements  Disseminates system-generated grant number  Reviews and approves grant application and submits to sponsor Within SAP  Sets up grant records in SAP  Creates internal orders and sets up master data. researches and completes proposal process and provides information to Grant Administrator  Notifies Grants Office of intent to apply  Completes application. sponsor program. sponsor. sponsor class. and year-end processes  Changes grant status as it moves through the lifecycle  Closes grant  Works with bureaus to get grant documents closed  Generates final billing and receives final payment  Submits final financial status report Bureau Grant Analyst General  Internal bureau staff contact  Financial lead for the grant  Plans. files ordinance and submits to Grants Office  Works with Grant Administrator for proper grant set up  Finalizes and files acceptance ordinance  Plans budget in BRASS or with Grant Administrator to budget in SAP Page 8 . GM Roles and Responsibilities SAP GM Module GM Roles and Responsibilities Central Grant Administrator General  Serves as a point of contact for the Bureau Grant Analyst.

SAP GM Module GM Roles and Responsibilities Within SAP  Monitors expenditures. revenue and budget  Conducts weekly to monthly review of expenditures  Generates billing and timesheet reports  Completes backup documentation for expenditures  Initiates error correction process and completes journal entry to ensure correct costs are billed  Completes final billing documentation Bureau Project Manager  Monitors expenditures. revenue and budget  Works with Bureau Grant Analyst and Grant Administrator to set grant cost objects  Approves procurement or other expenditures against grant  Approves error correction entries  Helps to close remaining documents Grant Requisition Approver  Approve grant-related purchase requisitions Page 9 .

and orders. Grants Management Relationship to FILO in SAP SAP GM Module Grants Management Relationship to FILO in SAP Grants touches on many different modules within SAP. Your bureau may have multiple people involved in these various modules. The image below demonstrates all the touch points that Grants have within SAP. fixed assets. all of which are required to successfully bill to and collect from a sponsor. job aids and user guides. AP . check out the SAP Learning Center for additional work instructions. For more information on working in those modules within SAP. projects.Accounts Payable Page 10 . journal entries. Check with your bureau accounting group to find out who does procurement.

 CO (Costing) is the cost accounting view and has cost objects. and has fully capable reporting from the sponsor perspective in the GM module. a full balance sheet in FI. As an enterprise program. usually an internal order and a grant number. Grant internal orders are created by the Grants Office. enter the cost object. When entering a purchasing requisition that purchases something for a grant (project).  FM (Funds Management) is the budget view.  FI (Financials) is the financial accounting view – used for external reporting like the CAFR (comprehensive annual report). Some elements span across. Project WBS elements used for grants are created by the Bureau and coordinated by the Grants Office. A grant is common to all of these modules. if the name is the same. which means that it has a budget in FM. SAP GM Module Grants Management Relationship to FILO in SAP The GM box represents items created by the Grants Office. the identifying number is exactly the same. and it automatically derives the sponsor in the GM module. SAP has many modules that utilize the same database. it has cost objects in CO.  GM (Grants Management) is the sponsor or grantor view of how data is reported back to them. Page 11 .

There is flexibility if there are unique tracking requirements. If the award is for a capital project the identifier is typically the project # (T00165). program description. Sponsored Program and Sponsored Class SAP GM Module Sponsored Program and Sponsored Class Sponsored Program A cost collector that reflects the Sponsor’s objectives. Sponsored programs are posted by deriving the sponsored program from the cost objects. If the award is for an operating grant the identifier usually includes the grant # (TR01650001). internal order or work breakdown structure (WBS) that was used in the source document posting based on the sponsor reporting or control requirements. and relevant history information Page 12 . Two transactions used for looking at Sponsored Program information: GMPROGRAM – Display Sponsored Program S_ALN_01000159 – Master Data Index for Sponsored Program GMPROGRAM – Display Sponsored Program Basic data tab – ID#.

functional area. Page 13 . funded program and default box selected for at least one line of master data. SAP GM Module Sponsored Program and Sponsored Class Budget transfer tab – This tab displays the fund centers used for budgeting for the grant. FM Area (always COP1). funds center.

