The Subaward Status Report provides subaward financial details for review and reconciliation, including subaward budget, accounts payable (AP), and ledger activities. This step-by-step job aid explains how to filter and run the report.
What can I learn from the Subaward Status Report?
- Review subcontract information including Subcontract PI, Subcontract number, Subrecipient Name, and Subaward Balance
- Drill through to the following reports to review detailed data:
- Subaward Budget provides detailed budget information including modifications and total estimated budget.
- Subaward AP Activity provides detailed financial detail including vouchers and related payment information. When an invoice image is available, users with access to AP Experience can click a hyperlink in the Invoice ID column to open the invoice image.
- Transaction Detail Report (TDR) provides ledger transactions.
Report Specific Filters
Run the Subaward Status Report for a specific Department, Award/Parent, Project, or Project Manager. At least one of the conditionally required fields denoted by an orange triangle (▲) must be used. See the Filtering and Running Reports in MyReports job aid for additional information and tips & tricks for using the filters to configure your report criteria.
Use optional filters to further refine your report results:
- Subcontract ID
- Subrecipient
- Select Include Transfer Subaward Expenses to include inter-campus transactions (default)
- Display Codes and Descriptions :
- Display Codes Only (default)
- Display Codes and Descriptions
- Display Descriptions Only
- Report Sort 1 :
- Award (Default)
- Award PI
- Dept ID
- Project
- Project Manager
- Subcontract ID
- Subrecipient
- None
- Report Sort 2 :
- Award
- Award PI
- Dept ID
- Project
- Project Manager
- Subcontract ID
- Subrecipient
- None (Default)
Report Output
- In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data.
- The Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
- Select your desired report output and click the Run Report button .
In both Excel outputs (standard Excel and Unformatted Data), the workbook will contain at least two tabs. The first tab/sheet always displays the entered filter criteria. The second tab/sheet displays the data and differs depending on whether you selected standard Excel or Unformatted Data.
Report Drill-through and Report Structure
- Subrecipient Name column is populated with Account Description for Ledger Activity records
- To see Subaward Budget details, click a hyperlink to drill through to the Subaward Budget report
- To see the details of AP Activity, click a hyperlink to drill through to the Subaward AP Activity report
- To see Ledger Activity details, click a hyperlink to drill through to the Transaction Detail Report (TDR)
Working in the Report View
- Change the Codes and Descriptions display using the drop-down menu
- You may further refine your report using the Sort 1 and Sort 2 options to group and sort records accordingly with a subtotal in each grouping
- Use the Include Transfer Subaward Expenses checkbox to include inter-campus transactions
- Click Update to refresh
- You can sort in ascending or descending order on any column by clicking the up (▲) and down (▼) icons.
Tips and Tricks
- AP Activity is defined as AP transactions posted in Accounts 51311 & 51312
- Ledger Activity is defined as Transfers Expenses posted in Account Node 5204E
- For access to AP Experience, use the Perceptive Content Access request form available at https://ucsf.service-now.com/ess/
- AP Experience must be accessed using the full VPN client. VPN Web Portal has limited capability to access certain internal network resources and applications. For more information, please visit https://it.ucsf.edu/how-to/vpn-faq
- Description fields will display in the report output only when Display Descriptions Only or Display Codes and Descriptions is selected
- The MyFavorites functionality allows you to save and retrieve frequently used filter criteria. See the Managing and Scheduling MyFavorites in MyReports job aid for instructions on saving report parameters to MyFavorites, and how to select and run a saved Favorite.
Additional Information and Assistance
- More information about MyReports, including how to request access and additional training, can be found in the MyReports section of the Controller’s Office website.
- If you require help with a technical problem or have a question about a specific report, contact the Controller’s Office Solution Center at [email protected] or 415.476.2126.
- To stay informed about MyReports news, follow the directions on the MyReports section of the Controller’s Office website to join the MyReports ListServ.