Overview

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Department users can add, edit, or delete PPM cost commitments using the Recharge Plus Application. Users will be able to search by project number or commitment number to see existing commitments.

Essential Information

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• You will need to first request for access to the specific Recharge Plus commitments role
• VIDEO: Training Demonstration/Guide
• PROD Link: https://fin.ucsd.edu/rechargeplus/commitments
  • DEV (testing): https://fin-qa.ucsd.edu/rechargeplus/commitments
  • Oracle DEV5 (testing): https://ekgs-dev5.login.us2.oraclecloud.com
• Commitments will not automatically drop off. Be sure to use Recharge Plus to delete/lift commitments.

How to:

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Add a new commitment:

1.  Ensure you are on the "Commitments" tab at the top of the page
2.  Manually add (line by line)
   1. Click "+ Add New Line" 
   2. Populate: (* required)
      1. Project Number*
      2. Task Number*
      3. Funding Source Number (for sponsored projects)
      4. Amount*
      5. Date*
      6. Department*
      7. Expenditure Type* (select from preset expenditure types dropdown)
         1. COMMITMENT Benefit Expenses
         2. COMMITMENT Capital and CIP Expenses
         3. COMMITMENT Financial Aid Expenses
         4. COMMITMENT Operating Expenses
         5. COMMITMENT Other Expenses
         6. COMMITMENT Personnel Expenses
         7. COMMITMENT Stipends
         8. COMMITMENT Subcontract Expenses
         9. COMMITMENT Travel Expenses
         10. COMMITMENT Tuition/Fee Remission Expenses
         11. COMMITMENT UCSD Equipment
      8. Comments*
   3. You can add additional lines by clicking "+ Add New Line"
   4. You can delete lines by clicking the red Trash Can icon  found at the end of each line 
   5. Once completed, click "Submit Transaction" button
   6. If there are errors, you can click the pencil to edit the line item(s) and make changes then resubmit the lines for processing.
3. Import using Excel Template
   1. Click the download icon next to "Upload Excel" on the right side
   2. The template has the same fields as above but allow you to enter in a worksheet format
      1. Note: Values in "Department" and "Expenditure Type" must match exactly or the system will flag as invalid
         1. Department must match project owning organizations found in PPM (this is not a Financial Unit value)
         2. Expenditure Type must match the values shown from the dropdown (steps above)
   3. Once your template is complete, click "Upload Excel" 
   4. Validate the your lines populated correctly and review for errors
   5. Once completed, click "Submit Transaction" button
   6. If there are errors, you can click the pencil to edit the line item(s) and make changes then resubmit the lines for processing

Search for a commitment:

1. Note: You can only find commitments created by Recharge Plus. Any commitments that were created from other systems will not appear in the search.
2. Click "Search" button found on the right side of the screen
   1. You can search by Project Number or Commitment Number
   2. Click on the Status (Processed, Deleted, etc.) to expand the commitment information
   3. You will be able to see the Commitment Number, who processed the commitment and when
   4. You can click on the clock icon on the right of any line item to see the history on a commitment. You will see any adjustments or deletions.

Edit/Delete/Lift a commitment:

1. Search for the commitment (steps above)
2. To edit: Click on the pencil icon on any commitment line
   1. You can modify the Amount, Date, Department (Project Owning Organization), Expenditure Type, or Comments
   2. Click the Save icon when changes are complete
3. To Delete/Lift: Search for commitment
   1. Click the red Trashcan icon then confirm
   2. This will zero out the line item in the search but keep it for history
   3. In OFC, the commitment will be deleted completely

Review a commitment in OFC:

1. Navigate to the Project and Awards module in OFC
2. Click on Costs
3. Click on the side panel to pop out the side menu
4. Click on Manage Committed Costs
5. In the Search criteria, click "Advanced" in the top right to open more search fields
6. Use fields like Project Number to locate commitments
7. You can also view commitments using the reports below:
   1. Expanded Project Summary Report > Commitment Details
   2. Project Management Dashboard 
   3. Transaction Details Report