If the grant requires multiple cost objects and the cost objects are assigned to various fund centers. Sponsored Program and Sponsored Class SAP GM Module Sponsored Programs can be tied to multiple cost objects. Page 14 . functional areas and funded programs the sponsored program master data should mirror the cost object master data.

Sponsored classes are made by deriving the sponsored class from the City of Portland General Ledger accounts that were used in the source document based on sponsor reporting or control requirements. Page 15 . SAP GM Module Sponsored Program and Sponsored Class Sponsored Class A Sponsored Class is an object used to group expenses and revenues from the award line item budget. Sponsored Class set up is completed by the Grants Office.Sponsored Class Sponsored Class Basic Tab – This tab gives a description of the class. along with the class creation/modification history. Two transactions for looking at sponsored class information: GMCLASS – Sponsored Class S_ALN_01000160 – Master Data Index for Sponsored Classes GMCLASS .

Most reports include a group search option. To display existing groups use the following transaction codes:  Grants – GM_SETS_GRANT3  Sponsored Program – GM_SETS_SPPROG3  Sponsored Class – GM_SETS_SPCLASS3 Page 16 . Group functionality Functionality is available to group grant master data (grants. Sponsored Program and Sponsored Class SAP GM Module Budget Transfer Tab – The budget transfer tab explains which GL Accounts can be used. sponsored programs and sponsored classes).

For the City funds to balance. Internal Orders and WBS elements. SAP GM Module Cost Objects used to Track Grant Expenses Cost Objects used to Track Grant Expenses There are two types of cost objects used to track grant expenses. There is only one type of order used for grants. The master data below is required for internal order set up and is provided by the bureau grant analyst. the order has to include a funded program and an order can only have one funded program. Internal Order(s) Internal orders are used to track expenses on operating grants.  Business Area  Functional Area  Responsible Cost Center  Funded Program – always non-program unless order is used for IA or Internal Service expense KO03 – Display Internal Order KO03 is used to view master data for an internal order. If internal service or interagency expense is allowed on a grant the bureau should request additional internal orders. The bureau grants analyst determines how many orders will be needed. The grant administrator sets up all grant orders. GMEX. Page 17 .

The bureau grant analyst notifies the grant administrator when the project should be updated to grant. CJ20N . The grant administrator maintains the grant data on the project.or fund-funded. The project is set up by the bureau project accountant and provided by the bureau grant analyst. Cost Objects used to Track Grant Expenses SAP GM Module WBS elements A WBS Element is a cost object used to track grant expenses on capital funded projects. Page 18 .WBS element CJ20N can be used to view the specifics of the WBS / Project created in SAP.

open the Grants Management folder in the City Reports folder. See the screenshot below for exact navigation information. To access and explore the available reports. Common Grant Transactions The following are common transactions used to view master grant information. SAP GM Module Common Grant Transactions VIEWING GRANT INFO IN SAP All grant information can be found through various reports in SAP.  GMGRANTD – Display Grant  S_ALN_01000079 – Master Data Index for Grants  Y_DRP_63000015 – Grant Monitoring Report Page 19 .

Common Grant Transactions SAP GM Module GMGRANTD – Display Grant Master This is the transaction used by the Bureau Grant Analyst and Bureau Project Manager to view grant information in SAP. while the last four are sequential numbers. sometimes called the Grantor Award Type – user-defined list of codes used mainly for SEFA and CAFR reporting  DC .Direct Operating Grant  IO – Indirect Operating Grant Grant Value – award amount Valid from Date – start date of award Valid to Date – end date of award Page 20 . Grant Type – all grants are set up as general grants Sponsor – Provider of the funds.the grant is assigned an ID#. General Data Tab Grant .Direct Capital Grant  IC . The following pages give a description of the information found in each main tab. The ID consists of eight characters: The first four digits are based on the business area of the lead bureau receiving the funding.Indirect Capital Grant  DO .

