Cost Accounting Overview
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8/6/2019 Cost Accounting Overview
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eMARS
Cost Accounting Overview
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Cost Accounting Overview
Grant/project accounting structure
Cost allocation
Overhead rates
Optional structures
Data conversion
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Grant (defined)
An award of financial assistance for a specificpurpose
Typically restricts use of funds to only thespecific purpose
Typically requires financial and operationalreporting in the context of the grant
Typically carries rules defining whether or not
specific types of costs are allowable
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Grant Structure
Major Program
Program Period Program Funding Profile
AccountingDocuments
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Major Program
Defines high level initiative under which fundsare received
Identifies global characteristics for all programsdefined beneath
Inferred from Program
Major Program
Program Period Program Funding Profile
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Program
Defines the breakdown of Major Program based onrequirements such as:
Budgeting, Reporting, and/or
Chart of accounts inference needs
Coded on accounting documents
Major Program
Program Period Program Funding Profile
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Program Period
Establishes award periods (or Cost Accountingfiscal years) under Major Program
Typically inferred in one of two ways, but may becoded on accounting documents
Major Program
Program Period Program Funding Profile
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Funding Profile
Identifies funding relationships within MajorProgram
Inferred from program
Major Program
Program Period Program Funding Profile
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Funding Profile Structure
Funding Profile
Priority 1 Priority 2 Priority n
Funding Line 1(Federal 75%)
Funding Line n(State 25%)
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Funding Line
Identifies the billing information related to a specificCustomer within Funding Profiles
Funding Profile
Priority 1 Priority 2 Priority n
Funding Line 1(Federal 75%) Funding Line n(State 25%)
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User-Defined Inferences
Major Program
Program Period Program Funding Profile
FPI4
FPI5
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Reimbursable Budget Structure
Level 1
Department
Major Program Program
Program Period
Funding Profile Funding Priority
Level 2
Department
Major Program Program
Program Period
Funding Profile Funding Priority
Funding Line
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Cost Allocation
Program A
Telephone Expense =$100
Pool
Program B = 60%; Program C = 40%
Cost Allocation Process
Program ATelephone Expense =
$0
Program BTelephone Expense =
$60
Program CTelephone Expense =
$40
Pool Base Records
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Overhead Rate =20%
Program ATelephone Expense =
$100 + ($100 X 20%) = $120
Program ATelephone Expense =
$100
+
=
Overhead Rate
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Optional Structures
Task / sub-task
Program / phase
Program / task order
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Task / sub-task
Task
Sub-task 1 Sub-task 2 Sub-task n
AccountingDocuments
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Program / phase
Program
Phase A Phase B Phase C
AccountingDocuments
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Program / task order
Program
Task Order A Task Order B Task Order C
AccountingDocuments
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Data Conversion
Setup data conversion Identify inactive and active grants
Maintain crosswalk spreadsheet Financial data conversion
Clean-up balance sheet account balances (e.g.,
cash, open receivables) for grants not to beconverted
Ensure grants to be converted are in balance;
i.e., debits equal credits, or in other words, theytotal to zero across all of the relevanttransactions
