2014 End User Training Manual template - NC … Documents/2014... · Web viewGEMS PROJECT MANAGEMENT WEBSITE Training Guide 2014 User Guide Table of Contents Table of Contentsi GCC

GEMS PROJECT MANAGEMENT WEBSITETraining Guide 2014

Table of ContentsTABLE OF CONTENTS..........................................................................................................................................IGCC PROJECT MANAGEMENT..........................................................................................................................III

GEMS Website Address......................................................................................................................................... iiiNCID...................................................................................................................................................................... iiiProject and System Roles.......................................................................................................................................iiiRequired Reports.................................................................................................................................................... iiiRequired Documentation........................................................................................................................................ iv

1 GETTING STARTED.................................................................................................................................1

1.1 SIGNING INTO GEMS.............................................................................................................................1

2 MY PROJECTS...........................................................................................................................................3

2.1 WORKING WITH GRANT PROJECTS........................................................................................................32.1.1 Access to Grant Projects...................................................................................................................32.1.2 Grant Project Status...........................................................................................................................4

2.2 PROJECT OVERVIEW...............................................................................................................................62.2.1 Project Reimbursements Summary...................................................................................................62.2.2 Project Budget Summary..................................................................................................................72.2.3 Project Information...........................................................................................................................7

2.3 PROJECT ATTACHMENTS........................................................................................................................82.4 NOTICE OF IMPLEMENTATION..............................................................................................................10

3 REIMBURSEMENT REQUESTS...........................................................................................................12

3.1 WORKING WITH REIMBURSEMENT REQUESTS.....................................................................................123.1.1 Creating a Reimbursement Request................................................................................................123.1.2 Supplying Documentation for the Reimbursement Request...........................................................13

3.1.2.1 Submitting Documentation Electronically..............................................................................................133.1.2.2 Submitting Documentation via Email.....................................................................................................14Adding a Coversheet..................................................................................................................................................14

3.1.3 Cancelling a Reimbursement Requestment....................................................................................153.2 REIMBURSEMENT DETAILS...................................................................................................................17

3.2.1 Creating a Reimbursement Detail Line Item...................................................................................173.2.2 Deleting a Reimbursement Detail Line Item...................................................................................19

3.3 SUBMITTING REIMBURSEMENT REQUEST FOR APPROVAL...................................................................203.3.1 Financial Officer Review................................................................................................................213.3.2 Project Reimbursements Summary.................................................................................................22

4 BUDGET ADJUSTMENTS......................................................................................................................25

4.1 WORKING WITH BUDGET ADJUSTMENTS.............................................................................................254.1.1 Creating a Budget Adjustment........................................................................................................254.1.2 Creating a Budget Adjustment Description.....................................................................................26

4.2 WORKING WITH BUDGET ADJUSTMENT LINE ITEMS...........................................................................274.2.1 Adding a Budget Adjustment Line Item........................................................................................274.2.2 Changing a Budget Adjustment Line Item......................................................................................294.2.3 Freezing a Budget Adjustment Line Item.......................................................................................314.2.4 Deleting a Budget Adjustment Line Item........................................................................................33

4.3 IN-KIND MATCH PLANNING.................................................................................................................354.4 BUDGET ADJUSTMENT REVIEW...........................................................................................................38

4.4.1 Reviewing a Budget Adjustment.....................................................................................................384.4.2 Editing a Budget Adjustment..........................................................................................................414.4.3 Cancelling a Budget Adjustment.....................................................................................................43

4.5 SUBMITTING A BUDGET ADJUSTMENT FOR APPROVAL –PROJECT DIRECTOR.....................................454.5.1 Submitting a Budget Adjustment for Approval –Financial Officer................................................46

5 NON-BUDGETARY ADJUSTMENTS....................................................................................................48

5.1 NON-BUDGETARY GRANT ADJUSTMENT REQUESTS............................................................................48SoftProduct Name of Class 2011 – mm/ddTable of Contents Page i

5.2 WORKING WITH NON-BUDGETARY ADJUSTMENTS..............................................................................515.2.1 Requesting Grant Period Extentions...............................................................................................515.2.2 Requesting Project Personnel Adjustment......................................................................................525.2.3 Requesting Project Modification.....................................................................................................55

6 VAWA ANNUAL PROGRESS REPORTS..............................................................................................62

7 VOCA REPORTS......................................................................................................................................65

7.1.1 Landing Page...................................................................................................................................657.1.2 Subgrant Award Report...................................................................................................................667.1.3 State Performance Report................................................................................................................67

8 PROJECT PROGRESS REPORT...........................................................................................................70

9 JUVENILE JUSTICE MID-YEAR/FINAL REPORT...........................................................................73

10 APPENDIX A: REIMBURSEMENT REQUEST SUPPORTING DOCUMENTATION INSTRUCTIONS...............................................................................................................................................77

Page ii SoftProduct Name of Class 2011 – mm/dd Table of Contents

GCC Project ManagementThe purpose of this document is to provide technical assistance in managing NC Governor’s Crime Commission grants. This provides step-by-step instructions on how to use the Grants Enterprise Management System (GEMS). The information below will be referred to throughout the training.

GEMS Website Addresshttp://gems.ncdps.gov

NCIDNorth Carolina Identity Management (NCID)

Authorizing Officials, Financial Officers and Project Directors must have an individual NCID associating them to the registered agency

NCID is the standard identity management and access service provided to state, local, business, and individual users. NCID provides a high degree of security and access control to real-time resources.

NCID is not managed by the Governor’s Crime Commission

You may go to https://ncid.nc.gov for registration and NCID Service Desk information.

