Setting Up F&A (Reimbursable & Fixed) - 31
Purpose: Use this document to set up a F&A (reimbursable and fixed) in ctcLink.
Audience: Finance/Grants Management
- F&A is synonymous with indirect costs or overhead. F&A is dealing with indirect costs or overhead. Some examples are travel, goods and services, subcontracts, rent, salaries, etc.
- CtcLink calculates the F&A amount from the actual expenses from the budget items that are specified in the F&A Base.
- The F&A amount is determined in the Grant Proposal; Project Costing will then create a billable line from each expense occurred ONLY if the Grant is a Reimbursable Grant. If the Grant is a Fixed price F&A is invoiced as a fixed price and not by the actual expenses occurred.
Navigation: Main Menu > Grants > Proposal > Maintain Proposal
- On the Proposal Tab, complete the required fields.
Notice that after you build a period that the button is now greyed out. Periods can be on anytime frame that you designate.
Example: you might want a Period for each year of the Grant or you could have a period be for each quarter.
When all required fields are completed on the Project tab, notice that the Project ID and the Proposal ID will auto populate after the proposal has been complete and saved.
The F&A department field are always set to the same department number (Department 98219 was the department number chosen by the SBCTC).
On the Budget tab, the Budget ID will also be your activity.
- Select the Location hyperlink at the bottom of the page.
- On the Locations tab, enter valid values for the required fields. (The Location is the location that the grant is taking place).
- Select Save.
- Once your Proposal is saved, the Proposal and Project number will auto populate.
- **Tip** the Proposal ID will become your contract number once you generate the award.
- On the Budgets tab, select the F&A and Pricing Setup hyperlink.
**Below you will find the instructions for a Reimbursable and also a Fixed Price Grant.
For more information on how to determine your grant contract type please reference the Contract Types QRG
Notice the Pricing Method is “As Incurred” this confirms that it is a cost reimbursable contract. If you do not select the pricing method or you skip the F&A section completely the Grant will default to a Cost reimbursable billing method. The Product selected should be GRANT_SVC so that the billing invoice will be at the summary level.
Fixed Price Grants
Notice the Pricing Method is “Fixed” this confirms that it is a fixed price contract. If you do not select the pricing method or you skip the F&A section completely the Grant will default to a Cost reimbursable billing method. The Product selected should be FIXED_PRICE. Please remember that when billing for a fixed price contract you will only see the designated event amount and not the actual expenses like with a Reimbursable grant.
You can now begin to enter in your proposed budget, the “1” hyperlink will take you to the Budget Detail page.
As you complete the budget Items, notice that the Sponsor F&A is being calculated based on the percentage that was entered, if you have designated this Grant to be Reimbursable.
Notice that the Sponsor F&A is being calculated based on the percentage that was entered, if this was designated as a Reimbursable Grant.
Submitting a Proposal
Navigation: Grants > Proposals > Submit Proposal
Next you will need to “Submit” the Proposal, when a Proposal has a status of “submitted” you can no longer modify the Proposal. You can only make changes when the proposal is in the “draft” status.
**TIP**to change the proposal back into a draft status so you can make edits, go back to the Submit Proposal Menu and change the submit status back to “Not Submitted.” You can change this status until you Generate the Award.
- Below are the required fields to Submit the proposal.
Notice that the proposal is now at a submitted status and not a draft status.