mostly used for capital project grants for the project #. Internal Reference – can be used for any internal data. SAP GM Module Common Grant Transactions Reference Tab External Reference – grant identifier assigned by Sponsor CFDA Number – Unique number created in the Catalog of Federal Domestic Assistance (CFDA) database.# assigned when Ordinance passed by City Council Award Date – date of ordinance acceptance Grant Match – amount of match requirement Description Match – source of match Page 21 .# assigned when Ordinance passed by City Council Application Date – date of ordinance acceptance Award Ordinance . Funding Origin – Sponsor and the originating agency if the funds are a pass through Application Ordinance .

Common Grant Transactions SAP GM Module Responsibilities Tab This tab shows the assigned users responsible for grant administration of this particular grant. Posting Tab Used to allow certain postings during the closing phase of the grant. The columns “Allow From” and “Allow To” will be modified it particular postings are limited during the grant lifecycle. Page 22 .

The grant is always set up to split by grant validity. Page 23 . SAP GM Module Common Grant Transactions Budget Tab Controls how the budget is split across fiscal years.

Page 24 . The grant is always set up with 3 RRB-Liabilities. Common Grant Transactions SAP GM Module Billing Tab Billing Rule – this controls when expenditures show up in the grant billing system.

sponsored class. sponsored program.External – a grant can only have 1 external fund  217000 – used for year-end reporting only  217001 – Federal Grants  217002 – HOPWA  217004 – Emergency Shelter  217006 – State Grants  217007 – Other  218000 – CDBG  219000 – HOME Page 25 . SAP GM Module Common Grant Transactions Dimensions Tab This tab is the main control for expense postings. indirect/overhead and cost sharing are assigned to the grant on the dimensions tab. The fund. Financing Sources Fund .

Supported Objects Tab Used to limit posting on funds. Report Tracking/Monitoring Tab Functionality not available Page 26 . programs and classes. If Indirect/Overhead or Cost Sharing is allowed the IDC recovery box or the cost sharing box must be checked. Common Grant Transactions SAP GM Module Internal – a bureau fund is used if the grant allows indirect/overhead or if the City is tracking match expenditures on the grant.

Once the ordinance is approved. while FM shows the FM budget dimensions (fund. or the grant is carried over from a prior fiscal year. the Grant must have a Lifecycle Status of GMAW "Award" and User Status of E0010 "Funded and Productive" (GMGRANT). This fiscal impact statement includes the master data required to load the budget. Grant Award Notification <Process Received – Ordinance Name> Passed Bureau can <Function> GM Master Data expend against Budget Interface Maintenance . If the grant’s start date is July 1. the bureau completes an ordinance to accept the grant and amend the budget.  All GM objects (sponsored classes. the grant is budgeted in BRASS.) for current FY Page 27 . SAP GM Module Creating a Grant Budget GRANT BUDGETING The date the City receives a grant drives how the grant is budgeted. budget developed in SAP/GM by Grants Administrator  The GM budget shows sponsored class / sponsored program dimensions for life of grant. Grant from BRASS Award Grant Budgeting Transfer Notify bureau Bureau plans Process in Current FY GM of FM/GM Grant budget in consultation with budget to FM budget BRASS Bureau (if applicable) Budget Future Appropriations for Multi-Year Grants Creating a Grant Budget  To create a budget. commitment item. budget is uploaded from BRASS (developed in BRASS by bureau grant analyst)  If not. sponsored programs. If the grant is received in the middle of the fiscal year. etc. and sponsor) must be set up  All CO objects (internal order and/or WBS element) must be set up  If budget coincides with City process. the budget is loaded in SAP by the Grant Administrator.

Page 28 . Contact the grant administrator for sponsored program updates. Creating a Grant Budget SAP GM Module Master data requirements for grant budgeting  Grant  Sponsored Program  Fund Center  Functional Area  Commitment Item  Funded Program The fund center. functional area and funded program used for budgeting have to be included on the sponsored program budget transfer tab.

