City of Portland

SAP Grants Management

Bureau Role Guide
This document created by: EBS Training Team, in consultation with OMF Grants Office.

Page 2 This document last modified: 2/4/2015

 GM Bureau Role Guide What is a Grant?

Table of Contents

GRANTS MANAGEMENT OVERVIEW ........................................................................................................ 5

What is a Grant? ........................................................................................................................................ 5
Grants Management Lifecycle Process ..................................................................................................... 5
SAP Grant Statuses and User Statuses .................................................................................................... 7
GM Roles and Responsibilities ................................................................................................................. 8
Grants Management Relationship to FILO in SAP .................................................................................. 10
Sponsored Program and Sponsored Class ............................................................................................. 12
Sponsored Program ............................................................................................................................. 12
GMPROGRAM – Display Sponsored Program ................................................................................ 12
Sponsored Class .................................................................................................................................. 15
GMCLASS - Sponsored Class ......................................................................................................... 15
Group functionality ............................................................................................................................... 16
Cost Objects used to Track Grant Expenses .......................................................................................... 17
Internal Order(s) ................................................................................................................................... 17
KO03 – Display Internal Order ......................................................................................................... 17
WBS elements ..................................................................................................................................... 18
CJ20N - WBS element ..................................................................................................................... 18
VIEWING GRANT INFO IN SAP ................................................................................................................ 19
Common Grant Transactions .................................................................................................................. 19
GMGRANTD – Display Grant Master .................................................................................................. 20
GRANT BUDGETING ................................................................................................................................. 27
Creating a Grant Budget.......................................................................................................................... 27
Budgeting key terms and concepts ......................................................................................................... 29
Reports for viewing grant budget ............................................................................................................ 30
Y_DRP_63000015 - Grant Monitoring Report ................................................................................. 30
Y_DRP_63000040 - Budget vs Actual Report – Grant .................................................................... 32
GMBDGTOVIEW - GM Budget Overview ........................................................................................ 35
GRANT BILLING AND RECONCILING EXPENSES.................................................................................. 37
General Expense Monitoring ................................................................................................................... 37
Special Expense Monitoring .................................................................................................................... 38

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 What is a Grant? SAP GM Module

Indirect/Overhead ................................................................................................................................ 38
Cost Sharing ........................................................................................................................................ 40
Grant Billing ............................................................................................................................................. 41
Billing packet tips ................................................................................................................................. 41
S_ALN_01000534 - GM Billing and Receivable Reconciliation Report ........................................... 42
S_ALR_87012993 - Orders: Actual/plan/variance .......................................................................... 44
CJI3 - Project Actual Cost Report .................................................................................................... 45
ZFIPYFOR - Payroll FICO Report .................................................................................................... 46
GRANT RECEIVABLES.............................................................................................................................. 47
FBL5N - Customer Line Items .......................................................................................................... 47
FAGLL03 - GL Account Line Item .................................................................................................... 49
APPENDICES ............................................................................................................................................. 51
Useful Transactions ................................................................................................................................. 51
Additional Reporting Information ............................................................................................................. 51
Glossary of Terms ................................................................................................................................... 52

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 SAP GM Module What is a Grant?

GRANTS MANAGEMENT OVERVIEW

What is a Grant?
Grant is a monetary award of financial assistance disbursed by one party (sponsor), often a government
department, corporation, foundation or trust to a recipient (City of Portland).

Types of grant agreements

 Grant
 Contract
 Cooperative Agreement
 Sub-award or Subcontract
 Intergovernmental Agreement

Grants Management Lifecycle Process

Grants pass through different phases during their lifecycle in SAP. The following provides more detail
about each phase.

Phase 1: Phase 2: Phase 3: Phase 4: Phase 5:

Proposal Application Award Closing Closed
• Bureau finds a • City is notified of • Grants office • Grants office • Grants office
funding source grant award. works with bureau sends reminders completes final
and prepares an • The grants office to confirm the to bureau staff billings, financial
application. works with the budget. when the grant is reports and
• The grants office bureau to set up • The grant budget 90, 60, and 30 reimbursements.
sets up the grant the cost objects is locaded into SAP days from its
in SAP, followed and enter master by the grants closing date.
by the ordinance data. office. • After all grant
process. • After budget load, expense activity is
• The proposal is regular grant completed, and
submitted and activities begin: bureaus have
grant is updates reviewed and
• spending
to Application made any
Phase. • project mgt
necessary
• billing adjustments, the
• reporting grant is moved to
closing phase.

