Individual Awards and Discretionary Funds (IADF) utilize an Oracle module known as Project Portfolio Management (PPM) process to manage the spend of individual discretionary funds or internal awards.  PPM is a subledger of the University’s general ledger accounting process.  Because of this, to ensure funds are available for spend, a Journal Submitter will need to move these award funds from one Chart of Accounts (COA) string to the IADF’s COA string. The following guide is intended for a Journal Submitter who needs to process an upfront or cost reimbursement Journal Entry to fund an IADF.

• 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).  
• General Ledger (GL): The University’s central accounting structure, which houses all financial information (i.e., transactions including assets, liabilities, fund balance, income, and expenses) across the organization. Each transaction is represented in the General Ledger through a 10-segment value string called the Chart of Accounts (COA).
• Individual Awards and Discretionary Funds (IADF): is the method by which the University tracks and manages internal grants, start-up funds, retention funds, and other Faculty incentives through Oracle Cloud ERP.
• Individual Discretionary Fund: Institutional funds promised to an individual (not a function, organization, or role), at any point in their tenure (startup, retention, incentive, etc.), regardless of fiscal year alignment to use at their discretion. In Oracle these types of accounts are distinguished with Project Numbers who have a prefix UID.
• Internal Awards: Institutional funds awarded to an individual, usually as a result of a call for proposals, with a defined scope and time limit. In Oracle these types of accounts are distinguished with Project Numbers who have a prefix UIA.
• Journal Entry: A journal entry creates a financial transaction within the General Ledger to reconcile accounts and transfer funds. Journal entries include a debit (money leaving/transferring out) and credit (money coming in/transferring to). 
• Module: 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, and 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 GL.   
• Subledger: a detailed transactional record system that captures specific financial information before it's summarized and posted to the general ledger

Process GL Transfer (Journal Entry) to Fund an IADF

1. Select Company Single Sign-On to log-in to Oracle

2. Navigate to General Accounting
3. Select Journal  

4. On the Journals page, select the taskbar on the right.
5. Select the Create Journal option

6. Populate the Accounting Period
7. Populate the Following Fields:
   1. Ledger
   2. Accounting Date
   3. Category      

8. Scroll down to Journal Lines. 
   1. Line 1, enter the COA 10 segment string being funded and related Credit dollar amount. Take careful note that the COA Fund segment should reflect one of the following:
      1. Insert the COA funds for IADF
   2. Line 2, enter the funding source's COA 10 segment string(s) funding the award (which can be found on the award or the IADF Funds Transfers Report) and related Debit dollar value(s). 

Note: The total Credit dollar amount must equal the sum of the total Debit amount, or there will be an error.   For upfront transfers the amount should equal to the funding amount for the appropriate period. For cost reimbursement, the amount should equal the amount spent for the appropriate period.Both the debit and credit COA Account segment numerical values, used for IADF transfers, is 95006

9. Submit the Journal Entry by selecting Save, then Complete, then Post

You have now completed the process of Process General Ledger Transfer to Fund an Individual Award and/or Discretionary Funds