ERDS Updates-Quick Reference Guide to Finance Reports

FAQs

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Report & Menu	Description	What Does It Help Me Do?	Available Training
Finding Budget Balances			Back to top ^
InfoPorte: Ledger Rollup Tabs
Finance > Dept Accounting > Main Ledgers - for State, F&A, and Trust funds	Shows revenue and expense totals and available balance by budget chartfield strings. Breaks out spending totals by pre-encumbrance, encumbrance, and expense (Actuals YTD column). Lets you filter on source and department. Lets you filter on account for State funds and all trust funds except Trust 1. Lets you drill down to detailed transactions for each chartfield string displayed. Source: Commitment Control ledgers and GL Actuals; InfoPorte soft encumbrance table if choose Show Projections	Keep an eye on your available budget balance and spending during the month. Include projected earnings and fringe in your balances by choosing Yes in the Show Projections filter. Choosing Yes in the Show Projections filter also displays soft encumbrance totals and provides the IPT Balance. Check what you've spent against a certain state appropriation by filtering on source.	Why Do My Balances Go Up and Down Throughout the Month Handout Financial Reporting in InfoPorte
Finance > Dept Accounting > OSR Ledger - for OSR funds	Shows expense totals and available balance by budget chartfield strings. Breaks out spending totals by pre-encumbrance, encumbrance and expense (Actuals YTD column). Lets you filter on project and source. Lets you drill down to detailed transactions for each chartfield string displayed. Source: Commitment Control ledgers and GL Actuals; InfoPorte soft encumbrance table if choose Show Projections	Keep an eye on your available budget balance and spending during the month. Include projected earnings and fringe in your balances by choosing Yes in the Show Projections filter. Choosing Yes in the Show Projections filter also displays soft encumbrance totals and provides the IPT Balance. To exclude cost shared transactions from your balances, enter the source. Otherwise, it's best to leave this field blank.	Why Do My Balances Go Up and Down Throughout the Month Handout Financial Reporting in InfoPorte
Finance > Dept Accounting > Parent Ledgers - for State and F&A Parent funds	Shows revenue and expense totals and available balance by budget chartfield strings. Breaks out spending totals by pre-encumbrance, encumbrance, and expense (Actuals YTD column). Lets you filter on fund and department. Lets you filter on account and source for State Parent funds. Lets you drill down to detailed transactions for each chartfield string displayed. Source: Commitment Control ledgers and GL Actuals; InfoPorte soft encumbrance table if choose Show Projections	Keep an eye on your available budget balance and spending during the month. Include projected earnings and fringe in your balances by choosing Yes in the Show Projections filter. Choosing Yes in the Show Projections filter also displays soft encumbrance totals and provides the IPT Balance. Check what you've spent against a certain state appropriation by filtering on source.	Why Do My Balances Go Up and Down Throughout the Month Handout Financial Reporting in InfoPorte
Finance > Dept Accounting > Capital Improvement - for Campus Services and Facilities Services departments for your Capital Improvement (CI_KK_Budg) fund	Shows expense totals and available balance by budget chartfield strings. Breaks out spending totals by pre-encumbrance, encumbrance, and expense (Actuals YTD column). Lets you filter on source. Lets you drill down to detailed transactions for each chartfield string displayed. Source: Commitment Control ledgers and GL Actuals; InfoPorte soft encumbrance table if choose Show Projections	Keep an eye on your available budget balance and life-to-date spending.	Why Do My Balances Go Up and Down Throughout the Month Handout Financial Reporting in InfoPorte
Finding Fund Balances and Cash Balances			Back to top ^
