System Navigation for Grants - financials.ucf.edu€¦ · Complete Final Review ... Issue Date (date that the change goes into effect – If it is pending, leave blank.) ... Page

Table of Contents Page i

System Navigation for Grants

UCF Financials

TABLE OF CONTENTS

Table of Contents ............................................................................................................... i

Course 3. Maintain Awards ............................................................................................. 1 I. Award Modifications ............................................................................................................... 1 II. No-Cost Extension ................................................................................................................. 3 III. Change in Principal Investigator ......................................................................................... 11 IV. Change in Sponsor .............................................................................................................. 17 V. Change in Terms .................................................................................................................. 18 VI. Change Project F&A .......................................................................................................... 20 VII. Manual Update of Converted Pre-award Spending Projects ............................................. 23 VIII. No Longer Pre-award Spending ....................................................................................... 26 IX. Update ChartField Attributes.............................................................................................. 29 X. Project Status ....................................................................................................................... 32 XI. Add Incremental Funding on Existing Contract Line ......................................................... 34 XII. Budget Transfer ................................................................................................................. 41 XIII. Reduce Billing Limit Below Expenditures Fixed ............................................................ 42 XIV. Reduce Billing Limit Below Expenditures As Incurred .................................................. 52 XV. Perform Limit Checking ................................................................................................... 57 XVI. Milestone Completion ..................................................................................................... 60 XVII. Complete Final Review .................................................................................................. 62 XVIII. Prepare Final Reports and Invoices .............................................................................. 63 XIX. Move Residual Funds ...................................................................................................... 64 XX. Close Award, Project, & Activity ..................................................................................... 65

Grants – Maintain Awards Course 3, Page 1


UCF Financials

COURSE 3. MAINTAIN AWARDS

I. AWARD MODIFICATIONS

After a modification has been made in the Huron Research Suite (HRS) due to a no-cost extension, incremental funding, or an unofficial extension, the award needs to be modified in UCF Financials. Follow these steps to modify the award:

Step Action

1. Navigate to Main Menu > Grants > Awards > Award Profile.

2. The values in the following fields:

a) Business Unit b) Project (Project ID)



UCF Financials

Step Action

3. Click Search.

4. Click the Award Modifications link.

5. Enter values in the following fields:

a) Reference Award Number b) Issue Date (date that the change goes into effect – If it is pending, leave blank.) c) Begin Date (of the award) d) End Date (of the award)

6. Click Save.



UCF Financials

No Cost Extension

Grants

Man

agement

Team HRS

Grants

Man

agement

Team PS

FSS Team

University of Central Florida: Future State Business Process Flow

Amendment is made in HRS

Run the HRS Report

Change Dates on Modify End Dates

page

Change the end date of the PI

Update the end date in both ledgers

II. NO-COST EXTENSION When an award that has already been set up is extended, a no-cost extension can be set up in the following manner:

Step Action

1. Navigate to Main Menu > Grants > Awards > Modify End Dates.



UCF Financials

Step Action


a) Business Unit b) Project

3. Click Search. (See image in previous step.)

4. Select all lines for which the end date needs to be modified.

5. In the Copy End Dates section, enter the New End Date. (See image in next step.)

Note: Remember that the Contract End Date is the Award End Date plus 180 days.



UCF Financials

Step Action

6. Click the Copy New End Date button.

The Project End Date and Activity End Date populate.

7. Click Save. (See first image in previous step.)

8. Navigate to Main Menu > Commitment Control > Define Control Budgets > Budget Definitions.

Note: Contact Financials Support Services to update the Budget Definitions.



UCF Financials

Step Action


a) SetID Value [UCF01] b) Ledger Group [CC_PGRT_CH]


11. Select the Control ChartField tab.

12. Click the Find link.

13. In the dialog box that opens enter the Project ID.

14. Click OK. (See image in previous step.) The project will become the first line in the table.



UCF Financials

Step Action

15. Update the End Date to be the correct End Date plus 60 days. (See image in next step.)

16. Click Save.

17. Click Return to Search. (See image in previous step.)


a) SetID Value [UCF01] b) Ledger Group [CC_PGRT_PT]


