Frequently Asked Questions
Fiscal YTD Expense Detail
Who do I call if I identify an expense transaction that should not have been posted against a particular HJF project?
Call the HJF Information Systems Help Desk (301-294-8138) and you will be directed to the appropriate person at HJF who can assist you.
There is an expense transaction that has the description "Indirect costs." What is this?
This is a charge agreed upon by HJF and the sponsor agency to cover HJF administrative costs. It is calculated as an agreed-upon percentage of modified total direct costs, and will appear periodically in the expense detail.
Fixed Assets Report
Who do I call if I have a piece of equipment on an HJF project that is not listed in this report? Who do I call if there is a piece of equipment listed on the report that has been disposed of, transferred or is missing?
Call our HJF Property Manager at 301-294-7295. Have the following information ready: HJF Tag number (if applicable), description of equipment, HJF project number and Principal Investigator name.
Open Purchase Order Report
Who do I call if I identify a purchase order that has a remaining balance per this report and should be closed out? In other words, there is an order in the Open Purchase Order Report for which the goods or services have been received and paid.
Call the HJF Information Systems Help Desk (301-294-8138) and you will be directed to the appropriate person at HJF who can assist you.
Why does the total per the Open Purchase Order report not match the total "Open POs" figure contained in my Project Budget Summary report?
There is a problem with your HJF project's budgets. Please contact the HJF Information Systems Help Desk (301-294-8138) and you will be directed to the appropriate person at HJF who can assist you.
Payroll Detail Report
Why do salaries posted per the monthly Transaction Detail report not match the salaries per the Payroll Detail report for a particular pay period? Also, why are there salary amounts posted to my HJF project per the monthly Transaction Detail report, but the Payroll Detail report does not contain the details of these salaries?
Such issues can arise when an employee transfers from one cost center to another and the transfer is not properly captured in the payroll detail report. Please call the number at the bottom of the payroll detail report.
When are payroll amounts posted to my HJF project, and when do they appear in the online reports?
Salaries are posted against your HJF project on a bi-weekly basis, on the Monday after payday, and appear on your reports the next day. For example, if the pay period ends on February 3, 2006, payday will be on February 10, 2006. Those salaries will be reflected in your reports on the morning of February 14, 2006. Fringe costs are posted on a bi-weekly basis, typically at the same time that the salaries are posted to your account.
What if an employee's salary is charged to the incorrect HJF project?
Contact the Payroll department to report such errors.
"HQ Services" appears as an employee name in my report. What is this?
This indicates that an HJF headquarters employee charged labor hours to your HJF project. The most common source is if you received services from our Graphics, Communications or Information Technology Services departments.
When I try to access the payroll detail report for a specific HJF project via my "View My Project Reports" page, I'm directed to a different HJF project (page one of the report). Why?
This indicates that there is no payroll detail for the specific HJF project that you selected. If you think this is incorrect, please see the bottom of the payroll detail report for the appropriate HJF contact information.
Project Budget Summary Report
It doesn't seem like the budget amounts on the report are correct. Who do I contact about this?
Contact your HJF Research Administration representative (grants specialist, contract manager or clinical trials representative). If you do not know who your representative is, contact the HJF Information Systems Help Desk at 301-294-8138.
How can I view the details of Project-to-Date Expenses?
To view the history of all expenses posted to your HJF project, access the Fiscal Year-to-Date Expense Detail report (listed as Fiscal YTD Reports). This report displays expense details by fiscal year. First, determine how far back your project expenses date back, then access each of the fiscal year's reports (HJF's fiscal year runs from October 1 through September 30; so FY2006 began 10/1/05 and ends 9/30/06). HJF does not have expense detail reports older than FY1999 (October 1, 1998).
Statement of Account
Who do I call if a cash receipt, which should be posted to a particular HJF project, is not yet reflected in this report?
If you know your HJF education programs administrator or clinical trials representative, please call them. Otherwise, please call the HJF Information Systems Help Desk (301-294-8138) and you will be directed to the appropriate person at HJF who can assist you.
There is a transaction that has a description of "Indirect costs." What is this?
This is a charge levied by HJF to cover the Foundation's administrative costs. It is calculated as an agreed-upon percentage of modified total direct costs, and will appear periodically.
Transaction Detail
Why do I get an error page stating "Unauthorized Access" when I attempt to click a payroll transaction link?
You have not completed the proper security requirements to access the payroll detail report. There are two basic requirements to obtain security access to the payroll detail report: (1) you must either be the Principal Investigator (PI) for the specific HJF project, or your PI must authorize your access, and (2) you must submit a signed Confidentiality Agreement form (HJF #366).
When I click on a payroll link in the Transaction Detail report, I'm directed to a different project's information in the payroll detail report (page one of the payroll detail report). Why?
This indicates that there is no payroll detail for the specific HJF project that you selected. If you think this is incorrect, please see the bottom of the Payroll Detail report for the appropriate HJF contact information.
Who do I call if I identify a transaction that should not have been posted against a particular HJF project?
Call the HJF Information Systems Help Desk (301-294-8138) and you will be directed to the appropriate person at HJF who can assist you.
There is a transaction that has a description of "Indirect costs." What is this?
This is a charge agreed upon by HJF and the sponsor agency, to cover HJF administrative costs. It is calculated as an agreed-upon percentage of modified total direct costs, and will appear periodically in the transaction detail.