9.2 Reimbursable Grant - Creation to Activation

Purpose:  Use this document as a guide to move through a Cost Reimbursable Grant Award and/or Capital Project Grant creation to activation processes in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

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

  • ZZ Proposal Processing

You must also set these User Preference Definitions:

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

Reimbursable Grant Creation to Award Activation Process

1. Create the 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. The Proposal ID defaults to NEXT for it will be auto generated upon save. It is essential to not change this from NEXT.
  4. Select Add.
Add a New Value tab
  1. Select the Proposal tab.
  2. Enter valid values in the required and/or optional fields; 
    1. Enter the Award Description.
    2. Optional to enter the Reference Award Number.
    3. Enter the Title.
    4. Optional to enter a Long Description.
    5. Enter or look up PI ID.
    6. Enter the Sponsor ID.
    7. Optional to enter or look up the CFDA number (known as the Assistance Listing Number*)
    8. Enter the Start Date, End Date and number of Periods. Then select the Build button. (NOTE:  Notice that after you build a period that the Build Periods button is now grayed out).

Customers are globally maintained by SBCTC and a customer may have a regular and grant-related customer ID numbers. Grant Award Sponsor IDs should begin with FIN. For example SBCTC Sponsor ID# FIN00107 and SBCTC regular Customer ID# 00100463.

PI stands for 'Principal Investigator' which is the person who is responsible for the design, conduct, and reporting of grant activities, also known as a grant program manager. If you need to add a new Grant PI ID, please submit a ctcLink Service Ticket with the PI's first and last name, and EMPLID number. If the PI is new to your college, please ensure the individual is set up as an employee in ctcLink before requesting they be set up as a grant PI.

*Assistance Listing Number is the unique number assigned to identify a Federal Assistance Listing, formerly CFDA number. If available, this number can be found within the local fiscal grant guidelines. For SBCTC Grant Awards, this number will soon become required.

  1. Select the Projects tab.
  2. Enter valid values for required fields;
    1. Optional to add the Long Description.
    2. Enter the Department number.
    3. Enter the Subdivision (typically this is the same as the Department#).
    4. Enter the Institution (also know as the Business Unit).
    5. In the F&A Distribution section, enter 98219.

Both the Proposal ID and Project ID default as 'NEXT' and will auto-populate from after the proposal has been completed and saved.  Note the F&A Department is always set to 98219 for Indirect Cost Liability and it's considered an offset account that SBCTC uses to track and monitor.  

  1. Select the Budgets tab.  
  2. In the Budget Header section, enter locally defined field value(s);
    1. Add the Budget ID (limited to 5 field values).
    2. Add the Budget ID Description.
  3. Select the Location hyperlink.

To add additional Budget ID(s), in the Budget Header section select the plus icon. Note the 'Budget ID' will become part of a valid ChartString known as the 'Activity ID'. (Examples of Budget IDs: ADMIN or EHS20).

  1. The Location tab page displays.   
  2. Enter valid values for required fields.
  3. Select Save.

The Grant "Location" is a local business practice decision and please refer to your Finance Director/Supervisor for details.

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

Note the 'Proposal ID' will become your 'Contract ID' number after you generate the award.

  1. Select the Budgets tab.
  1. For each Budget ID, select the F & A and Pricing Setup link and complete the F&A Pricing Setup page information.

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. The F & A and Pricing Setup page will display. Enter valid values for all required fields. Make sure the effective date matches the start of your Grant.
    1. Select the Institution Minus Funded radio button.
    2. Select the Pricing Method = As Incurred.
    3. Select the Product = GRANT_SVC.
    4. Select the Rate Type = IND for indirect.
    5. Enter the F&A or FA Base per your Grant Narrative.
    6. Enter the Effective Date and FA Rate%.
  2. Select OK to return to the Maintain Proposal page.

The system uses either the Institution's F&A rate or the Sponsor's F&A rate for calculating the cost-sharing F&A. At this time, the cost-sharing functionality is not enabled for ctcLink thus the system defaults to the Institution Minus Funded check box.

2. Enter the Proposed Budget

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

  • ZZ Proposal Processing

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

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 or use a different Search Criteria option.
  3. Select Search.  Select the desired search results.  

Utilize the Search Criteria feature when searching for a specific Grant. For example, select the Short Title and select the dropdown arrow to select 'contains' and enter part of your local college Grant Name, such as WorkF, BEDA, Master, or EHSP.

