Prerequisites
Prior to reading the instructions on the Recharge Accounting Reports Compilation, it is beneficial to review the following sections of the IU Accounting Standards Book to gain foundational information along with report requirements and best practices:
- Accounting Fundamentals Section
- Chart of Accounts and General Ledger Section
- Financial Statements Section
Overview
Recharge/service center activities are required by OMB Uniform Guidance § 200.468, to recover no more than allowable and allocable costs. The Office of the University Controller (UCO) has created a rate setting template to help recharge/service center activities with this calculation. The main purpose of this report is to act as a one-stop-shop to compile all the reports necessary to populate the recharge rate template and streamline the process for fiscal officers.
Understanding the Recharge Accounting Reports Compilation
The following section provides an overview of the different tabs that are generated in the Recharge Accounting Reports Compilation. The information below is organized in the order of the tabs displayed within the compilation and a brief description. The first 6 categories are required when submitting the recharge rates for review.
- Org Hierarchy - This report is used to provide an understanding of the organizational structure of the recharge/service center activity.
- Balance Sheet 66 - The balance sheet for the 66 account is used to populate the fund balance section, for the last completed year, in column B of the recharge rate template.
- Inc St Obj Cd YTD 66 - The income statement for the 66 account is used to populate the revenue and expense, for the last completed year, in column B of the recharge rate template.
- GL Detail Transaction - The GL Detail Transaction is used to confirm if any external activity or transfers occurred during the last completed fiscal year.
- Unallowable Transactions - The Unallowable Transactions report is used to identify expenses that are not allowed to be recovered in the recharge rate calculation per OMB Uniform Guidance. Unallowable Expenses for Recharge
- Forecast - The Forecast Report is used to help project and populate revenue and expense in the current fiscal year. This information is reported in column F in the recharge rate template.
- Balance Sheet 92 - The financial statement of the 92 account are reviewed to confirm amounts transferred off for depreciation tied to the Asset Recovery reports from 66 accounts. This tab will only display within the Recharge Compilation if a 92 account is entered as an optional parameter within the report parameters.
- Inc St Obj Cd YTD 92 - The financial statement of the 92 account are reviewed to confirm amounts transferred off for depreciation tied to the Asset Recovery reports from 66 accounts. This tab will only display within the Recharge Compilation if a 92 account is entered as an optional parameter within the report parameters.
- Inc St Obj Cd YTD 95 - The income statement for the 95 account is used to provide the revenue and expense, for the last completed year for a plant fund account. This report will help to know the depreciation expense. This tab will only display within the Recharge Compilation if a 95 account is entered as an optional parameter within the report parameters.
- Balance Sheet 95 - The balance sheet in a 95 account are capital (equip/bldg.), accumulated depreciation and fund balance. This tab will only display within the Recharge Compilation if a 95 account is entered as an optional parameter within the report parameters.
- Report Parms - Summarizes the parameters selected on the report parameter page within the Controller’s Office Reporting Tools app including run date, fiscal year, chart code and account information.
The Recharge Accounting Reports Compilation can be located at the top of this page - refer to the top right blue button labeled "Go to Report" which will automatically redirect users to the report within the Controller's Office Reporting Tools.
In addition, the report can be found in One.IU. To find the report, search for “Controller’s Office Reporting Tools” in the search bar, and select Controller’s Office Reporting Tools (Report Center) in the drop down menu. Mark this task as a favorite by clicking the heart icon next to the start button and then select Start or click on title.
Once in the Controller’s Office Reporting Tools, users will see all available reporting tiles. Navigate to the Other Standard Reports and Compilations. A new tile opens, which displays all the available reports. Select the Recharge Accounting Reports Compilation.
Running the Report
Define the search parameters to return results relevant to your organization or to a specific account. The search parameters available in the Recharge Accounting Reports Compilation are divided into three parameter types: chart of account report parameters, report specific parameters and display parameters.
If there are questions related to running the report, requirements or reviewing results, please contact your (RC) fiscal officer or campus office. Each campus may have individual specific requirements related to the Recharge Accounting Reports Compilation, be sure to reach out to the related campus office or fiscal officer prior to quarter closings.
General Notes: Do not include any special characters other than approved wildcards in any of the below parameters. Additionally, do not run reports by campus as it will take up valuable computing services.
A number of parameters are available to assist users. Users can enter the responsibility center (RC) code, organization code, and account for their respective organization. At this time, all of the parameters are optional; however, this may result in a long report run time.
If unsure, several of the parameters have a valid values function which displays the available codes and corresponding descriptions.
| Parameter | Description |
|---|---|
| University Fiscal Year | Used to limit report to a specific fiscal year(s). |
| Chart Code | Used to limit report to one or more specific chart of accounts. For assistance determining your chart code, refer to KFS Chart Search. |
| Organization Code | Used to limit report to a specific organization code. Users are encouraged to use this parameter in conjunction with a chart code. |
| 66* Account Numbers | Used to limit report to one or more 66* Internal Service Funds account(s). Account number must begin with 66. |
| 66* Sub-Account Numbers | Used to limit report to one or more 66* specific sub-accounts. Cannot be used without entering the account number above. |
| 92* Account Numbers | Used to limit report to one or more 92* Internal Service Funds account(s). Account number must begin with 92. |
| 92* Sub-Account Numbers | Used to limit report to one or more 92* specific sub-accounts. Cannot be used without entering the account number above. |
| 95* Account Numbers | Used to limit report to one or more 95* Internal Service Funds account(s). Account number must begin with 95. |
| 95* Sub-Account Numbers | Used to limit report to one or more 95* specific sub-accounts. Cannot be used without entering the account number above. |
A report specific parameter is a parameter that is limited to a single or small group of reports. For example, on the Recharge Accounting Reports Compilation users would expect to see a parameter to Recharge Accounting Reports Compilation but that is likely not going to be applicable on the majority of other reports.
| Parameter | Description |
|---|---|
| Forecast Report: University Fiscal Period Code | Used to limit report to a specific fiscal period(s). (Note: The only report this parameter is used for in the Recharge Accounting Reports Compilation is the Forecast Report.) |
Display parameters are parameters that define and restrict the visual presentation of the Recharge Accounting Reports Compilation report. They are found on the lower part of the parameters.
| Parameter | Description |
|---|---|
| Select the Output Format | Check/Uncheck - Selects whether the report is generated in Excel or HTML format. Users only have the option to select Excel format for this report. |
| Select the Output Destination | Once the report has finished generating in the background, a pop-up box will appear on the screen allowing you to access it. If the report takes too long to generate, the system will automatically send it to your email. |
Click Save Parameter Settings to save your parameters for future use of this report. For instructions on how to save settings, review the Save Parameter Settings document on the Controller’s Office Reporting Tools page.