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 Grants Management Lifecycle Process SAP GM Module

Phase 1: Proposal
The bureau finds a funding source and works with the Grants office to make decisions about the proposal
process. Nothing is typically set up in SAP for the grant during this phase.

Phase 2: Application
Bureau notifies the Grant Administrator of the potential funding opportunity and the Grant Administrator
and the Grant Analyst make the decision if the grant should be set up in SAP. If the decision is made to
set up the grant in SAP the Grant Analyst works with the Grant Administrator to complete set up.

Phase 3: Award
The City is notified of the grant award. The Grant Analyst completes the grant set up form and submits it
to the Grant Administrator. After completion of the grant set up, the Grant Administrator provides the grant
ID, cost objects and the sponsored program to the Grant Analyst. The Grant Analyst works with the Grant
Administrator to complete the acceptance ordinance. The completed ordinance is filed, and when passed
by Council, the grant budget is loaded into SAP by the Grant Administrator
After the budget load the regular activities of the grant begin:
 Spending
 Project Management
 Billing
 Reporting

Phase 4: Closing
Optional at this time. Currently grants remain in the award status until all activity is complete.

Phase 5: Closed
When all activity is completed on a grant, the grant is moved to the closed status by the Grant
Administrator.

Alternative: Cancelled
During the proposal, application or award phase a grant can be cancelled. The Grants Office moves a
grant to “canceled” if the City decides not to move forward with the application, the grant is denied by the
sponsor, or the City decides not to accept the award. SAP tracks cancelled grants.

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 SAP GM Module SAP Grant Statuses and User Statuses

SAP Grant Statuses and User Statuses

As the grant moves through the lifecycle, different statuses are assigned in SAP. When viewing the grant
in the GMGRANTD transaction, the grant and user statuses can be found at the top of the page.

You can also use the S_ALN_01000079 (Master Data Index for Grant Reports) to see a list of grants
with the ability to drill down to the grant master data and search for them by specific information, such as
ordinance number.
The Y_DRP_63000015 (Grant Monitoring Report) can be used to view the current status of a grant and
to obtain more detailed information regarding the grant.
Here are the various statuses for grants and what type of transactions are allowed.

Grant Status User Status Transactions Allowed

Initial Draft Nothing allowed
(GMDR)
Proposal (GMPR) Nothing allowed
Application Sent to Sponsor Budget
(GMAP)
Rejected by Sponsor Budget
Approved by Sponsor Budget
Award (GMAW) Funded and Productive All grant related transactions
90 days to end date All grant related transactions
60 days to end date All grant related transactions
30 days to end date All grant related transactions
Completed All grant related transactions
Closing (GMCL) Accounting Review All grant related transactions
Closed with Assets Liabilities, Assets, Transfer Postings, Expense /
Revenue, IDC Posting
Closed (GMCX) Nothing allowed
Cancelled (GMCA) Nothing allowed

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 GM Roles and Responsibilities SAP GM Module

GM Roles and Responsibilities

Central Grant Administrator

General
 Serves as a point of contact for the Bureau Grant Analyst, Bureau Project Manager and Grant
Requisition Approvers
 Establishes the grant to meet sponsor requirements
 Disseminates system-generated grant number
 Reviews and approves grant application and submits to sponsor
Within SAP
 Sets up grant records in SAP
 Creates internal orders and sets up master data, sponsor, sponsor class, sponsor program,
sponsor group
 Asks Project Accountant to create project WBS element
 Assigns grand ID
 Maintains derivation values
 Creates budget
 Transfers budget from GM to FM
 Complete all GM budget loads and GM budget adjustments
 Bills sponsor
 Analyzes billing report and backup documentation
 Creates bureau overhead (Indirect) entry
 Generates and sends invoices
 Receives payment and posts to Accounts Receivable
 Monitors grant expenditures
 Month-end, quarterly, and year-end processes
 Changes grant status as it moves through the lifecycle
 Closes grant
 Works with bureaus to get grant documents closed
 Generates final billing and receives final payment
 Submits final financial status report

Bureau Grant Analyst

General
 Internal bureau staff contact
 Financial lead for the grant
 Plans, researches and completes proposal process and provides information to Grant Administrator
 Notifies Grants Office of intent to apply
 Completes application, draft application ordinance
 Finalizes application, files ordinance and submits to Grants Office
 Works with Grant Administrator for proper grant set up
 Finalizes and files acceptance ordinance
 Plans budget in BRASS or with Grant Administrator to budget in SAP

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 SAP GM Module GM Roles and Responsibilities

Within SAP
 Monitors expenditures, revenue and budget
 Conducts weekly to monthly review of expenditures
 Generates billing and timesheet reports
 Completes backup documentation for expenditures
 Initiates error correction process and completes journal entry to ensure correct costs are billed
 Completes final billing documentation

