A-133 Subrecipient Reporting Internal Procedure

Office of Research and Sponsored Programs

A-133 Subrecipient Reporting Internal Procedure ______BACKGROUND At the end of each fiscal year, Fiscal Affairs is required by A-133 to submit a list of Subrecipients and the amount allocated to each subrecipient for the past Fiscal Year. This procedure usually takes place at the beginning of July; the Accounting department will notify the ORSP’s Compliance Unit of the reporting due date. The following procedure outlines how to create this list. This procedure will also serve as the starting point for subrecipient monitoring.

PROCEDURE A. Run a GL Detail YTD report in BI and download subrecipient information into an Excel file: 1. Log into the BI Tool at https://ids.sfsu.edu/bifinance/ 2. Click on “AD HOC” in the Oracle Interactive Dashboard 3. Select: • “San Francisco State University” for Business Unit • “Previous fiscal year” for Fiscal Year • “12” for Accounting Period • “620001” and “620002” for Account • “3080” and “3138” for Dept • Press “GO” 4. Click on the Tab “Actual GL Detail YTD” 5. Scroll down and Click “Download to Excel” to download the Actual GL Detail Report YTD 6. Click “Enable Editing” 7. Delete header (Row 1-7) so you are left with only column descriptions 8. Delete any solid grey or solid blue grand total rows so you are left with raw data 9. Label Tab “All Sub Download” and “Save As” B. Manipulate data to clean up list 1. Copy and paste entire list onto Sheet 2. Label this sheet “Federal Sub List.” 2. Filter by Project (Smallest to Largest) 3. Delete all projects that are State, Local, Non-profit, For Profit, Sub-Contracts State and Subcontracts Local. You should be left with a list of only federal projects. C. Create a finalized list of Sub recipients with Sub recipients Actuals 1. Highlight entire list by clicking on the top left-hand cell of the spreadsheet 2. Select “Insert” and click on “PivotTable”. Press OK. 3. On the right-hand side there should be a field list titled “Pivot Table Field List.” Click the “Project” box and “Amount” box. 4. Select and drag “Amount” to the Sum Values filer. This will change the description to “Count of Amount.” 5. Click on “Count of Amount” and select “Value Field Settings.” Select “Sum” and press “OK.” 6. This will give you a final list of Federal projects and corresponding funds allocated to subrecipients during the past fiscal year 7. Send this final list to Fiscal Affairs by the due date

Updated 7.2013