MAP Sub-Ledger for Grants: POETA

POETA Number

In the MAP financial system, account numbers are assigned that identify things like who controls the spending authority and/or funding source, the type of expenditures, and purpose of the transaction. Funding and execution of research projects function a bit differently than most other WVU activities, and so a separate sub-ledger was established in MAP to track things in the Grants Accounting module. In the General Ledger, transactions are charged or credited to a GL account number. For Grants Accounting transactions, they are charged or credited to a POETA account. POETA is an acronym.

Sample POETA numbers

• Project - 10006892
• Organization - Math Sponsored Research
• Expenditure Type - BE Faculty Tenured
• Task - 1
• Award - 1002731R

• Project - 10009168
• Organization - Chem Sponsored Research
• Expenditure Type - Travel Within WV
• Task - 1
• Award - 1003553R

Project numbers begin with the numeral 1 and are sequentially assigned by the Office of Sponsored Programs. Award numbers are also asigned by OSP, and always end with a letter signifying whether the grant is handled through the WVU Research Corp or the University. The Organization is spelled out in words, rather than represented with a number. Expenditure Types are also identified with words that describe the purpose of the transaction being recorded.

Award numbers end in a letter:

• R= Research Corp
• W = WVU

Recording of Grant Expenditures

Expenditures that will be charged to an account associated with a grant in MAP will be recorded with the POETA account number in the Grants Accounting module first. When you complete purchasing forms, or payroll forms, you will write or type the POETA number as the account to be charged.

When the transaction is processed in MAP, it will hit the Grants Accounting module, then an automatic process will translate the POETA number to an equivalent General Ledger number and the transaction is also recorded in the GL module. This way the transaction is counted in the Grants part of the system and also kept track of in the main WVU ledger.

Mapping of POETA Numbers to GL Numbers

The mapping or translation of POETA to GL account numbers is an automatic process in MAP; you will not have to perform this step, but it's helpful to know which parts of the account numbers correspond to one another.

The segments of POETA and GL account numbers are placed in a different order, but represent similar purposes. Project is listed first in a POETA number, but last in a GL string. When viewing a GL account number, you can tell if it's a translated grants account number by looking at the Project segment. Any non-grant (regular GL funded) account will have a project number that is all nines - 99999999. If you see a GL string that has a project number with a 1 followed by some zeroes (1000xxxx), you know this is a grant-funded account that has been maped as a GL number.

The Task (usually 1, 2, 3, etc.) in a POETA number becomes the Function number in a translated GL number. The Award number represents who's paying for the project - or the funding source, and so it becomes the Fund number in the GL translation. The Expenditure Type identifies what a particular transaction is for, much like the Line Item does in the GL accounting string. Finally, the Expenditure Organization of a POETA number identifies who/what part of the university is authorizing the transaction.