  1. The Enter Budget Detail page displays. Enter valid values for all required fields.
    1. Enter or look up the Budget Item(s), the Description will auto-fill.
    2. Use the (+) or plus sign icon to add additional rows.
    3. Enter the Amount(s) for each Budget Item.
  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.

3. Submit the Proposal

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

  • ZZ Proposal Processing

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

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.
  1. On the Submission tab, verify or enter valid values.
  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.

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

4. Generate the Award

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: 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.
  1. Information from the submitted proposal auto-filled specific fields. Verify as needed.
  2. Select the Generate button.

Note:   The Budget ID(s) becomes the Activity ID(s) which is a part of valid ChartString(s) in PeopleSoft.

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

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

5. Grant Terms

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.

Adding the Terms in the Award Profile ensures the Billing and Revenue Plans will be set for Cost Reimbursable Contracts.

Navigation: NavBar > Navigator > Grants > Awards > Award Profile  

  1. The Award Profile search page displays.
  2. Enter the search criteria as necessary.  Note: these fields may already have populated on this page.
  3. Select Search.
  1. The Award Profile main Award tab page displays. Notice the Proposal Information carried forward into the Award Profile.
  2. Select the Terms tab.
  1. The Terms page displays.
  2. In the Details section, enter CRC in the Terms & Conditions field. The description will auto-populate.
  3. Select Save.
6. Project Type

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.

The Project Type is a 5 digit number and the source of grant-related revenue. For OBIS grants the Project Type is to be coded 02012 for Intercollege Reimbursement. Check with your Finance Director or Supervisor to verify the Revenue Source. When the award integrates in the system, the Project Type becomes a 7 digit GL Account number in PeopleSoft; thus Project Type 02012 becomes GL Account 4020120.

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. Optional to use other Search Criteria, such as 'Description' and 'contains'.
  3. Select Search. Then select the desired results and the Project General Information page displays.

OR  From the Award Profile Award page, select the Project hyperlink to navigate to Project page.

  1. On the General Information tab, enter or look up a Project Type.    
  2. Note that there is a Contract Number associated with the Grant/Project.  
  3. Select Save.

For Capital Project Grants, please follow the next few steps. If not a Capital Project Grant, continue to the next section, 7. Finalizing the Budget.

For Capital Project Grants, please navigate to the User Fields tab and enter the SBCTC provided capital project number into Field 5.

  1. On the General Information tab page, select the right arrow icon to view additional tabs (like the User Fields tab).
  1. Select the User Fields tab.
  2. In the User Fields section, enter the SBCTC provided capital project number, for example P031, P279 or P123.
  3. Select Save.

For more information, please visit the SBCTC website pages Capital Budget, Planning & Facilities and the Allocation and Monitoring page to access CapTrack.

Verify your Fund and Appropriation values within CapTrack matches your PeopleSoft Budget ChartString.

7. Finalize the Budget

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: 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. Select the desired results and the Budget Detail page displays.

Utilize the Search Criteria feature when searching for a specific Grant. For example, select the Description and select the dropdown arrow to select 'contains' and enter part of your local college Grant Name, such as WorkF, BEDA, or EHSP.

  1. On the Budget Detail page displays.
  2. For each Budget line item or row, enter or look up the following ChartField values;
    1. Operating Unit.
    2. Fund Code.
    3. Class Field.
    4. If required, enter or look up the State Purpose or Program if needed to complete your college's ChartString. Use the scroll bar to scroll to the right.
  3. Notice that the Sponsor F&A line has been automatically added (depends upon if F&A was added during the Activity set up at the Proposal stage).  

NOTE:   Only the following Fund Accounts can be used within the Grants/Projects Modules:  057, 060, 145, 147, 253, and 357.  

  1. Select the Finalize button.  A Budget Finalization message box will be displayed.
  1. Select OK.  The Budget Detail page will display.
Budget Finalization message box
  1. Select the Process Monitor link to insure that the process completes successfully.

The Process Monitor page displays. Refresh the page until the Run Status is Success and Distribution Status is Posted. For more details on Process Monitor, see QRG Process Scheduler/Process Monitor.

  1. The Process Monitor page displays. For more details on Process Monitor, see QRG Process Scheduler/Process Monitor.
  2. Select the Refresh button until the Run Status is 'Success' and Distribution Status is 'Posted'.
  3. Select the hyperlink Go back to Project Budgets for confirmation that the Budget was finalized.
  1. The Project Budgets page displays.
  2. Enter or look up the Project.
  1. The Budget Detail page displays.
  2. Verify your Budget has Finalized successfully or has no editable boxes.
    1. If yes, please continue to Finalize and Activate a Cost Reimbursable Contract.
    2. If 'no, enter in the missing ChartField(s), select the Finalize button and go back to continue from 'Step 8. Select OK.  The Budget Detail page will display.'
Budget Detail page
8. Finalize and Activate a Cost Reimbursable Contract

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

Utilize the Search Criteria feature when searching for a specific Grant. For example, select the Description and select the dropdown arrow to select 'contains' and enter part of your local college Grant Name, such as WorkF, BEDA, Master, or EHSP.

