9.2 Reimbursable Grant End-to-End Process

Purpose:  Use this document to move through the Reimbursable Grant end to end process in ctcLink.

Audience:  Finance/Grant Manager

Create a Proposal

Navigation: NavBar > Navigator > Grants > Proposals > Maintain Proposal

  1. On the Maintain Proposal search page, select the Add a New Value tab.
  2. Enter or look up the Business Unit.
  3. Enter a valid value in Proposal ID field.
  4. Select Add.
Add a New Value tab
  1. Select the Proposal tab.
  2. Enter valid values in the required fields.  (NOTE:  Notice that after you build a period that the Build Periods button is now greyed out).
Proposal tab
  1. Select the Projects tab.
  2. Enter valid values for required fields.

Notice that the Project ID and the Proposal ID will auto-populate after the proposal has been completed and saved.  The F&A Department field are always set to the same department number (Department "98219" is the department number chosen by SBCTC).

Projects tab
  1. Select the Budgets tab.  The Budget ID will also be your activity.
  2. Enter valid values for required fields.
Budgets tab
  1. Select the Location tab. If not visible on the tab row, select the blue Location link.  
  2. Enter valid values for required fields.
  3. Select Save.
Location tab

After the Proposal is saved, the Proposal Project ID number will auto-populate.

The Proposal ID will become your contract number after you generate the award.

Proposal Project ID
  1. Select the Budgets tab.
  2. Select the F & A and Pricing Setup link.  The F & A Pricing Setup page will display.
Budgets tab

Notice the Pricing Method is “As Incurred”.  This means 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.

  1. Enter valid values for all required fields.
  2. Select OK to return to the Maintain Proposal page.
F & A and Pricing Setup page
Enter the Proposed Budget

Navigation: NavBar > Navigator > Grants > Proposals > Enter Budget Detail

  1. On the Enter Budget Detail search page, enter or look up  the Business Unit.
  2. Enter or look up the Proposal ID.
  3. Select Search.  The Enter Budget Detail page will display.
Enter Budget Detail search page
  1. Enter valid values for all required fields.
  2. Select Save.

Notice that the Sponsor F & A is being calculated based on the percentage that was entered in the F & A Pricing Setup page above.

Enter Budget Detail page
Submit a Proposal

Navigation: NavBar > Navigator > Grants > Proposals > Submit Proposal

Next you will “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.  

  1. On the Submit Proposal search page, enter or look up the Business Unit.
  2. Enter or look up the Proposal ID.
  3. Select Search. The Submit Proposal page will display.
Submit Proposal search page
  1. On the Submission tab, enter valid values in required fields.
  2. Change the Submit Status to "Submitted".
  3. Select Save.
  4. Select the Return to Maintain Proposal link and the Maintain Proposal page will display.
Submission tab

Notice that the proposal is now at a "Submitted" status and not a "Draft" status.

Maintain Proposal page Proposal Status section
Generate an Award

Navigation: NavBar > Navigator > Grants > Proposals > Generate Award

Only those proposals that have been submitted are available for award generation.

  1. On the Generate Award search page, enter or look up the Business Unit.
  2. Enter or look up the Proposal ID.
  3. Select Search.
Generate Award search page
  1. Enter valid values in required fields.
  2. Select the Generate button.
Generate Award page with Generate button available

Notice that after you “Generate”,  the Generate button is no longer available

Generate Award page with Generate button greyed out

When your Project was “Generated” it pushed this information out to Project Costing and also Contracts.

Project Type

Navigation: NavBar > Navigator > Grants > Awards > Project

  1. On the Project General search page, enter or look up the Business Unit.
  2. Enter or look up the Project.
  3. Select Search. The Project page will display.
Project General search page

You can enter a Project Type which is the source of the revenue. 