Project and System Roles

Project Director Financial Officer Authorizing Official

Ensure that individuals who are filling new roles prior to the grant season are registered in their roles in GEMS.

Requesting a change in the Project Director Role

1. Click on the My Profile link on the main menu.

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http://ccpsprodspweb01:3249/

2. Click on the Request Access to Project link in the left navigation.

3. Click the dropdown button to display and choose the project for which you are requesting a change in the role of Project Director.

4. Click on the Project Director radio button to select it.

5. Type a justification for the request in the space provided.

6. Click the submit button to submit the request to the Organization Admin.Note: The Org. Admin will receive an email requesting approval.

Preface

Required Reports

VAWA Annual Progress Reports VOCA Reports Project Progress Reports Juvenile Justice Mid-Year/Final Report

Required Documentation

Equipment and Supplies Support Documentation Personnel Support Documentation Travel Support Documentation Contractual Support Documentation

SAM RegistrationSAM registration documentation has been added as a required part of the process in 2014.

Updating Your SAM Registration

1. Click on the My Profile link on the main menu.

2. Click on the Update Organization Information link.

SoftProduct Name of Class 2011 – mm/ddPreface Page v

Result: The Update You Organization Information Page is displayed.

3. Scroll down to the SAM information section highlighted in yellow.

4. Type in the new SAM Expiration Date in the text box.

For more information about this click on the question mark icon at the end of the text box. The message below will appear:

5. Attach the SAM Expiration Date of Proof by clicking the Browse button and following the directions to attach a file.

SAM Expiration Date Proof should be a document printed from the SAM.gov website containing the SAM.gov logo, your entity’s DUNS number and your entity’s expiration date.

Preface

1 Getting Started1.1 Signing into GEMSTo sign into GEMS, follow these steps.

1. Go to the GEMS website: http://gems.ncdps.gov.

2. Click the Sign In link at the top right of the GEMS home page.

3. Sign in to GEMS using your NCID Username and Password.

SoftProduct Name of Class 2011 – mm/ddTraining Manual Page 1

1. Type in your username.

2. Type in your password.

3. Click the Sign In button.

Username and Password Problems: Please use the information listed above to contact the ITS Service Desk not GCC.

Result:

BEFORE SIGNING INSign In in the right corner - Generic Home link to the left

AFTER SIGNING INWelcome username replaces Sign In

Home | Projects | Profile | Committee

4. To Sign Out: Click on the dropdown arrow to display choices.

5. Click on the Sign Out option.

GEMS Project Management Website Training Guide

2 My ProjectsThis section will explain the steps to review your grant project or access a grant project to complete a project action (i.e. request a project reimbursement).

2.1 Working with Grant Projects2.1.1 Access to Grant ProjectsThis section will explain the steps to review your grant project or access a grant project to complete a project action (i.e. request a project reimbursement).

To access your projects in GEMS:

1. Click the My Projects tab.

Result: The My Projects page will display the list of your Projects.

2. To review your project, click the Project Name link of the project you want to view.

Result: The Project Overview page is displayed.

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2.1.2 Grant Project Status Text following second sub-topic.

OPEN

Grant application is awarded by the Governor’s Crime Commission. The project is open for requesting reimbursements.

PENDING BUDGET ADJUSTMENT APPROVAL

Grant project has undergone a budget adjustment and awaiting approval from GCC. New reimbursements cannot be requested at this time.

HOLD

The project has been kept in hold by the GCC. New reimbursements cannot be requested and payment for existing reimbursement requests will also be kept on hold. Grantee will be told


about the reason for holding the project by email or phone.

A warning will be displayed warning of SOFL holds. The SOFL help document, accessed by click the click link gives information on next steps. Please do not contact GCC concerning these holds.

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2.2 Project OverviewThe first page of the grant project is the Project Overview screen.

It has three sections.

6. Project Reimbursements Summary

7. Project Budget Summary

8. Project Information

2.2.1 Project Reimbursements SummaryThe Project Reimbursements Summary section contains the reimbursement information that was previously requested for the selected project.

Each row in the grid represents a reimbursement and has information about Date, Requested amount and status of the request.

It also has a column named Action with links for Review, Edit and Cancel.


2.2.2 Project Budget SummaryThe Project Budget Summary section contains the budget line items that were filled out during the grant application stage. Each line item in the grid has: Budget Type, Budget Description and the Budget Amount requested from the grant application. It also shows the amount reimbursed and the amount remaining against each line item.

2.2.3 Project Information

The Project Information table contains project name, the projects organization name, implementing agency, project director name, GCC Grant Manager information and the project summary that was provided as part of the grant application.

Review this table to ensure the information is accurate.

If there are any changes to project information, contact your GCC Grant Manager

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2.3 Project AttachmentsDocuments that are relevant to the entire project i.e., contracts, agreements etc. should be uploaded here.

Reimbursement receipts should not be uploaded as project attachments.

To sign add an attachment to a project:

1. Click the Project Attachments link in the left navigation. You will be taken to a page to upload the attachments.

2. Any attachments that are uploaded during the grant application process can also be seen in this page.

3. Click Browse, select the document you want to upload and click Submit button.


4. Once the Submit button is clicked, a message Uploading Document, Please Wait is displayed.

Result: The document is attached to the project.

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2.4 Notice of Implementation1. Click the Notice of Implementation link in the left navigation. You will be taken to a

new form to enter the implementation measures. *You are unable to proceed in reporting expenses in the project if the Notice of Implementation report has not been entered.

Result: The Notice of Implementation page is displayed.

2. Select the checkbox for one or more activities and describe the implementation measures in the textbox below.

If other checkbox is selected, enter the Description in the textbox immediately below it.