20. Select the Control ChartField tab.



UCF Financials

Step Action

21. Click the Find link.

22. In the dialog box that opens, enter the Project ID.

23. Click OK. (See image in previous step.) The project will become the first line in the table.

24. Update the End Date to be the correct End Date plus 60 days. (See image in next step.)

25. Click Save.

26. Click Return to Search. (See image in previous step.)



UCF Financials

Step Action

27. Navigate to Main Menu > Grants > Awards > Project.


a) Business Unit b) Project




UCF Financials

Step Action

30. Click the Project Team link.

31. Click the EMPLID of the principal investigator (PI).

32. Update the End Date.

33. Click Save.



UCF Financials

Change in PI

Grants

Man

agem

ent

Team H

RS

Grants

Managem

ent

Team PS


Amendment is made in HRS

Run the HRS Report

Change the PI on the Award Profile

Change the end date of the old PI and uncheck the

PM box

Change the Activity Owner

Add in the new Project PI

III. CHANGE IN PRINCIPAL INVESTIGATOR

After an award is set up, a new principal investigator (PI) can be associated with a contract in UCF Financials, and award activity will continue with the new PI. Follow these steps to adjust the PI role:

Step Action




UCF Financials

Step Action



3. Click Search.

4. Enter new employee ID in Award PI.

5. Click Save.



UCF Financials

Step Action

6. Click the Project link.

7. Click the Project Team link.

8. Click the current PI employee ID (EMPLID) link.

9. Uncheck the Project Manager box.

10. Alter employees’ dates if necessary. (See image in previous step.)



UCF Financials

Step Action

11. Click Save.

12. Select the Team Detail tab.

13. Add a new row.


a) Employee ID b) Project Role [PI] c) Project Manager [Check] d) Start Date e) End Date



UCF Financials

Step Action

15. Click Save.

16. Click Add Member to Activity Team.

17. Select the Employee and Activity to copy the employee to.

18. Click Save. (See image in previous step.)



UCF Financials

Step Action

19. Navigate to Main Menu > Grants > Awards > Project Activity.

20. Update Activity Owner to the new PI.

21. Click Save.



UCF Financials

IV. CHANGE IN SPONSOR

If an award was generated, but the contract was set up with the wrong sponsor, the contract needs to be closed and a new proposal set up.

Step Action

1. Close the contract.

2. Create a new proposal with the correct sponsor.



UCF Financials

V. CHANGE IN TERMS

If an award was generated but the terms of the contract have changed, the terms can be updated to allow the activity to commence in accordance with the new terms by following these steps:

Step Action






UCF Financials

3. Click Search.

4. Select the Terms tab.

5. Alter or add an additional Term or explanation as necessary for each project. Click the plus sign (+) at the end of the Detail row to add an additional term.

6. Check Copy terms to all projects on save if the terms are the same for every project.

Note: The first listed Project is the only Project that will copy terms to other projects. It will also override all other terms on those projects.



UCF Financials

VI. CHANGE PROJECT F&A

If the institution’s facilities & administrative (F&A) rate changes, update the rate on the institution profile before making other changes in UCF Financials. When a project’s F&A costs have been altered, do the following to allow retroactive F&A to be run:

Step Action


2. Enter values into the following fields:

a) Business Unit b) Project (Project ID) c) Activity



UCF Financials

3. Click Search.

4. Select the FA Rates tab.

5. If the Facilities Admin Rate is the same, new lines will need to be added under the Institution and Funded headings.

6. If the Facilities Admin Rate changes and new lines will be added under the F&A Rate Info heading, click the plus sign (+) to add a new line and enter the following: F&A Rate Info

a) Facilities Admin Rate (select appropriate rate) Institution

a) FA Based b) Eff Date c) FA Rate %

Funded

a) FA Based b) Eff Date c) FA Rate %



UCF Financials

7. Click Save.



UCF Financials

VII. MANUAL UPDATE OF CONVERTED PRE-AWARD SPENDING

PROJECTS

The following provides information to help in understanding the budget control setup in Commitment Control (KK):

Step Action



a) Business Unit b) Project c) Activity [Grant]



UCF Financials

Step Action


4. Select the FA Rates tab.

5. Select the Hold box to put facilities and administrative (F&A) calculations on hold.

6. Click Save.

7. Navigate to the Main Menu > Customer Contracts > Schedule and Process Billing > Define Billing Plan.



UCF Financials

Step Action

8. Enter the following:

a) Business Unit b) Contract


10. When awarded, refer to the “System Navigation for Grants” manual, “Course 3. Maintain Awards,” section “VIII. No Longer Pre-Award Spending.”



