Resources Folder
Automated Monthly Reports for Grants
Two monthly reports come to the PI via email from erpfinance@bsu.edu:
- Inception to Date (ITD) Report
- Monthly Detail Report
These show both detailed expenses for the previous month, as well as a summary of the expenses on the grant to date in comparison to the awarded budget to show how much remains to be spent. These reports usually arrive in the PIs inbox around the 10th of each month during the grant period. Read these reports each month to assist in managing your project.
When to Contact Your Grant Manager:
- If you're unsure about an expense or see an error: Contact your Grant Manager ASAP, specifically before the next month's report. There may be time limitations due to sponsor terms of BSU systems that require prompt action to make corrections.
- You want to add someone to the recipient list of these reports (administrative staff, project staff, key personnel, etc)
- If you need a budget revision due to changing plans/circumstances.
Inception to Date (ITD) Report
This report's title will appear as "Grant Transaction Summary." This report will include:
- All awards that you are the PI on, in order by Grant Number
- The grant budget and all expenses to date by category. These categories are represented by an account code within Ball State's financial system.
- Committed (encumbered) expenses for supplies
- Committed (encumbered) expenses for salary, students, indirect costs, etc will not show on this report
- Available balance
- This will not include planned expenses
- Negative values, which indicates you've overspent in a budgeted category. Work with your Grant Manager to revise your budget!
Example Report
Monthly Detail Report
This report's title will appear as "Grant Transaction Details." This report will include:
- All award that you are the PI on, in order by Grant Number
- Detailed activity for only one month, including individual line-items by category. These categories are represented by an account code within Ball State's financial system.
- Each line item includes the date of the expense, a description, and a document code for further information. For personnel, the names of the individuals will be included.
- Negative values, which indicates that a transaction has been removed from the grant
Example Report
Tip: Create a rule in Outlook to organize these automated reports for simpler record keeping.