3. Click Save button to save the notice. The form can be edited at a later point once it is saved.


Submit to GCC button will only be visible to the project director.

4. Once the form is complete, the Project Director should click Submit to GCC button. A notice of implementation is submitted to GCC for review.

Result: After notice of implementation is submitted to GCC, the form is no longer editable (grayed out) and a message is displayed at the bottom of the page showing the date on which it is submitted.

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3 Reimbursement RequestsA reimbursement request is a collection of line item reimbursements tied to a single reporting period. The following will guide you through the steps to create a reimbursement request.

New reimbursement requests cannot be created for projects:

is not open for reimbursements;

the end date is over 45 days in the past;

is currently in the middle of a budget adjustment process

3.1 Working with Reimbursement Requests

3.1.1 Creating a Reimbursement RequestTo Create a Reimbursement Request:

1. On the Project Overview page click the Create New Reimbursement Request button in project reimbursement summary section.


Enter: (1) Period Start and (2) Period End in the textboxes by typing them in using the xx/xx/xxx format or using the calendar picker.

(3) Choose the Yes or No radio button as to when this is the final reimbursement for the project.

(4) Click & Next to enter this information into the system.

3.1.2 Supplying Documentation for the Reimbursement Request

With each reimbursement request detail, the receipt for the expense has to be submitted either electronically or sent via mail. To minimize the number of scanned documents, a single uploaded document can contain multiple receipts and/or timesheets.

There are two ways to add supporting documentation for the Reimbursement Request:

Electronically

Via Email

1. Click Add new support document to upload a new document/receipt. A new panel will open.

3.1.2.1 Submitting Documentation ElectronicallyTo submit the document electronically:

1. Select the option Upload an electronic copy 2. Enter the Document Number3. Click the Browse button to select the document you want to upload4. Click Submit button.

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3.1.2.2 Submitting Documentation via EmailTo send the document via mail:

1. Select the option Send the receipt via mail 2. Enter the Document Number, 3. Enter the Description of the information being mailed4. Click the Submit button.

Adding a CoversheetPlease include this cover sheet along with all appropriate documentation to support the costs and expenditures that are recorded for this online GEMS Reimbursement Request.

5. Click Print cover sheet link. A new window will open and display the cover sheet.

6. After the document is uploaded, the support documentation section will show the document number and name/description of each document up-loaded or ‘via mail’ described.


7. Click Next button, which will take you to ‘reimbursement details’ page.

3.1.3 Cancelling a Reimbursement RequestTo Cancel a Reimbursement Request:

1. The Cancel Reimbursement page is displayed when the Cancel link is clicked in re-imbursements summary grid in the project overview page.

2. A message ‘Are you sure you want to cancel this reimbursement?’ is dis-played on the page along with two buttons.

3. Click ‘Yes, Cancel this reimbursement request’ in order to cancel the request. A message ‘Cancelling Reimbursement, Please Wait’ appears.

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A reimbursement request cannot be cancelled after it is submitted to GCC.

After cancelling request click project overview in left navigation to go back to main page.

OR:

Clicking ‘No, Go Back’ button will open project overview page and reimbursement request is not cancelled.


3.2 Reimbursement Details The Reimbursement Request Details page will have the five budget category tabs with the budget line items that were created during the GEMS application process.

3.2.1 Creating a Reimbursement Detail Line ItemTo Create a Reimbursement Detail Line Item:

2nd year budget line items will not display on this page until GCC has approved the 2nd year budget for the given grant project.

1. On the ‘Reimbursement Request Details’ page click Request Reimbursement on the line item against which you are requesting reimbursement.

2. Enter the required information in the reimbursement form.

Total Line Amount, Match Amount and Reimbursement Amount are calculated by the system based on the quantity, unit cost entered and match percentage for this line item.

If the Request is for a Personnel salary budget line, the system will request the Em-ployee Name and Position/Title that you are requesting reimbursement for.

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If the Request is for a Contractual budget line, the system will request the Ap-proved Service Provider or Contractor name that you are requesting reimburse-ment for.

3. Select the relevant support document by selecting the checkbox at the beginning of the document’s row.

4. Enter the Page Number of the relevant information related to this budget item in the attached document.

This will be used by the GCC Grant Manager to easily find the relevant information in the attached document.

5. Click Save Request button.

6. ‘Saving Reimbursement Request’ message displays.

7. A summary of reimbursement details is displayed at the bottom of the page in ‘Re-imbursement Request Details Review’ section.

8. When all items have been entered, click the Next button which will take you to the ‘reimbursement review’ page.


3.2.2 Deleting a Reimbursement Detail Line Item To Delete a Reimbursement Detail Line Item:

1. Go to ‘Reimbursement Request Details’ page by clicking Edit link on the project overview page.

This option is not available after the request is submitted to GCC.

2. In the ‘Reimbursement Request Details Review’ section at the bottom of the page click the Delete link in the last column.

After deleting the reimbursement detail, the ‘Budget Details’ section at the top of the page will be updated to show the latest budget information.

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3.3 Submitting Reimbursement Request for Approval

The Reimbursement Request Details Review page will show the summary of all details in that reimbursement period.

You will not be able to submit a reimbursement request for approval if your project has not completed the Notice Of Implementation form and/or GCC has not completed its review of it.

FINANCIAL OFFICER

1. Click Submit to Financial Officer button for approval.

An email will be sent to the Financial Officer. This reimbursement request will no longer be editable, unless the Financial Officer rejects it.

At the bottom of the page all activities regarding a reimbursement request is displayed in a table with date, name of the person and comments.