Bureau Project Manager

 Monitors expenditures, revenue and budget
 Works with Bureau Grant Analyst and Grant Administrator to set grant cost objects
 Approves procurement or other expenditures against grant
 Approves error correction entries
 Helps to close remaining documents

Grant Requisition Approver

 Approve grant-related purchase requisitions

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 Grants Management Relationship to FILO in SAP SAP GM Module

Grants Management Relationship to FILO in SAP

Grants touches on many different modules within SAP; all of which are required to successfully bill to and
collect from a sponsor. The image below demonstrates all the touch points that Grants have within SAP.
For more information on working in those modules within SAP, check out the SAP Learning Center for
additional work instructions, job aids and user guides.
Your bureau may have multiple people involved in these various modules. Check with your bureau
accounting group to find out who does procurement, journal entries, fixed assets, projects, and orders.

AP - Accounts
Payable

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 SAP GM Module Grants Management Relationship to FILO in SAP

The GM box represents items created by the Grants Office. As an enterprise program, SAP has many
modules that utilize the same database.
 GM (Grants Management) is the sponsor or grantor view of how data is reported back to them.
 FI (Financials) is the financial accounting view – used for external reporting like the CAFR
(comprehensive annual report).
 CO (Costing) is the cost accounting view and has cost objects.
 FM (Funds Management) is the budget view.
Some elements span across; if the name is the same, the identifying number is exactly the same. A grant
is common to all of these modules; which means that it has a budget in FM, it has cost objects in CO, a
full balance sheet in FI, and has fully capable reporting from the sponsor perspective in the GM module.
Grant internal orders are created by the Grants Office. Project WBS elements used for grants are created
by the Bureau and coordinated by the Grants Office. When entering a purchasing requisition that
purchases something for a grant (project), enter the cost object, usually an internal order and a grant
number, and it automatically derives the sponsor in the GM module.

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 Sponsored Program and Sponsored Class SAP GM Module

Sponsored Program and Sponsored Class

Sponsored Program
A cost collector that reflects the Sponsor’s objectives. Sponsored programs are posted by deriving the
sponsored program from the cost objects; internal order or work breakdown structure (WBS) that was
used in the source document posting based on the sponsor reporting or control requirements. If the
award is for a capital project the identifier is typically the project # (T00165). If the award is for an
operating grant the identifier usually includes the grant # (TR01650001). There is flexibility if there are
unique tracking requirements.
Two transactions used for looking at Sponsored Program information:
GMPROGRAM – Display Sponsored Program
S_ALN_01000159 – Master Data Index for Sponsored Program

GMPROGRAM – Display Sponsored Program

Basic data tab – ID#, program description, and relevant history information

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 SAP GM Module Sponsored Program and Sponsored Class

Budget transfer tab – This tab displays the fund centers used for budgeting for the grant. FM Area
(always COP1), funds center, functional area, funded program and default box selected for at least one
line of master data.

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 Sponsored Program and Sponsored Class SAP GM Module

Sponsored Programs can be tied to multiple cost objects. If the grant requires multiple cost objects and
the cost objects are assigned to various fund centers, functional areas and funded programs the
sponsored program master data should mirror the cost object master data.

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 SAP GM Module Sponsored Program and Sponsored Class

Sponsored Class
A Sponsored Class is an object used to group expenses and revenues from the award line item budget.
Sponsored classes are made by deriving the sponsored class from the City of Portland General Ledger
accounts that were used in the source document based on sponsor reporting or control requirements.
Sponsored Class set up is completed by the Grants Office.
Two transactions for looking at sponsored class information:
GMCLASS – Sponsored Class
S_ALN_01000160 – Master Data Index for Sponsored Classes

GMCLASS - Sponsored Class

Sponsored Class Basic Tab – This tab gives a description of the class, along with the class
creation/modification history.

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 Sponsored Program and Sponsored Class SAP GM Module

Budget Transfer Tab – The budget transfer tab explains which GL Accounts can be used.

Group functionality
Functionality is available to group grant master data (grants, sponsored programs and sponsored
classes). Most reports include a group search option.
To display existing groups use the following transaction codes:
 Grants – GM_SETS_GRANT3
 Sponsored Program – GM_SETS_SPPROG3
 Sponsored Class – GM_SETS_SPCLASS3

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 SAP GM Module Cost Objects used to Track Grant Expenses

Cost Objects used to Track Grant Expenses

There are two types of cost objects used to track grant expenses. Internal Orders and WBS elements.

