The following guide is intended for employees who are looking to view or complete any of the following actions:

Action

•     Incur costs on an IADF Award

• Modules: Modules are the components or business process subsystems of our Oracle Cloud platform.  They provide specific functions to enhance overall service delivery which integrates with and supports our need for highly detailed project reporting including PPM, Workday, Concur, Procurement, Accounts Receivable, Accounts Payable, Assets.
• Project Portfolio Management (PPM): A module that houses aggregated information on Sponsored Awards, Capital Projects, Individual Award & Discretionary Awards (IADF), and Clinical Research Studies.  Integrates with other modules to collect costs and fee accounting to the GL.   
• POETAF: Most granular level of detail within a project.  Combination of value segments that describe a PPM expenditure (Project – Expenditure Organization – Expenditure Type – Task – Contract/Award, Funding Source). 
• Individual Discretionary Fund: Institutional funds promised to an individual (not function, organization, or role), at any point in their tenure (startup, retention, incentive, etc.), regardless of fiscal year alignment to use at their discretion.
• Internal Awards: Institutional funds awarded to an individual usually as a result of call for proposals, with defined scope and time limit.
• Budget Period: All PPM awards must be set up with Budget Periods, which are periods of time in which funds can be assigned and budgeted. The recommendation for IADFs is to set up Budget Periods along fiscal years.
• Award Funding: Award Funding is the total dollar amount promised to the PI over the course of the award.
• Incurred Cost: Incurred costs are expenses against the Project.
• General Ledger (GL): The University’s central accounting structure, which houses all financial information (i.e. assets, liabilities, fund balance, income, and expenses) across the organization.  Each transaction is represented in the GL through a 10 segment value string combination called the Chart of Accounts (COA). 
• Chart of Accounts (COA): Oracle’s string of numbers that will house all financial activity for the University within the General Ledger (GL).  The COA is comprised of 10 segments and categories in three buckets:  Primary (Entity, Organization, Account, Fund, Purpose); Secondary (Program, Activity, Site), System-Populated segments (Affiliate, Future).  
• Resource (Expenditure Category): In PPM, all projects must be budgeted to a specific Resource (e.g. MAS: Materials and Supplies or EQU: Equipment). Budgets can be as detailed as you want with these resources, but since IADFs are discretionary, the recommendation is to budget to one resource -- OGC: Other General Costs if no specific terms of award restrict expenditures to certain categories.

      Incur Costs on an IADF Project

1. Follow the steps to create a requisition by utilizing these reference guides:
   1. Create a Requisition Catalog, Non-Catalog, Standing Order, and After the Fact
   2. Create a Payment Request in Oracle
2. Once the requisition is initiated begin the checkout process by selecting the cart

3. To charge to a project enter the project number in the Project Number field - the project number is the P in POETAF
   3. Additional project segments will appear, this will be how you will enter the remaining POETAF segments.
   4. Organization – is the project organization assigned to the project
   5. Expenditure Type – is the procurement category selected when creating the requisition.
   6. Task – is how you will apply which financial task is being incurred

Note: there could be 1 or more options available to select, work with your department administrator to ensure you are charging to the appropriate task.

4. 1. Contract – this is the award number designated in the POETAF segments.

Note: for IADF you will only one award associated to the project.

5. 2. Fund – this is the fund associated to the POETAF segments.

Note: for IADF there will only be one fund associated to the project.

6. Select Update.

7. Select Submit.
   7. Note: If you receive an error upon selecting Submit, contact your IADF Administrator regarding the dates of the Project, Task, and/or Award that you are attempting to incur Costs against.

You have now completed the process of Incurring cost on an IADF project.