3.3.1 Financial Officer ReviewText following first sub-topic.

1. An email will be sent to the Financial Officer when the reimbursement request is submitted for review.

2. Access the GEMS website at https://gems.nccrimecontrol.org and sign in.

3. Click the My Projects tab.

4. Select the Project Name from the Active Grant Projects table that contains the Reimbursement Request you want to review.

5. The Project Overview page contains a Reimbursement Request Summary table.

6. Click the Review link next to the reimbursement you want to review.

7. Review the request detail lines.8. To approve the Reimbursement Request:

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https://gems.nccrimecontrol.org/

a. Enter your review comments in the Review Comments textbox.

b. Click the Submit to GCC button

c. The system will send an email to the Project Director informing them the re-imbursement request was approved.

9. To deny the Reimbursement Request:a. Enter your review comments in the Review Comments textbox.

b. Click the Denied, return for editing button

c. The system will send an email to the Project Director informing them the re-imbursement request was denied.

If the request is denied by the Financial Officer, it can be edited to make the required changes and submit it again.

10. At the bottom of the page all activities regarding a reimbursement request is dis-played in a table with date, name of the person and comments.

3.3.2 Project Reimbursements SummaryThe first page of the grant project is the Project Reimbursements Summary Section


The Project Reimbursements Summary section contains the reimbursement information that was previously requested for the selected project.

Each row in the grid represents a reimbursement and has information about Date, Requested amount and status of the request. It also has a column named Action with links for Review, Edit and Cancel. There is also a ‘Create New Reimbursement Request’ button below the grid for creating a new request. The process for creating a new request is explained in Section 4.(1) Action Buttons: Review, Edit, and Cancel.(2) Statuses: New, Pending Financial Officer Approval, Submitted, Approved, Payment Pending, Paid, and Rejected.

(1) Action Buttons:

To review or approve an existing reimbursement request, click Review. A read-only version of the reimbursement request opens.

To edit an existing reimbursement request, click Edit. This link will not be visible to users who do not have edit permissions.

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To cancel an existing reimbursement request, click Cancel. This link will not be visible to users who do not have edit permissions.

Edit and Cancel links in Action column will not be visible to anybody including project director, once the reimbursement request is submitted to GCC for approval. Same is also true if the request is

rejected by GCC.

(2) Description of Reimbursement Statuses:

New A new reimbursement request has been created.

Pending Financial Officer Approval

The reimbursement request has been submitted to the Financial Officer and is pending his or her approval.

Submitted The Financial Officer has submitted the request to GCC.

Approved GCC Grant Manager has approved the request.

Payment Pending Request has been forwarded from GCC to the Finance section and payment is pending.

Paid Check has been electronically transferred for the amount approved by GCC.

Rejected Reimbursement request has been rejected.


4 Budget AdjustmentsA budget adjustment is a series of project budget line item adjustments that may result in a net gain or loss for your project. Since all project funding is associated with a project budget line item, if a lower project budget total is created as a result of an approved budget adjustment, surplus monies will revert to GCC.

4.1 Working with Budget AdjustmentsYou will not be able to submit a budget adjustment for approval until all submitted reimbursement requests have a status of Paid, Payment Pending or Rejected.

4.1.1 Creating a Budget Adjustment1. On the ‘Project Overview’ page click the button. Click the Budget Adjustment link in

the left navigation. You will be taken to a page to create/review budget adjustments for this project.

2. On the ‘Project Budget Adjustment’ page click the Create New Budget Adjustment Re-quest button. Please note: If you have any Reimbursement Requests in process – this but-ton will not be visible.

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4.1.2 Creating a Budget Adjustment Description1. On the Budget Adjustment Description screen enter your Budget Adjustment De-

scription in the text box. The description should be a short narrative, of no more than 1,000 characters, on the specific changes to your budget and a justification for those changes.

2. Click the Save & Next button to continue to the next screen. To return to the previ-ous screen click the Back button.

3. Saving Budget Adjustment Description, Please Wait…’ message displays.


4.2Working with Budget Adjustment Line Items4.2.1 Adding a Budget Adjustment Line ItemText following first sub-topic.

1. From the ‘Budget Adjustment Details’ page. Click on the area you wish to Add your budget line item to: (Equipment, Personnel, Supplies, Travel or Contractual).

This example will start in the Personnel section.

2. Click the Add New Budget Item Link.

3. The Add/Edit Budget Item section appears.

1) Select the type from the drop down menu.

2) Enter a unique Description.

3) Enter the Number of Months or Hours.

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4) Enter the Hourly or Monthly Rate.

4. The Total Cost will automatically be calculated.

If the Budget Adjustment Detail is for a Personnel:Salaries or Contrac-tual budget line, the system will request the additional Position Informa-tion.

5. Select the Add/Update Budget Item button to add the new line item.

OR, select the Cancel Budget Item button to cancel the new line item.

6. The Updated Budget Details section appears and displays the new budget line item. The net adjustment is also shown. It displays the Total Adjustment amount, the Federal Share of the Adjustment, and the Match Share of the adjustment ( if appli-cable).


Note: You can remove the new line item by selecting Remove.

4.2.2 Changing a Budget Adjustment Line ItemText following second sub-topic.

You will not be able to submit a budget adjustment for approval if your project has any reimbursement requests in the submission process or pending approval.

1. From the ‘Budget Adjustment Details’ page. Select and click on the area (Equipment, Personnel, Supplies, Travel or Contractual) you wish to Change your line item budget adjustment. This example will start in the Contractual section.

2. Click the Change Link.

Results: The Budget Adjustment Summary section appears.

(1) Original Entries, (2) Updated Entries and (3) Actual Change in Values.

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a. Enter the Quantity.

b. Enter the Unit Cost.