TarHeel Reports: Comprehensive Financial Summary Report Finance > General > Comprehensive Financial Summary	Shows beginning and ending fund balance, revenue, expenses, and cash. Has two tabs - second tab just shows cash and investments. Has a summary level organized by source, and a detail level that shows revenue and expenses by account and totals. Source: GL Actuals ledger	Track your monthly fund balance for Trust funds (auxiliary and recharge), clinical trials, and some contracts. Notes: 1. For Trust funds, only enter the Source in the Search filters. 2. Not as helpful for State and F&A ledger groups because they don't have beginning and ending fund balances. Find your beginning and ending cash balance for the month to help reconcile your asset, liability and fund balance transactions, along with information on the GL Activity tab. (Only a small number of campus departments reconcile asset, liability and fund balance transactions.)	Comprehensive Financial Summary Report Finding a Fund Balance for Trust and OSR Funds with the Comprehensive Financial Summary Report Understanding Fund Balances Understanding the Search Results on Fund Balance
TarHeel Reports: G/L Fund Balance Report Finance > General > Cash/Bal > G/L Fund Balance Report G/L Fund Balance - Summary Level (tab 1) G/L Fund Balance - Account Level (A) (tab 2) G/L Fund Balance - Account Level (A) (tab 3) G/L Asset & Liability Changes (tab 4)	Shows beginning and ending fund balance, revenue and expenses, and changes in assets and liabilities. Has a summary level filtered by fund and/or source with beginning balances, revenue and expense totals, and ending balance. A detail level shows revenue and expenses by account and totals. Fourth tab shows the changes in assets and liabilities by account. Source: GL Actuals ledger	Keep an eye on your fund balance for a Trust fund. Note: For most searches, only enter the Source in the Search filters. If your source is used by multiple departments, then use department filter.	GL Fund Balance Report Finding a Fund Balance for Trust and OSR Funds with the GL Fund Balance Report Understanding Fund Balances Understanding the Search Results on Fund Balance
TarHeel Reports: State Carry Forward	Shows carry forward for fiscal year.
Finding Formula Allocation Amounts			Back to top ^
TarHeel Reports: Finance > General > F&A Allocation	Shows formula allocation amounts by fiscal year, project department, project, principal investigator, principal investigator home job department, and DLAM.	Shows formula allocation amounts by fiscal year, project department, project, principal investigator, principal investigator home job department, and DLAM.	Running the F&A Formula Allocation Report
Reconciling			Back to top ^
InfoPorte: Monthly Management Reports Finance > Monthly Reports tab	Shows static view of a month’s transactions, after month-end close. SOURCE: Commitment Control (KK) ledgers and GL Actuals	Reconcile revenue and expense transactions for your State funds, with Program and without.	Monthly Management Reports
InfoPorte: Transactions Tab Finance > Dept Accounting > Transactions	Shows transactions for all revenue and expense accounts. Source: transactions entered in ConnectCarolina; Commitment Control ledgers and GL Actuals	Reconcile revenue and expense transactions for your State, F&A, Trust, OSR, FAMODET and Capital Improvement funds. Generate a list of transactions for a given chartfield string and match them to your supporting paperwork. Review soft encumbrances that haven't expired by clicking the advanced filter arrow and in the Trans Type field, choose SOFT-ENCUMBRANCE.	Financial Reporting in InfoPorte Reconciling Quick Reference Card
InfoPorte: GL Activity Tab Finance > Dept Accounting > GL Activity	Shows journal entries for all asset, liability, fund balance, revenue, and expense accounts. Presents activity summed up by chartfield string, not detailed transactions. Source: GL Actuals ledger	Reconcile your assets, liabilities, and fund balance transactions. Note: Only a few campus departments do this; most reconcile revenue and expense accounts. Monitor receipts for your OSR funds.
Managing Salary & Fringe			Back to top ^
InfoPorte: BMS Finance > Dept Accounting > Other Reports	Allows you to filter Commitment Control budget transactions from the State ledger group on budget chartfields and pulls in HCM records that match on budget chartfields. Source: Commitment Control ledgers and GL Actuals		New Reports Notes: June 15 Release New Reports June 15 Webinar
TarHeel Reports: Payroll Accounting Report Finance > HR & Finance > Payroll Accounting	It shows when a transaction posted for each charfield string, regardless of the pay period the transaction applies to. Lets you filter for dates, chartifeld, employee IDs, expense types, and payroll run IDs. Report includes the Application Journal ID.	This report is meant for financial professionals that need to see a complete history of payroll transactions for an employee or chartfield string by accounting dates. Payroll information is broken down into payment type categories and is further organized by PIDs and charfields. Effort percentages are calculated to use in reporting for contracts and grants.