Budget status – A means of regulating how a budget is planned. in order to identify possible budget underruns or overruns when funds are being committed. Availability Control Ledger – Ledger that support the real time checking of the availability of funds. and how funds are assigned in this budget. There are three in the City of Portland  S1 – Sponsor Budget  P1 – Incoming budget for Sponsor’s funds  C1 – Budget for grant match Budget Version – Variations of the budget used by a bureau. either released or unreleased. SAP GM Module Budgeting key terms and concepts Budgeting key terms and concepts Process – This field classifies a budget document entered in the GM_CREATE_BUDGET transaction as a new budget. Reversal status – Indicator used to determine if a document has been reversed.e. is to be reversed or is a normal document. GM Doc Type – Customer-specific feature of the grant’s budget entry documents in the Budget Control System (BCS). Fund – A fund represents the source of the funding.  External Fund – Sponsor award document  Internal Fund – Grantee’s funds (i. Usually 0 (zero). a supplement or return. match) Plan/budget reason codes – Code assigned to a specific reason for changing budget master data. Page 29 . Document status – Indicator used to control the processing of a document.

This report allows you to drill down to more detail by double clicking on the underlined amounts. You can use this field to look up a single grant or multiple grants. Grant Values: This would be a specific grant number. Run the report: When finished. grant expense. Page 30 . PO. Grant or Grant Values Grant: This would be a grant set.Grant Monitoring Report This report provides budget. Reports for viewing grant budget SAP GM Module Reports for viewing grant budget  Grant Monitoring Report – Y_DRP_63000015  Budget Vs. The recommendation would be to run this report for the entirety of the grant. Actual Report – Y_DRP_63000037  Display GM budget – GM_DISPLAY_BUDGET  GM Budget Overview – GMBDGTOVIEW Y_DRP_63000015 . select the Execute button. requisition. Selection Criteria Posting Date (required field): You can run this report by posting date (costs posted to the grant). and match expense revenue and vendor payment data.

For example. Fund. Purchase Orders. HINT: Click on the Payments column to view the invoices. Budget Changes. and Payments. this is the screen that appears. if I click on the RefDocument number (22134779). Sponsored Program. Balance. Any field which is underlined can be clicked on to drill down to more specific information. SAP GM Module Reports for viewing grant budget Report Output: The report will display the following information: Grant number. Other encumbrances. If I click on the line item with the 871. Expenses (which have been recognized). Sponsored Class. Original Budget. it will open the purchase order. Requisitions. I can continue clicking on the links (for example. Click the Back button to go back to the previous screen: Page 31 .06 PO.

Page 32 . Grant Values: This would be a specific grant number.Budget vs Actual Report – Grant This is a funds management view of the budget. The report output is flexible. The report can be run for an individual grant. allowing the user to drill down to specific funding sources to see the detail. Reports for viewing grant budget SAP GM Module Y_DRP_63000040 . Selection Criteria Fiscal Year: What fiscal year Period (From): What period do you want to see the report data start from? Period (To) What period do you want to see the report data go through? Grant Group or Grant value(s) Grant: This would be a grant set. grant group or a range of grants. You can use this field to look up a single grant or multiple grants. This report only shows one fiscal year at a time.

SAP GM Module Reports for viewing grant budget Report Output: Page 33 .

Reports for viewing grant budget SAP GM Module Page 34 .

Posting Tab The posting tab allows you to choose a specific type of document to view. unreleased. grant document type. hold.GM Budget Overview The GM Budget Overview report displays the budget data for a grant. Page 35 . The View section allows you to filter the results of the report to pull released. posted. and reason code. Selection Criteria: Budget Tab Grant is a required field. You can also select a budget version. SAP GM Module Reports for viewing grant budget GMBDGTOVIEW . prepost. all dimensions and pass-through consolidation.

Page 36 . Reports for viewing grant budget SAP GM Module Report Output: The output of this report displays the budget for the grant as well as actuals which have been posted.

