9.2 Managing F&A

Purpose: Use this document to set up, modify or remove the Facilities & Administration within an existing Grant Award in ctcLink.

Audience: Finance/Grant Fiscal Staff.

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.

  • 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, et al.
  • 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.  
  • F&A budget line is called FACADMIN and has a roll-up GL Account# 5020004.
Setting up the F&A Rate

Navigation: Grants > Awards > Project

  1. The Project General search page displays.
  2. Select the Find an Existing Value tab.
  3. Enter the Business Unit and Project Number.
  4. Select Search to view results.
Project General find an existing value tab
  1. The Project General Information tab page displays.
  2. Select the Project Department Tab.
  3. Select the F&A Requested checkbox.
  4. In the Department Info section, set the Department to the global account 98219 for Indirect Cost Liability.
  5. Scroll down to Save the page.

98219 is a Global Offset Account for Indirect Cost Liability and monitored by SBCTC.

select the F&A Requested checkbox

Navigation: NavBar > Navigation > Grants > Awards > Project Activity

  1. The Project Activity search page displays.
  2. Select the Find an Existing Value tab.
  3. Enter the Business Unit.
  4. Enter the Project Number.
  5. Select Search.
  6. Select the Activity the F&A rate needs to be added to.
Project activity search page

F&A is attached at the Activity Level. If you have multiple Activities, please update each Activity as needed per Award Narrative.

  1. The Project Activity General Information page displays.
  2. Select the FA Rates tab.
  3. In the F&A Rate Info section, select Facilities Admin Rate to IND.
FA Rates tab
  1. Scroll down to view the F&A Rate Info.
  2. In the Funded section, select the FA Base per the Award Narrative.
FA BASE ID DESCRIPTION
MTDC Modified Total Direct Costs
NOSUB Like MTDC without Subrecipient Expense
NSVSB No SRVCS or Subrecipient Costs
SALBN Salaries & Benefits
SALRY Salaries
  1. Enter in the Eff Date and FA Rate %.
  2. Select Save.
Funded section FA Base
  1. Once saved, the FA Rate Status will be Ready.

Notice the buttons at the bottom of the page: Previous in List and Next in List. You can easily navigate to other Activities if need to add F&A to multiple Activities.

FA Rate Status = Ready
  1. Process complete.
Modifying the F&A Rate of an Existing Award

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

  1. The Project Activity search page displays.
  2. Enter the Business Unit and Project Number.
  3. Select Search and select desired results.
project activity search page
  1. The Project Activity General Information page displays.
  2. Select the FA Rates tab.
  3. In the existing F&A Rate Info section, select the plus icon to add an additional row.
FA Rates page add a new row in Funded section
  1. Select the View All link (toggles back and forth from View All to View 1) to view the prior and current rates, for this example 1-2 of 2.
  2. Add the new Effective Date and FA Rate %.
  3. Select Save.
View All in funded section
  1. Process complete.
Removing the F&A Rate of an Existing Award

F&A is budgeted at the Activity Level. To remove F&A from an existing Project, deselect the F&A Requested box and delete the F&A from all the applicable Activities.

Navigation: NavBar > Navigator > Grants > Awards > Project

  1. The Project General search page displays.
  2. Select Find an Existing Value tab.
  3. Enter the Business Unit and Project Number.
  4. Select Search and then the desired results.
project general find an existing value tab
  1. The General Information page displays.
  2. Select the Project Department tab.
  3. Deselect the F&A Requested box.
  4. Save the page.
Project department page uncheck the F&A Requested checkbox

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

  1. The Project Activity search page displays.
  2. Select Find an Existing Value tab.
  3. Enter the Business Unit.
  4. Enter the Project Number.
  5. Select Search and select the search results.
Project activity find an existing value
  1. The Project Activity General Information page displays.
  2. Select the FA Rates tab page.
  3. At the top left of the page, select the minus button to remove all F&A information.
FA rates tab select minus button
  1. Once the minus button is selected, the message "Delete current/selected rows from this page? The delete will occur when the transaction is saved." will display.
  2. Select OK.
  3. Save the page.
confirmation message to delete
  1. The F&A information has been deleted from the Activity.
  2. Select Next in List to view the next Activity.
FA Rates select next in list
  1. The next Activity displays.
  2. Select the minus sign to remove the existing F&A information.
  3. The message "Delete current/selected rows from this page? The delete will occur when the transaction is saved." will display.
  4. Select OK.
  5. Select Save.
confirmation message to delete
  1. The F&A information has been deleted from the Activity.
F&A information deleted
  1. Process complete.
Removing the F&A Budget from an Award

If you zero out an existing F&A Budget, any adjustment or manual expense transfer to F&A will produce a No Budget Exists error.

To remove the F&A Budget from an Award, you zero out the F&A Budget line by deducting the budgeted amount and refinalizing the Budget.

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

  1. The Project Budgets search page displays.
  2. Enter the Business Unit.
  3. Enter the Project Number.
  4. Select Search.
  5. Select the Search Results.
Project budgets search criteria
  1. The Budget Detail page of the Project displays.
  2. On the General tab, use the bottom scroll bar to scroll to the end of the rows.
  3. Select the plus sign to add a row underneath the FACADMIN (also known as F&A) Budget line.
Select the plus sign to add a row on the General tab
  1. Use the scroll bar to scroll over to the left side of the page to reveal the editable ChartString fields.
  2. Enter the matching ChartString of the FACADMIN Budget Item [GL Account 5020004 ] Budget Line.
  3. Enter a negative amount to zero out the FACADMIN Budget Line.
  4. Save and then select the Finalize button.
enter a negative amount to zero out budget line
  1. A message will display, 'Budget Finalization has been processed. Click on the Process Monitor hyperlink to view run status.'
  2. Select OK.
  3. Select the Process Monitor hyperlink.
confirmation message for budget finalization
  1. The Process Monitor will display.
  2. Select the Refresh button to refresh the page until the process runs to Success and has a Posted status.
  3. Select Go Back to Project Budgets hyperlink.
process monitor page
  1. The Project Budgets search page displays.
  2. Enter the appropriate Project Number and select Search.
  3. The Budget Detail page displays.
  4. Verify the FACADMIN Budget line zeros out (no visible editable fields).
verify applicable budget line are zeroed out
  1. Process complete.

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