TarHeel Reports: Overtime Compensation Finance > HR &Finance > Overtime Compensation	YTD Overtime Compensation MTD Overtime Compensation	Allows you to review the year to date overtime hours and overtime gross compensation for employees. Allows you to review the month to date overtime hours, overtime gross compensation, regular hour, and regular gross compensation for employees.
TarHeel Reports: Salary Projections Finance > HR &Finance > Salary Projections	Replaces the encumbrance calculation in ConnectCarolina. Calculates salary projections using an employee’s most recent compensation multiplied by the remaining pay periods in the fiscal year. Shows salary projections for employees in your unit, but not hourly students and hourly temporary employees. Lets you filter by pay period begin or end date, chartfield, employee, or other information.	Determine the amount of salary projected to be paid between now and the end of the fiscal year.	HR and Payroll Reporting with InfoPorte – Part 2 (classroom training)
TarHeel Reports: Summer Salary & Overloads Report Finance > Payroll/Funding > Summer Salary & Overloads The report has four tabs: Summer Salary - Summary Summer Salary - Details Overload - Summary Overload - Details	Report provides data on both nine-month and twelve-month faculty & staff members who receive compensation for work during the summer months & academic year	Report allows you to review regular compensation for faculty and staff members at both a summary and a detail level.	Summer Salary and Overload Payment Report
ConnectCarolina: Pending Transactions Report Main Menu > HR/Payroll Menu > Payroll Acct. Adj. Tool (PAAT) > Review Pending Transactions	Shows a list of all pending PAAT transactions for a department or school Includes those with In Progress and Needs Approval statuses Each transaction listed has a link to the adjustment	Check the approval status of PAAT transactions	Guide for Using the Payroll Accounting Adjustment Tool PAAT Webinar
ConnectCarolina: Suspense Transaction Report Main Menu > HR/Payroll Menu > Payroll Acct Adj. Tool (PAAT) > Current Suspense Charges	Shows a list of charges for a department or school that have gone to the suspense account, broken down by employee and pay period	Check an employee’s payroll that is sitting in your suspense account	Guide for Using the Payroll Accounting Adjustment Tool PAAT Webinar
InfoPorte: Labor & Expense Report HR > Payroll > Labor & Expense Summary The report has two tabs: Labor & Expenses Summary Labor & Expenses Detail	Shows the funding sources of labor expenses, by summary and detail Mirrors the Labor Expense Report that was available in the Retroactive Funding Transfer Application (short- term retro tool) Summary tab shows expenses by department Detail tab breaks out expenses by employee	Review the funding sources of your labor expenses Check a specific pay cycle distribution for an employee	Guide for Using the Payroll Accounting Adjustment Tool PAAT Webinar
Reviewing Grants			Back to top ^
TarHeel Reports: RAM Reports	Reporting tool to manage sponsored project financials.	Keep an eye on both project and award financials. Easily drill into detailed transactions on all expense types. All reports are downloadable to Excel.
InfoPorte: OSR Invoice Listing Report Finance > Dept Accounting > Grants > OSR Campus Reports OR TarHeel Reports > Grants/Contracts	Shows all invoices sent to sponsors since the beginning of a project. Source: GL Actuals ledger	See a listing of all invoices sent to a sponsor and the balance of your project's budget.	OSR Invoice Listing Report
Infoporte GL Activity Tab Finance > Dept Accounting > GL Activity	Any expenditure reporting to outside agencies must be based on actuals reflected on GL actuals ledger. Source: GL Actuals ledger	Monitor your OSR projects.
TarHeel Reports: Comprehensive Financial Summary Report Finance > General > Comprehensive Financial Summary	Enter project number in project field Shows beginning and ending fund balance, revenue, expenses, and cash. Has three tabs - third tab just shows cash and investments. Has a summary level organized by source, and a detail level that shows revenue and expenses by account and totals. Source: GL Actuals ledger	Find your beginning and ending cash balance for the month to help reconcile your asset, liability and fund balance transactions, along with information on the GL Activity tab.	Comprehensive Financial Summary Report
