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Office of the University Controller

Office of the Executive Vice President, Chief Financial Officer & Treasurer

Key Reports for Financial Management

A guide to the most frequently used accounting reports including budget reports, general ledger account detail, and award-project reports.


For Monitoring General Ledger/Budget Activities…

Target Users: Departmental managers and others with budget responsibility to monitor transactions posting to appropriate organization and funding source        
*****Should be reviewed at least monthly.*****

  • Provides transaction detail information to support the summary BPR by organization and funding source
  • Includes transaction dates, vendor information, interface posting data, etc.
  • For R-funds provides a fund balance rollforward from beginning of year through period of report
  • Provides documentation to support any cost transfers or departmental journal entries
  • Available as PDF or downloaded to EXCEL

             For additional information please see:

Target Users: Financial Directors and departmental managers to monitor progress against budget

  • Provides summary account information by organization and funding source.
  • Lists actual expenditures (for period and YTD), open encumbrances, YTD and annual budget, comparative YTD for the prior year
  • Subtotals key account groups (e.g., Faculty Salaries, Staff and Other Salaries, Other Operating Expenses)
  • For R-funds provides a fund balance rollforward from beginning of year through period of report
  • Available as PDF or downloaded to EXCEL

             For additional information please see:

Target Users: Financial Directors and departmental managers to perform deeper analysis of selected account activity or trends

  • Used to analyze the transactional activity relating to a selected account code combination or range of account code combinations
  • Provides transaction source and reference information to trace general ledger transactions back to their original source
  • Output can be limited based on segment(s) of interest (e.g., account)
  • Date range parameters allow this report to be run for multiple periods and even across fiscal years for historical analysis
  • Text file which can be downloaded to EXCEL

             For additional information please see:

Target Users: Financial Directors and departmental managers to perform deeper analysis of selected account activity or trends and to monitor transactions posting to appropriate accounts, organizations and funding sources

  • The statement of activities year to date analysis shows income and expenses from the beginning of a fiscal year to a specific period of interest
  • Includes prior year activities and the variance between the current year & prior year for comparison purposes
  • Can be run on a specific segment to provide details pertaining to that field
  • Can be used to analyze transactional activity relating to a selected account code combination.
  • PDF file

             For additional information please see:

For Monitoring Grant/Sponsored Project Activities…

Target Users: Principal Investigators (PIs) and Department managers to perform a review of PTA status and detailed transactions 
*****Should be reviewed at least monthly*****

  • Provides an overview of the budget, actuals, and commitments on a range of awards, as well as drilldown to detailed transaction data
  • Online output

For additional information please see the PI Dashboard page.

Target Users: Principal Investigators (PIs) and Department managers to perform detail review of transactions on assigned PTAs
*****Should be reviewed at least monthly*****

  • Provides the budget, transactional details, actual amounts and commitment details by expenditure type for a specific award for a specific PA date range
  • Option to show complete purchase details is available
  • Can be scheduled to run automatically with link to output emailed to user
  • Provides documentation to support cost transfers (DCFs)
  • User must be listed in an active, valid role on the project and award to have the information displayed on the report.
  • Actual Costs do not include transactions that have failed funds and transactions that have not been burdened.
  • XML format - Default output is PDF; can be downloaded to EXCEL / GM-408 default output is EXCEL (an easier EXCEL version to use)

             For additional information please see:

Target Users: PIs and Department managers to monitor overall progress on assigned PTAs

  • Provides summary level information on budget, actual amounts, and commitment details by expenditure type for a specific award for a specific PA date range
  • Can be scheduled to run automatically with link to output emailed to user
  • User must be listed in an active, valid role on the project and award to have the information displayed on the report.
  • Actual Costs do not include transactions that have failed funds and transactions that have not been burdened.
  • XML format - Default output is PDF; can be downloaded to EXCEL

             For additional information please see:

Target Users: Financial Directors and Department personnel to monitor overall sponsored project performance

  • Provides analysis of available funds for awards, comparing total actuals and total open encumbrance balances to the budget for PTA combinations.
  • Used to identify which awards are near close out status
  • Provides quick reference to identify overspent awards
  • Gives department an overview of all awards and administrative budgets status
  • Can use variety of parameters to limit output (e.g., date range, status, organization, sponsor, role, etc.)
  • Actual Costs include transactions that have failed funds and transactions that have not been burdened
  • XML format - Default output is PDF; can be downloaded to EXCEL

             For additional information please see:

Target Users: Principal Investigators and department managers to monitor the financial progress of the projects, tasks, and awards assigned specifically to them

  • Updated version of the GM-140
  • Redesigned to feature a summary by expenditure category and spending level information to allow easier monitoring of financial progress    

Target Users: Principal Investigators and department managers to monitor the system encumbrances of the projects, tasks, and awards assigned specifically to them

  • Designed to provide information on the encumbrances (financial commitments) recorded against a given Project/Task/Award
  • Encumbrances will include purchase orders, requisitions, returned requisitions, and accounts payable invoices not interfaced to grants under an award or project
  • Allows easier monitoring of project and award encumbrances

Target Users: Core users

  • Takes the place of exporting from the Expenditure Inquiry Form
  • Report can be run for an entire project, or narrowed down using parameters, as opposed to the Expenditure Inquiry form which now requires project and award numbers to be entered.  Can be faster than exporting from the Expenditure Inquiry form depending on the number of transactions
  • Output of the report contains all of the fields available in the Expenditure Inquiry form, including all fields added through folder tools.  Not all fields are used by GW at this time - some will be blank

Note:  When running this report, project number or award number should always be utilized in the parameters.

Many other reports are available from EAS. Follow EASIER links for more information on report parameters, fields of output, and sample reports. Additional resources are available online at the following links:

Financial Systems & Solutions Training
EAS Training and Support Tab