Overall Expenses Y_DRP_63000015 – Grant Monitoring Report S_PLN_16000269 – Grants Management Line Item Display Orders S_ALR_87012993 – Orders: Actual/plan/variance KOB1 – Orders: Actual Line Items Projects CJI3 – Project Actual Cost Line Items CJI5 – Project Commitment Line Items Payroll ZFIPYFOR – Payroll Cost Detail by Employee ZFI_PYCARE – Payroll Cost Object Validity Report CATS_DA – Display Time Sheet Purchasing Documents (Requisitions / POs) Y_DRP_63000031 – PO Listing Report General Ledger / Accounts FB03 – Display Document FAGLL03 – G/L Account Line Items S_ALN_01000003 . Because of the nature of different expenses billed to a grant. For example. Below is a list of different transactions commonly used to track expenses. SAP GM Module General Expense Monitoring GRANT BILLING AND RECONCILING EXPENSES General Expense Monitoring It is the bureau’s responsibility to ensure that grant expenditures are appropriate and complete before they are billed to the sponsor. some bureaus track grants exclusively through orders or projects. This can be accomplished through use of different reports in SAP. the payroll expenses (hours worked and charges) need to be reconciled. or they may use both. In addition. Billing occurs monthly and follows the process established by the Grants Office. each bureau may have a different process for reconciling expenses.Budget vs Commit / Actual Journal Page 37 .

Special Expense Monitoring SAP GM Module Special Expense Monitoring Indirect/Overhead The City prepares an annual indirect cost rate allocation plan that is submitted to the cognizant agency for approval. The plan includes an indirect/overhead rate for bureaus. The award agreement must specify if it is an allowable expense and include in the award budget.Dimensions Tab  Financing Sources  Sponsored Classes The bureau fund should be added to the financing sources section of the dimensions tab and the IDC recovery box checked. GMGRANTD . Page 38 . Per OMB Circular Indirect/Overhead is an allowable grant expense. After this set up is complete the indirect revenue and indirect expense class will automatically populate in the sponsored class section. Indirect/Overhead is only allowed on Wages and Benefits and the IDC relevant box must be selected. If Indirect/Overhead is an allowable expense the below tabs will have information completed.

Page 39 . valid from. This functionality is not currently being used. valid to and Indirect Rate are required. Overhead Cost Limits Tab If there is an IDC cap this tab would be used to set the grant up to not allow IDC expense over the cap. SAP GM Module Special Expense Monitoring Overhead Costs Tab IDC rule. Overhead Cost Refund Tab Functionality is not currently being used. IDC rule is always: 3 IDC on expenses. The IDC rate is supplied by the grant administrator.

GMGRANTD . The rate has to be entered on every sponsored program and sponsored class line that anticipates match expenses.Dimensions Tab The bureau fund has to be added under the financing sources tab and the cost sharing box selected. The below data must be completed for the cost share option to work. Special Expense Monitoring SAP GM Module Cost Sharing A cost sharing rule and rate is required if a bureau plans to track match expense on the grant. Page 40 . The functionality is available if the grant expenses are all requisition/PO generated. Cost Sharing Tab The cost sharing rule: “1 Sharing on total direct costs” must be selected and the cost share rate must be entered. This is an option but at this time the system does not have the functionality to automatically split grant and match expenses on all expense posting.

The billing report should include the below data. SAP GM Module Grant Billing Grant Billing The below reports are useful for monitoring grant expenditures and preparing reimbursement requests. After the reimbursement request has been reviewed by the grants office the grant administrator completes the billing process in SAP. Work with the Grant Administrator on the format that works best for the grant sponsor.  Project Actual Cost Line Items – CJI3 use for viewing grant expenses related to a capital project  Payroll & FICO Object Detail Report – ZFIPYFOR Bureaus are required to bill all grants monthly.  Invoices should have an approved to pay signature for audit purposes.  Grant  Sponsored Class  Fund  GL account  Document Type  WBS Element  Expense Document  IO  Posting Date  Unbilled Amount  Sponsored Program Billing packet tips  Billing packets can be submitted in various formats. The IO or the IO group has to be entered into the selection screen.  Use the Payroll & FICO Object Detail Report for payroll support documentation  If the expense was moved to the grant by a JE the supporting documentation will have to be pulled from the original source.  Running the billing report should be step 1 in compiling a billing packet.  GM Billing Report – S_ALN_01000534  Orders: Actual/Plan/Variance – S_ALR_87012993 this report is useful if the grant is an operating grant and all expenses hit IO’s. The drilldown functionality can be used to obtain copies of support documentation for all AP invoices. Page 41 .