4. The Total will automatically be calculated.

5. Click the Save Budget Detail Request link.

6. Once the Save Budget Detail Request link is clicked, the message ‘Saving Budget Adjustment Request, Please Wait…’ is displayed.

7. The Budget Adjustment Summary section appears. It shows you the: (1) Original Entries, (2) Updated Entries and (3) Actual Change in Values.


8. The Original Budget Details section appears and displays the original budget line item and the Updated Budget Details section appears and displays the new budget line item.

Note: you can remove the new line item by selecting Remove.

4.2.3 Freezing a Budget Adjustment Line Item

:FREEZEIf a reimbursement request has been submitted against a budget line item, you can freeze the line item. The budget line item is adjusted to equal the quantity and total cost of the completed reimbursement requests for the given budget line item.

1. From the ‘Budget Adjustment Details’ page. Click on the area you wish to Freeze your line item budget adjustment. (Equipment, Personnel, Supplies, Travel or Con-tractual). This example will start in the Supplies section.

2. Click the Freeze Link.

3. The Budget Adjustment Summary section appears. It shows you the:

(1) Original Entries, (2) Updated Entries and (3) Actual Change in Values.

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4. Click the Save Budget Detail Request link.

5. Once the Save Budget Detail Request link is clicked, the message ‘Saving Budget Adjustment Request, Please Wait…’ is displayed

6. The Updated Budget Details section appears and displays the new budget line item. The net adjustment is also shown. It displays the Total Adjustment amount, the Federal Share of the Adjustment, and the Match Share of the adjustment ( if appli-cable).

You can remove the new line item by selecting Remove.

In this Freeze example, the line item is now "frozen" at 20 calculators purchased at $45.00 each for a total of $900.00. This means that $2,700.00 may now revert if it is not reassigned to an existing line item (in a Change, section 20) or to a new line item (in an Add, section 17).

NOTE: To perform a Change on an item that only supports Freeze,

1. Perform the Freeze on the exisiting budget line itemGEMS Project Management Website Training Guide

2. Add a new budget line item with a new unique description. Example: Create a new line with a decription of Boots (version 2) for a Freeze line with a description of Boots

4.2.4 Deleting a Budget Adjustment Line Item

To Delete of Budget Adjustment Details:

From the ‘Budget Adjustment Details’ page.

1. Select and click on the area (Equipment, Personnel, Supplies, Travel or Contractual) you wish to Delete from your line item budget adjustment.

This example will start in the Travel section.

2. Select and click the Delete link for the budget line item you wish to delete.

Results: The Budget Adjustment Summary section is displayed.

3. Click the No button if you no longer wish to delete the item.

4. Otherwise, Click the Yes button to confirm you wish to delete the item.

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5. Once the Yes button is clicked, the message ‘Saving Budget Adjustment Request, Please Wait…’ is displayed

6. The Updated Budget Details section appears and displays the new budget line item. The net adjustment is also shown.

It displays the Total Adjustment amount, the Federal Share of the Adjustment, and the Match Share of the adjustment ( if applicable).

Note: you can remove the new line item by selecting Remove.


4.3 In-Kind Match PlanningYou will not be able to submit a budget adjustment for approval if your project has any reimbursement requests in the submission process or pending approval.

If the number under Match Remaining is RED, then you need to assign your match before you are allowed to submit your budget adjustment to GCC.

The In-Kind/Cash Match Planning summary shows how your budget will be affected:

Budget SubTotal – Total of the entire project budget Match Required – Amount the organization must match Match Remaining – Amount remaining to be recorded against the new adjusted budget In-Kind Match SubTotal – Total of In-Kind match already assigned to budget line items Cash SubTotal – Total of Cash match already assigned to budget line items

1. You can, also, select the >In-Kind/Cash Match Planning button from the navigation menu on the left of your screen.

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2. For the budget line item you are assigning match, select the type of match you wish to use. In this example, we are doing an In-Kind Match. Click ‘In-Kind Match’

3. The Add/Edit Match for Budget Item appears. This section will show you the budget line item, the current in-kind match, the current cash match, what type of match you are as-signing. It, also, allows you to input the amount of your match.

4. Input the amount of match.

5. Click the Add/Update Match button.

6. Once the Add/Update button is clicked, the message ‘Saving Match Information, Please Wait…’ is displayed.


7. When the Match Summary box has a black $0.00 in the Match Remaining field, you have completed all of your In-Kind Cash Match Planning. Otherwise, repeat steps 6 – 12 until the entire match has been assigned.

NOTE: If the number under Match Remaining is RED, then you need to assign your match before you are allowed to submit your budget adjustment to GCC.

8. To do a Cash Match for the budget line item you are assigning match, select and click ‘Cash Match’.

Repeat steps 6 – 10 to complete your Cash Match.

If you need to got back to a previous screen, select & click the Back button.

If you have completed all your line item budget adjustments, select &

click the Next button.

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4.4 Budget Adjustment ReviewYou will not be able to submit a budget adjustment for approval if your project has any reimbursement requests in the submission process or pending approval.

You can access the Budget Adjustment Review screen by selecting Next when entering a budget adjustment or at end of entering your budget adjustments.

You can, also, access the Budget Adjustment Review screen by clicking the Budget Adjustment Review button on the left navigation menu.

4.4.1 Reviewing a Budget AdjustmentTo Review a Budget Adjustment:

1. The Budget Adjustment Review screen appears. The Original Budget Details sec-tion shows all the original budget line items that had budget adjustments per-formed against them. The Updated Budget Details section shows all the budget line items that have resulted due to budget adjustments.


You can access the Budget Adjustment Review screen by selecting Next when entering your budget adjustments.

You can, also, access the Budget Adjustment Review screen by clicking the Budget Adjustment Review button on the left navigation menu.

