Fixed Price Grant - Creation to Activation

Purpose:  Use this document to move through the Fixed Price Contract (FPC) Award from Proposal creation to activation in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

You must have these local college managed security roles in order to Create and Activate Grant Awards:

  • ZZ Proposal Processing
  • ZC Awards Processing
  • ZZ Awards Processing
  • ZC Contracts Processing
  • ZZ Contract Maintenance
  • ZZ Contract Processing

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.

Note: Most Fund 145 Grants are considered As Incurred or Cost Reimbursable, where your college pays expenses upfront and bills for reimbursement of actual expenses. If this is the case, please follow the QRG Reimbursable Grant - Creation to Activation.

Fixed Price Grant Creation to Award Activation Process *QRG UPDATES IN PROCESS (patience is appreciated)

Proposal

1. Create the Proposal

Navigation: 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.
  5. Select the Proposal tab.
  6. 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 in the example below, after Build Periods button is selected, the No. Periods and Build Periods buttons are grayed out. The Budget Periods below will populate).
  7. Select the Projects tab.

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.

Enter details to the Proposal Page
  1. The Projects tab page displays. The Title auto-fills from the prior page. Enter locally defined field values;
    1. Optional to add the Long Description.
    2. Enter the Department number.
    3. Enter the Subdivision (typically the same as the Department# and depends upon your college setup).
    4. Enter the Institution (also known as the Business Unit).
    5. In the F&A Distribution section, enter 98219.
  2. Towards the bottom of the page, select the Location hyperlink.

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

Enter Project Info
  1. The Location tab page displays.
  2. Enter or look up locally defined valid values for required fields.
  3. Select the Budgets tab.  

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

Add location then select the Budgets tab
  1. The Budgets tab page displays.
  2. In the Budget Header section, enter locally defined field value(s);
    1. Add the Budget ID (limited to 5 field values). Note this will become the 'Activity ID' of your ChartString.
    2. Add the Budget ID Description.
    3. *Optional to select the plus icon [+] to add more Budget IDs.
  3. Select the Save button.

*To add additional Budget ID(s) also know as Activities, please refer to the budget your Grant Sponsor approved for guidance. Budget IDs/Activities are locally defined and can help Grant Managers or PIs identify and charge expenditures to the correct budget line(s) per the Award Narrative. For example, the BEdA Master Grant has 2 defined budgeted lines; i.e. Instruction and Administration. In this case, 2 Budget IDs (or Activity IDs) can be created to match the defined budget for each activity. (Examples of Budget IDs: INSTR or INS24 and ADMIN or ADM24 whereas the 24 represents the Fiscal Year).

Enter Budget ID(s)

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

Note:  The 'Proposal ID' will become your 'Award ID' and 'Contract ID' after you generate the award.

  1. For each Budget ID, select the F & A and Pricing Setup link.  
Proposal ID and Project ID are generated

WARNING: This is a Fixed Price Grant thus the Pricing set up as “Fixed” and the Product selected is "FIXED_PRICE".   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.

Even if your Grant does not have F&A expenses, it's recommended to select Fixed *Pricing Method and *Product with FA Rate % set to $0.00 so your Fixed Grant will carry through the system correctly as a Fixed Price Grant.

  1. The F & A and Pricing Setup page will display. Enter valid values for all required fields:
    1. Select the Pricing Method = Fixed.
    2. Select the Product = FIXED_PRICE.
    3. Select the Rate Type = IND for indirect.
    4. Enter the F&A or FA Base per your Grant Narrative.
    5. Enter the Effective Date and FA Rate%. Note: the effective date should match the start of your Grant.
  2. Select OK to return to the Maintain Proposal page.
  3. Section complete.

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.

Enter Fixed and Fixed Price in the F&A and Pricing Setup page

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.

Video Tutorial Via Panopto

View the external link to Create a Fixed Price Proposal. This link will open in a new tab/window.

2. Enter the Proposed Budget

Navigation: Grants > Proposals > Enter Proposal 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.
  3. Select Search and 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 College or Program.

  1. The Enter Budget Detail page will display.
    1. Enter or look up the Budget Item(s) and the Budget Item Description will auto-fill.
    2. Use the [+] or plus sign icon to add additional budget lines.
    3. Enter the Amount(s) for each Budget Item.
  2. Select Save.
  3. Section complete.
Enter Budget Details

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.

Video Tutorial Via Panopto

View the external link to Enter the Proposal Budget FPC. This link will open in a new tab/window.

3. Submit the Proposal

Navigation: 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. If you need to make changes, return to the Submit Proposal and change status back to Not Submitted and Save. Make changes then return to to Submit Proposal. Only Grants that are in Submitted status can be Generated to an Award.

  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.
  4. On the Submission tab, verify or enter valid values.
  5. Change the Submit Status to "Submitted".
  6. Select Save.
  7. Optional to select the Return to Maintain Proposal link and the Maintain Proposal page will display.