  1. On the General Information tab, enter a Project Type if needed.  This is your revenue account.  
  2. Note that there is a Contract Number associated with the Grant/Project.  
  3. Select Save.
General Information tab
Finalizing the Budget

Navigation: NavBar > Navigator > Grants > Awards > Project Budgets

  1. On the Project Budgets search page, enter or look up the Business Unit.
  2. Enter or look up the Project.
  3. Select Search. The Budget Detail page will display.
Project Budgets search page
  1. On the Budget Detail page, enter or look up the Operating Unit.
  2. Enter or look up the Fund Code.
  3. Enter or look up the Class Field.
  4. Enter or look up the State Purpose.
  5. Notice that the Fac&Admin line has been automatically added.  
  6. Select the Finalize button.  A Budget Finalization message box will be displayed.
Budget Detail page
  1. Select OK.  The Budget Detail page will display.
Budget Finalization message box

After the finalization process, you will notice that the fields are no longer able to be edited.

  1. Select the Process Monitor link to insure that the process completes successfully.

 

Budget Detail after Finalize with fields closed
Reviewing the Budget

Navigation: NavBar > Navigator >Project Costing > Transaction Definitions > Transaction List

  1. On the Transaction List search page, enter or look up the Business Unit.
  2. Enter or look up the Project ID.
  3. Select Search. The Transaction List page will display.
Transaction List search page

Project Transaction List shows the Budget amounts.

  1. Select "ALL" as the Analysis Group.
  2. Enter or look up From Date and Through Date.
  3. Select Search.
Transaction list page
  1. You notice the "BUD" analysis type.  This is the Budget that was finalized in the Finalize the Budget section of this QRG.
Transaction List page
Activating a Cost Reimbursable Contract

Navigation: NavBar > Navigator > Customer Contracts > Create and Amend > General Information

  1. On the Find an Existing Value tab of the General Information search page, look up or enter the Business Unit.
  2. Look up or enter the Award number in the Contract field.
  3. Select Search.  The General Information page is displayed.
Find an Existing Value tab
  1. On the General Information page, select on the Lines tab.
  2. On the Lines tab, select on the Details tab.
  3. Select on the Accounting Distribution link.  The Accounting Distribution page will display.
General Information page, Lines tab, Detail tab
  1. On the Accounting Distribution page,  enter information in the following required fields for Revenue.
Field Name Action Notes
Effective Date Select the Start Date of the Project.
Account The account associated to the Project type used in the Project definitions pages. Value should be the same account as Project Type field.
Oper Unit Enter the Operating Unit for the college selected.  Values should be the same from the budget set up process. 
Dept Enter the Dept. used to set up the budget. Values should be the same from the budget set up process.
Class Enter the Class used to set up the budget. Values should be the same from the budget set up process.
Fund Enter Fund used to set up the budget. Values should be the same from the budget set up process.
Project Select the Primary Project for the award.
State Purpose Select the value of "N". Values should be the same from the budget set up process.
  1. Enter Unbilled AR row Information.
Field Name Action Notes
Account 1010050 Unbilled Recvbls or 1010180 Due From St Agencies Values should be the same from the budget set up process.
Oper Unit Enter the Operating Unit for the college selected. Values should be the same from the budget set up process.
Dept Enter the Dept. used to set up the budget. Values should be the same from the budget set up process.
Class Enter Class used to set up the budget Values should be the same from the budget set up process.
Fund Enter Fund used to set up the budget.
Values should be the same from the budget set up process. 
Project Select the Primary Project for the award.
State Purpose Select the value of "N".

Check to see that the row goes to "Valid" after it is saved.

  1. Select Save.
  2. Select the Return to General Information link.  The Lines tab is displayed.
Accounting Distribution page
Lines tab
Activate Award
  1. Continuing on the General Information page, select the General tab.  
  2. Enter information in the following required fields:
Field Name Action Notes
Contract Status Enter or select "Active" (click the magnifying glass/lookup icon to select from list. Activating the contract will set the Bill Plan and Revenue Recognition Plan to "Ready" and enable the contract for future billing and revenue recognition. 
  1. Select Save.
General tab, Contract Status field
Expenses Incurred

Navigation: NavBar > Navigator >Project Costing > Transaction Definitions > Transaction List

