Managing an Award - 31f

Purpose: Use this document as a reference for managing an award in ctcLink.

Audience: Settlement Manager, GL Accountant

The information that is used to create and maintain the award profile establishes an award, which is defined as an executed agreement between an institution and a sponsor within the post-award system.

An award is associated with one business unit, one billing sponsor, and one award sponsor. Each award must have at least one project and at least one activity. The system provides the bulk of this award setup information when the award generation process is run.

Navigation: Main Menu > Grants > Awards > Award Profile

Managing an Award

  1. Use the Find an Existing Value tab of the Award Profile page to search for an award:
    1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
    2. Enter or select the award number in the Award ID field.
    3. Click the Search button.
Find an Existing Value tab
  1. Use the Award page to provide additional information that did not come over from the Proposal Header:
    1. Enter the sponsor award number in the Reference Award Number field. This value appears on some of the Grants invoice formats when billing information is processed.
    2. Enter or select the appropriate CFDA number in the CFDA field.

IMPORTANT: Take a moment to validate that all the other information on the Award page is correct. Fields such as Purpose, Award Type and the Project Start Date and End Date can be corrected on the Award page. Also, make sure the number of projects associated with this award is correct as well.

  1. Click the Save button.
  2. Click the Project hyperlink in the Associated Projects section.
  1. Use the General Information page to define basic information for the project.
    1. Enter or select the project type in the Project Type field.
    2. Enter/update any other project basic information, as necessary.
    3. Click the Save button.
    4. Click the Return to Award Profile link.
  1. Click the Additional Information link.
  1. Use the Additional Information page to provide the following:
    1. Enter or select the appropriate code relating to the Award in the Type field.

Note: Depending on the Type choice selected, the next page to be completed will be different. For demonstration purposes, ‘FLW’ is selected here and the Flow Through page will need to be completed.

  1. Enter an appropriate comment to support the information in the Comments field.
  2. Click the Additional Details button.
Additional Information
  1. Use the Flow Through page to complete the following information about the Sponsor:
    1. Enter or select the sponsor in the Primary Sponsor field.
    2. Enter the Reference Award Number if known in the Reference Award field.
    3. Enter or select the originating award from date or beginning award date in the From Date field.
    4. Enter or select the originating award to date or ending award date in the To Date field.
    5. Enter the originating award total amount if known in the Amount field.
    6. Select the Federal checkbox to indicate if the award is a Federal award.
    7. Click the OK button.
Flow Through
  1. Click the Return to Award Profile link.
  2. Click the Save button.
  3. Click the Funding tab.
Additional Information
  1. The Funding page captured the funding amounts and periods that were created at proposal submission for each project. This amount is view-only. Any change of funding amount or period would require an Award Modification and Contract Amendment. Click the Budget detail button.
  1. Use the Budget Detail page to view detailed information about budget amounts that are associated with this budget plan.

Note: The Detail grid displays information about the budget in the appropriate budget periods for the grant's associated project. This is also the page that will be used to Finalize the award budget and make it available for spending in the next step – refer to QRG - Managing an Award Budget.

This information is copied from the Proposal Budget pages during the award generation process

  1. Verify the Budget Detail information and if necessary, provide any missing information.
  2. When finished, click the Return to Award Profile button.
  3. Click the Resources tab.
  1. Use the Resources page to define additional information regarding resources:
    1. Enter or select the appropriate resource type in the Type field.
    2. Complete additional fields, such as adding a comment, as necessary.
    3. Click the Save button.
    4. Click the Terms tab.
  1. Use the Terms page to define additional information:
    1. Enter or select the appropriate Terms Conditions defined terms for the awarding sponsor in the Terms Conditions field.
    2. As appropriate, enter an explanation related to the terms and conditions of the award in the Explanation field.
    3. Click the Save button.

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