UCF Financials

VIII. NO LONGER PRE-AWARD SPENDING

If an award, project, or activity was set up in accordance with the pre-award system procedure, and PRE additional information has been removed from a project, complete the following steps in order to process billing:

Step Action



a) Business Unit b) Project c) Activity



UCF Financials

3. Click Search.

4. To update F&A information, select the FA Rates tab.


FA Rate Status [Ready] F&A Rate Info

FA Admin Rate (select appropriate rate) Institution

FA Base Funded

FA Rate %



UCF Financials

6. Click Save.

7. Set up the Contract Line according the appropriate system procedure. For guidance refer to the following sections of “Course 2. Set Up Contracts” in the “System Navigation for Grants” manual:

“I. Set Up & Activate a CRB Contract” “II. Set Up & Activate an LOC Contract” “III. Set Up & Activate a Fixed Price Contract” “X. Set Up & Activate a NOBILL Contract”



UCF Financials

IX. UPDATE CHARTFIELD ATTRIBUTES

If an award and Project have been set up but ChartField Attributes differ from the logic driven values, complete the following steps to ensure that reports can be properly generated:

Step Action

1. Navigate to Main Menu > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values.

2. Click the Project link.



UCF Financials

3. On the Project ID page enter values into the following fields:

a) SetID b) Project

4. Click Search.

5. Click the Attributes link. The ChartField Attributes dialog box displays.

6. Enter or adjust the following ChartField Attributes and the appropriate ChartField Attribute Value.

a) BE b) EF c) EP d) FID e) SF f) SP_OPT g) SP_STD h) VPOrg



UCF Financials

7. Click OK.

8. Click Save.



UCF Financials

X. PROJECT STATUS

The Project Status defaults to Open when an award is generated to allow transactions to be posted. If transactions need to be stopped on a project, the status can be updated to reject certain analysis types. When the Project Status needs to be changed to ensure that transactions are confined to the allowability of the status, complete the following steps:

Step Action

1. Navigate to Main Menu > Project Costing > Project Definitions > Status.





UCF Financials


4. Click the plus sign (+) to add an additional row.


a) Effective Date b) Sequence (previous value can be increased by one if the Effective Date needs

to be the same) c) Status


7. When a project reaches its End Date, the status should be updated to Prepare for Closeout to stop all transactions with the COM, GCA, and REQ analysis types.

8. For closeout procedures refer to the “System Navigation for Grants” manual, “Course 3. Maintain Awards,” section “XX. Close Award, Project, and Activity.”



UCF Financials

Add Incremental Funding to a Project

Grants M

anagem

ent Team


Amend the Contract

Is it a Fixed Contract?

Set up events totaling to the billing

amount

Yes

Change the Allocation Amount

Process the Amendment

Alter the Project Budget

No

XI. ADD INCREMENTAL FUNDING ON EXISTING CONTRACT LINE

When additional funds need to be added to a project with an active contract in which the Contract Line and Project have been set up, complete the following steps to ensure that transactions can be posted to the project:

Step Action

1. Begin by altering the Project Budget. Refer to the “System Navigation for Grants” manual, “Course 1. Establish Awards,” section “VIII. Establish & Post Grants Award Budget” to add additional funding lines.




UCF Financials

(Alternately, navigate to Main Menu > Customer Contracts > Create and Amend > Amendment Details.)





UCF Financials

4. Click Search.

5. Click the View Contract link.

6. Select the Amendments tab.

7. Click the Amend Contract button.



UCF Financials


a) Amendment Type b) Reason

9. Click Save.

10. Click the Detail link of the Amendment that is Pending.

11. On the Amendment Details page, click the Amendment Amount Allocation link.

12. Enter the total authorized adjustment in the following fields:

a) Total Billing Adjustment b) Fixed Billing Adjustment (only if fixed contract* for the NEW billing line) c) New Billing Limit (on the NEW billing line) d) New Billing Amount (only if fixed contract* for the NEW billing line)



UCF Financials

*If it’s a fixed price contract, additional events need to be added to account for the monetary adjustment. Refer to the “System Navigation for Grants” manual, “Course 2. Set Up Contracts,” section “III. Set Up & Activate a Fixed Price Contract.”

13. Click the second Recalculate button. (See image in step 13.)



UCF Financials

14. Under the Adjustment Line Totals heading, verify that the Total Billing and Billing Limit (for AS_INCURRED and FIXED_AMOUNT) are equal.

15. Click Save.

16. Click the Return to Amendment Details link.

17. Under the Amendment Details heading, verify the Total Billing Adjustment.

18. Update the Amendment Status to Ready.



UCF Financials

19. Click Save.

20. Click Process Amendment.

Note: If it is a fixed amount contract, go to the Events page and create additional billing events for the total adjustment. Refer to the “System Navigation for Grants” manual, “Course 2. Establish Awards,” section “III. Set Up & Activate a Fixed Price Contract” for details on creating billing events.