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2. Enter any comments for the Financial Officer into the Review Comments text box.

3. To return to the main Buget Adjustment page, select & click the Go Back Adjust-ment Summary Page button.


4. To submit to the Financial Officer, select & click the Submit to Financial Officer button.

An email will be sent to your Financial Officer

4.4.2 Editing a Budget Adjustment

To Edit a Budget Adjustment:

1. On the ‘Budget Adjustment” screen, select the Edit link.

Description of Budget Adjustment StatusesNew A new Budget Adjustment request has been created. Pending Financial Officer Approval

The Budget Adjustment request has been submitted to the Financial Officer and is pending his or her approval.

Submitted to GCC The Financial Officer has submitted the Budget Adjustment request to GCC.

ModificationsRequired

GCC Grant Manager has returned the Budget Adjustment for modifications to be made to the budget adjustment.

ModificationsComplete

The modifications have been made and the Budget Adjustment has been re-submitted to GCC.

Approved GCC Grant Manager has approved the request.

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Completed When the Project Budget has been updated to reflect the approved Budget Adjustments.

Denied Budget Adjustment request has been rejected.

Edit and Cancel links in Action column will not be visible to any one including Project Director, once the Budget Adjustment request is submitted to GCC for approval. Also true if the request is rejected by GCC.

2. The Budget Adjustment Details page appears for you to review. This page allows you to see:

1) Current project budget information 2) Budget Adjustment section,3) Original Budget Details4) Updated Budget Details5) Net Adjustment section.


3. The Update Budget Details section allows you to edit/delete existing line item bud-get adjustments, or you can add new line item budget adjustments.

4.4.3 Cancelling a Budget Adjustment

To Cancel a Budget Adjustment:

1. On the ‘Budget Adjustment’ screen, select the Cancel link.

2. The Cancel Budget Adjustment screen appears.

3. Click No, Go Back to return to the previous Screen.

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Or, Click Yes, Cancel this adjustment request to cancel your adjustment.

3. Once the Yes, Cancel this adjustment request button is clicked, the message ‘Cancelling Adjustment, Please Wait…’ is displayed

4. When the Budget Adjustment has been cancelled, the message ‘Budget Adjustment Request Successfully Deleted’


4.5 Submitting a Budget Adjustment for Approval –Project Director


Project Director

The Budget Adjustment approval block for the Project Director is found on the Budget Adjustment Review screen at the bottom of the page.

Project Editor

If you are NOT the Project Director or a Project Editor the approval block will not be visable.

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4.5.1 Submitting a Budget Adjustment for Approval –Financial Officer


If you are the Financial Officer:

The Budget Adjustment signature block for the Financial Officer is found on the Budget Adjustment Review screen at the bottom of the page. Please note, if you are NOT the Financial Officer the approval block will not be visable.

You access the Budget Adjustment Review screen by clicking the Budget Adjustment Review button on the left navigation menu.


2. Enter any comments in the Review Comments text box.

2. To submit to GCC, click the Submit to GCC button.

An email will be sent to the GCC Grant Manager.

3. To deny the request, click the Denied, return for editing button.

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5 Non-Budgetary AdjustmentsROLES:

PROJECT DIRECTOR (only) can submit the non-budgetary grant adjustment request to GCC.

PROJECT EDITOR can create a request and edit the request.

5.1 Non-Budgetary Grant Adjustment RequestsNon-Budgetary Grant Adjustments can be accessed in the left navigation under My Projects.

_______________________________________________________________________

There are four non-budgetary adjustment request types:

1. Grant Period Extension - request an extension for the project.2. Project Personnel Modification - add/change job information for personnel and

contractual budget line items3. Project Modification - change the abstract, narrative, timeline, goals and objectives

of the project.

4. Other Adjustments - request any miscellaneous non-budgetary adjustments.GEMS Project Management Website Training Guide

_______________________________________________________________________

After a non-budgetary grant adjustment request is made, all such requests are shown with their corresponding status. Each request has an ‘Action’ column and a ‘Status’ column along with the requested date.

_______________________________________________________________________

Non-budgetary grant adjustment request status explanations

Status Description of Status

New A non-budgetary grant adjustment request is created and is yet to be submitted to GCC.

Submitted The request is submitted to GCC.

Modifications Required GCC has requested some modifications in the request.

Modifications Complete Modifications are made to the request and resubmitted to GCC.

Approved GCC has approved the request and non-budgetary grant ad-justment has been made.

Denied Request is denied. Resubmission of this request is not possible.

_______________________________________________________________________

The action column has ‘Review’, ‘Edit’ and ‘Cancel’ links against each non-budgetary grant adjustment request. These links are explained below.

Status Description of Status

Review This link is visible at all times. Clicking this link show the information that was entered in the request.

Edit Clicking this link will allow to edit a request that was saved before. This link is visible when the request is in ‘New’ and ‘Modifications Re-

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quired’ statuses.Cancel Clicking this link will delete a request that was saved before. This link

is visible when the request is in ‘New’ and ‘Modifications Required’ statuses.

5.2 Working with Non-Budgetary AdjustmentsTo Request a Grant Period Extention:


5.2.1 Requesting Grant Period Extentions1. From the left navigation under ‘My Projects’ select ‘Non-Budgetary Grant Adjustment’.

Click ‘Grand Period Extension’ button on this page.

2. On the grant period extension page, enter the desired end date and justification for the ex-tension request.

3. Click ‘Save’ button to save the entered information. Saved information can be edited at a later time be-fore the request is submitted to GCC.

4. Click ‘Submit to GCC’ after completing the extension request. This button is only visible to Project Direc-tor.

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5. After the request is submitted to GCC, a mes-sage is shown to indicate that the request is submitted successfully.

