Reimbursable Grant with Multiple Projects - Creation to Activation

Purpose:  Use this document to create and activate a Reimbursable Grant that has multiple Projects (i.e. SBCTC WorkFirst) in ctcLink.

Audience:  Finance/Grants Fiscal Staff.

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

  • 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.

Reimbursable Grant with Multiple Projects - Creation to Activation

The Reimbursable Grant Award with multiple projects will be based upon the SBCTC WorkFirst Delivery Grant. This grant has multiple types of tuition that is budgeted separately and since there is not an Activity Field within the Student Financials Item Types, each Tuition Budget Line will need to to have its own Project ID and therefore own Item Type. Below is an example of using a spreadsheet to keep track of your data and it will be used as the example throughout the QRG.

OBIS WorkFirst Grant Examples & Helpful Hints

Each Tuition Budget Item will need to have it's OWN Project ID Number. Student Financial Item Types have the Project ID field (not the Activity field).

For more information and guidance, please see the SBCTC web page on Manage an Existing Grants.

WorkFirst Grant Example 1 [Relationship: 1 Project with Multiple Activities]

  • Please see the following link to a help document, using 1 Project Number with multiple Activities.

WorkFirst Grant Example 2 [Relationship: 1 Project with 1 Activity for each Budget Line]

Note that the Project ID numbers and Contract ID highlighted in yellow below are for example purposes only. These numbers will be auto-generated upon saving. The first Project ID created becomes your 'Primary Project ID', i.e. WorkFirst Admin*.

Grant Excel Spreadsheet Example

Proposal

1. Create a 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. Enter a valid value in Proposal ID field.
  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. Optional to enter a Long Description.
    4. Enter or look up PI ID.
    5. Enter the Sponsor ID.
    6. Optional to enter or look up the CFDA number.
    7. 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 and the Budget Periods section populates).

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.

Proposal tab page

For the following example, four projects will be added to match the OBIS Award Budget Lines;

  • 1st Project: WorkFirst Grant Admin
  • 2nd Project: WorkFirst Financial Aid
  • 3rd Project: WorkFirst Internal Controls
  • 4th Project: WorkFirst Basic Skills
  1. Select the Project tab.
  2. Enter valid values for required fields for the first Project, for this example WorkFirst Admin:
    1. Update or Enter the Title of the First Project. 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 the Global SBCTC Department '98219' for Indirect Cost Liability.
  3. Towards the top right of the Proposal Projects section, select the '+' or plus icon to add a Project.

The F&A Department is always set to 98219 for Indirect Cost Liability. It's considered a SBCTC Global offset account used for tracking and monitoring.

Both the Proposal ID and Project ID default as 'NEXT' and ''NEXT_1' 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.  

Add first project id info
  1. Continue to enter valid values for required fields for additional Projects.
    1. Update or Enter the Title of the Project. 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 the Global SBCTC Department '98219' for Indirect Cost Liability.
  2. Select the Location link located at the bottom of the page.

The below example displays 4 of 4 Proposal Projects exist and optional to 'View All' Projects at once hyperlink. Select the back button to return to the first Project ID.

Project example 4 of 4 details
  1. The Location tab page displays.
  2. Enter or look up a Location for EACH Project ID. Select the View All hyperlink or use the next arrow button to scroll to the next Project ID.
  3. After all Project IDs have a Location, Select the Budgets tab,

If not all Project IDs have a location, you will be unable to Save your work. The Grant "Location" is a local business practice decision and please refer to your Finance Director/Supervisor for details.

Enter a location for EACH Project ID
  1. The Budgets tab page displays.
  2. For EACH Project ID under 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. *Optional to select the plus icon (+) to add more Budget IDs.
  3. Select the View All / View 1 link or the back [<] and forward [>] arrow buttons to view all Project IDs.
  4. Select the Save button.

