Federal Government Projects
This chapter covers the following topics:
Federal Projects: Overview
Oracle Projects enables you to manage and track projects that are funded by U.S. Federal Government agencies. Project funding can occur in two ways:
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Government funding can be appropriated to the agency, usually by an act of legislation.
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Funding can also be obtained by means of a reimbursable order from another agency or an external party.
Oracle Projects provides budget integration, accounting, and reporting capabilities required for U.S. Federal Government agencies, and the reimbursable agreement requirements mandated by the Federal certification process (FSIO). These requirements include:
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The capability to require and record advance payments for agreements and reduce the balance on the advance when expenditures occur
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A flexible accounting architecture to meet U.S. Federal government requirements
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Funds consumption rules for revenue recognition and customer invoicing
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Ability to ensure that revenue and invoice amounts match and consume the same funds
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Integration of agreement funding and budgets with the Budget Execution module of Oracle Federal Financials and/or Oracle General Ledger using subledger accounting.
Process Flow for Federal Projects
The following illustration shows a typical process flow for a project that requires an agreement with advance payments.
In the process flow shown above, the following activities take place:
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The agency receives appropriations or a reimbursable order.
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The project manager does the following:
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Enters an agreement with advance payments required
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In Oracle Receivables, enters receipts for the advance received from the customer
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Defines the corresponding project (or projects) and work breakdown structure
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Funds the project, applies receipt to the agreement, and defines cost budget for the project
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Defines a revenue budget in order to generate revenue and invoices for the project
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Project team members do the following:
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As expenditures are made on the project, enter expenditure items.
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Distributes costs and interface the cost transactions to General Ledger
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Generate draft invoices and interface invoice transactions to Receivables
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Generate customer billing statements
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In Oracle Receivables, match the invoices to the receipts that were applied to the agreement
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Federal Projects: Accounting
Following are explanations and examples of accounting that takes place for Federal projects.
Accounting Examples for Reimbursable Agreements Without an Advance
Following are examples of accounting for a project with a reimbursable agreement (where a reimbursable order is received from another agency or external party). In this example, no advance payments are required or received on the agreement. Reimbursable agreements without advances are typically made between two Federal entities. For an agreement between a Federal and a private or non-Federal entity, an advance is usually required.
The term USSGL TC is used to represent "U.S. standard general ledger transaction code".
Anticipated Reimbursement
Description: Record anticipated reimbursement of $5,000
USSGL TC: A302
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4210 | 5,000 | Anticipated Reimbursements and Other Income | ||
| 4450 | 5,000 | Unapportioned Authority |
Apportionment - Unavailable
Description: Record apportionment (unavailable) $4,000
USSGL TC: A118
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4450 | 4,000 | Unapportioned Authority | ||
| 4590 | 4,000 | Apportionments Unavailable - Anticipated Resources |
Unfilled Customer Order
Description: Record an unfilled customer order without an advance and make funds available for use ($1,000)
USSGL TC: A304
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4221 | 1,000 | Unfilled Customer Orders Without Advance | ||
| 4210 | 1,000 | Anticipated Reimbursements and Other Income |
USSGL TC: A122
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4590 | 1,000 | Apportionments Unavailable - Anticipated Resources | ||
| 4610 | 1,000 | Allotments - Realized Resources |
Commitment of Funds
Description: Record commitment of funds (purchase requisition) of $2,500.
USSGL TC: B202
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4610 | 2,500 | Allotments - Realized Resources | ||
| 4700 | 2,500 | Commitments |
Obligation of Funds
Description: Record obligation of funds (purchase orders and contracts issued) of $2,500.
USSGL TC: B204
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4700 | 2,500 | Commitments | ||
| 4801 | 2,500 | Undelivered Orders - Unpaid |
Undelivered Orders
Description: Record current year undelivered orders with an advance or prepayment: $10,000
USSGL TC: B206
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4801 | 10,000 | Undelivered Orders - Unpaid | ||
| 4802 | 10,000 | Undelivered Orders - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 1410 | 10,000 | Advances to Others | ||
| 1010 | 10,000 | Fund Balance with Treasury |
Goods and Services Received and Accepted
Description: Record Goods and Services Received and Accepted: $2,000