6. ‘Grant Period Extension’ request is shown on the ‘Non-Budgetary Grant Adjustment’ page.After submitting to GCC, the status of the request is shown as submitted. The request can be viewed at any time in a read only format by clicking the ‘Review’ link.

5.2.2 Requesting Project Personnel AdjustmentTo Request a Personnel Adjustment:

1. From the left navigation under ‘My Projects’ select ‘Non-Budgetary Grant Adjust-ment’.

Click ‘Project Personnel Modification’ button on this page.


2. On the personnel modification page, personnel and contractual budget lines are dis-played with the option to add/change job information.

3. Click ‘Add Job Info’ to add the job informa-tion for a budget line.

4. Click ‘Change Name’ to change the em-ployee/contractor name for that budget line.

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5. After clicking the ‘Add Job Info’ a new form opens in the same page to add the infor-mation.

6. After completing the form, click ‘Save’ to save the job information. Click ‘Cancel’ to close the form without saving.

7. Saving the job information will create a personnel modification request. This request can be reviewed by clicking the ‘View’ link. The request can be deleted and a new one can be created by clicking the ‘Delete’ link.


8. Click ‘Save’ button to save the personnel modifi-cation request. Saved information can be edited at a later time before the request is submitted to GCC.

9. Click ‘Submit to GCC’ after completing the per-sonnel modification request. This button is only visible to Project Director.

10. After the request is submitted to GCC, a message is shown to indicate that the re-quest is submitted successfully.

11. ‘Personnel Modification’ request is shown on the ‘Non-Budgetary Grant Adjustment’ page. After submitting to GCC, the status of the request is shown as submitted.

The request can be viewed at any time in a read only format by clicking the ‘Review’ link.

5.2.3 Requesting Project ModificationTo Request a Project Modification:

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1. From the left navigation under ‘My Projects’ select ‘Non-Budgetary Grant Adjustment’.

Click ‘Project Modification’ button on this page.

2. The personnel modification allows changing Abstract, Narrative, Timeline, Goals and Objectives.

3. Click ‘Abstract’ tab to change the project abstract. A textbox is shown below the current abstract to enter the new information. If the request is approved, new abstract will re-place the current abstract.


4. Click ‘Narrative’ tab to change the project narrative. A textbox is shown below the cur-rent narrative to enter the new information. If the request is approved, new narrative will replace the current narrative.

5. Click ‘Timeline’ tab to change the project timeline. A textbox is shown below the cur-rent narrative to enter the new information. If the request is approved, new timeline will replace the current timeline.

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6. Click ‘Goals’ tab to change or add project goals. Click ‘Change’ to make changes to an existing goal. Click ‘Add New Goal’ to add a new project goal. Only two goals are al-lowed for a project.

7. After clicking ‘Add new Goal’, a new text box is shown. Enter the new project goal and click ‘Save Goal’.


8. After saving the new goal, it is shown below the existing goals.

9. The new goal can be changed by clicking the ‘Edit’ link against it. The ‘Delete’ link will delete the new goal. Editing and deleting a goal is only possible before submitting the project modification to GCC.

10. Click ‘Objectives’ tab to change or add project objectives. Click ‘Change’ to make changes to an existing objective. Click ‘Add New Objective’ to add a new project objec-tive. Only four objectives are allowed for a project.

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11. After clicking ‘Add new Objective’, a new text box is shown. Enter the new project ob-jective and click ‘Save Objective’.

12. After saving the new objective, it is shown below the existing objectives.


13. The new goal can be changed by clicking the ‘Edit’ link against it. The ‘Delete’ link will delete the new goal. Editing and deleting a goal is only possible before submitting the project modification to GCC.

14. Enter the ‘Justification for Project Modification’ by clicking the ‘Justification’ tab.

15. Click ‘Save’ button to save the project modification request. Saved information can be edited at a later time before the request is submitted to GCC.

16. Click ‘Submit to GCC’ after completing the project modification request. This button is only visible to Project Director.

17. After the request is submitted to GCC, a mes-sage is shown to indicate that the request is submitted successfully.

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18. ‘Project Modification’ request is shown on the ‘Non-Budgetary Grant Adjustment’ page. After submitting to GCC, the status of the request is shown as submitted. The re-quest can be viewed at any time in a read only format by clicking the ‘Review’ link.


6 VAWA Annual Progress ReportsYou will only have to complete VAWA Annual Progress Reports for project’s with a Program Priority funded from a VAWA Federal Grant.

1. Select the VAWA Reports navigation link.

2. On the VAWA Reports Landing page, download the latest VAWA Annual Progress Report Template .pdf file and complete.

3. Click the Annual Progress Report link you are planning to submit.

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4. The VAWA Annual Project Report page will display.

5. To select the document to upload, click the Browse.. button

6. Select the VAWA Annual Progress Report you have completed and click the Open button.

7. To upload the selected document, click the Upload button.


8. The system will upload the document.

9. Click the checkbox if you have validated your report.

10. Click the Submit to GCC button.

You must be in the role of the Project Director to submit the attachment to GCC.

11. System will display the time the report was submitted to GCC

WARNING: If the report is not submitted to GCC prior to the defined deadline, all active projects associated with the project’s organization will be set to HOLD until the report is submitted to GCC. This will prevent any future reimubursements from being submitted to GCC for any project from the given organization until the HOLD is removed.

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7 VOCA ReportsYou will only have to complete VAWA Annual Progress Reports for projects with a Program Priority funded from a VOCA Federal Grant.

