University of Vermont

University Financial Services

Non Sponsored Projects

Non-sponsored Projects

Overview

Non-sponsored projects are any projects that are not grant-funded that are used as a mechanism to isolate and track transactions for a specific purpose, often across multiple fiscal years.

Difference between Non-sponsored Projects and Sponsored Projects

Non-Sponsored Projects can be used for any non-sponsored fund type. Budget controls exist on the fund level, with the only added project budget control ensuring a budget line exists within the PC_CHILD ledger of Commitment Control. These projects are set-up, budgeted, updated, maintained, and closed by the department with assistance from Financial Reporting & Accounting Services. Non-Sponsored Projects have a Project Costing Business Unit (PC BU) of PC001, an Activity Type that is driven by the Project Type, and use various Analysis types (AN Types) within the chartstrings for transactions.

Sponsored Projects involve restricted funds and cost-share related to grants. There are strict project budget controls in addition to fund-level controls and are set-up, budgeted, updated, maintained, and closed by Sponsored Project Administration. Sponsored Projects have a Project Costing Business Unit (PC BU) of GCA01, an Activity Type of SPNS and use various Analysis types (AN Types) within the chartstrings for transactions.

Non-Sponsored Project Types

UVM has created several project types and associated project activities to meet departments’ needs. The Project Type is not part of the project chartstring; rather, it is a high-level description of the purpose of the project within Project Costing. The Project Type limits the Project Activity that can be selected, which is part of the chartstring. There are four major categories of project Types: General, Student-Related, Department-Specific, and Capital & Department-Specific Capital.

General Project Types
BILLN - Billing-External Used to collect costs incurred by a UVM department in service to an External Customer.
FCLTY – Faculty Discretionary –Non-Cap Used when faculty member has been allocated funding that can be spent at their discretion.
INAWD – Internal Award Used to allocate funding and track spending of awards from UVM funds based on internal processes, procedures and criteria. Each project ID is associated with a student, faculty or staff member in the project set-up.
INTCH – Internal Charges – Non-Cap Used to collect costs incurred by a UVM department in service to another UVM department. This is helpful in specific situations where completing many one-line Internal Charge Journal Entries would become confusing and inefficient.
NOCAP – Other Non-Capital Used to track projects that may include renovations or construction but do not meet the UVM-created capitalization thresholds and, therefore, will not be capitalized. 
START – Faculty Start-Up Used when faculty member has been allocated funding, often as a component of their employment agreement, that can be spent at their discretion. Each project ID is associated with a faculty member in the project set-up.
UVMPR – UVM General Financial Non-Cap Used to track projects that are non-capital, non-construction and non-renovation and do not fit any other Project Type description.
Student-Related Project Types
GRSCH – Graduate Research Project Used when a graduate student has been allocated funding for their research.  Each project ID is associated with a graduate student in the project set-up. 
URSCH – Undergraduate Research Project Used when an undergraduate student has been allocated funding for their research.  Each project ID is associated with an undergraduate student in the project set-up.
Department-Specific Project Types
AGNON - AG-Non-matched Used by Extension Services for their specific project needs.
ARCHL - NonFederal Archaeology Project Used by the Consulting Archaeology Program for their specific project needs.
CLINTR – UVMMC Clinical Trials –Non-Cap Used by the Larner College of Medicine for clinical trials with the University of Vermont Medical Center (UVMMC) for their specific project needs. 
CNTED – Continuing Education – Non-Cap Used by Continuing & Distance Education staff to connect CE offerings for various operating units, departments, programs, semesters, etc.
Capital & Department-Specific Capital Project Types
Appropriate transactions processed to these projects are analyzed by Cost Accounting Services to create or update assets within Asset Management. Details on capitalization and capital projects can be found on the Cost Accounting Fixed Asset Accounting website. Projects that merely maintain the current level of service – such as routine maintenance and repair – are not considered capital. There are specific Project Types and Activities to account for such projects.
CAPTL - Capital Projects Used to track costs related to projects that extend the useful life of an asset or increases the quantity or quality of services provided by the asset.
DFMNT – Deferred Maintenance - Capital Used to track capitalizable costs related to deferred maintenance projects by Administrative and Facilities Services.
DFMOM – Deferred Maintenance – O & M Used to track non-capital, ongoing operations & maintenance costs related to deferred maintenance projects by Administrative and Facilities Services. These costs do not extend the useful life or service capacity of the asset.
ENERG – Physical Plant Energy -Capital Used by Physical Plant to track capitalizable costs to improve energy efficiency.
ENRGO – Physical Plant Energy – O & M Used by Physical Plant to track operations & maintenance costs to improve energy efficiency. These costs do not extend the useful life or service capacity of the asset.
RESLF – Residential Life - Capital Used to track capitalizable costs to improve residence halls.
RSLFO – Residential Life – O & M Used to track operations & maintenance costs for residence halls. These costs do not extend the useful life or service capacity of the asset.

Hierarchy of Project Information

Each Project Type is associated with Project Activities. The Project Activity is a component of the chartstring, in addition to the PC Business Unit, Project ID and Analysis Type. These chartfields are used by the other modules of PeopleSoft to process project transactions correctly and are therefore required for transactions using a project ID.

The following chartfields are required for project-related transactions: PC Business Unit (field length=5 characters), Project (field length=6 characters), Activity (field length=4 characters), and Analysis Type (field length=3 characters)

PC Business Unit: Defines the ledger the project will be accounted for in the Projects, Commitment Control, and Grants/Contracts modules. Non-Sponsored Projects use Business Unit PC001. The specific Commitment Control ledgers for PC001 projects are PC_PARENT & PC_CHILD for expense budgets and spending. Ledger PC_REV is for revenue budgets and revenue.

Activity: The Activity chartfield allows for more granular detail about the project. Each Project Type has designated Project Activities. A Project ID can have multiple Activities which would allow for budgeting and transacting against each unique activity.

Analysis Type: The Analysis Type chartfield is used to further categorize the transaction as expense (GLE) or revenue (GLR).

Project chartfield hierarchy
The project chartfield hierarchy

Help & Resources

The Non-Sponsored Projects User Guide includes chapters on:

  • Setting-up a Non-sponsored Project
  • Budgeting a Non-sponsored Project
  • Closing a Non-sponsored Project
  • Financial Reporting for a Non-sponsored Project
  • FAQs

All questions may be directed by email to general.accounting@uvm.edu.

Please also let General Accounting know if:

  1. Your department is currently using the PeopleSoft Projects module and you are unable to find the appropriate reference documents on our site
  2. You have a question on Projects set-up and processes
  3. Your department is not currently using the Projects module and you need to get started
  4. You want to request first-time or refresher training
  5. You find a bad link or problem opening any of the forms

Last modified June 28 2018 01:57 PM