9.2 Fixed Price Grant - Creation to Activation

Purpose:  Use this document to move through the Fixed Price Contract Award from Proposal creation, Award Budget Finalization, to Contract Activation process in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

Fixed Price Grant Creation to Award Activation Process

1. Create a Proposal

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 or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

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 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).

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.

Proposal tab
  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 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.

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 is always set to 98219 for Indirect Cost Liability and it's considered an offset account that SBCTC uses to track and monitor.

Projects tab
  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: CBND or EHS22).

Budgets tab
  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.

Location tab

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' after you generate the award.

Proposal Project ID
  1. Select the Budgets tab.
  2. For each Budget ID, select the F & A and Pricing Setup link.  
Budgets tab

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.

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.

  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 = Fixed.
    3. Select the Product = FIXED_PRICE.
    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.
F & A and Pricing Setup page
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

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. 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.
Enter Budget Detail search page
  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.

Notice that the Sponsor F&A is being calculated based on the percentage that was entered in the F&A Pricing Setup page above (i.e. 5% of All Direct Costs $100,000 = $5,000).

Enter Budget Detail page
3. Submit a 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 Search Results will display and select the results link.
Submit Proposal search page
  1. The Submit Proposal page displays.
  2. On the Submission tab, verify or enter valid values in required fields.
  3. Change the Submit Status from "Draft" to "Submitted".
  4. Select Save.
  5. 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.

Submission tab

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

Maintain Proposal page Proposal Status section
4. Generate an 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. (Optional to use other Search Criteria, like 'Short Title' and 'contains'.)
  3. Select Search. Then select the desired results.
Generate Award search page
  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.

Generate Award page with Generate button available

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 page with Generate button greyed out

Now that your Grant Proposal is Awarded, the next step is to add information to the Award Profile by adding the Terms, Project Type and Finalizing the Budget.

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 Fixed Price 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. Then select the search results.
Award profile search criteria page
  1. The Award Profile page displays. Notice the information from the Proposal carried forward. Here is where you can add/adjust information to the Grant Award.
  2. On the Award Profile page, select the Terms tab.
select the terms tab
  1. The Terms page displays.
  2. In the Details section, enter FPC in the Terms & Conditions field. The Description will auto-fill. Optional to add additional description or in the explanation field.
  3. Select Save.
terms & conditions = FPC
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. 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.

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.
  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.

Project General search page
  1. On the General Information tab, enter a Project Type.    
  2. Note that there is a Contract Number associated with the Grant/Project.  
  3. Select Save.
General Information tab
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. The Budget Detail page will display.
Project Budgets search page
  1. On the Budget Detail page, enter or look up the Operating Unit.
  2. Enter or look up the Fund Code.
  3. Enter or look up the Class Field.
  4. Enter or look up the State Purpose (or Program if required fields are needed to complete your college ChartString).
  5. Notice that the FACADMIN line has been automatically added.  
  6. Select the Finalize button.  A Budget Finalization message box will be displayed.

Recall Grant Budget GL Accounts are Globally Defined roll-up accounts.  Note: If you need to add an additional Budget line item, start by adding the Budget Item description and it will populate the roll-up Account Number (i.e. adding SALARY will populate Account 5000003).

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

Budget Detail page
  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.  A successful finalized budget will not have any 'open boxes' or editable fields.

After the finalization processes to success, you will notice that the fields are no longer able to be edited. If boxes are still 'open' or editable fields, check your ChartString for a missing field.

