A non-sponsored project is any project that is not grant-funded and is used as a mechanism to isolate and track transactions for a specific purpose, often across multiple fiscal years.
Non-Sponsored Projects vs 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. They have 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 Project Types
| Project Type | Short Description | Uses |
|---|---|---|
| BILLN | Billing External | To collect costs incurred by a UVM department in service to an external customer |
| FCLTY | Faculty Discretionary - Non-Cap | When a faculty member has been allocated funding that can be spent at their discretion |
| INAWD | Internal Award | 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 | 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 | 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 | 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 | 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
| Project Type | Short Description | Uses |
|---|---|---|
| GRSCH | Graduate Research Project | 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 | 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
| Project Type | Short Description | Uses |
|---|---|---|
| AGNON | AG-Non-matched | Extension Services-specific project needs |
| ARCHL | Non-federal Archaeology Project | Consulting Archaeology Program-specific project needs |
| CLINTR-UVMMC | Clinical Trials - Non-Cap | Larner College of Medicine clinical trials with the University of Vermont Medical Center |
| CNTD | Continuing Ed - Non-Cap | Continuing & Distance Education staff to connect CDE 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 project (PDF) can be found on the 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.
| Project Type | Short Description | Uses |
|---|---|---|
| CAPTL | Capital Projects | 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 | Track capitalizable costs related to deferrred maintenance projects by Administrative & Facilities Services |
| DFMOM | Deferred Maintenance - O & M | Track non-capital, ongoing operations & maintenance costs related to deferred maintenance projects by Administrative & Facilities Services. These costs do not extend the useful life or service capacity of the asset. |
| ENERG | Physical Plant Energy - Capital | For Physical Plant to track capitalizable costs to improve energy efficiency |
| ENERGO | Physical Plant Energy - O & M | For 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 | Residentail Life - Capital | Track capitalizable costs to improve residence halls |
| RSLFO | Residentail Life - O & M | 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 Non-Sponsored Project Type is associated with a certain allowed set of 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. See the Chart of Accounts User Guide (PDF) for more detailed information, including a list of Project Activities by Project Type.
| Chartfield Name | PC Business Unit | Project | Activity | Analysis Type |
|---|---|---|---|---|
| Field Length | 5 | 6 | 4 | 3 |
| Numeric (X) or Alpha (A) | PC001 | XXXXXX | AAAA | AAA |
- 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.
- Project ID:
- Unique numeric identifier/value for each project.
- 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)