  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.  Select the desired results and the General Information page displays.
  1. On the General Information page, select on the Lines tab.
  2. In the Contract Lines section, select the Details tab.
  3. Select on the Accounting Distribution link.  
  1. The Accounting Distribution page displays.  
  2. Select the Correct History button which enables you to enter information in the following required fields.

Note the fields in both the Revenue Forecast and Contract Asset sections to be completed.  

Your Revenue Distribution should match the Grant Project Type from the Award Profile. Per SBCTC OBIS Awards, the Project Type was suggested to be 02012 for Intercollege Reimbursement. Corresponding in the Contract, the Revenue Distribution should be set to 4020120 to match the 7 digit requirement of GL Accounts.

  1. In the Revenue Forecast section, enter the required fields:
Field Name Action Notes
Effective Date Verify the Start Date of the Project is the Effective Date. Defaults from the Award Profile (Start of the Grant Award).
Account The GL account associated to the Project type (5 digits) used in the Project definitions pages. Value should be the same account as Project Type field.
Dept Enter the Dept. used to set up the budget. Values should be the same from the budget set up process.
  1. In the Contract Asset section, enter the required Accounting Distribution fields:

Note:  The valid ChartString in the Contract Asset section. This will be inherited into Billing sort of like a place-holder. If you have multiple Projects to select from within your Grant, colleges usually select the Primary Project's ChartString. Primary Projects are marked with an asterisk.  

PeopleSoft Contract Asset is often referred to as Unbilled AR or AR Offset. Per SBCTC Guidance for OBIS Grants, the AR Offset should be Account 1010180 to assist with year end Due-To/Due-From State Agencies reporting.

NOTE:  Subsids_Accounting Rule requires the use of a subsidiary with certain GL Accounts. For example,1010180 - Due From Other State Agencies would have a subsidiary account of 699000 - State Board Due To/From. For any questions regarding Subsidiary Accounts, please contact SBCTC Accounting and/or reference the ctcLink Accounting Manual.

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. Primary Project has an asterisk next to it in the Award Profile.
State Purpose Select the value of "N". To follow global Billing Rules, this field is necessary for processes to run to success.
Program Optional: add the Program if your college utilizes this field. Values should be the same from the budget set up process.
Subsidiary  Optional: add the Subsidiary account if using certain GL Accounts that require it, i.e. 1010170, 1010180, etc. Please see the ctcLink Accounting Manual on Subsidiary for more information.
  1. Select Save.  
  2. A message displays 'Contract Asset accounting distribution has been changed.' Select OK.
  1. Use the scroll bar to scroll all the way to the right to verify if the Contract Asset line is marked as 'Valid'.
  2. Select the Return to General Information link.  The Lines tab displays.
  1. The General Information page displays. Select the Lines tab.
  2. In the Contract Lines section, select the Detail tab.
  3. Select the Billing Plan Pending link.

Notice the Contract Status is 'Pending'.  Verify both the Bill Plan and Revenue Plan are also both 'Pending'.  Note the Billing manages Revenue.  Having the Billing Status at 'Pending' and the 'Ready at Activation' box checked, this will allow the Bill Plan to become activated when the contract is set to Active.

  1. On the Billing Plan General tab, review the Customer Information, Billing Options, and the Billing Default Overrides for any data that needs to be updated.
  2. Select Save.
  3. Select Return to General Information.
  1. The General Information page displays. Select the Lines tab.
  2. In the Contract Lines section, select the Detail tab.
  3. Select the Contract Terms link.
  4. The Contract Terms page displays
  1. On the Related Projects tab, verify the following contract terms;
    1. Ensure the Billing Limit matches the award amount for the award.
    2. Verify the Rate Set is AS_INC for As Incurred or Reimbursable.
    3. Ensure that all Associated Projects & Activities are listed on this page.
  2. Select the Return to General Information link.
  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.
  1. Process complete.

Check with your local college business practice or supervisor for the process to setup applicable Combo Codes and/or Item Types. After expense transactions occur, the next step would be to follow the QRG 9.2 Reimbursable Grant Contract Billing.

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