Setting up Individual Award and Discretionary Fund (IADF) Cost Share


Purpose

This document outlines the steps one would need to take when we receive a grant requiring a cost-sharing commitment, and a PI wants to pay for that cost-sharing commitment out of discretionary funds.

Steps

  1. Log in to Oracle Cloud.
  2. Navigate to Projects menu option and select Costs.

  1. Using the taskbar, navigate to Manage Unprocessed Costs.

  1. Select the plus '+' icon to create new unprocessed cost.

  1. Fill out the information in the Create Unprocessed Cost pop-up:
    1. Expenditure Batch: a unique reference to this cost
    2. Business Unit: University Individual Awards & Discretionary Funds
    3. Source: IADF Grants Cost Share
    4. Document and Document entry will auto-populate
  2. Click OK to proceed to the next screen.

  1. Enter the POETAF info at the top relating to the IADF that is providing cost-share funds.
    1. Project: The associated Project Number
    2. Task Number: Associated Task
    3. Exp Item Date: Appropriate date
    4. Exp Type: 95008-OGC: Cost Share
    5. Exp Org: Enter the Organization where the Grant resides
    6. Contract Number: Associated award/contract
    7. Funding Source: Associated funding source
  2. Under the Miscellaneous Transaction Details section, enter the details of the cost:
    1. Quantity: 1
    2. Original transaction reference: a unique reference that includes the project and award number
    3. Transaction Raw Cost: this is the amount that is being moved from IADF to the Grant Cost Share fund.
  3. Click Save and Close

  1. With your new transaction highlighted, select Import Costs.

  1. A popup will appear asking if you would like to import the cost. Select Yes.

  1. Select the Overview tab.
  2. Click the blue refresh icon until the Import Costs: Generate Output Report line says "Succeeded"
  3. Select the View Output icon to review the Output Report.

  1. Review the report and select Republish.

The cost has now been recorded against the IADF and has moved to the Cost Share Fund of the Grant's Entity and Org. Please communicate with that organization's Department Administrator to confirm that the relevant Grant increases funding/budget as needed in PPM.