Processing Indirect Costs 

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       1.      To process indirect costs (IDC) relating to grants, go to the Grantee Management (GM-GTE) part of the Easy Access menu and choose Grants Management-Specific Postings ® Indirect Costs ® Record Indirect Costs.

The Post Indirect Costs (Defined by Sponsor/Grant) selection screen appears.

Each indirect cost operation is based on the following:

○     IDC rule

○     IDC rates, with relevant “valid from” and “valid to” dates

○     IDC cost limits, by grant and by program/class combination

○     Replenishment rules and cap limits

○     Postings recorded to the grant

       2.      Select:

○     In the Selection Criteria section:

■      Company code (required)

■      Grant or range of grants to be considered

■      Specify the cutoff date of transactions for which indirect costs are to be considered. The system defaults today, but you can overwrite this.

○     In the IDC Document to be Generated section:

■      Document type

■      Document date

■      Posting date

■      Posting period

This must match the posting date. If it does not, the system displays a message.

○     If you want to test the settings prior to posting, check the Test Run box.

       3.      When you have completed your selections, choose Execute.

Result

The resulting list shows a list of the grants that satisfy the selection criteria.

●     A green traffic signal indicates that no errors were found for a grant.

●     A yellow traffic signal indicates that warning messages were found for a grant. Troubleshoot the message to determine whether the warning impacts the IDC financial transaction.

●     A red traffic signal indicates that errors were found for a grant. Troubleshoot the message to determine whether the error message can be reseolved. Note that no IDC transaction can be posted for a grant with an error message.

●     A message is displayed for each grant. You can access further information by double-clicking the message to display the long text.

●     In any of the above cases, you can use the buttons at the top of the list to access further information. Select the grant in the Processed Grants list and choose the following:

○     Grant Master Data

○     IDC-Relevant Line Items

These are line item postings that are relevant to the indirect costs calculation.

○     IDC Line Items

The line items of the indirect costs posting. When you choose this, the system displays the following list of options:

■      Calculated IDC entries – to display the indirect costs entered for this grant

■      IDC documents posted to the grant – that is, before the current program run

■      Proposed IDC document – that is, the document that is being posted this time

○     IDC Cap

The maximum amount of indirect costs allowed for the grant. When you choose this, the system asks whether you want to display the cap only for this grant or for the grant’s sponsored programs and classes.

●     When you have finished processing, the grant master data is updated to reflect the postings made. An log of IDC posting details is available by choosing Extras ® Application Log.

●     The process also:

○     Posts FI documents for all relevant IDC charges

○     Debits an expense class

○     Credits a revenue class

○     Performs cash clearing between internal and external funds.