Viewing UGARF IDC Returns

   Overview   

Note that there is a new monthly process to distribute the monthly UGARF IDC return to departments’ fund 20300/class 64ICR based on a percentage of the monthly UGA IDC return (15xxx) that represents the 10% UGARF IDC return distribution. 

 

In this article, you will learn the steps to view UGARF IDC returns in the UGA Financial Managment System.

1. Step 1

The Employee Self Service page is displayed with the General Ledger tile highlighted.

First, log into the Financial Management System.

On the UGA Financials workpage, click the General Ledger tile.

2. Step 2

The General Ledger page is displayed with the Reports and Analysis menu link highlighted.

On the General Ledger menu, click the Reports and Analysis menu link.

Scroll down if necessary. 

3. Step 3

The General Ledger page is displayed with the Ledger Inquiry link highlighted.

Click the Ledger Inquiry link. 

4. Step 4

The minimize button is highlighted.

Click the Minimize button to hide the left navigation menu.

5. Step 5

step image

Click the Add a New Value tab to create a new inquiry.

Note: After you initially Add an Inquiry, you can reuse it by clicking on the Find an Existing Value tab.

6. Step 6

The Ledger page is displayed with the Inquiry Name field highlighted.

Enter a name for your inquiry in the Inquiry Name field.

In this example, you will inquire on your IDC Funds for UGARF.

Example shown here: " UGARF_IDC ".

7. Step 7

The Ledger page is displayed with the Add button highlighted.

Click the Add button to start your inquiry.

8. Step 8

The Ledger Inquiry page is displayed with the Ledger field highlighted.

The Ledger Inquiry page is displayed.

This is where you can enter the criteria that you want to see. The required information is marked with an asterik. The Unit should display 18000, the UGA business unit. 

Enter "ACTUALS" into the Ledger field to access UGA expenses and revenue. 

9. Step 9

The Ledger Inquiry page is displayed with the Fiscal Year field highlighted.

Enter the relevant fiscal year under the Fiscal Year field. 

Example shown above: "2025"

10. Step 10

The From Period field is highlighted.

Enter the first period in which the transactions you want to view were entered. Remember that it is based on the Fiscal Year, so July is Period 1 and June is Period 12.

Enter the appropriate information into the From Period field.  

Example shown here: "1" to indicate July.

11. Step 11

The To Period field is highlighted.

Enter the period in which the final transactions you want to view are included.

Enter the appropriate information into the To Period field.  

Example shown here: "2" to indicate August.

12. Step 12

The Show YTD Balance checkbox is highlighted.

Click the Show YTD Balance checkbox.

13. Step 13

The Show Transaction Details checkbox is highlighted.

Click the Show Transaction Details checkbox.

14. Step 14

The Department value field is highlighted.

Under the Chartfield Criteria section, enter one or more chartfields to inquire.   

Example shown here: "241XXXXX" in the Department Value field.

15. Step 15

The Fund Code value field is highlighted.

Enter appropriate information in the Fund Code field.

Enter "20300" into the Fund Code field.

16. Step 16

The Class Field value field is highlighted.

Enter appropriate information in the Class Field field.

Enter "64ICR" into the Class Field field.

17. Step 17

The Department Sum By checkbox is highlighted.

The Sum By value defaults on Account code.

To change the value, select another checkbox in the Sum By column.

Click the Department checkbox in the Sum By column.

18. Step 18

The Save button is highlighted.

To save your inquiry, click the Save button. 

19. Step 19

The Search button is highlighted.

Click the Search button. 

20. Step 20

The relevant journal entries are highlighted.

The relevant journal entries are displayed. 

21. Step 21

The Inquiry Criteria link is highlighted.

Click on Inquiry Criteria to be returned to the Ledger Inquiry page. 
Additional Information:

The process creates:

  • a GL journal that begins with RFICR to record the revenue transfer
  • a budget journal that begins with RFICRR to create and post the revenue budget using account code 424100
  • a budget journal that begins with RFICRE to create and post the expenditure budget using account code 700000

The departments used for both the actual return revenue and the budget entries are the same departments used in the UGA IDC return distribution. 

The original grant project will be in the GL journal line description. 

The program code used for the expense budget is 12100.

You can view UGARF IDC returns in the UGA Financial Management System by Inquiring on a ledger.  Once you set up the inquiry, you can save your search criteria so you can easily access it again in the future.

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