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Cost Share Fund Remapping

June 13, 2016

Effective immediately, active cost share funds (i.e. ‘28’ funds), in charts D and S, have been detached from their original grant number in Banner. This population of active cost share funds is now tied to their own grant number that begins with a ‘28’. A list of the grants and funds that have been remapped is available on the Comptroller’s Office website to aid you in this transition. The new cost share funds will reference their corresponding sponsored grant number in their title.

Detaching cost share funds from their sponsored grant is necessary for the implementation of the Banner Grants Billing module, which is set to “go-live” in July 2016. The Banner Grants Billing module generates bills based on the grant number, not the fund. Therefore, it is necessary to segregate the cost share funds from their billable counterparts to prevent billing our sponsors for these transactions.

Over the course of the next several weeks, the Finance Competency Center will work with Information Resources and Technology to detach all terminated cost share funds from their original grant numbers and tie them to a grant number that follows the conventions described below. The remapping process includes a rebuilding process in the Banner system, and this process requires completion during system maintenance windows on Sundays. Once this process is completed, all cost share funds will be tied to a corresponding cost share grant.

Drexel University (Chart D) Cost Share Grant Numbers

Chart D cost share grant numbers will continue to be six characters in length. The new cost share grant number will equate to the cost share fund number. You will use the new cost share grant number and its corresponding fund number when querying on your cost share fund’s activity in Web Finance. The method of querying the sponsored grant and fund number is unchanged.

Example: Grant 239798 has two funds mapped to it: 239798 (sponsored funding) and 281154 (cost share funding). In the new mapping, grant 239798 will only have fund 239798 (sponsored funding) mapped to it. The cost share fund 281154 will be detached from 239798 and mapped to grant 281154.

Old Structure
Sponsored and Cost Share Funds
New Structure
Sponsored Grant/Fund
New Structure
Cost Share Grant/Fund
Grant #
239798
239798
281154
Fund # for award
239798
239798
Fund # for cost share
281154
281154

Academy of Natural Sciences (Chart S)

Chart S cost share grant numbers will now be seven digits in length. The first six characters will equate to the cost share fund number and the seventh character will be an ‘S’. You will use the new cost share grant number and its corresponding fund number when querying on your cost share fund’s activity in Web Finance. The method of querying the sponsored grant and fund number is unchanged.

 

Example: Grant 235781 has two funds mapped to it: 235781 (sponsored funding) and 281129 (cost share funding). In the new mapping, grant 235781 will only have fund 235781 (sponsored funding) mapped to it. A new cost share grant of 281129S will be established and fund 281129 (cost share funding) will be mapped to it.

Old Structure
Sponsored and Cost Share Funds
New Structure
Sponsored Grant/Fund
New Structure
Cost Share Grant/Fund
Grant #
235781
235781
281129S
Fund # for award
235781
235781
Fund # for cost share
281129
281129

We appreciate your continued support as we work to implement procedures to support the Banner Grants Billing module and enhance the University’s administrative operations. If you have any questions about these changes, you can contact me at russop@drexel.edu or by phone at 215.571.4478.

Thank you.