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Grants Module 101
A Quick Reference Guide for Inquiry into Grants
Contracts and Grants
April 2016
Page 1
Table of Contents
Adding Pages to Favorites Pages 2-3
Viewing Information on the Award Profile Pages 4-8
Viewing Project Information Pages 9-14
Viewing the F&A Rate for a Project Pages 15-16
Viewing the Project Budget Pages 17-18
Designating an Approver When Out of the Office Pages 19-20
Some Helpful Queries Related to Grant Information Pages 21-28
Where to find this Quick Reference Guide Page 29
For Additional Questions Page 30
Page 2
Adding Pages to Favorites
The My Favorites Feature in PeopleSoft allows you to store the most
frequently used pages where you can access them in one single click.
● Determine the pages you would like to store in Favorites and navigate to each
specific page.
● Once you have the page in view on your screen, click on the PeopleSoft Add to
Favorites.
Page 3
Adding Pages to Favorites
● Click the OK button to add this page to your Favorites.
● Click the OK button to accept that it has been saved.
● Click Favorites to see that the page has been
added to the My Favorites section. The recently
used will always change because it holds the last
5 pages viewed.
Page 4
Viewing Information on the Award
Profile
To view information on the Award Profile begin with the following
navigation:
Main Menu → Grants → Awards → Award Profile
On the Award Profile page select USCSP as the Business Unit and type the
Project ID into the Project field, then click the Search button.
Page 5
Viewing Information on the Award
Profile
Within the Award tab, you can view the Award ID, Award PI, Sponsor, Post
Award Administration, Purpose, Award Dates, and Associated Projects. This
information comes from USCeRA.
Page 6
Viewing Information on the Award
Profile
Click the Funding tab to view the Start/End Date, Funded Amount, Project ID,
and Budget Posting Status.
Page 7
Viewing Information on the Award
Profile
Click the Resources tab to view the Subrecipient Name. (Note: There may not
be a Subrecipient on the Award.)
Page 8
Viewing Information on the Award
Profile
Click the Terms tab to view the Reference Award Number (Grant Number) in the
Explanation box.
The Reference Number is provided by the Sponsor. This number may change
and putting it here helps maintain History.
Page 9
Viewing Project Information
To view Project Information begin with the following navigation:
Main Menu → Grants → Awards → Project
On the Project General page select USCSP as the Business Unit and type the
Project ID into the Project field, then click the Search button.
Page 10
Viewing Project Information
Within the General Information tab, you can view the:
— Processing and Project Status: the status of “Project Status” is the same as an “Active”
status.
— Project Dates: the dates of the project.
— Date/Time Stamp and User Id: the time the project came through the interface or
when/who manually entered it.
— Description: a short description of the Project.
Page 11
Viewing Project Information
Click the Project Department tab to view the data and/or F & A allocation.
All come into PeopleSoft under the General Rule of 25% for Facilities, 37.5% for
USC, and 37.5% for Departments.
Continue to contact the CGA office if you would like to adjust your allocation
percentages.
Page 12
Viewing Project Information
Click the Manager tab to view the Project Manager. Every project is required to
have a Project Manager, and in many cases this is the project’s Principal
Investigator.
The Project Manager is also the first Approver for expenses.
Page 13
Viewing Project Information
Click the User Fields tab to view the Legacy Department and Fund.
The WS DeptFund number is the USCeRA project identifier.
Page 14
Viewing Project Information
At the bottom of any of the Project pages, you can click the Project Team
link.
On the Project Team page you can view the team and/or approvers for
expenses.
Page 15
Viewing the F&A Rate for a Project
To view the F&A Rate for a Project begin with the following navigation:
Main Menu → Grants → Awards → Project Activity
On the Project Activity page select USCSP as the Business Unit and type the
Project ID into the Project field, then click the Search button.