Internal Order(s)
Internal orders are used to track expenses on operating grants. There is only one type of order used for
grants, GMEX. The grant administrator sets up all grant orders. The bureau grants analyst determines
how many orders will be needed. If internal service or interagency expense is allowed on a grant the
bureau should request additional internal orders. For the City funds to balance, the order has to include a
funded program and an order can only have one funded program. The master data below is required for
internal order set up and is provided by the bureau grant analyst.
 Business Area
 Functional Area
 Responsible Cost Center
 Funded Program – always non-program unless order is used for IA or Internal Service expense

KO03 – Display Internal Order

KO03 is used to view master data for an internal order.

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 Cost Objects used to Track Grant Expenses SAP GM Module

WBS elements
A WBS Element is a cost object used to track grant expenses on capital funded projects. The project is
set up by the bureau project accountant and provided by the bureau grant analyst. The grant
administrator maintains the grant data on the project. The bureau grant analyst notifies the grant
administrator when the project should be updated to grant- or fund-funded.

CJ20N - WBS element

CJ20N can be used to view the specifics of the WBS / Project created in SAP.

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 SAP GM Module Common Grant Transactions

VIEWING GRANT INFO IN SAP

All grant information can be found through various reports in SAP. To access and explore the available
reports, open the Grants Management folder in the City Reports folder. See the screenshot below for
exact navigation information.

Common Grant Transactions

The following are common transactions used to view master grant information.
 GMGRANTD – Display Grant
 S_ALN_01000079 – Master Data Index for Grants
 Y_DRP_63000015 – Grant Monitoring Report

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 Common Grant Transactions SAP GM Module

GMGRANTD – Display Grant Master

This is the transaction used by the Bureau Grant Analyst and Bureau Project Manager to view grant
information in SAP. The following pages give a description of the information found in each main tab.

General Data Tab

Grant - the grant is assigned an ID#. The ID consists of eight characters: The first four digits are based
on the business area of the lead bureau receiving the funding, while the last four are sequential numbers.
Grant Type – all grants are set up as general grants
Sponsor – Provider of the funds, sometimes called the Grantor
Award Type – user-defined list of codes used mainly for SEFA and CAFR reporting
 DC - Direct Capital Grant  IC - Indirect Capital Grant
 DO - Direct Operating Grant  IO – Indirect Operating Grant
Grant Value – award amount
Valid from Date – start date of award Valid to Date – end date of award

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 SAP GM Module Common Grant Transactions

Reference Tab

External Reference – grant identifier assigned by Sponsor

CFDA Number – Unique number created in the Catalog of Federal Domestic Assistance (CFDA)
database.
Internal Reference – can be used for any internal data, mostly used for capital project grants for the
project #.
Funding Origin – Sponsor and the originating agency if the funds are a pass through
Application Ordinance - # assigned when Ordinance passed by City Council
Application Date – date of ordinance acceptance
Award Ordinance - # assigned when Ordinance passed by City Council
Award Date – date of ordinance acceptance
Grant Match – amount of match requirement
Description Match – source of match

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 Common Grant Transactions SAP GM Module

Responsibilities Tab
This tab shows the assigned users responsible for grant administration of this particular grant.

Posting Tab
Used to allow certain postings during the closing phase of the grant. The columns “Allow From” and
“Allow To” will be modified it particular postings are limited during the grant lifecycle.

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 SAP GM Module Common Grant Transactions

Budget Tab
Controls how the budget is split across fiscal years. The grant is always set up to split by grant validity.

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 Common Grant Transactions SAP GM Module

Billing Tab
Billing Rule – this controls when expenditures show up in the grant billing system. The grant is always
set up with 3 RRB-Liabilities.

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 SAP GM Module Common Grant Transactions

Dimensions Tab
This tab is the main control for expense postings. The fund, sponsored program, sponsored class,
indirect/overhead and cost sharing are assigned to the grant on the dimensions tab.

Financing Sources
Fund - External – a grant can only have 1 external fund
 217000 – used for year-end reporting only
 217001 – Federal Grants
 217002 – HOPWA
 217004 – Emergency Shelter
 217006 – State Grants
 217007 – Other
 218000 – CDBG
 219000 – HOME

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 Common Grant Transactions SAP GM Module

Internal – a bureau fund is used if the grant allows indirect/overhead or if the City is tracking match
expenditures on the grant. If Indirect/Overhead or Cost Sharing is allowed the IDC recovery box or the
cost sharing box must be checked.

Supported Objects Tab

Used to limit posting on funds, programs and classes.