InfoPorte: Grant Profile Tab Finance > Dept Accounting > Grants > Grant Profile	A high-level "one-stop shop" report for grants with one summary line per project. Shows burn rates and project details including principal investigator (PI), status, and start and end dates. Shows life-to-date (LTD) direct, indirect, and total remaining balance. Lets you drill into each project to see more grant details on the Grant Details Tab. Source: RAMSeS, Commitment Control ledgers and GL Actuals	Do a quick spot check of your grants' remaining balances or grant end date. Look up the PI or status of a grant.	Contracts and Grants Management Tips for Research Administrators Financial Reporting in InfoPorte
InfoPorte: Grant Details Tab Finance > Dept Accounting > Grants > Grant Profile > click any project link to display Grant Details tab	A comprehensive "one-stop shop" for individual projects. Shows all grant details including sponsor, team members, milestones, rollup details, rebudgetary allowability, and cost sharing if applicable. Source: RAMSeS and Commitment Control ledgers and GL Actuals for OSR Ledger rollup section	Monitor your grant's life-to-date financial activity. Look up non-financial grant details.	Contracts and Grants Management Tips for Research Administrators Financial Reporting in InfoPorte
ConnectCarolina Inquiry: Budget Overview Inquiry Main Menu > Finance Menu > Commitment Control > Review Budget Activities > Budget Overview	Shows expense totals and available balance by budget chartfield strings in real-time. Breaks out spending totals by pre-encumbrance, encumbrance and expense. Let’s you filter on project and source. Source: Commitment Control ledgers and GL Actuals	Keep an eye on your available budget balance and spending during the month. Get the most current balances when preparing budget revision requests. To exclude cost shared transactions from your balances, enter the source. Otherwise, it’s best to leave this field blank.	Contracts and Grants Management Tips for Research Administrators Quick Reference
OSR Payments Report Finance > Dept Accounting > Grants > OSR Campus Reports > OSR Payments Report OR TarHeel Reports > Grants/Contracts	Shows all payments made from sponsors since go-live on October 1, 2014 Shows payments in the form of GL journals, payment journals received from sponsors, maintenance journals reflecting movement of payments to different projects, and direct cash journals Lets you view the results by rolled up journal amount, or be individual journal amount	Ensure you have received all the expected payments from sponsors Ensure the sponsor payments are on the correct project and account	OSR Payments Report
InfoPorte: OSR Contract Closeout Report Finance > OSR Financial Reporting OR TarHeel Reports > Grants/Contracts	Shows all OSR closeout processing, status validation, and other reconciliation process that have been completed.	Ensure all OSR closeout processes, status validation, and other reconciliation processes have been completed successfully.	Running the OSR Contract Closeout Report
Reviewing Soft Encumbrances			Back to top ^
InfoPorte: Soft Encumbrances Tab Finance > Dept Accounting > Soft Encumbrances	Shows all your soft encumbrances, both expired and unexpired. Lets you filter on project, program, cost codes, department, fund and source. Source: InfoPorte soft encumbrances table	Monitor soft encumbrances for your department or project. Delete soft encumbrances that have moved to a pre-encumbrance or later stage. Notes: 1. To see available balances with soft encumbrances, see the Ledger Rollups Tab section. 2. To see only soft encumbrances that haven't expired, see the Transactions tab section.	Financial Reporting with InfoPorte Classroom Training
Reviewing Cost Codes			Back to top ^
InfoPorte: Program/Cost Code: Summary Tab Finance > Dept Accounting > Program/Cost Code > Summary	Shows financial activity for ConnectCarolina cost codes and programs on a one-line summary. Displays budget, expenses and available balance. Lets you drill in to program or cost code to see detail on Ledger rollup or transactions. Source: Commitment Control ledgers and GL Actuals	Check the spending totals and available balance on a specific ConnectCarolina cost code or program.	Financial Reporting with InfoPorte Classroom Training