Page 16
Viewing the F&A Rate for a Project
Click the FA Rates tab to view the F&A Rate Information:
— Institution Rate: created to correspond with the Institution’s negotiated
rate.
— Sponsored Rate: most projects will not use this area.
— Funded Rate: the rate being used for your indirect cost expense.
Page 17
Viewing the Project Budget
To view the Budget for a Project begin with the following navigation:
Main Menu → Grants → Awards → Project Budgets
On the Project Budgets page select USCSP as the Business Unit and type the
Project ID into the Project field, then click the Search button.
Page 18
Viewing the Project Budget
Within the General tab, in the Budget Amounts for Period section, view
the Operating Unit, Department, Fund Code, Account, Class, Analysis Type,
and Budget Categories and Amounts.
Page 19
Designating an Approver When Out
of the Office
To designate an Approver when out of the office begin with the
following navigation:
Main Menu → My System Profile
Use the Alternate User section of the page to designate an approver.
Page 20
Designating an Approver When Out
of the Office
You can assign alternate users who are part of the workflow process because
they have the approver role in PeopleSoft
In situations where you will be unavailable, add a user to the Alternate User ID
field and enter a date range for when you are not going to be available. The
system uses these dates to forward routings to the alternate user.
Be sure to click the Save button when you are done.
Page 21
Some Helpful Queries Related to
Grant Information
To view all of the public queries available to you use the following
navigation:
Main Menu → Reporting Tools → Query → Query Viewer
On the Query Viewer page search by description, type the query description in
the field, and click Search. All of the related queries will appear. Find the one
you want to run and click the Run to HTML option.
Page 22
Some Helpful Queries Related to
Grant Information
For this presentation we will focus on 5 queries related to Grant Information you
may find useful:
Page 23
Some Helpful Queries Related to
Grant Information
The query SC_LEDGER_ACTUAL_JOURNALS/SC Ledger Actual Journal
can be used:
1. To see F&A revenue for all departments for a project.
— Populate the highlighted fields,
and click the View Results button.
Page 24
Some Helpful Queries Related to
Grant Information
— You can view the results in PeopleSoft, or export as a CSV file.
Page 25
Some Helpful Queries Related to
Grant Information
2. And to see F&A revenue for all projects in a departmental fund/internal
project.
— Populate the highlighted fields,
and click the View Results button.
— You can view the results in
PeopleSoft, or export as a CSV Text
file.
Page 26
Some Helpful Queries Related to
Grant Information
— You can view the results in PeopleSoft, or export as a CSV Text
file.
Page 27
Some Helpful Queries Related to
Grant Information
The query SC_GM_PI_PROJECTS/Projects Listed by PI can be used to see all
projects by Principal Investigator.
— Search by Project Team and click the View Results button.
— You can view the results in PeopleSoft, or export as a CSV Text file.
Page 28
Some Helpful Queries Related to
Grant Information
The query SC_GM_PI_AWARDS/Awards Listed by PI can be used to see all
awards by Principal Investigator.
— Search by PI Employee ID and click the View Results button.
— You can view the results in PeopleSoft, or export as a CSV Text file.
Page 29
Some Helpful Queries Related to
Grant Information
The query SC_GM_COSTSHARE_SUM_BY_PROJ/Cost Share Summary by
Project can be used to see a projects cost share summary.
— Populate the highlighted fields, and click the View Results button.
— You can view the results in PeopleSoft, or export as a CSV Text file.
Page 30
Some Helpful Queries Related to
Grant Information
The query SC_GM_DEPT_EXP_SUM/Dept. Grant Expense Summary can be
used to see all of the grant expenses for one department.
— Populate the highlighted fields, and click the View Results button.
— You can view the results in PeopleSoft, or export as a CSV Text file.
Page 31
Where to find this Quick Reference
Guide
Page 32
For Additional Questions
● If you have any additional questions please email them to
● This presentation is also available to download on our PeopleSoft
Training website.
Page 33
Thank You!
