The Office of Sponsored Projects Accounting (SPA) is responsible for the financial reporting and billing to the Awarding Agencies and Sponsors. Once a project/grant is established in PeopleSoft, a Grant Accounting Specialist, from the System Office, will be assigned the responsibility of reporting the expenditures out of PeopleSoft for that specific project/grant (GRT number). The timing and methods of the Sponsor’s reports are based of the specific terms and conditions of each individual project/grant agreement.
The approval of all grant expenditures and documentation of all expenditures, including any matching for the project/grant is the responsibility of the Principal Investigator / Project Manager. While project staff and College Business Office personnel may provide a great deal of assistance, the ultimate responsibility rests with the Project Manager to maintain documentation and authorize project/grant expenditures. The Project Manager should be certain that their college is maintaining copies of all expenses charged to the project/grant budget including those for personnel, equipment, supplies, travel, and cost share expenditures.
It is the Project Manager’s responsibility to monitor and authorize all project/grant expenditures and to make certain that all funds are expended in accordance with the approved budget and within the grant project timelines. The Project Manager or a designated project staff member should be reviewing expenditures posted in PeopleSoft on a monthly basis. Access to PeopleSoft can be obtained by contacting their College Business Affairs Officer. The two (2) PeopleSoft reports that are recommended be run every month (at a minimum) are the Project/Grant Budget Status Report and Detail Journal Lines Query. The instructions for running these two reports are included in this section. The entire PeopleSoft – Financials training manual can be found on DocuShare at: https://kctcs.sharepoint.com/sites/tlc/Pages/PeopleSoft-Financials.aspx.
The form for requesting access to the financial system in PeopleSoft is a BA5 form. It can be found on the KCTCS forms web page at: https://employees.kctcs.edu/info-center/businessservices/businessprocedures.
Listed below are three (3) public queries that you might find helpful for monitoring project/grant expenditures.
GRANTS_ALL_JNR_LINES Expenses By Grant: Detail Journal Lines
GRANTS_AP_CONTENTS Enter AP number for Voucher, Vendor Name, PO#
GRANTS_AP_PAYMENTS_W_VENDOR By Grant: All Accts Payable payments w/Vendor