  1. On the Transaction List search page, enter or look up the Business Unit.
  2. Enter or look up the Project ID.
  3. Select Search. The Transaction List page will display.
Transaction List search page
  1. Insure that expenses have been incurred
  2. Insure that the Cost Collection Process has run (this is a batch process that runs nightly).
  3. You will now notice 8 lines:
    1. $5,000 - Budget Line (Benefits)
    2. $10,000 - Budget Line (Salary)
    3. $5,000 - Budget Line (Goods & Services)
    4. $7,600 - Budget Line (F&A)
    5. $33.33 - Billable Line (Generated from the actual expense of goods & services)
    6. $12.67 - Sponsor F&A Line (Generated from 38% of the actual expense)
    7. $12.67 - Billable Line (Generated from the 38% of the actual expense)
    8. $33.33 - Actual Expense (The actual expense of goods and services)

BUD:  Budget

BIL:  Billable

SFA:  Sponsored F& A

ACT:  Actual expense

Transaction list page
Billing Process for Reimbursable Contracts

This is the billing process for Reimbursable Contracts/Grants.  For Fixed Priced contracts there are different instructions.

Reminders:

  • The Cost Collection process needs to be completed for Projects; this is a nightly batch process.  
  • If you believe that there are items that were processed after the nightly batch process you will need to wait until the next business day.
  • All sponsors are in ctcLink with the appropriate “bill to” information, including addresses.
  • The award is fully executed. The contract has been reviewed, the bill plan finalized and the contract activated.
  • All invoices are generated from Active Contracts.
  • Contracts that are “Fixed Price” will not have billable lines, invoices will generate by event (specific date and amount).
Run the Billing Query and Review Billable Lines

You will run the Billing and Over the Limit Queries to verify that you have the data that you are expecting on your invoice before you begin the billing process.

Navigation:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. On the Query Viewer page, enter the query name CTC_PR_BILLABLE in the search field.
  2. Select Search. The Query appears in the Search Results.
Query Viewer
  1. Select the desired output method for the query results.   This example uses HTML.
Query Viewer page
  1. Enter the criteria at the prompt.  
  2. Select View Results.
  3. Review the billable rows.
Query Viewer results in HTML format

Billable lines are created from actual expenses that have been incurred. Only lines with the "BIL" analysis type will appear on the invoice.  The Cost Collection Process will create billable rows from actual expenses.  If you are missing Billable lines remember that the Cost Collection process runs nightly.

Run the Over the Limit Query and Review OTL rows

You will run the Billing and Over the Limit Queries to verify that you have the data that you are expecting on your invoice before you begin the billing process.

Navigation: NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. On the Query Viewer page, enter the query name CTC_PR_OL_ROWS in the search field.
  2. Select Search. The Query appears in the Search Results.
Query Viewer page
  1. Select the desired output method for the query results.   This example uses HTML.
Query Manager page
  1. Enter the criteria at the prompt.
  2. Select View Results.  
  3. Review the over the limit rows.
Query results

Go to the contracts with OLT rows and place the Bill Plan on hold for each contract until the rows can be fixed.

Run the Contracts to Billing Interface

The Grant Manager follows the preceding steps with the Awards that can be billed for the billing cycle.

Navigation: NavBar > Navigator > Customer Contracts > Schedule and Process Billing > Process as Incurred Billing

  1. On the Process as Incurred Billing search page, select the Add a New Value tab.
  2. Enter an existing or add a new Run Control ID.
  3. Select Add.  The Process as Incurred Billing page is displayed.  
Process As incurred Billing page, Add a New Value tab
  1. You can use the Contact or Project option depending on your billing needs.  For this example, the Project Options section was used.
  2. Ensure "Always" is selected in the Process Frequency drop-down box.

Warning: The fields in the Contract Options group box limit the billing data that is included in this process. You have the option to filter by Contract, (contracts) Business Unit, Contract Type, Sold to (customer), or Bill To (customer). If you leave all fields blank, the process picks up all available billing activity in Contracts and in all colleges. Because we have the colleges on different Business Unit, this is not recommended in this environment.

  1. Select Run.
Process As Incurred Billing
  1. The Process Scheduler Request page is displayed.
  2. Select the Contracts to Billing Interface process checkbox.
  3. Select OK.
Process Scheduler Request
  1. The Process Scheduler Request page disappears.  The updated Process As Incurred Billing page displays.  Note the Process Instance number.
  2. Select Process Monitor.  The Process Monitor page is displayed.

