PI Dashboard Data Dictionary

This page contains an alphabetical list of data elements used in the PI Dashboard, and a brief description. To search for a specific data element, please use your browser’s “Find” ability to type in the data element you are searching for. 

If you have additional questions, please email pidash@gwu.edu

 

Accounting Period The month and year for which you wish to view the available budget and expenditures
Active Encumbrance Amount The current remaining dollar amount of the requisition/purchase order (original amount - amount paid)
Award Close Date The date that the final financial report is due on an award - all expenses must be posted and all revenue and invoicing completed by this date
Award End Date The last date that expenditures can be incurred on an award (the end of an award's period of performance)
Award Number The number used by GW and EAS to identify an award (different from the sponsor award number). This number follows a "smart numbering" system (i.e. CCLS91234F is a cost based award for the medical center that is funded by a federal sponsor through letter of credit)
Award Short Name The name given by the GW PI to an award
Award Start Date The date expenses, revenue, and invoice can begin to be incurred on an award
Award Status Indicates what status the award is in - Active is the usual status (can incur expenses, revenue and invoice). At Risk allows expenses, but not revenue or invoice. On Hold allows revenue and invoice, but not expenses. Closed means no more activity
Award Type Indicates whether an award is a Grant, Contract, Internal Funding or Pharmaceutical
Balance (Deficit) The remaining balance (Budget - Actuals - Encumbrances) of an award
Batch Number The number of the expenditure batch that the transaction was a part of ( e.g. the payroll interface run)
Budget Amount Sponsor approved budget by expenditure category
Commitment Description The description field from the requisition line entered at the time of the initiation
Commitment Number Number that identifies a commitment/encumbrance
Cumulative Actual Cumulative Actual expenses spent on the award to date
Employee/Supplier Name The name of the employee or supplier that was paid
Encumbrance Amount Amount of the encumbrances for an award
Encumbrance Type Identifies whether the encumbrance is a Requisition, Purchase Order or Unpaid Invoice.
Expenditure Category The category of expense (i.e. compensation, travel)
Expenditure Comment The comment or description of the expenditure
Expenditure Date The transaction date of the expense
Expenditure Type The specific expenditure type that is tied to a GL account number (i.e. faculty Salary, non-faculty Salary)
Funding Source Description The sponsor name (the entity providing GW the funding)
Natural Account The GL account number that corresponds to the expenditure type
Original Encumbrance Amount The dollar amount of the original Requisition or Purchase Order
Original Quantity The quantity of the original Requisition or Purchase Order
PA Date The date the expense was posted to EAS Grants
Period Actual The actual expenses incurred during the specific period
PI Full Name Principal investigator's full name
Project Number The number used by GW and EAS to identify a project
Quantity The current quantity of the Requisition or Purchase Order
Spending Level Spending level for an award indicating percentage of budget spent
Supplier Invoice Number Invoice number
Task Number The number used by GW and EAS to identify a task
Total Expenditure The amount of the expense

Notifications and Indicator Fields

Awards Ending in 90 days or Less Indicates that an award is ending in 90 days or less (based on award end date)
Funding Modification Notification Indicates that a funding modification has been made to an award
New Award Notification Indicates that a new award has been created in EAS
Exceeds Budget Notification  Indicates that the  expenditures of an award has exceeded its budget
Passed Funds Check Indicator A flag indicating whether the transaction has passed funds check

 

 

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