USSGL TC: B302
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4801 | 2,000 | Undelivered Orders - Unpaid | ||
| 4901 | 2,000 | Delivered Orders - Unpaid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 6100 | 2,000 | Operating Expenses | ||
| 2110 | 2,000 | Accounts Payable |
Scheduled Payment
Description: Record payment scheduled for certified invoices (used by agencies whose payments are made by Treasury)
USSGL TC: B308
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2110 | 15,000 | Accounts Payable | ||
| 2120 | 15,000 | Disbursements in Transit |
Confirmation of Payment (Treasury)
Description: Record Treasury confirmation of payment (used by agencies whose payments are made by Treasury)
USSGL TC: B110
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4901 | 15,000 | Delivered Orders - Unpaid | ||
| 4902 | 15,000 | Delivered Orders - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2120 | 15,000 | Disbursements in Transit | ||
| 1010 | 15,000 | Fund Balance with Treasury |
Confirmation of Payment
Description: Record confirmation of payment (used by agencies that make their own disbursements
USSGL TC: B110
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4901 | 15,000 | Delivered Orders, Obligations - Unpaid | ||
| 4902 | 15,000 | Delivered Orders, Obligations - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2120 | 15,000 | Accounts Payable | ||
| 1010 | 15,000 | Fund Balance with Treasury |
Record Earnings and Set Up Receivable
Description: Record earnings for reimbursable work performed and set up receivable: $3,000
USSGL TC: A130
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4251 | 3,000 | Reimbursements and Other Income Earned - Receivable | ||
| 4221 | 3,000 | Unfilled Customer Orders Without Advance |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 1310 | 3,000 | Accounts Receivable | ||
| 5200 | 3,000 | Revenue from Services Provided |
Collection of Receivable
Description: Record collection of receivable: $3,000
USSGL TC: C186
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4252 | 3,000 | Reimbursements and Other Income Earned - Collected | ||
| 4251 | 3,000 | Reimbursements and Other Income Earned - Receivable |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 1010 | 3,000 | Fund Balance with Treasury | ||
| 1310 | 3,000 | Accounts Receivable |
Clear Old Account
Description: Pre-Closing: Record removal of unfilled customer order without advance in excess of obligations (for expiring accounts only): $2,000
USSGL TC: F109
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4610 | 2,000 | Allotments- Realized Resources | ||
| 4221 | 2,000 | Unfilled Customer Orders - Without Advance |
Cancellation of Receivable
Description: Pre-Closing: Cancel a receivable for reimbursable activity:: $3,000
USSGL TC: F144
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4650 | 3,000 | Allotments - Expired Authority | ||
| 4251 | 3,000 | Reimbursements and Other Income Earned - Receivable |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 5200 | 3,000 | Revenue from Services Provided | ||
| 1310 | 3,000 | Accounts Receivable |
Accounting Examples for Reimbursable Agreements With an Advance
Following are examples of accounting for a project with a reimbursable agreement where advance payments are required on the agreement. Reimbursable agreements with non-federal entities typically require an advance before an unfilled customer order can be recorded and before funds are available for spending.
Anticipated Reimbursement
Description: Record anticipated reimbursement of $5,000
USSGL TC: A302
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4210 | 5,000 | Anticipated Reimbursements and Other Income | ||
| 4450 | 5,000 | Unapportioned Authority |
Apportionment - Unavailable
Description: Record apportionment (unavailable) $4,000
USSGL TC: A118
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4450 | 4,000 | Unapportioned Authority | ||
| 4590 | 4,000 | Apportionments Unavailable - Anticipated Resources |
Unfilled Customer Order
Description: Record an unfilled customer order with an advance and make funds available for use ($1,000)
USSGL TC: C184
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4222 | 1,000 | Unfilled Customer Orders With Advance | ||
| 4220 | 1,000 | Anticipated Reimbursements and Other Income |
USSGL TC: A122
Transaction Type: Budgetary
| Debit | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4590 | 1,000 | Apportionments Unavailable - Anticipated Resources | ||
| 4610 | 1,000 | Allotments - Realized Resources |
Commitment of Funds
Description: Record commitment of funds (purchase requisition) of $2,500.
USSGL TC: B202
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4610 | 2,500 | Allotments - Realized Resources | ||
| 4700 | 2,500 | Commitments |
Obligation of Funds
Description: Record obligation of funds (purchase orders and contracts issued) of $2,500.
USSGL TC: B204
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4700 | 2,500 | Commitments | ||
| 4801 | 2,500 | Undelivered Orders - Unpaid |
Undelivered Orders
Description: Record current year undelivered orders with an advance or prepayment: $10,000
USSGL TC: B206
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4801 | 10,000 | Undelivered Orders - Unpaid | ||
| 4802 | 10,000 | Undelivered Orders - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 1410 | 10,000 | Advances to Others | ||
| 1010 | 10,000 | Fund Balance with Treasury |
Goods and Services Received and Accepted
Description: Record Goods and Services Received and Accepted: $2,000
USSGL TC: B302
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4801 | 2,000 | Undelivered Orders - Unpaid | ||
| 4901 | 2,000 | Delivered Orders - Unpaid |
Transaction Type: Proprietary
| Debit | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 6100 | 2,000 | Operating Expenses | ||
| 2110 | 2,000 | Accounts Payable |
Scheduled Payment
Description: Record payment scheduled for certified invoices (used by agencies whose payments are made by Treasury)
USSGL TC: B308
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2110 | 15,000 | Accounts Payable | ||
| 2120 | 15,000 | Disbursements in Transit |