7.1.1 Landing Page1. Select the VOCA Reports navigation link.

NOTE: The VOCA Reports Landing page will display the following reports:

Report Name Due DateInitial Subgrant Award Report 30 days after project start dateThree Month State Performance Report October 30th*

Nine Month State Performance Report July 30th*

Revised Subgrant Award Report 30 days after project end date

* 2 year projects will require up to 2 3-month reports and 2 9-month reports.

The page will display the due date for each report.

WARNING: If the report is not submitted to GCC prior to the defined deadline, all active projects associated with the project’s organization will be set to HOLD until the report is submitted to GCC. This will prevent any future reimubursements from being submitted to GCC for any project from the given organization until the HOLD is removed.


7.1.2 Subgrant Award ReportAlthough Project Editors can complete and save this report, the Project Director is the only role that can submit this report to GCC.

1. Select the Initial Subgrant Award Report.

2. Complete all questions on the Initial Subgrant Award Report.

3. When complete, click Submit to GCC button.

a. Click Save to save the form any time before submitting to GCC.

4. After a successful, submission to GCC, The page will display the date the report

was submitted.

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NOTE: The Revised Subgrant Award Report cannot be submitted to GCC until the final reimbursement has been submitted to GCC.

7.1.3 State Performance ReportNOTE: Although Project Editors can complete and save this report, the Project Director is the only role that can submit this report to GCC.

NOTE: Each State Performance Report will display the timeframe of activities the report is to cover. You cannot submit to GCC before the periods start date.

1. Select the appropriate State Performance Report.

2. Complete all questions on the Initial Subgrant Award Report.

3. To upload anecdotal information and case history documents, click the Choose File button.


4. Select the File you want to upload and click the Open button.


6. The system will upload the file and display the file. You can delete the file by clicking the Delete link.

NOTE: You can add multiple files to this section

7. When complete, click Submit to GCC button.

a. Click Save to save the form any time before submitting to GCC.

8. After a successful, submission to GCC, The page will display the date

the report was submitted.

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NOTE: The Revised Subgrant Award Report cannot be submitted to GCC until the final reimbursement has been submitted to GCC.


8 Project Progress ReportNOTE: The project’s Project Director will be notified 30 days and 15 days prior to the due date of the report.

1. Select the Project Progress Reports navigation link

2. From the Create Report table, select the Project Progress Report you want to create;

- OR -

From the Submitted Report table, select the Project Progress Report you want to edit or view.

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3. Enter the accomplishments during the given period for each Project Objective.

4. Enter the accomplishments during the given report period for the Project Timeline. of Ac-tivities section.


5. Enter the General Comments for the Progress Report.

6. Click the Submit to GCC button.

NOTE: You must be in the role of the Project Director to submit the attachment to GCC.

WARNING: If the report is not submitted to GCC prior to the defined deadline, all active projects associated with the project’s organization will be set to HOLD until the report is submitted to GCC. This will prevent any future reimubursements from being submitted to GCC for any project from the given organization until the HOLD

is removed.

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9 Juvenile Justice Mid-Year/Final Report

Describe the basic information that will be covered in this chapter. You may also want to list the learning objectives here.

1. Select the JJ Mid/Final Reports navigation link.

2. From the Create Report table, select the Report you want to create

- OR -

From the Submitted Report table, select the Report you want to edit or view.


3. If your project does not provide direct services, click the Skip/Delete Section I.Then, Click YES button to acknowledge this decision

4. If your project does provide direct services, complete Section I

5. You can click the Save button at any time to save the current state of the report.

6. When complete, click Save & Next Section button.

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7. Complete all Section II questions.

8. To upload any publications, curricula, etc. created this reporting period related to your project, click the Choose File button

9. Select the File you want to upload and click the Open button



11. The system will upload the file and display the file. You can delete the file by clicking the Delete link.

9. You can click the Save button at any time to save the current state of the report.

10. When complete, click Save & Next button.

11. Review the report and click Submit to GCC button.

12. Report will show the date and time of submission.

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10 Appendix A:Reimbursement Request Supporting Documentation Instructions

Equipment and Supplies Support DocumentationReceipts or invoices showing proof of payment must be submitted when the reimbursement for each item is claimed. Assign a number to each document and select either to upload or send the documents via mail.

Personnel Support DocumentationTimesheets and payroll statements showing all fringe benefits paid must be submitted when the reimbursement is claimed. Assign a number to each document and select either to upload or send the documents via mail. Notes:

Submit a time sheet for each employee or volunteer (calendars will not be accepted in lieu of time sheets for volunteers)

Time sheets must be signed by the employee/volunteer and the supervisor.

Travel Support DocumentationReceipts or invoices showing proof of payment must be submitted when the reimbursement for each item is claimed. Assign a number to each document and select either to upload or send the documents via mail. Notes:

Submit a travel log that shows the following information. The travel log must be signed by a supervisor.

1. Dates of travel2. Traveler’s name3. Destination4. Mileage

All reimbursement requests for travel, lodging, and subsistence (per diem – hotels and meals) must be submitted on a travel log that is signed by both the employee and supervi-sor. Hotel receipts must be submitted as supporting documentation.

Using State of NC per diem, hotel receipts are required (with a maximum of $65.90 in-state and $78.05 out of state, plus tax unless prior permission for an excess amount is obtained). The traveler is authorized 7.75 for breakfast, $10.10 for lunch and 17.30 in state/19.65 for out of state dinner. State mileage is .51 per mile. These rates are in effect as of May 2011.

Using Grantee agency’s per diem, follow board approved travel policy as long as expenses do not exceed the established State rates.


Contractual Support DocumentationInvoices showing proof of payment must be submitted when the reimbursement for each service is claimed. Assign a number to each document and select either to upload or send the documents via mail.

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