Report Tracking/Monitoring Tab

Functionality not available

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 SAP GM Module Creating a Grant Budget

GRANT BUDGETING
The date the City receives a grant drives how the grant is budgeted. If the grant’s start date is July 1, or
the grant is carried over from a prior fiscal year, the grant is budgeted in BRASS. If the grant is received
in the middle of the fiscal year, the bureau completes an ordinance to accept the grant and amend the
budget. This fiscal impact statement includes the master data required to load the budget. Once the
ordinance is approved, the budget is loaded in SAP by the Grant Administrator.

Grant Award Notification

<Process
Received – Ordinance
Name>
Passed

Bureau can
<Function>

GM Master Data expend against

Budget Interface
Maintenance - Grant
from BRASS
Award

Grant Budgeting
Transfer Notify bureau
Bureau plans Process in
Current FY GM of FM/GM
Grant budget in consultation with
budget to FM budget
BRASS Bureau

(if applicable)
Budget Future
Appropriations for
Multi-Year Grants

Creating a Grant Budget

 To create a budget, the Grant must have a Lifecycle Status of GMAW "Award" and User Status of
E0010 "Funded and Productive" (GMGRANT).
 All GM objects (sponsored classes, sponsored programs, and sponsor) must be set up

 All CO objects (internal order and/or WBS element) must be set up

 If budget coincides with City process, budget is uploaded from BRASS (developed in BRASS by
bureau grant analyst)
 If not, budget developed in SAP/GM by Grants Administrator

 The GM budget shows sponsored class / sponsored program dimensions for life of grant, while FM
shows the FM budget dimensions (fund, commitment item, etc.) for current FY

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 Creating a Grant Budget SAP GM Module

Master data requirements for grant budgeting

 Grant
 Sponsored Program
 Fund Center
 Functional Area
 Commitment Item
 Funded Program
The fund center, functional area and funded program used for budgeting have to be included on the
sponsored program budget transfer tab. Contact the grant administrator for sponsored program updates.

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 SAP GM Module Budgeting key terms and concepts

Budgeting key terms and concepts

Process – This field classifies a budget document entered in the GM_CREATE_BUDGET transaction as
a new budget, a supplement or return.
GM Doc Type – Customer-specific feature of the grant’s budget entry documents in the Budget Control
System (BCS). There are three in the City of Portland
 S1 – Sponsor Budget
 P1 – Incoming budget for Sponsor’s funds
 C1 – Budget for grant match
Budget Version – Variations of the budget used by a bureau. Usually 0 (zero).
Document status – Indicator used to control the processing of a document.
Reversal status – Indicator used to determine if a document has been reversed, is to be reversed or is a
normal document.
Budget status – A means of regulating how a budget is planned, and how funds are assigned in this
budget; either released or unreleased.
Availability Control Ledger – Ledger that support the real time checking of the availability of funds, in
order to identify possible budget underruns or overruns when funds are being committed.
Fund – A fund represents the source of the funding.
 External Fund – Sponsor award document
 Internal Fund – Grantee’s funds (i.e. match)
Plan/budget reason codes – Code assigned to a specific reason for changing budget master data.

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 Reports for viewing grant budget SAP GM Module

Reports for viewing grant budget

 Grant Monitoring Report – Y_DRP_63000015
 Budget Vs. Actual Report – Y_DRP_63000037
 Display GM budget – GM_DISPLAY_BUDGET
 GM Budget Overview – GMBDGTOVIEW

Y_DRP_63000015 - Grant Monitoring Report

This report provides budget, requisition, PO, grant expense, and match expense revenue and vendor
payment data. This report allows you to drill down to more detail by double clicking on the underlined
amounts.
Selection Criteria
Posting Date (required field): You can run this report by posting date (costs posted to the grant). The
recommendation would be to run this report for the entirety of the grant.
Grant or Grant Values
Grant: This would be a grant set.
Grant Values: This would be a specific grant number. You can use this field to look up a single grant or
multiple grants.

Run the report: When finished, select the Execute button.

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 SAP GM Module Reports for viewing grant budget

Report Output:
The report will display the following information: Grant number, Fund, Sponsored Program, Sponsored
Class, Original Budget, Budget Changes, Requisitions, Purchase Orders, Other encumbrances,
Expenses (which have been recognized), Balance, and Payments.

Any field which is underlined can be clicked on to drill down to more specific information. For example, If I
click on the line item with the 871.06 PO, this is the screen that appears.

HINT: Click on the Payments column to view the invoices.

I can continue clicking on the links (for example, if I click on the RefDocument number (22134779), it will
open the purchase order.