Optional to add the Location number. Sponsor Locations may have a couple of locations or building addresses in PeopleSoft. When in doubt, verify the Sponsors address and location number prior Submitting the Proposal to make sure your Billing the correct Sponsor.

Submit proposal

Notice that the proposal is now at a "Submitted" status and no longer in a "Draft" status.

Verify if Submitted
4. Generate the Award

Navigation: 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. (Optional to use other Search Criteria, like 'Short Title' and 'contains'.)
  3. Select Search. Then select the desired results.
  4. Information from the submitted proposal auto-filled specific fields. Verify as needed.
  5. Select the Generate button.
  6. Sections complete.

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 Contracts.

Generate Award

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.

Video Tutorial Via Panopto

View the external link to Submit Proposal & Generate the FPC Award. This link will open in a new tab/window.

Award Profile

5. Grant Terms

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

Navigation: 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.
  4. The Award Profile main Award tab page displays. Notice the Proposal Information carried forward into the Award Profile.
  5. Select the Terms tab.
  6. The Terms page displays. Select the checkbox Copy terms to all projects on save.
  7. In the Details section, enter FPC in the Terms & Conditions field. The description will auto-populate.

Note that this section is merely for the college to keep a list of grant requirements from the sponsor. Entering FPC in this field does not make your grant a fixed price grant within ctcLink. For ctcLink to recognize the grant as fixed price, you must select the Fixed Price option in the F&A Pricing Setup on the Budgets Tab.

  1. Select Save.
  2. Section complete.
Terms Tab
6. Project Type

The Project Type is a 5 digit number and the source of grant-related revenue. The Project Type is a college business practice decision, however for OBIS grants the Project Type is suggested to be coded 02012 for Intercollege Reimbursement. When the award integrates in the system, the Project Type becomes a 7 digit GL Account number in PeopleSoft; thus 02102 becomes 4020120.

For assistance on selecting a Project Type, please refer to the Grant Project Type Decision Tree link: Grants: How to Pick Project Type.

Navigation: Grants > Awards > Establish Project General Info

  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 navigate from the Award Profile Award page, select the Project hyperlink to navigate to Project page.
Select the Project number link
  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.
  4. Section complete.
Enter the Project Type
For "Capital Project Grants" Only

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 follow the steps 'A' through 'D' to 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).
Select side arrow to view more fields
  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.
  4. Section complete.
User Fields tab to enter the SBCTC Capital Project ID

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.

Allocation schedule
7. Finalize the Budget

Navigation: 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. The Budget Detail page will display.

Utilize the Search Criteria feature when searching for a specific Grant. For example, select the Description and select the drop down 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. Select the General Ledger Detail tab.
  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 Subsidiary, State Purpose, and/or Program if needed to complete your college's ChartString. Use the scroll bar to scroll to the right.
    5. If F&A was added during the Activity set up at the Proposal stage, the Sponsor F&A line will be automatically added.
  3. Select the Finalize button. A Budget Finalization message box will be displayed.

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

Notice these fields are editable and the boxes are 'open'. The budget is successfully finalized when the boxes are no longer editable or 'closed'.

Enter Budget Chartfield values
  1. Select OK. The Budget Detail page will redisplay.
  2. Select the Process Monitor link to insure that the process completes successfully. For more details on Process Monitor, see QRG Process Scheduler/Process Monitor for steps such as 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.
  4. The Project Budgets page displays. Enter or look up the Project.
  5. The Budget Detail page displays.
  6. Verify your Budget has Finalized successfully or has no editable boxes.
  7. Sections complete.

If 'yes' the Budget posted successfully (no editable boxes), please continue to Finalize and Activate a Fixed Price Contract. 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.'

Enter in missing chartfield and select Finalize button again

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.

Video Tutorial Via Panopto

View the external link to Grant Terms, Project Type, and Finalize the FPC Budget. This link will open in a new tab/window.

Customer Contracts

8. Finalize and Activate a Fixed Price Contract

Utilize the Search Criteria feature when searching for a specific Grant. For example, select the Contract Number and select the drop down arrow to select 'contains' and enter the numbers  not the zeros, i.e. 4339.

Navigation: Customer Contracts > Create and Amend > Define Contract General Info

  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.
  4. On the General Information page, select on the Lines tab.
  5. In the Contract Lines section, use the General tab to verify the Product is FIXED_PRICE and Description is Fixed Price Contracts.
  6. Select the Detail tab.
Select the Detail tab
  1. Use the Detail tab to verify the Billing Plan is set to Pending and the Revenue Plan is set to Billing Manages Revenue.
  2. Select the Pending link under the Billing Plan. The Define Billing Plan page will display.
Select the Pending link
  1. On the Billing Plan General tab, review the Customer Information, Billing Options, and the Billing Default Overrides (like Billing Inquiry phone#) for any data that needs to be updated. Select the Save button to save changes.
  2. Select the Events tab.