UCF Financials

XII. BUDGET TRANSFER

When the original lines have been finalized, but budget lines need to be readjusted and distributed differently, do the following:

Step Action

1. Refer to the “System Navigation for Grants” manual, “Course 1. Establish Awards,” section “VIII. Establish & Post Grants Award Budget.”

2. Note: Budget lines should never be deleted after they have been finalized. Create new lines and negative amounts to reduce budget lines when necessary.



UCF Financials

XIII. REDUCE BILLING LIMIT BELOW EXPENDITURES FIXED

Transactions need to be taken off the project, and in cases where the contract has billed more than allowable, a credit event needs to be issued and AR maintenance to allow for the award billing limit to be reduced. Follow these steps:

Step Action

1. Remove project expenditures down to the amount of allowable spending.


(Alternately, navigate to Main Menu > Customer Contracts > Create and Amend > Assign Billing Plan > Define Billing Plan > Events tab.)





UCF Financials

4. Click Search.

5. Click the View Contract link. The General Information page opens.



UCF Financials

6. Click the Billing Plans link.

7. On the Assign Billing Plan page, select the link in the Plan column of the Line that needs adjustments.

8. Select the Events tab.

9. Click Add New Event.



UCF Financials


a) Define Events [Amount] b) Event Type [Date] c) Event Status [Ready] d) Event Date (Enter the day the line will be billed.) e) Amount (Credit event to reduce the amount billed to allowable amount.)

11. Create another billing event for the same amount as the credit event on step 10, but do not set it to Ready.

12. Click Save.

Note: The remaining amount is what the Billing Limit will be reduced by, which is important to complete the Bill Plan.

13. Refer to the “System Navigation for Grants” manual, “Course 4. Process Billing,” “Unit 3. Billing Activity,” sections “III. Generate an Event Bill” and “V. Generate Single Action Invoices.”



UCF Financials






UCF Financials

16. Click Search.

17. Click the View Contract link. The General Information page opens.

18. Select the Amendment tab.




UCF Financials


a) Amendment Type b) Reason

21. Click Save.

22. Click Detail link of the Pending Amendment.

23. Click Amendment Amount Allocation.

24. Reduce the limit to be equal to the sum of the total expenditures:

a) Total Billing Adjustment b) Fixed Billing Adjustment (only if fixed contract* for the NEW billing line)



UCF Financials

c) New Billing Limit (on the NEW billing line) d) New Billing Amount (only if fixed contract* for the NEW billing line)

*If it’s a fixed price contract, additional events need to be added to account for the monetary adjustment. Refer to the “System Navigation for Grants” manual, “Course 2. Set Up Contracts,” section “III. Set Up & Activate a Fixed Price Contract.”

25. Click the second Recalculate button. (See the image in step 24.)

26. Verify that the Total Billing and Billing Limit are equal.

27. Click Save.



UCF Financials

28. Click the Return to Amendment Details link. (See image in previous step.)

29. Update the Amendment Status to Ready.

30. Click Save.

31. Click Process Amendment.

Note: If it is a fixed amount contract, go to the Events page and create additional billing events for the total adjustment. Refer to the “System Navigation for Grants” manual, “Course 2. Establish Awards,” section “III. Set Up & Activate a Fixed Price Contract” for details on creating billing events.



UCF Financials


33. To adjust the budget to equal the allowable amount, refer to the “System Navigation for Grants” manual, “Course 1. Establish Awards,” section “VIII. Establish & Post Grants Award Budget.”




UCF Financials

XIV. REDUCE BILLING LIMIT BELOW EXPENDITURES AS INCURRED

Transactions can be taken off a project or a credit invoice generated. When an award billing limit has been reduced, follow the steps below to reflect the change in UCF Financials. This will allow the project to be closed out in the future.

Step Action

1. Remove project expenditures down to the amount of allowable spending. To process the removal of expenditures, refer to the following sections of the “System Navigation for Grants” manual: “Course 1. Establish Awards”

“VIII. Establish & Post Grants Award Budget” “Course 4. Process Billing,” “Unit 3. Billing Activity”

“I. Generate Cost-Reimbursable Bills” “V. Generate Single Action Invoices”


(Alternately, navigate to Main Menu > Customer Contracts > Create and Amend > Amendment Details.)