InfoPorte: Program/Cost Code: Rollup Tab Finance > Dept Accounting > Program/Cost Code > Rollup	Shows financial activity for ConnectCarolina cost codes and program at the account detail level. Shows grand totals for spending and available balance. Source: Commitment Control ledgers and GL Actuals	Check the spending activity at the account level for a ConnectCarolina cost code or program.	Financial Reporting with InfoPorte Classroom Training
InfoPorte: Program/Cost Code: Transactions Tab Finance > Dept Accounting > Program/Cost Code > Transactions	Shows financial activity for ConnectCarolina cost codes and program at the transaction detail level. Source: Commitment Control ledgers and GL Actuals	Review the transactions that make up the expenses of a ConnectCarolina cost code or program.	Financial Reporting with InfoPorte Classroom Training
InfoPorte: IPT Cost Code: Summary Tab Finance > Dept Accounting > IPT Cost Code > Summary	Shows a quick summary of budget and actuals for your IPT cost codes on one page. Displays budget, expenses and available balance. Lets you drill in to cost code to see detail on Ledger rollup or transactions. Source: Commitment Control ledgers and GL Actuals, InfoPorte cost code table	Check the spending totals and available balance on a specific InfoPorte cost code.	Financial Reporting with InfoPorte Classroom Training InfoPorte 6.5 Release Notes InfoPorte 6.5 Release Webinar
InfoPorte: IPT Cost Code: Rollup Tab Finance > Dept Accounting > IPT Cost Code > Rollup	Shows financial activity for InfoPorte cost codes at the account detail level. Shows grand totals for spending and available balance. Lets you drill in to account to see transactions that make up the account totals. Source: Commitment Control ledgers and GL Actuals, InfoPorte cost code table	Check the spending activity at the account level for an InfoPorte cost code.	Financial Reporting with InfoPorte Classroom Training InfoPorte 6.5 Release Notes InfoPorte 6.5 Release Webinar
InfoPorte: IPT Cost Code: Transactions Tab Finance > Dept Accounting > IPT Cost Code > Transactions	Shows financial activity for InfoPorte cost codes at the transaction detail level. Source: Commitment Control ledgers and GL Actuals, InfoPorte cost code table	Review the transactions that make up the expenses of an InfoPorte cost code.	Financial Reporting with InfoPorte Classroom Training InfoPorte 6.5 Release Notes InfoPorte 6.5 Release Webinar
InfoPorte: IPT Cost Code: IPT List Tab Finance > Dept Accounting > IPT Cost Code > IPT List Tab	Shows all your IPT cost codes Lets you filter on department and active/inactive cost codes Source: Commitment Control ledgers , InfoPorte cost code table	Review your department's active InfoPorte cost codes Review your department's inactive InfoPorte cost codes and delete or edit them if needed	Financial Reporting with InfoPorte Classroom Training InfoPorte 6.5 Release Notes InfoPorte 6.5 Release Webinar
Reporting for Foundations			Back to top ^
TarHeel Reports: Foundation Report Finance > General > Foundation	Shows beginning and ending fund balances, revenue, expense, payout and assets by fund 29910, 29920, 29930 and source at a summary level. Lets you filter on fund, source and department. Lets you drill down to detail level. Source: GL Actuals Ledger	Look up fund balances for a foundation.	Foundation Report
nVision Reports: Trial balance by fund	Shows trial balance by detailed GL account balances.	nVision reports are generated as excel files Reports are emailed to each foundation after each month close Reports allow you to expand or collapse rows & columns Plus & minus buttons in the top row allows columns to be expanded or collapsed to view detailed information
nVision Reports: Trial balance by fund-source	Trial balance provides summary by source for funds 299.	Same as above.
nVision Reports: Trial balance by account	Trial balance provides summary by account for funds 299.	Same as above.
nVision Reports: Foundation fund balance rollover	Summarizes life-to-date data for funds 29910, 29920, 29930. Shows beginning, ending fund balance, current year revenues, expenses and transfers and changes in equity.	Same as above.
Running Income Statements			Back to top ^
TarHeel Reports: Income Statement Finance > General > Income Statement	Shows actual revenues and expenses as operating and non-operating categories. Source: GL Actuals ledger	Produce an income statement for a fund or department.	Income Statement

