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.
Navigation: Grants > Awards > Project
- The Project General search page displays.
- Select the Find an Existing Value tab.
- Enter the Business Unit and Project Number.
- Select Search to view results.
- The Project General Information tab page displays.
- Select the Project Department Tab.
- Select the F&A Requested checkbox.
- In the Department Info section, set the Department to the global account 98219 for Indirect Cost Liability.
- Scroll down to Save the page.
98219 is a Global Offset Account for Indirect Cost Liability and monitored by SBCTC.
Navigation: NavBar > Navigation > Grants > Awards > Project Activity
- The Project Activity search page displays.
- Select the Find an Existing Value tab.
- Enter the Business Unit.
- Enter the Project Number.
- Select Search.
- Select the Activity the F&A rate needs to be added to.
F&A is attached at the Activity Level. If you have multiple Activities, please update each Activity as needed per Award Narrative.
- The Project Activity General Information page displays.
- Select the FA Rates tab.
- In the F&A Rate Info section, select Facilities Admin Rate to IND.
- Scroll down to view the F&A Rate Info.
- 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 |
- Enter in the Eff Date and FA Rate %.
- Select Save.
- 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.
- Process complete.
Navigation: NavBar > Navigator > Grants > Awards > Project Activity
- The Project Activity search page displays.
- Enter the Business Unit and Project Number.
- Select Search and select desired results.

- The Project Activity General Information page displays.
- Select the FA Rates tab.
- In the existing F&A Rate Info section, select the plus icon to add an additional row.
- 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.
- Add the new Effective Date and FA Rate %.
- Select Save.
- Process complete.
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
- The Project General search page displays.
- Select Find an Existing Value tab.
- Enter the Business Unit and Project Number.
- Select Search and then the desired results.

- The General Information page displays.
- Select the Project Department tab.
- Deselect the F&A Requested box.
- Save the page.
Navigation: NavBar > Navigator > Grants > Awards > Project Activity
- The Project Activity search page displays.
- Select Find an Existing Value tab.
- Enter the Business Unit.
- Enter the Project Number.
- Select Search and select the search results.

- The Project Activity General Information page displays.
- Select the FA Rates tab page.
- At the top left of the page, select the minus button to remove all F&A information.
- 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.
- Select OK.
- Save the page.

- The F&A information has been deleted from the Activity.
- Select Next in List to view the next Activity.
- The next Activity displays.
- Select the minus sign to remove the existing F&A information.
- The message "Delete current/selected rows from this page? The delete will occur when the transaction is saved." will display.
- Select OK.
- Select Save.
- The F&A information has been deleted from the Activity.
- Process complete.
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
- The Project Budgets search page displays.
- Enter the Business Unit.
- Enter the Project Number.
- Select Search.
- Select the Search Results.

- The Budget Detail page of the Project displays.
- On the General tab, use the bottom scroll bar to scroll to the end of the rows.
- Select the plus sign to add a row underneath the FACADMIN (also known as F&A) Budget line.
- Use the scroll bar to scroll over to the left side of the page to reveal the editable ChartString fields.
- Enter the matching ChartString of the FACADMIN Budget Item [GL Account 5020004 ] Budget Line.
- Enter a negative amount to zero out the FACADMIN Budget Line.
- Save and then select the Finalize button.
- A message will display, 'Budget Finalization has been processed. Click on the Process Monitor hyperlink to view run status.'
- Select OK.
- Select the Process Monitor hyperlink.

- The Process Monitor will display.
- Select the Refresh button to refresh the page until the process runs to Success and has a Posted status.
- Select Go Back to Project Budgets hyperlink.
- The Project Budgets search page displays.
- Enter the appropriate Project Number and select Search.
- The Budget Detail page displays.
- Verify the FACADMIN Budget line zeros out (no visible editable fields).
- Process complete.
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