9.2 OLT Rows (Over the Limit)
Purpose: Use this document to go through the process to release the OLT transaction on the Limit Details page, so the system can convert the OLT row back to a BIL; to be sent to billing and booked to revenue.
Audience: Finance/Grant Fiscal Staff.
You must have at least one of these local college managed security roles:
- ZD_DS_QUERY_VIEWER
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
NOTE:
- The OLT transaction rows will not be billed nor recognized as revenue.
- The over-the-limit rows are excluded from billing and revenue processing until you release the OLT transaction or increase the limit and rerun the Limits process.
- After you release the OLT transaction on the Limit Details page, please submit a Service Ticket to request to Run the Pricing Process. The SBCTC will run a process that converts the OLT row back to a BIL so it can be sent to billing and booked to revenue the next time that the billing and revenue processes are run.
Recommend running this Query towards the mid-to-end of the Grant Budget year to be able to capture all expenses for reimbursement.
Run the CTC_PR_OLT_ROWS Query. Enter your Business Unit and select View Results.
You must have at least one of these local college managed security roles:
- ZC Awards Processing
- ZZ Awards Processing
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Grants > Awards > Award Profile > Funding Inquiry tab
Search for and select the applicable grant then navigate to the Funding Inquiry tab. Check to see if the Total Billing Limit Amount = the Total Posted Budget Amount.
The Total Award Amount should equal the Total Budgeted Amount. If a Award Contract Amendment is created, then a Project Budget Modification is needed.

The Contract needs to have the billing limit increased to reflect the proper billing limit. This needs to be done through a contract amendment.
You must have at least one of these local college managed security roles:
- ZC Contracts Processing
- ZZ Contract Maintenance
- ZZ Contract Processing
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Customer Contracts > Create and Amend > General Information
- On the General Information search page, select the Find and Existing Value tab.
- Enter or select the Business Unit.
- Enter or select the Contract to be amended.
- Select the Amend Contract button. The Amendments tab will display.
- On the Amendments tab, select the Amendment Type.
- Select Save.
- Select the Details link. The Amendment Details page will display.
- On the Amendment Details page, select the Amendment Amount Allocation link.

- On the Amendment Amount Allocation page, enter the Total Billing Adjustment amount.
- Enter the New Billing Limit.
- Select Recalculate.
- Notice that the Allocation is now marked "Complete".
- Select Save.
- Select the Return to Amendment Details hyperlink.

- Change the Amendment Status from "Pending" to "Ready".
- The Process Amendment button appears.
- Select Process Amendment.
- Note that the Amendment Status is "Complete".
- Select the Return to General Information link.
- The Amendments tab page displays.
- Notice the Amendment Status is now "Complete".
You must have at least one of these local college managed security roles:
- ZC Contracts Processing
- ZZ Contract Maintenance
- ZZ Contract Processing
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Customer Contracts > Create and Amend > General Information
- On the General Information page, select the Lines tab.
- In the Contract Lines section, select the Detail tab.
- Select the Contract Terms link. The Contract Terms page will display.
- On the Contract Terms page, select the Review Limits link. The Review Limits page will display.
- On the Review Limits page, select Search.
- Select the Excess tab.
- Select the Excess Amount hyperlink.
- The Limit Details window displays.
- Select Search.
- The Excess Transactions displays below.
- In the Excess Transaction section, mark the Select Limit Transaction line(s) tagged as Over the Limit.
- Select the Release button, so the OLT lines can be re-priced.
Utilize the Select All or Clear All functions to quickly check/uncheck all OLT lines.
- The Review Limits page automatically saves.
- Notice the Excess Amount is now zero.
- Process complete.
After the Cost Collection** process runs automatically every night, the OLT lines will be picked up as BIL lines in Project Resource ready for Billing the next day.
**If under a deadline and unable to wait until the next day, please submit a Service Ticket requesting to run the Pricing Process and include your Business Unit and Grant Contract ID number.
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