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

Process Monitor page
  1. On the Process Monitor page, select the Details link for the Process Instance number noted above. The Process Detail page is displayed.
Process List tab
Process Detail page
  1. Select the Message Log hyperlink.  The Message Log page is displayed.
Message Log
  1. Write down the INTFC_ID.  (This INTFC_ID will be required for the next procedure.  The interface ID is located near the bottom of the message. If you do not find an INTFC_ID in the message log, do not rerun the process. Instead, correct the interface errors using the Interface ID Corrections QRG.
  2. When you create an INTFC_ID - See Note Below.

Note: When an INTFC_ID is created you will notice in the Project Resource Query that the BI Status has been changed.  There are three different Statuses that you will see:

P- Priced (this means it is ready to be billed),

W- Worksheet (this means that it is in a billing worksheet) after the line is in the billing worksheet it will not appear on a different worksheet so you will need to release this for the worksheet if it was added incorrectly.  

N- New / Not Distributed (this is usually a Budget item).  

Execute Billing Interface Process

Now that you have successfully run the Contract to Billing Interface, the Billing Interface must be run in order to convert staged data into actual temporary bills in the Billing module.

Navigation: NavBar > Navigator > Billing > Interface Transactions > Process Billing Interface

  1. The Billing Interface page is displayed.
  2. Enter into the From Interface ID and To Interface ID fields the INTFC_ID that was created and written down from the previous procedure (Contract to Billing Interface).  Although other interface ID’s may be available for selection, the Billing Specialist should only select the interface ID related to the billing cycle they are currently processing. Otherwise, if they process all interface IDs it will be more complicated for the other Billing Specialists to locate their respective bills.
  3. Select Run. The Process Scheduler Request page is displayed.
Process Billing Interface section
  1. Select the Billing Interface checkbox.
  2. Select OK.
  3. Select the Process Monitor link to confirm that the BIIF0001 process finished with a Run Status of "Success".
    *NOTE:  The Details hyperlink contains further details on the number of Bills created.
Process Scheduler Request section
Message Log section

Notice that there is one bill that has been created with two (2) Bill lines.

Review Billing Worksheet

Navigation: NavBar > Navigator >  Billing > Manage Billing Worksheet > Update Billing Worksheet

The purpose of the Billing Worksheet is to allow a user to verify some of the information that would appear on an invoice before an invoice is generated. At this stage, the invoice is a temporary invoice and will have a prefix of "TMP". In addition to this page ctcLink provides functionality that allows you to produce a Pro Forma invoice before approving the billing worksheet. This process allows you to produce an invoice for those individuals who may not have access to the billing worksheet or the ability to run billing processes. The pro-forma invoice shows how the real invoice will look and shows the demographic data that will appear on invoice.

The user can then return to the Billing Worksheet(s) on this page and either approve or delete each worksheet and save the page. After the page is saved, all Billing Worksheets that had an action value of "Approved" or "Delete" disappear from the page. The user will need to navigate to the Manage Contract/Project Bills. If the user needs to modify the temporary invoice, the invoice should be deleted and the billing process should be run from the beginning again to capture whatever changes occur within the ctcLink source systems after the changes are completed.  

  1. The Update Billing Worksheet page displays.
  2. Select the Set Filter Options hyperlink and confirm that "WAxxx" is populated in the Business Unit field.  After the values have been populated, select Save Search.
Worksheet Headers tab

Note:  Using the Set Filter Options page, the user can search for a specific Billing Worksheet or a group of worksheets to be reviewed. This is a one-time setup step. The other fields can be used (i.e. Contract #) in the future on the ad hoc basis to filter the worksheets displayed.

  1. Select Search.  The contracts that match the criteria entered on Set Filter Options page will appear in the Header Level Detail section of the page.
Filter Options page
  1. The Worksheet Header Information for all awards that have expenses to be billed will be displayed.
  1. Select Header Info 1 to view the header information for a particular bill.
  2. Review the fields and links on this page to identify any incorrect values for the Sponsor.
  3. Select Save.

