Grant Date-Out-of-Bounds
The grant date out of bounds process is used when a transaction attempts to hit a project or grant which has ended. These transactions are generally generated in external systems like Sci-Quest that then flow into compass and do not hit against departmental SmartKeys. Instead they attempt to hit against the same chartfield string that the grant transactions would have hit but due to an automatic system generated process which removes the project number and changes the fund to 1002. The chartfield string changes preventing the charges from hitting the correct SmartKey.
Because these transactions use a ChartField string that does not have an associated SmartKey, they cannot be corrected by the department and must be corrected centrally. OGCA will run a query that shows an transactions in this status. OGCA will then contact the department of the original charge to find the correct SmartKey that should be used for the transaction. A spreadsheet listing the details will be sent to the department for reference. Once OGCA receives the updated information from the departments, a process will be run centrally to correct the Chartfields and send the transaction to the updated SmartKey. eJournals will not be affected because the journal process will fail if the grant date has passed.
Used to be Grants (UTBG)
The Used-To-Be-grants process is used when a person is 100% paid from only one grant and that project or grant ends. The person being paid from this grant must still be paid, so Hr charges the payroll to the department’s UTBG SmartKey, having no other option on which to charge the salary. Each department has one UTBG SmartKey that is used for this purpose. Only payroll transactions originating in HR should hit this SmartKey. It should not be used in any eJournals.
OGCA will regularly run a query to see if there is a balance on any UTBG SmartKey. If there is a balance, either due to HR payroll charges or due to someone having created an eJournal that debits a departmental UTBG SmartKey, the originating development will be contacted and asked to create an RST to move the salary charges or a journal to move the other charges to an appropriate SmartKey and will receive a spreadsheet listing the detailed transactions that need to be moved.