Confirmation of Payment (Treasury)
Description: Record Treasury confirmation of payment (used by agencies whose payments are made by Treasury)
USSGL TC: B110
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4901 | 15,000 | Delivered Orders - Unpaid | ||
| 4902 | 15,000 | Delivered Orders - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2120 | 15,000 | Disbursements in Transit | ||
| 1010 | 15,000 | Fund Balance with Treasury |
Confirmation of Payment
Description: Record confirmation of payment (used by agencies that make their own disbursements
USSGL TC: B110
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4901 | 15,000 | Delivered Orders, Obligations - Unpaid | ||
| 4902 | 15,000 | Delivered Orders, Obligations - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2120 | 15,000 | Accounts Payable | ||
| 1010 | 15,000 | Fund Balance with Treasury |
Record Earnings
Description: Record earnings for reimbursable work performed: $3,000
USSGL TC: A130
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit | Credit Amount | Account Description |
|---|---|---|---|---|
| 4252 | 3,000 | Reimbursements and Other Income Earned - Collected | ||
| 4222 | 3,000 | Unfilled Customer Orders With Advance - Collected |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit | Credit Amount | Account Description |
|---|---|---|---|---|
| 2310 | 3,000 | Advances from Others | ||
| 5200 | 3,000 | Revenue from Services Provided |
Remove Unfilled Order
Description: Pre-Closing: Record removal of unfilled customer order with advance in excess of obligations (for expiring accounts only): $700
USSGL TC: F110
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit | Credit Amount | Account Description |
|---|---|---|---|---|
| 4610 | 700 | Allotments - Realized Resources | ||
| 4222 | 700 | Unfilled Customer Orders with Advance |
Transaction Type: Proprietary
| Debit | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2310 | 700 | Advances from Others | ||
| 1010 | 700 | Fund Balance with Treasury |
Clear Old Account
Description: Pre-Closing: Record removal of unfilled customer order without advance in excess of obligations (for expiring accounts only): $2,000
USSGL TC: F109
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4610 | 2,000 | Allotments- Realized Resources | ||
| 4221 | 2,000 | Unfilled Customer Orders - Without Advance |
Adjust for Anticipated Resources Not Realized
Description: Adjust for anticipated resources not realized: $2100
USSGL TC: F112
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4590 | 2,100 | Apportionments Unavailable - Anticipated Resources | ||
| 4210 | 2,100 | Anticipated Reimbursements and Other Income |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 5200 | 3,000 | Revenue from Services Provided | ||
| 1310 | 3,000 | Accounts Receivable |
Accounting Examples for Appropriated Funding
Following are examples of accounting for a project with appropriated funding (where funding comes from appropriations given directly to an agency, usually by act of legislation).
Appropriation of Funds
Description: Record appropriation of funds: $7,500
USSGL TC: A104
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4119 | 7,500 | Other Appropriation Realized | ||
| 4450 | 7,500 | Unapportioned Authority |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 1010 | 7,500 | Fund Balance with Treasury | ||
| 3101 | 7,500 | Unexpended Appropriations - Appropriations Received |
Apportionment of Funds
Description: Record apportionment of funds $7,500
USSGL TC: A116
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4450 | 7,500 | Unapportioned Authority | ||
| 4510 | 7,500 | Apportionments |
Allotment of Funds
Description: Record allotment of funds $2,500
USSGL TC: A120
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4510 | 2,500 | Apportionments | ||
| 4610 | 2,500 | Allotments - Realized Resources |
Commitment of Funds
Description: Record commitment of funds (purchase requisition) of $2,500.
USSGL TC: B202
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4610 | 2,500 | Allotments - Realized Resources | ||
| 4700 | 2,500 | Commitments |
Obligation of Funds
Description: Record obligation of funds (purchase orders and contracts issued) of $2,500.
USSGL TC: B204
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4700 | 2,500 | Commitments | ||
| 4801 | 2,500 | Undelivered Orders - Unpaid |
Undelivered Orders
Description: Record current year undelivered orders with an advance or prepayment: $10,000
USSGL TC: B206
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4801 | 10,000 | Undelivered Orders - Unpaid | ||
| 4802 | 10,000 | Undelivered Orders - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 1410 | 10,000 | Advances to Others | ||
| 1010 | 10,000 | Fund Balance with Treasury |
Goods and Services Received and Accepted
Description: Record Goods and Services Received and Accepted: $2,000
USSGL TC: B302
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4801 | 2,000 | Undelivered Orders - Unpaid | ||
| 4901 | 2,000 | Delivered Orders - Unpaid |
USSGL TC: B134
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 3107 | 2,000 | Unexpended Apropriations - Used | ||
| 5700 | 2,000 | Expended Appropriations |
Scheduled Payment
Description: Record payment scheduled for certified invoices (used by agencies whose payments are made by Treasury)
USSGL TC: B308
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2110 | 15,000 | Accounts Payable (Delivered Orders - Obligations, Unpaid) | ||
| 2120 | 15,000 | Disbursements in Transit (the agency records activity on form 224) |
Confirmation of Payment (Treasury)
Description: Record Treasury confirmation of payment (used by agencies whose payments are made by Treasury)
USSGL TC: B110
Transaction Type: Budgetary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 4901 | 15,000 | Delivered Orders - Unpaid | ||
| 4902 | 15,000 | Delivered Orders - Paid |
Transaction Type: Proprietary
| Debit Account | Debit Amount | Credit Account | Credit Amount | Account Description |
|---|---|---|---|---|
| 2120 | 15,000 | Disbursements in Transit | ||
| 1010 | 15,000 | Fund Balance with Treasury |