This step is suggested on initial billings of a sponsor to ensure that the correct setup has occurred for both the sponsor and awards. Any incorrect information can be updated from these pages; however, the Billing Specialist should also update the Sponsor data as well as contact the Grants Manager for Award setup problems

Worksheet Headers tab

Note:  Here is where you can change the invoice date, accounting date and the Pay Terms if needed, as shown above. You can enter Header Notes on the Billing Header Info page.  Also notice the icon Pro Forma which will give a preview of the invoice.

  1. Select the Return to Manage Billing Worksheet hyperlink to return the worksheet page.
  2. Select the Line Details tab.  The Lines Details page is displayed.
Header - Info 1 tab
  1. Select either "Bill" or "Defer" from the Billing Option menu. If the line is ready to be billed, select "Bill"; otherwise, select "Defer".  A Defer Date must be entered if "Defer" is selected. Select thee calendar icon to select a date in the Defer Date field.  

**NOTE:  You will see the lines that are Deferred in the Temporary (Pro Forma invoice) still as line 0, but when you approve the worksheet it will remove the lines from the invoice.

Line Details tab

Note: The Lines Detail page shows all of the transaction lines to be billed that are associated with every Billing Worksheet that appeared on the previous page.  Select the arrows in the above red box to scroll down through all of the lines if you have a large number of lines.

Spreadsheet Headers tab
  1. Select Save.
  2. Select the Worksheet Headers tab.
  3. Select the checkbox corresponding to the appropriate contract and select the Approve Now button.  Approve the worksheet only if you are sure that it is correct.  Otherwise, you need to delete the worksheet and start the process over again.
  4. Select Save.
Line Details tab
Generate Invoice

Navigation: NavBar > Navigator > Billing > Manage Billing Worksheet > Review Contract/Project Bills

  1. On the Find an Existing Value tab, verify that "WAxxx" is populated in the Business Unit field.
  2. Enter appropriate values in any of the fields in the top portion of the page.
  3. Select Search.

Note: Specifying multiple values will help you to limit the number of results returned.

  1. Select the invoice in the hyperlink.
  2. You can now verify that all of the items are entered correctly, and that the invoice is no longer in a temporary status with the actual invoice number.  You will want to remember your invoice number for the next step.
Review Contract Project Bills page
  1. Navigate to the following menu path:
    NavBar > Navigator > Billing > Generate Invoices > Non-Consolidated > Single Action Invoice
Single Action Invoice tab
  1. Select the Print Options tab.
  2. Make sure that Print Both Summarized & Detail button is selected in the Summarization Options section.
  3. Select the Single Action Invoice tab.
Print Options tab
  1. Run and Select the Process BIJOB03K and also verify that the type and format are set as shown in image below.
  2. Select OK.
Process Scheduler Request page
  1. Navigate to the Process Monitor:
    NavBar > Navigator > PeopleTools > Process Scheduler > Process Monitor
    The Process List page is displayed.
Process List tab
  1. Navigate to the Report Manager:  
    NavBar > Navigator > Reporting Tools > Report Manager
  2. Select the Administration tab.
  3. Select the BIXCLSUM-BIXCLSUM.pdf description hyperlink to view or print the invoice.
Administration tab
  1. Example of printed report.
Printed report
Items to Run Post Invoice

These are items that need to run to update and complete the billing process.

  1. To update the contract, navigate to:
    Navigation: NavBar > Navigator > Billing > Generate Invoices > Utilities > Update Contracts/Project Data
Update Contracts Project Data page
  1. Navigate to the Process Monitor:
    Navigation: NavBar > Navigator > PeopleTools > Process Scheduler > Process Monitor
Process Scheduler Request page

The Project Resource Table needs to be updated: This process updates the Projects module and the PROJ_RESOURCE table by changing the BIL lines to BLD and the Billing Distribution status from Billing Worksheet (W) to Distributed (D).

  1. Navigate to:
    Navigation: NavBar > Navigator > Project Costing > Revenue Collection > Retrieve Billing Items
Retrieve Billing Items page
  1. Process complete.
CRC Billing Checklist

After you understand the CRC Billing process above, the following resource provides a quick 1 page checklist to print out or reference when running the Cost Reimbursable Contract Billing process.

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