The 'Budget ID' will become part of a valid ChartString known as the 'Activity ID'. *To add additional Budget ID(s), please refer to your Budget Narrative for guidance. Budget IDs 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 Perkins Plan Grant has 2 defined budgeted lines; i.e. Professional Development and Instruction. In this case, 2 Budget IDs (or Activity IDs) can be created to match the defined budget for each activity. (Examples of Budget IDs: PRDEV or PDV24, and INSTR or INS24 whereas the 24 represents the Fiscal Year).

Add Budget ID and description for each Project ID

After the Proposal is saved, the Proposal Project ID numbers will auto-populate. The 'Proposal ID' becomes your 'Contract ID' number after you generate the Award.

Also EACH of the Project IDs will auto-populate.

  1. Select the View All hyperlink or forward/back buttons to view your newly generated Project ID numbers.
  2. Select the F & A and Pricing Setup link for those Project IDs that have Indirect Cost Budgeted. For this example, Admin Salaries are budgeted at 5% of Salaries.
Select View All link to view all projects
  1. The F & A Pricing Setup page will display. Enter valid values for required fields for EACH Project IDs that has Indirect Cost budgeted;
    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. In the Budget section, enter the F&A or FA Base per your Grant Narrative.
    6. Enter the Effective Date and FA Rate% (make sure your Effective Date matches the Start of your Grant Award).
  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.

Enter in indirect info
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 or use a different Search Criteria option.
  3. Select Search. All Project IDs associated with the Proposal ID will display.
  4. Select the first Project ID hyperlink.
  5. 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.
  6. Select Save.
  7. Select the Next in List button to enter the next Project ID proposed Budget.

Notice that the Sponsor F&A is calculated based on the percentage that was entered in the F&A Pricing Setup page above.

Enter Budget Detail for EACH Project Activity
  1. After all Project ID Budgets has been entered and saved, select Return to Maintain Proposal.

Review entered information on the various Proposal tabs and note is still 'Draft' form, optional to make changes as needed. Note the Total Sponsor Budget is displays the Total Award Amount.

Select return to maintain proposal
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.  

  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 the Save button. Optional to select the Return to Maintain Proposal link and verify the Maintain Proposal page will display.
Select the Submitted status and save page
4. Generate an 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.
  3. Select Search.
  4. Review the information. Select the View All link to view all Project IDs and all Project IDs will be selected by default.
  5. Select the Generate button.

Notice that after you “Generate”,  the Generate button is grayed-out and no longer available. When your Proposal ID is generated, it pushes this information into Project Costing, Grants within the Award Profile and also Customer Contracts.

Generate Award

When Project(s) are “Generated”, the system pushes this information out to Project Costing and Customer Contract Modules.

Award Profile

5. Grant Terms

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

Navigation: Grants > Awards > Award Profile  

  1. On the Award Profile search page displays.
  2. Enter or look up the Proposal ID (optional to use other search criteria).
  3. Select Search and then select the desired results. Note all of the Project IDs are under 1 Award ID.
  4. The Award Profile main Award tab page displays.
  5. Select the Terms tab.
  6. In the Details section, enter CRC in the Terms & Conditions field. The Description will auto-fill to Cost Reimbursable Contract. Optional to add a custom Explanation.
  7. Check the box Copy terms to all projects on save.
  8. Select Save.
Set Terms to CRC
6. Project Type

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: Grants > Awards > Award Profile > Project ID hyperlink 

OR

Navigation: Grants > Awards > Establish Project General Info

Each Project ID Number requires a Project Type.

  1. On the Award Profile main Award tab page, in the Associated Project section select the Project number hyperlink to navigate to the Project General Information page.
Award tab select the project number link
  1. The General Information tab page displays.
  2. Enter or look up the Project Type value. Per SBCTC Accounting/Policy, all OBIS Grant Project Types are 02012 = Intercollege Reimbursement.
  3. Select Save.
  4. Select the Return to Award Profile hyperlink.
Select Project Type number and save page.
  1. The Award Profile main page displays.
  2. Select the next Project ID number and repeat the above steps to add the Project Type to EACH of the associated Project ID numbers.
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 > Award Profile > Funding tab 

OR

Navigation: Grants > Awards > Project Budgets

  1. On the Award Profile page, select the Funding tab.  
  2. Select the Budget Details icon for your first Project ID.

Notice the Budget Posting Status is blank and the PC Distribution Status is Not Distributed. EACH Project ID Budget must be posted and distributed in order for PeopleSoft to process expense transactions in other Finance Modules. Use the View All link to monitor each posted budget.