Items: Choose if you want to display open or billed items. You can also specify posting dates and if you want to include IDC postings. sponsored program or sponsored class). Selection Criteria Object: This report can be run by Sponsor. the Bureau compiles the back-up documentation and sends to the Grant Administrator for review. The report can be used to view the unbilled detail. Grant. billed detail or unbilled and billed detail. Sponsored Program or Sponsored Class. An electronic version of the report is required with the billing packet. The report can be downloaded to excel and emailed or sent electronically through SAP. Page 42 . or both. Based on the billing report. Detail: Choose how to summarize the data for the report (by grant. Grant Billing SAP GM Module S_ALN_01000534 .GM Billing and Receivable Reconciliation Report This report is used when preparing a reimbursement request.

SAP GM Module Grant Billing Report Output The output of the report gives a breakdown of what expenses are showing in the system against a grant (or for a sponsor. The status column has a red light/green light indicator for billed and unbilled items (red = unbilled. etc. Page 43 . green = billed).) and if they have already been billed or not. You can click on the underlined document number in the Expense column to see the supporting documentation.

Grant Billing SAP GM Module S_ALR_87012993 .  This report includes settled costs  Remember to include all orders tied to the grant when running report  If doing a comparison remember the IO report is by fiscal year and the billing report is a date range.Orders: Actual/plan/variance If your bureau tracks Grants by use of internal orders. then you will likely use various IO reports (such as this one) to research your expenditures. Page 44 .

Page 45 . SAP GM Module Grant Billing CJI3 .Project Actual Cost Report If your bureau tracks grant costs through use of WBS Elements. then you will likely use various project reports such as this one to research expenditures for your grants.

In order to see what costs are being charged to the grant reports like this one are used.Payroll FICO Report Most bureaus have some payroll/benefits costs which are covered by grant funds. This report provides a list of hours worked per pay period. Page 46 . Grant Billing SAP GM Module ZFIPYFOR .

SAP GM Module Grant Billing GRANT RECEIVABLES Use the below reports to view open grant receivables.  Customer Line Items  GL Account Line Items FBL5N .Customer Line Items This report is run using a customer number. The customer report can be run for open items. Customers like ODOT or HUD can have multiple grant receivables. cleared items or all items by posting period. but can also be used by the bureau to see what has been billed and received on the grant. This report is used by the grant administrator to confirm a billing processed correctly. This report is customer-based not grant-based. The number can be located on the grant. Page 47 . These reports are used more commonly by Central Grants. It is not a good tool to use if you want to review receivables at a grant level.

Grant Billing SAP GM Module To see the details. click on a document number and then select the glasses icon (Display). Page 48 .

cleared or all items. SAP GM Module Grant Billing FAGLL03 . Page 49 . Always use account 135100 (grant receivable). enter in grant specific information using the custom selections button and click the save button.GL Account Line Item This is the best report to use to view grant specific billings and payments. Execute the report. The selection criteria is for open.