Click the Back button to go back to the previous screen:

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 Reports for viewing grant budget SAP GM Module

Y_DRP_63000040 - Budget vs Actual Report – Grant

This is a funds management view of the budget. The report can be run for an individual grant, grant
group or a range of grants. This report only shows one fiscal year at a time. The report output is flexible,
allowing the user to drill down to specific funding sources to see the detail.
Selection Criteria
Fiscal Year: What fiscal year
Period (From): What period do you want to see the report data start from?
Period (To) What period do you want to see the report data go through?
Grant Group or Grant value(s)
Grant: This would be a grant set.
Grant Values: This would be a specific grant number. You can use this field to look up a single grant or
multiple grants.

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 SAP GM Module Reports for viewing grant budget

Report Output:

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Reports for viewing grant budget SAP GM Module

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 SAP GM Module Reports for viewing grant budget

GMBDGTOVIEW - GM Budget Overview

The GM Budget Overview report displays the budget data for a grant.

Selection Criteria:
Budget Tab
Grant is a required field. You can also select a budget version, grant document type, and reason code.
The View section allows you to filter the results of the report to pull released, unreleased, hold, prepost,
posted, all dimensions and pass-through consolidation.

Posting Tab
The posting tab allows you to choose a specific type of document to view.

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 Reports for viewing grant budget SAP GM Module

Report Output:
The output of this report displays the budget for the grant as well as actuals which have been posted.

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 SAP GM Module General Expense Monitoring

GRANT BILLING AND RECONCILING EXPENSES

General Expense Monitoring
It is the bureau’s responsibility to ensure that grant expenditures are appropriate and complete before
they are billed to the sponsor. Billing occurs monthly and follows the process established by the Grants
Office. This can be accomplished through use of different reports in SAP.
Because of the nature of different expenses billed to a grant, each bureau may have a different process
for reconciling expenses. For example, some bureaus track grants exclusively through orders or projects,
or they may use both. In addition, the payroll expenses (hours worked and charges) need to be
reconciled. Below is a list of different transactions commonly used to track expenses.
Overall Expenses
Y_DRP_63000015 – Grant Monitoring Report
S_PLN_16000269 – Grants Management Line Item Display
Orders
S_ALR_87012993 – Orders: Actual/plan/variance
KOB1 – Orders: Actual Line Items
Projects
CJI3 – Project Actual Cost Line Items
CJI5 – Project Commitment Line Items
Payroll
ZFIPYFOR – Payroll Cost Detail by Employee
ZFI_PYCARE – Payroll Cost Object Validity Report
CATS_DA – Display Time Sheet
Purchasing Documents (Requisitions / POs)
Y_DRP_63000031 – PO Listing Report
General Ledger / Accounts
FB03 – Display Document
FAGLL03 – G/L Account Line Items
S_ALN_01000003 - Budget vs Commit / Actual Journal

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 Special Expense Monitoring SAP GM Module

Special Expense Monitoring

Indirect/Overhead
The City prepares an annual indirect cost rate allocation plan that is submitted to the cognizant agency for
approval. The plan includes an indirect/overhead rate for bureaus. Per OMB Circular Indirect/Overhead
is an allowable grant expense. The award agreement must specify if it is an allowable expense and
include in the award budget.
If Indirect/Overhead is an allowable expense the below tabs will have information completed.

GMGRANTD - Dimensions Tab

 Financing Sources
 Sponsored Classes
The bureau fund should be added to the financing sources section of the dimensions tab and the IDC
recovery box checked. After this set up is complete the indirect revenue and indirect expense class will
automatically populate in the sponsored class section. Indirect/Overhead is only allowed on Wages and
Benefits and the IDC relevant box must be selected.

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 SAP GM Module Special Expense Monitoring

Overhead Costs Tab

IDC rule, valid from, valid to and Indirect Rate are required. IDC rule is always: 3 IDC on expenses. The
IDC rate is supplied by the grant administrator.

Overhead Cost Limits Tab

If there is an IDC cap this tab would be used to set the grant up to not allow IDC expense over the cap.
This functionality is not currently being used.
Overhead Cost Refund Tab
Functionality is not currently being used.

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 Special Expense Monitoring SAP GM Module

Cost Sharing
A cost sharing rule and rate is required if a bureau plans to track match expense on the grant. This is an
option but at this time the system does not have the functionality to automatically split grant and match
expenses on all expense posting. The functionality is available if the grant expenses are all
requisition/PO generated. The below data must be completed for the cost share option to work.

GMGRANTD - Dimensions Tab

The bureau fund has to be added under the financing sources tab and the cost sharing box selected.