Key Terms

Available Balance	Represents the budget amount available for a particular budget period. Driven by budget checking. Based on Commitment Control ledgers (state, F&A, trust, OSR)
Fund Balance	Represents the total net worth of a fund Represents total assets minus total liabilities. Driven by the GL journal posting process. Based on GL Actuals Ledger.
Cash Balance	Represents a summary of all cash accounts. Driven by the GL journal posting process. Based on the GL Actuals Ledger.
Commitment Control (KK)	UNC budgeting control ledgers(State, F&A, Trust, OSR, program & cost codes)
GL Actuals	Actuals in UNC’s general ledger and official book of record

FAQS

GENERAL

Click to read General FAQs

Q: Does the information in ConnectCarolina automatically update to InfoPorte or TarHeel Reports?

A: Transactions entered in ConnectCarolina appear in InfoPorte and TarHeel Reports the next day, not immediately. Some transactions — particularly payroll and some procurement transactions, such as canceling a purchase order — may not be available in InfoPorte or TarHeel Reports until the following Monday (because they are processed over a weekend).

Information about when the data was updated appears in the News section of the Portal page and is visible immediately after you login to ConnectCarolina. If there is a delay with data updates, a message displays in the Daily Status section of the Portal page.

Q: Is training offered for InfoPorte reporting

A: Yes, there are two classes: one on HR reports and one on Finance reports. The training schedule includes upcoming dates and times for both the Financial Reporting for InfoPorte class and the HR/Payroll Reporting for InfoPorte class. The schedule is located at ccinfo.unc.edu > Training> Training Schedule. Access to InfoPorte is a prerequisite for these classes.

FOR BUSINESS MANAGERS

Click to read Business Manager FAQs

Q: How can I determine my balance?

A: Expenses never change, but sometimes it may seem like “the data doesn’t match.” Available budget balance will continue to change based on encumbrances, which are based on budget. Your available budget balance will fluctuate throughout the month until the month is closed. You can use the InfoPorte Ledger Rollup Tabs to keep an eye on your available budget balance and spending during the month. These tabs and other tools and their uses are described in the Finding Budget Balances section of the Financial Reporting Quick Reference Guide.

A Budget Balances concepts document explains fluctuations of available budget balances in InfoPorte and the key related concepts.

The Budgeting 101 document was recently updated and is an excellence source of budgeting overview info.

Q: I want to see what transactions have not posted, are awaiting approval or are might be held up in processing.

A: Check out the Working with Unposted Transactions section of the Financial Reporting Quick Reference Guide. You can use the ConnectCarolina Query Viewer to run queries that will identify transactions that haven’t posted yet so you can check if there are problems that need resolving. The Approval Worklist Query identifies all requisitions with any issue holding up processing.

FOR PRINCIPAL INVESTIGATORS

Click to read PI FAQs

Q: How can I see the remaining balance for my grant?

A: The InfoPorte Grant Profile Tab can be used to review remaining balances and spot-check your grants’ remaining balances or grant end date. You can also view details for each project on the InfoPorte: Grant Details Tab.

Paths for these reports and a catalogue of other grants-related reports can be found in the Reviewing Grants section of the Financial Reporting Quick Reference Guide.

FOR DEANS

Click to read Deans FAQs

Q: I need to review an income statement for our department. How do I access it?

A: The TarHeel Reports Income Statement allows you or your business manager to produce an income statement for a fund or a department. This report shows operating and non-operating expenses. This can be found in the Running Income Statement section of the Financial Reporting Quick Reference Guide.