Funding tab
  1. 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.
  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.  

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

  1. Select the Finalize button.
Add chartfields to complete a valid chartstring
  1. A Budget Finalization message box will be displayed.
  2. Select OK. The Budget Detail page displays.
  3. Select the Process Monitor link to insure the process completes successfully.
  4. The Process Monitor page displays. For more details on Process Monitor, see QRG Process Scheduler/Process Monitor.
  5. Select the hyperlink Go back to Project Budgets for confirmation that the Budget was finalized.
Process monitor message
  1. The Project Budgets page displays.
  2. Enter or look up the Project.
  3. The Budget Detail page displays.
  4. Verify the Budget has Finalized successfully or has 'no editable or open' boxes, like the image example below. Select Return to Award Profile to select the next Project ID to enter in valid Chartfields and select the Finalize button.
successfully posted budget

If rows are 'open or editable', 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.'

Add missing chartfield and select finalize button again
  1. The Funding tab on the Award Profile displays.
  2. Notice the Budget Posting Status is Posted and PC Distribution Status is Distributed.
  3. Select View All.

There's a couple of different ways to view multiple Project IDs; select View All, use the forward and back arrows and/or Last, or select Next in List.

Verify posted budgets
  1. All Project IDs displays.
  2. Select the Budget Details icon to navigate to each of the Project ID's Budget Details page.
  3. Enter the valid values for each additional Project ID and select Finalize (refer back to Step 3 as needed). Select Refresh to update the page.
  4. All Project IDs should have a Funded Amount, Budget Posting Status = Posted and PC Distribution Status = Distributed.
View all posted budgets

From the Award Profile page, select the Funding Inquiry tab to review the Total Posted Budget Amount. This page can be useful to review Project IDs and Activity IDs and when comparing the Total Posted Budget Amount with the Total (Contract) Award Limit Amount.

Funding Inquiry tab

Customer Contracts

8. Finalize and Activate the Award Contract

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

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, 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.  
  4. Select the desired results and the General Information page displays.
  5. On the General Information page, notice the Contract Status is Pending.  Select the Lines tab.
General page
  1. In the Contract Lines section, select the Detail tab.
  2. Select the Accounting Distribution link.  
Detail tab
  1. The Accounting Distribution page displays. Select the Correct History button.
  2. In the Revenue Forecast section, enter the required valid fields:
    1. Account
    2. Dept
  3. In the Contract Asset section, enter the required field values: (typically this is your *Primary Project information, this example uses Project 000003133 WorkFirst Admin line):
    1. Oper Unit.
    2. Fund.
    3. Dept.
    4. Class.
    5. Project.
    6. Required or optional fields depending upon your college setup: Program/Subsidiary.
    7. State Purpose = 'N'.
  4. Scroll to the right to view the entire ChartString. Select Save.

The Revenue Forecast or 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.

Complete the accounting distributions
  1. A message displays 'Contract Asset accounting distribution has been changed'. Select OK.
  2. Scroll the bar all the way to the right to notice the status changes from Error to Valid.
  3. Select Return to General Information.
Valid Status
  1. The General Information page displays.
  2. On the Detail tab, select the Contract Terms link to review.
Select the contract terms link

Optional to review the Billing and Revenue limits and Project IDs associated with the Contract ID. Select Return to General Information.

Review related projects
  1. The General Information Lines page displays.
  2. Select the General tab.
  3. In the Contract Status field, change from Pending to Active.
  4. The page automatically saves.
Select contract status to Active.

The Contract ID is now Active, both the Contract and Processing Status now shows an Active status.

Active status
  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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