Cost Sharing Tab

The cost sharing rule: “1 Sharing on total direct costs” must be selected and the cost share rate must be
entered. The rate has to be entered on every sponsored program and sponsored class line that
anticipates match expenses.

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 SAP GM Module Grant Billing

Grant Billing
The below reports are useful for monitoring grant expenditures and preparing reimbursement requests.
 GM Billing Report – S_ALN_01000534
 Orders: Actual/Plan/Variance – S_ALR_87012993
this report is useful if the grant is an operating grant and all expenses hit IO’s. The IO or the IO group
has to be entered into the selection screen.
 Project Actual Cost Line Items – CJI3
use for viewing grant expenses related to a capital project
 Payroll & FICO Object Detail Report – ZFIPYFOR

Bureaus are required to bill all grants monthly. The billing report should include the below data.
 Grant  Sponsored Class
 Fund  GL account
 Document Type  WBS Element
 Expense Document  IO
 Posting Date  Unbilled Amount
 Sponsored Program

Billing packet tips

 Billing packets can be submitted in various formats. Work with the Grant Administrator on the format
that works best for the grant sponsor.
 Running the billing report should be step 1 in compiling a billing packet. The drilldown functionality
can be used to obtain copies of support documentation for all AP invoices.
 Use the Payroll & FICO Object Detail Report for payroll support documentation
 If the expense was moved to the grant by a JE the supporting documentation will have to be pulled
from the original source.
 Invoices should have an approved to pay signature for audit purposes.
After the reimbursement request has been reviewed by the grants office the grant administrator
completes the billing process in SAP.

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 Grant Billing SAP GM Module

S_ALN_01000534 - GM Billing and Receivable Reconciliation Report

This report is used when preparing a reimbursement request. An electronic version of the report is
required with the billing packet. The report can be downloaded to excel and emailed or sent
electronically through SAP.
The report can be used to view the unbilled detail, billed detail or unbilled and billed detail. Based on the
billing report, the Bureau compiles the back-up documentation and sends to the Grant Administrator for
review.

Selection Criteria
Object: This report can be run by Sponsor, Grant, Sponsored Program or Sponsored Class.
Items: Choose if you want to display open or billed items, or both.
You can also specify posting dates and if you want to include IDC postings.
Detail: Choose how to summarize the data for the report (by grant, sponsored program or sponsored
class).

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 SAP GM Module Grant Billing

Report Output
The output of the report gives a breakdown of what expenses are showing in the system against a grant
(or for a sponsor, etc.) and if they have already been billed or not.
The status column has a red light/green light indicator for billed and unbilled items (red = unbilled, green =
billed).
You can click on the underlined document number in the Expense column to see the supporting
documentation.

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 Grant Billing SAP GM Module

S_ALR_87012993 - Orders: Actual/plan/variance

If your bureau tracks Grants by use of internal orders, then you will likely use various IO reports (such as
this one) to research your expenditures.

 This report includes settled costs

 Remember to include all orders tied to the grant when running report
 If doing a comparison remember the IO report is by fiscal year and the billing report is a date range.

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 SAP GM Module Grant Billing

CJI3 - Project Actual Cost Report

If your bureau tracks grant costs through use of WBS Elements, then you will likely use various project
reports such as this one to research expenditures for your grants.

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 Grant Billing SAP GM Module

ZFIPYFOR - Payroll FICO Report

Most bureaus have some payroll/benefits costs which are covered by grant funds. In order to see what
costs are being charged to the grant reports like this one are used. This report provides a list of hours
worked per pay period.

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 SAP GM Module Grant Billing

GRANT RECEIVABLES
Use the below reports to view open grant receivables. These reports are used more commonly by Central
Grants, but can also be used by the bureau to see what has been billed and received on the grant.
 Customer Line Items
 GL Account Line Items

FBL5N - Customer Line Items

This report is run using a customer number. The number can be located on the grant. This report is
customer-based not grant-based. Customers like ODOT or HUD can have multiple grant receivables. It
is not a good tool to use if you want to review receivables at a grant level. This report is used by the
grant administrator to confirm a billing processed correctly.
The customer report can be run for open items, cleared items or all items by posting period.

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 Grant Billing SAP GM Module

To see the details, click on a document number and then select the glasses icon (Display).

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 SAP GM Module Grant Billing

FAGLL03 - GL Account Line Item

This is the best report to use to view grant specific billings and payments.
Always use account 135100 (grant receivable), enter in grant specific information using the custom
selections button and click the save button. Execute the report. The selection criteria is for open, cleared
or all items.