Grant Billing SAP GM Module The report shows two different document types: DZ doc type – payment documents RV doc type – billing documents Page 50 .

work instructions and user guides for SAP reporting at the SAP Learning Center. SAP GM Module Useful Transactions APPENDICES Useful Transactions Below is a consolidated list of transaction codes and report codes to help you in your role as a Bureau Grant Analyst or Bureau Grant Project Manager.  S_PLN_16000269 – Grants Management Line Item Display  Y_DRP_63000015 – Grant Monitoring Report  S_ALN_01000161 – Master Data Index for Sponsors  S_ALN_01000079 – Master Data Index for Grants  S_ALN_01000160 – Master Data Index for Sponsored Classes  KO03 – Display Internal Order  FB03 – Display Document  Y_DRP_63000046 – Classic Trial Balance  XK03 – Display Vendor  CJI3 – Project Actual Cost Line Items  CN43N – WBS Elements Individual Overviews  Y_DRP_63000046 – Trial Balance Additional Reporting Information There are numerous job aids. Page 51 .

such as Document Status initial. Document required by the City of Portland which provides a overview Application Ordinance of the grant application to the City Council. Fields used to support detailed control by sponsored program. These match the (Line Items) grant requirements.C1 – Budget for Grant match Contains terms and conditions for the control. Usually 0 (zero). Consists of eight characters: The first four digits are based on the Grant Number business area. Budget Version Variations of the budget used by a bureau. and how funds are Budget Status assigned in this budget. reporting and Grant reimbursement of sponsor funding.Glossary of Terms SAP GM Module Glossary of Terms Term Description Application Set when the grant application has been submitted to the sponsor. held. Grant Budget Budgets that are reflected in FM from GM are identified as Grant Budget. Grant Internal Order obligations and statistical data related to Federal grant awards. Set at various times to track grants applied for. Closed Set when the grant has been officially closed. Business Partner Sponsor. A means of regulating how a budget is planned. This enables tracking at the bureau level. Page 52 . etc. while the last four are sequential numbers. Set when the grant has been awarded to and accepted by the City of Award Portland.P1 – Incoming budget for Sponsor’s funds . Cancelled awarded but not accepted. Customer-specific feature of the grant’s budget entry documents in the Budget Control System (BCS). posted. The FM budget system identifies budgets by document types. the system automatically creates and assigns document numbers as each document is posted. undone. This field uses the number assigned to the ordinance by the City Auditor's Office. The unique number assigned to a business event as it is processed in Document Number SAP. This indicator shows where the document is in its lifecycle. or proposed but not applied. summarize and report revenues. use. Cost Sharing sponsored class or fund percentage requirements. grantor. or other party from which the City receives grant (Grant Sponsor) funding. Either Released or Unreleased. Council approves grants by ordinance which amends the City’s Award Ordinance budget. This is the “spending” phase of the grant.S1 – Sponsor budget . Used to collect. Closing Set when a determined number of days are left on the grant. GM Doc Type . Application Date Date the application ordinance is approved by City Council. expenditures. Award Date Date the award ordinance is approved by City Council. but not awarded.

payments. Page 53 . Field used when creating/updating grant budgets to identify type. Further defines user access to individual business processes normally User Status managed by the system status.SAP GM Module Glossary of Terms Term Description There are two Internal Order types for grants Grant Order Types . Each grant that is relevant for indirect costs (IDC) are assigned an IDC rule.Application Phase Grants Management .Closeout Phase (Closing) .g. actuals. Status are displayed prominently. in which materials. Sponsored Program A cost collector that reflects the Sponsor’s objectives. etc. e.Grants Management External .Closed Phase Grants Management A pool of information regarding the grant stored in SAP and can be Master Data incorporated into individual transactions. Process .SUPL – Supplement .. commitments. activities and costs are assigned Billing to the customer after they are provided. is to be Reversal Status reversed.GMEX . Identifies the phase of the cycle which controls what business System Status processes can be used for the object. this billing process is used for services Resource-Related without fixed prices.ENTR – Enter (new budget) (in Grant Budgets) . or is a normal document. This rule defines which transactions are relevant for the IDC IDC Rule process.Award Phase Lifecycle . Set or reset these manually during business processes.GMPT – Grants Pass-through Phased grant lifecycle approach: . an object field used to Sponsored Class capture the sponsor's line item budget and the City's revenue account. purchase requisitions.RETN .Return Initiated with a billing request. On the support objects tab in GMGRANT. Indicator used to determine if a document has been reversed.