This bulletin outlines the guidance on tracking financial impact directly related to COVID-19. For other topics related to COVID impacts, such as Payroll, Travel and Banking, please visit FMS Updates Related to COVID-19.


Tracking and Reporting Financial Impact in Oracle and OBI

Financial impact from COVID-19 is defined as a specific instance of a financial loss or gain directly attributed to the outbreak and/or associated measures taken by the university. Financial impact tracking is essential so that the university can accurately and effectively track COVID-19 impacts, continue to make informed decisions and request available insurance and federal disaster relief funding.

Who should track: Originators and approvers of financial transactions have the primary responsibility for tagging transactions with "COVID" and ensuring that where applicable, the business purpose explains the link to COVID with specific details about the activity. In addition, approvers, department managers and the unit's management have the responsibility to ensure that all transactions are tagged appropriately.

How to track: To allow for consistent tracking and reporting of all levels of impact, indicate "COVID" per the guidance below on all impacted transactions. Staff should try to separate COVID-related transactions from non-impacted transactions to facilitate effective tracking.

  • Per the guidance by module below, include "COVID" in all impacted financial transactions.
  • Utilize the new expenditure types listed below, which have been created to track specific COVID-related expenditures that are potentially eligible for external federal relief funding. 
  • Use "COVID" in business purposes for TCard, PCard and Expense Requests:
    • Example: "COVID: Who: Professor Smith, Stanford University WHAT: Reimbursement for non-refunded airfare to attend Alliance conference WHERE: Roundtrip airfare from San Francisco, CA to Philadelphia, PA. WHEN: Original travel 3/29/2020 – 4/1/2020. WHY: Conference canceled due to coronavirus pandemic."
    • Example: "COVID: WHO: John Jacobs WHAT: Latex Gloves WHERE: Amazon Business WHEN: 03/17/2020 WHY: Gloves to protect Financial Management Services staff who are required to be onsite."

COVID Expenditure Types - Effective September 1, 2020

In addition to tagging expenditures with COVID, use the following new COVID expenditure types when using non-sponsored accounts to purchase PPE, cleaning supplies, cleaning services and online learning expenditures. These new expenditure types are critical for tracking expenditures that are potentially eligible for external federal relief funding.

Expenditure Type Code

Expenditure Type Name

Expenditure Type Description

55111

COVID – PPE&CLEANING SUPPLIES

Expenditures for COVID-related non-lab and lab personal protective equipment (PPE) and cleaning supplies. Includes replenishment of central stock including masks, gloves, face shields, protective barriers, hand sanitizers, disinfectants, paper cleaning products and cleaning wipes

55142

COVID - ONLINE INSTR MATERIALS

Expenditures for COVID-related supplies required for transition to online learning. Includes computers & computing devices, software, online teaching supplies, online laboratory supplies

53715

COVID - EXTERNAL CUSTODIAL

Expenditures for COVID-related custodial and janitorial services in excess of normal cleaning services

Please note: This Expenditure Type is not available in the Expense Request System.

Tracking, Monitoring and Reporting Information

Tracking transactions per the guidance in the table below will allow for the impacted activity to be pulled into the COVID Dashboard in OBI. The dashboard pulls data that has been tagged with the following words: "COVID" (it is not case sensitive and includes variations such as COVID-19 or COVID19) and "coronavirus." The dashboard provides summary and an ability to view detailed information. The first reporting tab available in the dashboard is CER Transactions which provides an overview of the impacted activity. This tab includes activity from the modules listed in the following table. The other tabs in the dashboard provide more detailed information related to a specific module / application. See the table below for more detail about the tabs and data that is aggregated through the dashboard.

Module / Application Method for Tracking Dashboard Information
Expense Request System (ERS) Enter COVID in the What section of the Business Purpose This tab provides data from Expense Requests and any TCard related transactions. The default is set to "Paid" transactions since there is no guarantee that pending transactions will complete.
Travel Card Enter COVID in the What section of the Business Purpose See above. In order to report on TCard transactions, the transaction needed to be associated with an ER so the business purpose could be entered.
PCard Enter COVID in the Business Purpose field This tab provides PCard data where a user has entered COVID into the business purpose. These reports display all pending and approved transactions since the credit card transactions are already expensed when the transactions come from the bank and are recorded in Oracle.
Requisitions Enter COVID in the Note to Approver field This tab provides purchase requisitions where there is an approver note that has the word COVID (or version of) in it.
Labor Distribution Adjustments (LDA)

For Sponsored Project Adjustments related to OMB Guidance (M-20-26): Enter COVID Pay Continuation-OMB Guidance (M-20-26) at the start of the Comments field

For all other transfers:
Enter COVID at the start of the Comments field

This tab provides LDAs where there Comment that has the word COVID (or version of) in it.
iJournals / Feeders Enter COVID at the start of the Title field This tab provides any iJournals or Feeders where the Title of the journal contains the word COVID.
Payroll Impacts Employees utilize the timekeeping codes in Axess to indicate COVID interim pay continuation time and any premium pay hours resulting from on-site reporting. This tab will provide payroll data at the end of each pay period that includes COVID interim pay continuation time and the totals of on-site reporting premium pay.

Tracking Impacted Time in Outlook

To assist with internal tracking of university time impacted by the pandemic, many schools and units are directing employees to track the time they spend on COVID related activities in their Outlook calendar as a way of understanding how much time is spent on this effort. While this is at the discretion of the local units, the following guidance is recommended:

  • For all COVID-19 related meetings, indicate "COVID" in the Outlook Calendar meeting title/subject.
  • For time spent working on an issue related to COVID-19, place a block on your own calendar and also indicate "COVID" in the meeting title/subject.

Example: Time blocked with title: "COVID – supported travel booking for students receiving financial aid."


Tracking through Unit Level Financial Impact Reports (FIR)

The purpose of the FIR is to provide senior leadership and the Board of Trustees with a comprehensive university view of the financial impact of COVID so that they can make informed financial decisions for the university as a whole and to help schools, departments and units measure their saving or loss. The FIR includes a summary of transactions tagged in Oracle as well as additional impacts outside of Oracle (e.g., lost revenue and cancelation of expenses) across the full fiscal year.

Who should complete the FIR: All budget units are currently completing a Financial Impact Report (FIR) to identify the financial impact related to COVID-19.

How to complete the FIR: Each budget unit is coordinating their responses internally and staff should contact their budget unit representative for details about their respective internal deadlines and process. Senior Associate Deans and budget officers have access to the GoogleDrive that contains the FIR spreadsheet and process instructions. Please contact Sue Schmitt if you have not already been granted access.

Example of impact outside of Oracle: "Concerts in March through May were canceled due to COVID; tickets sold were refunded, so Music department revenues originally budgeted did not occur." Enter as a negative amount in column I, "Loss of Revenue” of the FIR.

Example of summarized impacts from within Oracle: "Due to COVID, conference fees for 15 employees were refunded to the department PCard because the conferences were cancelled." Enter as a positive amount in column K, "Cancellation of Expenses" of the FIR.

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