IMPORTANT: The Pre Approved and Direct Invoice checkboxes are NOT selected for fixed price contracts.

Note: The Billing Status is set to Pending and the Ready at Activation field has a checkmark in it. This will allow the bill plan to become activated when the contract is set to Active.

Select the Events tab
  1. Use the Events tab to enter the date(s) for invoice(s). In the Define Events section, select the Amount radio button
  2. In the Event Detail section, select *Event Status drop down arrow and change the status from Ready to Pending.
  3. The Event Date and Amount fields will become editable. Enter valid values:
    1. Enter or select the Event Date for the invoice.
    2. Enter an Amount for the Invoice. Lines must add up to the 'Total Amount' owed by the Sponsor.
  4. When lines are complete, use the Event Status drop-down menu to change the status from Pending to Ready.
  5. Select the plus icon [+] to add Billing Events. A message pop ups 'Enter the number of rows to add'. Enter the number of lines and rows will appear. Repeat steps 12 to 14 as needed.

Only Billing Events in Pending Status allows you to edit the Event Date and Amount.

For each event line, the Event Date and Amount will be used when processing FPC Grant Billing, i.e. below image contains two Grant Billing Events, first: Invoice Event Date = 11/1/2023 for the amount of $25,000 and second: Invoice Event Date = 12/31/2023 for the amount of $25,000 which adds up to the 'Total Amount' of $50,000.

Select Amount and Enter event dates and amounts
  1. When all lines are complete, use the Event Status drop-down menu to change the status from Pending to Ready.
  2. Select the Save button.
  3. Select the Return to General Information link.

Need to change an Event Date or Amount? Select the Event Status to 'Pending' and update the fields as needed. In order for the Fixed Price Contract to be finalized, Total Billing Event Amounts must add up to the Total Amount owed by the Sponsor.

Notice upon Saving, the Remaining Amount should equal zero.

Event Details are saved
  1. On the General Information page, select the Lines tab and then select the Details tab.
  2. Select the Contract Terms link. The Contract Terms page with Related Projects tab will display.
Select the contract terms link
  1. On the Related Projects tab, verify the following:
    • Contract Product is FIXED_PRICE.
    • Ensure that all Associated Projects & Activities for this contract are listed on this page.
  2. Select the Radio Button of the Project(s) and select the Save button.
  3. Select the Return to General Information link.
select associated projects and save
  1. On the Lines tab, select the Detail tab.
  2. Select the Accounting Distribution link.   
Select the Distribution link

The next several steps are to add the revenue account code to the contract for reporting purposes. Use the Accounting Distribution page to complete the contract accounting details.  If necessary, change the Effective Date to the first day of the activation of the award or the award start date.

  1. The Accounting Distribution page displays.  
  2. Select the Correct History button which enables you to enter information in the following required fields.
  3. In the Define Distributions By section, select the Amount radio button.
  4. In the Revenue Forecast section, complete the required ChartField entries for the contract:
    1. Enter appropriate Revenue Account.
    2. Enter appropriate Oper Unit.
    3. Enter appropriate Fund.
    4. Enter appropriate Dept.
    5. Enter appropriate Class.
    6. Enter State Purpose 'N'. Note: this is necessary to meet the Global Billing rules.
    7. Enter associated Project Number.
    8. Add Program field if applicable. Please see the ctcLink Accounting Manual for more information on GL Accounts.
  5. In the Contract Asset or Unbilled AR section, complete the required ChartField entries for the contract, i.e. Oper Unit, Account, Fund, Dept, Class, State Purpose, Project, and if applicable Program.
  6. Select Save.  

Your Revenue Distribution should match the Grant Project Type from the Award Profile, i.e. Project Type 02101 for Private Grants.  Corresponding in the Contract, the Revenue Distribution should be set to 4021010 to match the 7 digit requirement of GL Accounts.

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 1010050 the account default.

Enter Revenue and Contract Distribution
  1. A message indicating that the 'Contract Asset or UAR Accounting Distribution has been changed' will display. Select OK.
  2. Use the scroll bar to scroll to the right of the page to verify both Revenue and Contract Asset lines have a valid checkbox.
  3. Select the Return to General Information link.  
Verify if both lines are valid
  1. The Lines tab of the General Information page displays. Optional to verify the Billing and Revenue Amount information by selecting the Billing Amount Details tab and the Revenue Amount Details tab. Review as needed.
  2. Use the General tab to update the status of the contract.
  3. Enter or select Active in the Contract Status field.
  4. The page automatically saves.
Set Contract Status to Active

Expand the Other Information arrow to toggle back to the Award Profile by selecting the View Award Profile link.

Expand the Summary of Amounts arrow to review the Fixed Billing and Fixed Revenue Totals.

Pro Tip - expand the Other Information and Summary of Amounts arrow for more information
  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.

Video Tutorial Via Panopto

View the external link to Finalize and Activate the Fixed Price Contract. This link will open in a new tab/window.

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 Fixed Price Contract Billing.

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