Indirect (F&A) Costs are budgeted for by Colorado School of Mines (Mines) for all sponsored research projects to recover infrastructure and operational costs. The amount budgeted is based on an Indirect Cost rate negotiated between Mines and Mines’ cognizant audit agency, the Office of Naval Research[1]. Click here for Mines Indirect Cost Return Policy and reference.
The purpose of this procedure is to provide navigation information for the the three IDC return reports. It outlines different ways to view IDC. Click on the Headers below for each report.
Let’s dig in!
1.Go to your left-hand Menu and click on the Financials Dashboard
Click on the report you would like to run:
Click on the hyperlinks below to jump to different IDC Return knowledge base sections.
This is a month over month report of how much IDC is in a Project Research Development Worktag with an outline indicating what money derived from each Grant Worktag.
This is an overall total amount that is in the Principal Investigators (PI) Worktags, it does include projects the PI is the project approver for. There is also an outline indicating the transfer of funds between the Project Worktags and the Grant Worktags.
View IDC Return by grant worktag. There is a calculated field indicating the Percent of return and not pulling from a static field for internal auditing purposes.
2. .Click on RPT – Facilities and Administration IDC Return Rates by Organization FY and Month
3. In the prompt field, indicate the organization (your department) and/or research development project worktag to narrow down the search. Be mindful of the period you select as it will product Current Period FYTD (Fiscal year to date) for the year and month.
Notice there is not a time period. Because this is a month over month report, our team had to hard code that field to Current Period FYTD, that is why it is crucial to identify the period correctly. In this example, we are pulling all of FY24 for an organization on campus.
4. You can view the research development account for all grants by Month and Current Year to Date. Dollar amounts are not displayed in this screenshot for privacy purposes. One can download to excel using the icon in the black bar. In addition, you can drill down for detailed information.
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Prompt
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Description
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Selections
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Default
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Organization
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Select a organization you belong to
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Can be more than one
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None
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Period
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The period is the starting point when the report is run.
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Can select by Current and Prior Periods, Last Closed Period and a multitude of selections for Fiscal Period. Only one period is allowed to be selected
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Current Month
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Balancing Worktags
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Worktags used by members of Accounting
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Various and can select more than one.
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None
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R&D project Worktags
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Filter by projects, provides narrowed results vs the second prompt
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Various and you can select more than one
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None
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5. Click on the RPT – Facilities and Administration IDC Return Rates by Principal Investigator.
6. In the prompt field, indicate the Principal Investigator worktag, as well as the time period and period.
7. The view will be project, project name and current year to date activity. Expand the outline to see the specific grants that have been transferred to your Research Dev worktag. In this example I did not narrow it down by PI or Project Worktag. It is highly recommended that you do. Click on the dollar amount to view additional details about the transaction. The total will show you FCYD, but you can also slice and dice by month.
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Prompt
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Description
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Selections
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Default
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Time Period*
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This is the time frame you would like to report to run for.
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Best selections are Fiscal Year Current Period YTD. This selection provides the current fiscal year, July through the period in the next prompt.
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Current Period YTD
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Period
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The period is the starting point when the report is run.
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Can select by Current and Prior Periods, Last Closed Period and a multitude of selections for Fiscal Period. Only one period is allowed to be selected
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Current Month
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Balancing Worktags
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Worktags used by members of Accounting
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Various and can select more than one.
