Financial Report Module

The Financial module of the GMS collects a record of the Fiscal Cost Reports submitted by the grantee throughout the life cycle of the award.

Grantees can view information pertaining to the Fiscal Cost Reports associated with their project. The BJF staff can view a grantee’s report. The BJF financial staff may read, create and update information in this module.

Accessing the Financial Report Grid

To access the GMS Financial module:

ü Log in to the GMS.

ü Click on the Financial link on the left frame of the GMS Welcome page. The Financial grid will then display on the right frame of the screen. (The sections of the screen are fully described in the GMS Navigation section, on page Error! Bookmark not defined..)

Accessing a Specific Fiscal Cost Report Record

To access the record of Financial Reports for a specific project, follow the steps below:

ü Log in to the GMS.

ü Click on Financial in the left frame of the GMS Welcome Screen.

ü Click on the specific Project # (displayed in blue) from those listed. A list of the Fiscal Cost Reports for that project will then display in the right frame of the screen. If no Fiscal Cost Reports are displayed, that project does not have any reports recorded.

o The data in the Financial Report screen is presented in columns of information:

Financial Module Initial Screen
Column Title	Definition
#	Sequential number for the fiscal cost reports
Report #	Number for financial record tracking
Received	Date that the report was received
Status	Whether the fiscal cost report has been submitted or not submitted.
Advance	The amount of money asked for
Expenditures DCJS	The amount of DCJS funds that have been spent.
Cash Requested	Amount of funds the grantee requested.

Figure 14 Initial Screen for the Financial Module

ü To access a specific Financial Report Record, on the grid, click on the # or the Report # (both are displayed in blue). That Fiscal Cost Report will then display in the right frame of the screen.

o The Financial module’s sections (tabs) are:

Financial Module Tabs
Tab	Information
General	Period covered by the report, whether or not there is any Deficiency, Financial Status, Submission Date, Received Date, Type of Report (quarterly, monthly, final or a blank), Advance Request, Expenditures for the Reporting Period and Comments.
Summary Schedule	The summarization of the expenditures by category. (see the next table)

Figure 15 General Tab of the Financial Module

o The Summary Schedule Tab displays information in five columns:

Summary Schedule Screen
Column Title	Definition
#	Sequential number.
Budget Category	The part of the budget in which the expenditure(s) were made.
A. Approved Project Budget	The approved budget as included in the Award Contract
B. Previous Cumulative Expenditures	Any expenditures recorded in previous electronic Fiscal Cost Reports
C. Expenditures for this Reporting period	Those expenditures recorded in the Summary Schedule entry screens for this Report
D. Current Cumulative Expenditures	The cumulative total of columns B and C.

Figure 16: Summary Schedule of the Financial Module

Creating a New Fiscal Cost Report Record in GMS

To create a record of a Fiscal Cost Report follow the steps below:

ü Log in to the GMS.

ü Click on Financial in the left frame of the GMS Welcome Screen.

ü Click on the specific Project # (displayed in blue) from those listed.

ü Click on New button at the bottom of the screen.

ü Click the OK button on the dialog box to confirm the creation of a new site review record.

ü The General Tab will be displayed. Fill in the appropriate information.

ü Click on the Save button at the bottom of the screen when all the information has been added. (Or click on Save on the left side of the screen.)

ü Click on the Summary Schedule Tab.

ü Click on the Column C Budget Category item (displayed in blue) that you wish to edit or add information to, and make your entries.

ü Click on the Save button at the bottom of the screen when all the information has been added. (Or click on Save on the left side of the screen.)

ü When you have completed your Fiscal Cost Report, click Submit in the left frame to finalize it. No edits will be allowed following a Submit.

Notice: Using the Submit button does not automatically transmit this report to DCJS. Because original signatures are required on Fiscal Cost Reports, you must print and mail 3 copies of the Fiscal Cost Report to DCJS.

Printing a Fiscal Cost Report for Mailing to DCJS

ü From the Financial General screen, scroll down until you see Reports listed in white in the left frame.

ü Choose the Financial Report by clicking on it; report opens in a new browser window.

ü Use your browser's Print icon or FILE > Print to print a hardcopy of the Fiscal Cost Report

ü Close the Report screen to return to the GMS Financial General screen.