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 Grant Billing SAP GM Module

The report shows two different document types:

DZ doc type – payment documents
RV doc type – billing documents

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 SAP GM Module Useful Transactions

APPENDICES
Useful Transactions
Below is a consolidated list of transaction codes and report codes to help you in your role as a Bureau
Grant Analyst or Bureau Grant Project Manager.
 S_PLN_16000269 – Grants Management Line Item Display
 Y_DRP_63000015 – Grant Monitoring Report
 S_ALN_01000161 – Master Data Index for Sponsors
 S_ALN_01000079 – Master Data Index for Grants
 S_ALN_01000160 – Master Data Index for Sponsored Classes
 KO03 – Display Internal Order
 FB03 – Display Document
 Y_DRP_63000046 – Classic Trial Balance
 XK03 – Display Vendor
 CJI3 – Project Actual Cost Line Items
 CN43N – WBS Elements Individual Overviews
 Y_DRP_63000046 – Trial Balance

Additional Reporting Information

There are numerous job aids, work instructions and user guides for SAP reporting at the SAP Learning
Center.

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Glossary of Terms SAP GM Module

Glossary of Terms
Term Description

Application Set when the grant application has been submitted to the sponsor.

Application Date Date the application ordinance is approved by City Council.

Document required by the City of Portland which provides a overview
Application Ordinance
of the grant application to the City Council.
Set when the grant has been awarded to and accepted by the City of
Award
Portland. This is the “spending” phase of the grant.
Award Date Date the award ordinance is approved by City Council.
Council approves grants by ordinance which amends the City’s
Award Ordinance budget. This field uses the number assigned to the ordinance by the
City Auditor's Office.
A means of regulating how a budget is planned, and how funds are
Budget Status
assigned in this budget. Either Released or Unreleased.
Budget Version Variations of the budget used by a bureau. Usually 0 (zero).
Business Partner Sponsor, grantor, or other party from which the City receives grant
(Grant Sponsor) funding.

Set at various times to track grants applied for, but not awarded,
Cancelled
awarded but not accepted, or proposed but not applied.

Closed Set when the grant has been officially closed.

Closing Set when a determined number of days are left on the grant.
Fields used to support detailed control by sponsored program,
Cost Sharing
sponsored class or fund percentage requirements. These match the
(Line Items)
grant requirements.
The unique number assigned to a business event as it is processed in
Document Number SAP; the system automatically creates and assigns document numbers
as each document is posted.
This indicator shows where the document is in its lifecycle, such as
Document Status
initial, held, posted, undone, etc.
Customer-specific feature of the grant’s budget entry documents in the
Budget Control System (BCS).
GM Doc Type - S1 – Sponsor budget
- P1 – Incoming budget for Sponsor’s funds
- C1 – Budget for Grant match
Contains terms and conditions for the control, use, reporting and
Grant
reimbursement of sponsor funding.

The FM budget system identifies budgets by document types.

Grant Budget
Budgets that are reflected in FM from GM are identified as Grant Budget.

Used to collect, summarize and report revenues, expenditures,

Grant Internal Order
obligations and statistical data related to Federal grant awards.
Consists of eight characters: The first four digits are based on the
Grant Number business area, while the last four are sequential numbers. This enables
tracking at the bureau level.

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SAP GM Module Glossary of Terms

Term Description
There are two Internal Order types for grants
Grant Order Types - GMEX - Grants Management External
- GMPT – Grants Pass-through

Phased grant lifecycle approach:

- Application Phase
Grants Management
- Award Phase
Lifecycle
- Closeout Phase (Closing)
- Closed Phase

Grants Management A pool of information regarding the grant stored in SAP and can be
Master Data incorporated into individual transactions.
Each grant that is relevant for indirect costs (IDC) are assigned an IDC
rule. This rule defines which transactions are relevant for the IDC
IDC Rule
process; e.g., commitments, purchase requisitions, payments, actuals,
etc.

Field used when creating/updating grant budgets to identify type.

Process - ENTR – Enter (new budget)
(in Grant Budgets) - SUPL – Supplement
- RETN - Return

Initiated with a billing request, this billing process is used for services
Resource-Related
without fixed prices, in which materials, activities and costs are assigned
Billing
to the customer after they are provided.
Indicator used to determine if a document has been reversed, is to be
Reversal Status
reversed, or is a normal document.

On the support objects tab in GMGRANT, an object field used to

Sponsored Class
capture the sponsor's line item budget and the City's revenue account.

Sponsored Program A cost collector that reflects the Sponsor’s objectives.

Identifies the phase of the cycle which controls what business
System Status
processes can be used for the object.

Further defines user access to individual business processes normally

User Status managed by the system status. Set or reset these manually during
business processes. Status are displayed prominently.

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