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None
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Project Worktags or Principal Investigators
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Filter by projects, provides narrowed results vs the second prompt
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Various and you can select more than one
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None
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Time Period Selections are:
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Fiscal Time Period
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Budget to Date
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This is not working properly for FY24
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Current Period
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Current Month
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Current Period YTD
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Current Monty Year to Date
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Current Year
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Current Fiscal Year
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Inception to Date (Fiscal Year)
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All Periods prior to the period selected
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Last 12 periods
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Last 12 Months
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Last 36 periods
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Last 3 Years
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Last 4 periods
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Last 4 months
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Last 6 periods
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Last 6 periods
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Last year - Current Period
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Last year’s current month (i.e. If it is 12/2023, this would give you the month of 12/2022)
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Last year - Current Period YTD
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Last Year current Month Year to Date (i.e. if it is 12/2023, this would give you 07/2022 - 12/2022)
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Next 12 Periods
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This is for forecasting
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Next Year - Current Period
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This is for forecasting
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Period + 10
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This is for forecasting
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Period + 11
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This is for forecasting
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Period + 2
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This is for forecasting
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Period + 3
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This is for forecasting
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Period + 4
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This is for forecasting
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Period + 5
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This is for forecasting
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Period + 6
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This is for forecasting
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Period + 7
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This is for forecasting
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Period +8
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This is for forecasting
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Period + 9
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This is for forecasting
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Period +19
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This is for forecasting
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Prior Period YTD
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Last month fiscal year to date
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Project Life to Date (Fiscal Year)
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This is used when you have a project that lasts multiple fiscal years.
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Year from Current Period
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This is for forecasting
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Award Time Period – Do Not use for Operating Account data
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Award Life to Date
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Award Schedule Start Date to current period
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Award schedule for Grant (Based on Start and End Dates of the project)
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This only comes up if you are searching for one grant, will auto populate Award Schedule Start and End Dates.
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8. Click on RPT – Facilities and Administration IDC Return Rates by Grant
9. In the prompt field, indicate the Grant worktag, period and time period. Currently it is defaulting to the most current information.
10. The view will be project, project name, grant, current year to date activity with a calculated percentage. Expand the outline to see the specific grants that have been transferred to your Research Dev worktag. This data is more of an audit report, but you can see the IDC Rate here as a calculated field to ensure the data is correct. And as always you can drill in to review additional details on the dollar amounts.
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Prompt
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Description
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Selections
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Default
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Time Period*
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This is the time frame you would like to report to run for.
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Best selections are Fiscal Year Current Period YTD. This selection provides the current fiscal year, July through the period in the next prompt.
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Current Period YTD
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Period
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The period is the starting point when the report is run.
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Can select by Current and Prior Periods, Last Closed Period and a multitude of selections for Fiscal Period. Only one period is allowed to be selected
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Current Month
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Grant Worktags
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Enter in the Grant worktag
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Various and can select more than one.
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None
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Time Period Selections are:
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Fiscal Time Period
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Budget to Date
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This is not working properly for FY24
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Current Period
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Current Month
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Current Period YTD
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Current Monty Year to Date
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Current Year
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Current Fiscal Year
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Inception to Date (Fiscal Year)
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All Periods prior to the period selected
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Last 12 periods
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Last 12 Months
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Last 36 periods
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Last 3 Years
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Last 4 periods
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Last 4 months
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Last 6 periods
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Last 6 periods
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Last year - Current Period
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Last year’s current month (i.e. If it is 12/2023, this would give you the month of 12/2022)
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Last year - Current Period YTD
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Last Year current Month Year to Date (i.e. if it is 12/2023, this would give you 07/2022 - 12/2022)
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Next 12 Periods
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This is for forecasting
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Next Year - Current Period
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This is for forecasting
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Period + 10
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This is for forecasting
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Period + 11
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This is for forecasting
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Period + 2
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This is for forecasting
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Period + 3
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This is for forecasting
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Period + 4
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This is for forecasting
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Period + 5
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This is for forecasting
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Period + 6
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This is for forecasting
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Period + 7
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This is for forecasting
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Period +8
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This is for forecasting
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Period + 9
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This is for forecasting
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Period +19
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This is for forecasting
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Prior Period YTD
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Last month fiscal year to date
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Project Life to Date (Fiscal Year)
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This is used when you have a project that lasts multiple fiscal years.
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Year from Current Period
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This is for forecasting
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Award Time Period – Do Not use for Operating Account data
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Award Life to Date
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Award Schedule Start Date to current period
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Award schedule for Grant (Based on Start and End Dates of the project)
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This only comes up if you are searching for one grant, will auto populate Award Schedule Start and End Dates.
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**Disclaimer**
These reports are in the process of being update with a Start and End Date. We will update accordingly when the changes are made.