I've never played around with PeopleSoft, and the Oracle environment I was exposed to was still under development when I left. The company I work for now, Datatel, will do the following.

We can have an account with up to 99 daughters, or subaccounts. Each one of the 99 can have 99, etc... Prolific little devils!

So this begs the question. Why not have a parallel account with your primary funded one? Couldn't you have two (or more, depending upon circumstances) related accounts. The primary one carries the sponsored account, the other the cost shared account. When you pay for a faculty salary with benes, you could split the costs 95/5 between the two from the beginning. In this way, you would be totally auditable, and no-one could say that a cost was not allocable to the project, or that the faculty/staff/student didn't work on the project.

Greg

Gregory K. Schmidt
Senior Consultant
Colleague Financials
Datatel, Inc.
How higher education does business.

Voice: 703.227.1136
Fax: 703.802.3984
xxxxxx@datatel.com
http://www.datatel.com

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Julie Edgerton <xxxxxx@STANFORD.EDU>
Sent by: Research Administration List <xxxxxx@hrinet.org>

07/14/2006 05:48 PM

Please respond to
Research Administration Discussion List <xxxxxx@hrinet.org>

To	xxxxxx@hrinet.org
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Subject	Re: [RESADM-L] Tracking Cost Sharing Commitments and Fulfillments

Hi Diana,

I’ve worked in 3 universities, and in all places we kept an excel shadow spreadsheet. I’ll look for one that is laid out in a straightforward way for you. If anyone else has a sample though, I hope that helps too.

Julie Edgerton
Associate Director, Finance & Administration
Department of Surgery
Div. of Plastic Surgery
Div. of Multi-Organ Transplantation
Stanford University
770 Welch Rd., Suite 400
M/C 5715
Stanford, CA 94304

Tel.: 650-725-6597
Fax: 650-725-6605
Cell: 650-892-7124
Email: xxxxxx@stanford.edu

From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Key, Diana
Sent: Friday, July 14, 2006 1:08 PM
To: xxxxxx@hrinet.org
Subject: [RESADM-L] Tracking Cost Sharing Commitments and Fulfillments

FSU is currently using PeopleSoft Grants 8.4. In this system the only place to see committed amounts of cost sharing are on the proposal and project budgets. I need a way to track commitments and fulfillments on the award or project side. I’m considering a custom page. Seems easy to design at first thought, but when you consider breakdowns by project year, fiscal year, commitment type (salary, equipment costs etc), and multiple sources of each (and whether/when each commitment is fulfilled), it gets a lot more complicated. Therefore, I’m begging for help. Does anyone have an example of how they track this stuff? Copies of screen shots, list of fields, anything would be a jumpstart. It doesn’t have to be PeopleSoft-based either. A commitment is a commitment no matter what system you use.

Thank you so much!

Diana

Diana L. Key :)
Assistant Director
Sponsored Research Services
Florida State University
98 South Woodward Avenue
Tallahassee, FL 32306-4166
P: 850-644-8648 F: 850-644-1464

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