8. Finalize and Activating a Fixed Price 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

  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.  Notice the Contract Status is Pending.  The General Information page is displayed.
Find an Existing Value tab
  1. On the General Information page, select the Lines tab. Notice the Contract Status is Pending.
select the lines tab
  1. In the Contract Lines section, use the General tab to verify the following contract details.
  2. Make sure the Product is FIXED_PRICE and Description is Fixed Price Contracts.
  3. Make sure the Start Date and End Date on the contract line match the awarded period.
  4. Select the Detail tab.
General Information page, Lines tab, Detail tab
  1. Use the Detail tab to verify the following contract details.
  2. Make sure the Billing Plan is set to Pending and the Revenue Plan is set to Billing Manages Revenue.
  3. Select the Pending link under the Billing Plan.  The Define Billing Plan page will display.
select Pending link in billing plan column
  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.
  2. Select Save.
  3. 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 pending link
  1. Use the Events tab to enter the dates for invoices.
  2. Select the Amount radio button in the Define Events section.
  3. Under the Event Status, select the drop down arrow and change the status from Ready to Pending.
  4. The Event Date and Amount fields will become editable.
select amount in define events section on events tab
  1. In the Event Date field, enter or select the date for the invoice.
  2. Enter an Amount for the Invoice. Lines must add up to the total amount owed by the Sponsor.
  3. When lines are complete, use the Event Status drop-down menu to change the status from Pending to Ready.
  4. Select the + icon to add another Billing Event.

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

events page
  1. A message will appear asking to "Enter the number of rows to add".
  2. Select the number of lines to add and select OK.
  3. The additional rows will appear.

Note: Additional Billing Events will default to the Pending status allowing you to enter the Billing Event Dates and the Billing Amounts.

enter number of rows to add
  1. Enter the next Billing Invoice Event Date.
  2. Enter the next Billing Invoice Amount.
  3. When all lines are complete, use the Event Status drop-down menu to change the status from Pending to Ready.
  4. Select Save.
select save

In order for the Fixed Price Contract to be finalized, total Billing Events must add up to the total amount owed by the Sponsor.

  1. Select the Return to General Information link.

Notice upon saving your Total Amount equals the Sponsor Amount and the Remaining Amount is zero.

select the return to general information link
  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.
from the lines tab, select the detail tab
  1. On the Related Projects tab, verify the following contract terms and Product is FIXED_PRICE.
  2. Ensure that all Associated Projects for this contract are listed on this page.
  3. Ensure that the Activity is correct for the Project.
  4. Select the radio button of the Project and Save.
  5. Select the Return to General Information link.
return to general information link
  1. On the Lines tab, select the Detail tab.
  2. Select the Distribution link under Accounting for the line.  The Accounting Distribution page will display.
Select the Distribution link in the accounting column

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.

Note:  If Sponsor is from a State or Federal Agency, change the Contract Asset GL Account accordingly to meet Due-To or Federal Reporting, i.e. State Agency would be 1010180 for Due From St Agencies ST and 1010150 would be for Due From Fed Government ST.

  1. Select the Correct History button prior making changes to the Distributions page.
  2. In the Define Distributions By section, select the Amount radio button.
  3. 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.
    9. Add Subsidiary field if applicable. Please see the ctcLink Accounting Manual on Subsidiary for more information.
  4. 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 and Subsidiary.
  5. Select Save.  

Your Revenue Distribution should match the Grant Project Type from the Award Profile, i.e. Project Type 02105 for Private Contributions/Grants.  Corresponding in the Contract, the Revenue Distribution should be set to 4021050 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 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.

enter chartfield information
  1. A message indicating that the Contract Asset or UAR Accounting Distribution has been changed will display. Select OK.
select OK on confirmation message pagelet

Check to see that the row goes to "Valid" after it is saved.

  1. Select the Return to General Information link.  The Lines tab is displayed.
Accounting Distribution page
  1. In the Contract Lines section, select the Billing Amount Details tab.
select the billing amount details tab
  1. On the Billing Amount Details tab, verify the Billing Limit on the Contract Line is the same as the awarded amount.
  2. Select the General tab.
select the general tab
  1. Use the General tab to update the status of the contract.
  2. Enter or select Active in the Contract Status field.
  3. Select Save.
select save
  1. The Fixed Price Contract is now active.
contract status = active
  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 Fixed Price Contract Billing.

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