9.2 Fund 145 Grant Payments

Purpose:  Use this document as a reference for entering a Fund 145 Grant Award Payments in ctcLink.

Audience:  Accounts Receivable staff.

You must have at least one of these local college managed security roles:

  • ZZ AR Apply Payments

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Grant payments may have multiple line items. The bill for a Cost Reimbursable Grant will be a summary invoice, the payment will be applied to each billable line item. Thus it is best to receive them as a Regular Deposit and apply the payment via a Worksheet.

However, the bill for a Fixed Price Grant will only have 1 billable line item thus can be received as a line item within a Regular Deposit (see steps below) or by itself as an Express Deposit if the Total Invoice Amount = Total Payment Amount.

Receive a Regular Deposit

Navigation: Accounts Receivable > Payments > Online Payments > Regular Deposit

  1. The Regular Deposit search page displays.
  2. Select the Add a New Value tab.
  3. Enter Deposit Unit. Keep the Deposit ID as "NEXT".
  4. Select Add.
  5. The Totals tab displays.  Use it to enter information and control totals for a new deposit, or delete a deposit. The Totals page is unavailable if the deposit has been reconciled with a bank statement.
  6. Use the Accounting Date field to enter the accounting date for each payment and for all pending items created from the payment. You can override the date on the Regular Deposit - Payments page. The system validates the accounting date to make sure it falls within the open period for the business unit and transaction type as defined on the Open Period page for the business unit.
  7. Enter Bank Code.
  8. Enter Bank Account.
  9. The Deposit Type will auto-fill.
  10. Enter Control Currency = USD.
  11. Enter Control Total Amount.
  12. Enter Count.
  13. Enter Received and Entered.
  14. You will enter the date when either the bank or your company received the payment
  15. Because of normal processing delays, the Received date may be different from the Entered date
  16. Select the Payments tab.
Totals page
  1. The Payments tab displays.
  2. Enter Payment ID.  You can enter the check number or any other identifying number.
  3. The Accounting Date field displays the payment date, using the accounting date on the Totals page as the default.  The system validates the payment date to make sure that the date falls within the open period for the business unit and transaction type as defined on the Open Periods page for the business unit.  The payment date may be different from the deposit date, if you use the postmark date from checks. The payment date affects earned discounts, so it's important that it is accurate.
  4. Enter Amount.
  5. Enter Customer ID.  Customer information is optional. However, the more information you can provide, the easier it is to use the payment worksheet.
  6. Enter Business Unit.
  7. Select Save. Your Deposit ID will populate and verify the payment is Balanced.
  8. Select the Apply Payment link.

Optional to use the Attachments hyperlink to add backup documentation at the deposit-stage of the process.

Payments page
Apply Payment Using a Payment Worksheet

Grant Sponsors, such as SBCTC or Department of Education, may list out multiple invoices on one payment remittance. Utilize the Reference Criteria section to select the specific Item IDs to populate the Worksheet Application page.

  1. The Payment Worksheet Selection page displays.
  2. Under the Reference Criteria section, enter the following criteria:
    1. Reference Criteria = Specific Value.
    2. Restrict to = Customer Only.
    3. Match Rule = Exact Match.
  3. In the Item Reference section, select the Qual Code = "I" for each Item.
  4. In the Reference field, enter or lookup the Billing Invoice number(s).
  5. For multiple Grant Invoices, use the plus sign icon (+) to add additional Bill Item IDs.
  6. Once your Item(s) have been selected select the Build button.

Use the wild card symbol "%" to pull all values between numbers, for example CA%13580 populates Item ID CA-0000013580.

Payment Worksheet Selection page
  1. The Payment Worksheet Application page displays.
  2. Note the fields are pre-populated due to the Worksheet Selection items. Adjust as needed.
  3. Scroll down to view the Balance section. Review the totals; Total Amount = Total Selected.
  4. At the bottom of the page, select the Worksheet Action link.

By selecting the Item IDs on the Worksheet Application page results in all 2,351 lines have been selected. The Detail 1 - 6 tabs may provide additional helpful information. For example, Detail 3 tab lists the "Contract" number also known as the Grant Contract Award number.

Optional to select the Attachments link to upload backup documentation at the apply-payment-stage of the process.

Payment Worksheet Application
  1. The Payment Worksheet Action page displays.
  2. Select one of the following actions;
    • Worksheet Action: start over from scratch by selecting the Delete Worksheet button. Then select Save. For over/short payments please see the following QRGs on Over Payments or Under Payments.
    • Posting Action: use the drop down arrow to select the Action = Batch Standard to submit payment to be posted on the next AR Update.
    • Accounting Entry Action: select the Create and/or Review Entries button to open a new tab and review the Accounting ChartStrings. Select the Return to Previous Panel to return to the Payment Worksheet Action page.
Payment Worksheet Action page

After Batch Standard was selected, you have until the next AR Update to make adjustments, i.e. Delete Worksheet and start over. Once the next AR Update runs to success, the payment will be posted to the Customers Account.

Batch Standard
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video. -- coming soon!

Video Tutorial Via Panopto

View the external link to Fund 145 Grant Payments. This link will open in a new tab/window. -- coming soon!

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