UCF Financials

Step Action



4. Click Search.




UCF Financials

Step Action

6. Select the Amendments tab.



a) Amendment Type [Contract Adjustment] b) Reason [New Project Added]

9. Click Save.



UCF Financials

Step Action

10. Click the Detail link of the Amendment that is Pending.

11. Click the Amendment Amount Allocation link.

12. Reduce the limit to be equal to the sum of the total expenditures:

a) Total Billing Adjustment b) New Billing Limit

13. Click the second Recalculate button. (See the image in step 13.)



UCF Financials

Step Action

14. Verify the Total Billing and Billing Limit.

15. Click Save.

16. To adjust the budget to equal the allowable amount, refer to the “System Navigation for Grants” manual, “Course 1. Establish Awards,” section “VIII. Establish & Post Grants Award Budget.”




UCF Financials

XV. PERFORM LIMIT CHECKING

The Billing Limit has been altered enough to ensure the over-the-limit (OLT) lines fall within the limit. Before billing can be processed, the Contract Line needs to be repriced. To do so, follow these steps:

Step Action


(Alternately, navigate to Main Menu > Customer Contracts > Create and Amend > General Information.)





UCF Financials

Step Action

3. Click Search.

4. Select the correct award if it doesn’t default.


6. Select the Lines tab.



UCF Financials

Step Action

7. On the Detail tab under the Contract Lines heading, select the Contract Terms link under the Contract Terms heading.

8. Click Perform Limit Checking.



UCF Financials

XVI. MILESTONE COMPLETION

When Milestones have been used and updated but the award date has passed and the award will not be extended, do the following to update Milestones so that final reports can be rendered.

Step Action






UCF Financials

Step Action

3. Click Search.

4. Select the Milestones link.

5. Verify that all Milestones have a status of Complete.

6. Ensure that all Milestones and Deliverables have been met in the Huron Research Suite (HRS) system.



UCF Financials

XVII. COMPLETE FINAL REVIEW

After all transactions have been posted to the project, the award date has passed, and it has been determined that the award will not be extended, the final invoice and reports should be rendered. This process would involve ensuring that all lines have been integrated and no outstanding direct cost expenses exist, validating that all facilities and administrative expenses have been charged, and ensuring that the project has no open Accounts Receivable items or cash.



UCF Financials

XVIII. PREPARE FINAL REPORTS AND INVOICES

When all transactions have been posted to a project and the project analysis has been completed, follow these steps so that the award can be closed:

Step Action

1. To generate the final invoice, refer to the “System Navigation for Grants” manual, “Course 4. Process Billing.”

2. To generate system-delivered reports, refer to the “System Navigation for Grants” manual, “Course 6. Workcenters and Reporting.” Reports could include the following:

a) Final Financial Report b) Final Narrative Report c) SF-425 Federal Financial Report



UCF Financials

XIX. MOVE RESIDUAL FUNDS

If after final billing has been completed, users find that the project received more money than was spent on expenditures, the university is allowed to keep the remaining money. Before the award is closed, the following tasks should be completed:

Step Action

1. Verify the award has no outstanding receivables.

2. Verify that all charges have been posted.

3. Create a journal to load overhead to the budget.

4. Create a journal to move the residual balance to the department.

5. Update the FA Rate of the Project to have a funded rate of zero as of the journal transaction date.

6. For guidance refer to the “System Navigation for Grants” manual, “Course 1. Establish Awards,” section “VI. Set Up Project & Activity.”



UCF Financials

XX. CLOSE AWARD, PROJECT, & ACTIVITY

Once issues arising from the project analysis have been resolved, final reports and invoices must be sent. Follow these steps:

Step Action

1. Navigate to Main Menu > Grants > Award > Award Profile.





UCF Financials

Step Action

3. Click Search.

4. Update Award Status to Closed.

5. Click Save.

6. Under the Associated Project heading, click the correct Project ID link in the Project column.



UCF Financials

Step Action

7. Click the Project Status link. The link should display as Open or Reopened for Adjustment.

8. On the Status page add another row.


a) Effective Date b) Status [F – Financially Closed (stops all transactions)] c) Comments

10. Click Save.



UCF Financials

Step Action

11. Click Return to Project General.

12. Click Return to Award Profile.


14. Click the Billing Plans link at the bottom of the page.



UCF Financials

Step Action

15. Ensure Billing Status on all lines is Completed.

16. Click the Return to General Information link.

17. Click the Revenue Plans link at the bottom of the page.

18. Ensure plan Status is Completed.

19. Click the Return to General Information link.

20. Click the magnifying glass icon by the Contract Status field. The Look UP Contract Status field displays.



UCF Financials

Step Action

21. Update Contract Status to Financially Closed.

22. Click Save.

Documents

System Navigation for Grants - financials.ucf.edu€¦ · Complete Final Review ... Issue Date (date that the change goes into effect – If it is pending, leave blank.) ... Page