Online Reports Overview
Once a project has been established, HJF will provide the award manager and authorized personnel with online access to financial reports. These financial reports will be accessible via the company's secure website, HJFOnline. Depending on the type of HJF project (grant, contract, cooperative agreement, education fund, endowment, "M" account and/or clinical trial), the manager may have access to some or all of the many reports available online.
Reports can be printed easily, and printed monthly financial statements are also available by special request.
For more information, call the Information Systems Help Desk at 301-294-8138.
Gaining Access to Online Reports
Award, project and task managers have the authority to access most web-based financial reports using an HJFOnline account. To register, go to HJFOnline and click on the registration button on the main page, or call HJF's Information Systems Help Desk at 301-294-8138. User ID and password will be provided by IT Services. To access detailed payroll information and personnel projections, submit a signed Confidentiality Agreement (HJF #366) to IT Services.
Managers can delegate report access to additional personnel by submitting the Account Access/Signature Authority form (HJF #369) to the IT Services department.
Available Reports
The following online financial reports are available to authorized users:
| Project Budget Summary | Displays the available balance by budget category. |
| Project Budget Detail | Displays details of a project's funds, sorted by expense account code. |
| Transaction Summary | Provides a history of each transaction from the time it was entered into the HJF financial system to the present, for all transactions with activity in the current fiscal year. Updated nightly. |
| Open Requisition Report | Shows outstanding purchase requisitions that are still committing budgeted funds. Requisitions are requests to purchase goods and services and are the first stage in the procurement cycle. |
| Open Purchase Order Report | Displays details of all outstanding purchase orders that are still committing funds. Purchase orders are the second stage of the procurement cycle. Once a good or service is received and paid, a purchase order is liquidated and an expense is incurred by the project. |
| Transaction Detail | A monthly report that lists transactions that had any impact on the commitment of funds. This includes pre-encumbrances (requisitions), encumbrances (purchase orders) and expense activities that occurred during the month. |
| Statement of Account | A report for HJF education programs (including endowments), clinical trials and "M" accounts that displays available balances and details for receipts and disbursements for the period covered by the report (monthly or fiscal year-to-date). |
| Fixed Assets Report | Lists all "in service" equipment for the project. |
| Expense Detail | Displays expenditures incurred during the fiscal year-to-date. |
| Payroll Detail | A monthly report (beginning December 2003) that displays detailed salary charges to projects. This report is updated bi-weekly. Access to this report must be authorized by the PI. |
| Personnel Projections | The Personnel Projections tool shows the personnel budget, year-to-date personnel spending and remaining personnel balance. It includes direct access to related forms such as the rebudget and personnel action forms. |
| Monthly Expenses & Cumulative Obligations (MECO) | This report summarizes monthly by budget category. It also subtotals the expenditures, displays a monthly average by category, shows the amount of outstanding purchase orders that have not yet been paid by HJF (open POs), and displays the total amount of funds obligated to date. Please note that the report summarizes data by HJF fiscal year (October through September). |
Page Numbering
In the report header bar (below), "x" denotes the page you are viewing and "y" indicates the number of pages in the report. Refer to these page numbers when downloading or printing reports.
Download
While in a report, click on "Download" to view the report in Adobe PDF format and also print a hard copy report. Set the "Page Range" parameters to view or print multiple pages at once. Do not attempt to print directly from your browser by clicking on the browser's print button. Use the Download feature to convert the report to a PDF file and print from the PDF.
After the desired report has been opened, determine which pages are to be printed. The page numbers appear in the report header bar.
If all pages are to be printed, select the radio button "All." If only the current page is to be printed, select the radio button "Current Page." If a range of pages, or specific pages, are to be printed, select the radio button "Pages," and indicate the page numbers (e.g., "1–5" would print pages one through five).
After selecting the page(s) to download, click on the "View PDF" button and the selected pages will be converted into a PDF file. Pages can then be printed from the PDF file.
TOC
On the top left side of all reports is a link called "TOC," for Table of Contents. This link lists all of the projects available for access. This feature can be helpful to quickly pull up reports for other projects without leaving the report screen.
Search
The "Search" feature (next to "Download") will allow a search within the report for various fields.