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

• Create a Miscellaneous Cost to Fund a Constructed Equipment/Capital Project using an IADF Project

 

• Miscellaneous Cost: Miscellaneous costs are normal, necessary, and reasonable costs that a business must pay to run. These expenses may include legal fees, professional fees, business travel, and construction fees used for business purposes.
• Constructed Equipment Project: A project that is created to manage constructed or fabricated equipment. These projects typically are equipment for departmental research purposes that have components that are built by UChicago and will be placed into service as an asset on the University’s ledger.
• Capital Projects: Capital Projects are designed to plan, manage, and track capital investments, and are commonly utilized by businesses that make investments in capital assets.

 

1. Input your username and password. Select Sign In to access your Oracle account.  

2. Use the Navigator and select Projects.
3. Select Costs.    

4. On the Costs homepage, Select the Taskbar icon.
5. Select Manage Unprocessed Costs.

           

6. On the Manage Unprocessed Costs screen, click the + icon to create a new cost.

           

7. Enter the following information:
   1. Expenditure Batch, Business Unit: University Individual Awards & Discretionary Funds, Source: IADF Capital Projects ,  Document, and Document Entry.
8. Select OK.

        

9. Enter the following information:
   2. Project Name
   3. Task Number
   4. Expenditure Item Date
   5. Expenditure Type
   6. Expenditure Org*
   7. Contract Number
   8. Note: This is one of the only exceptions where we may not enter the value of the Project Organization as the Expenditure Organization. The value entered as the Expenditure Organization for this process should be the Organization in which the asset will exist. In many cases this may still be the same value as the Project Organization but there may be exceptions where IADFs from one Organization are being used to fund an asset in another organization.

           

10. In the Miscellaneous Transaction Details section, enter:
    9. Quantity
    10. Original Transaction Reference
    11. Transaction Currency
    12. Transaction Raw Cost      

11. Select Additional Details
12. Select the Context Prompt: IADF Capital Projects Details
13. Use the drop down to select the Capital Projects GL Fund
    1. Note: If an IADF funds transfer is for a constructed equipment project, the Capital Projects GL Fund will ALWAYS be 357000 (Constructed Equipment Fund).
    2. If an IADF funds transfer is for a capital project, the Capital Projects GL Fund will ALWAYS be in the 358XXX range. It is good practice to communicate with Central F&A (Capital Projects Central Administrator) to confirm this specific fund value.

14. Scroll up select the dropdown Save and Close.
15. Select Save.
16. Verify that the Status field is a green check mark.          

 

17. Click Save and Close.

 

18. In the Search Results section of the page, your newly created miscellaneous cost will appear.
19. Select the Import Costs button to import your cost onto a project.

           

20. A popup will appear asking you if you would like to Import your costs.
    13. Click Yes.    

 

21. Select the Overview tab.

           

22. Keep refreshing until the Import Costs: Generate Output Report say Succeeded. 
23. View the output report and verify that the expenditure has been imported successfully.         

You have now completed the process of Funding a Constructed Equipment/Capital Project using an IADF Project.