Reimbursable Grant with Multiple Projects - Creation to Activation

Purpose:  Use this document to create and activate a Reimbursable Grant that has multiple Projects 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

It is uncommon for a Grant to need more than one Project. If, after consulting with the SBCTC ctcLink support team, it is determined that you need multiple projects in a grant, follow this QRG.

Proposal

Expand or collapse content 1. Create a Proposal

Navigation: Grants > Proposals > Maintain Proposal

  1. On the Maintain Proposal Find an Existing Value page, select the Add a New Value button.
    1. Enter or search for the Business Unit.
    2. Leave the Proposal ID field populated with NEXT.
    3. Leave the Version ID field populated with V101.
    4. Select the Add button and the Maintain Proposal page displays on the Proposal tab.
  2. Enter or search for the required and/or optional fields:
    1. Award Description.
    2. Reference Award Number (Optional).
    3. Federal Award Identification Number (If required).
    4. Title.
    5. Long Description (Optional).
    6. PI ID.
    7. Sponsor ID.
    8. Pre-Award Administrator (Optional).
    9. Purpose (Optional).
    10. Proposal Type.
    11. ALN (If required).
    12. Ensure the Facilities & Admin Requested checkbox is selected, as appropriate.
    13. Start Date, End Date, and number of Periods.
      1. Select the Build Periods button.
        • NOTE: Notice that after you build a period that the Build Periods button is now grayed out and the Budget Periods section populates. Additionally, it will be uncommon to add more than one Build Period.

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.

Maintain Proposal page on the Propsoal tab. No data is entered. The Description, Title, PI ID, Sponsor ID, ALN, Start Date, End Date, and No. Periods fields are all highlighted. The Build Periods button is also highlighted.
  1. Select the Project tab and the Project Tab displays.
    1. Enter or search for the required and/or optional fields:
      1. Proposal Projects section:
        1. Leave the Project ID field populated with the default value.
        2. Title of the first Project.
        3. Long Description (Optional).
        4. Department number.
          1. A Message box will display. Select the No button.
        5. Subdivision (This is typically the same as the Department#).
        6. Institution (also know as the Business Unit).
        7. Dept Contact (Optional).
        8. Dept Rep (Optional).
      2. F & A Distribution section:
        1. Global SBCTC Department '98219' for Indirect Cost Liability.
        2. Percent Share.
    2. Within the Proposal Projects section, select the Add a New Row [+] icon to add another project.
      1. Repeat steps 3.A.I-II.
  2. Select the Location link located at the bottom of the page and the Location tab displays.

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.

The first Project ID will default to the Primary Project. You may select any of your Projects as the Primary Project.

Maintain Proposal page on the Projects tab. No data is entered. The Title, Department, Subdivision, Institution, F&A Distribution Department and Percent Share fields are highlighted. The Location hyperlink is also highlighted.
  1. Within the Location section, enter or search for the Location for EACH Project ID. Select the View All hyperlink within the Proposal Project section or use the next arrow button to scroll to the next Project ID.
  2. After all Project IDs have a Location, select the Budgets tab and the Budgets tab displays.

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. Please refer to your Finance Director/Supervisor for details.

Maintain Proposal page on the Location tab. No data is populated. The Proposal Project navigation links and button are highlighted. The Location field is highlighted. The Save button and Budgets tab are also highlighted.
  1. Within the Budget Header section, enter locally defined field value(s):
    1. Enter 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 (Activities).
    3. Repeat step 5 for EACH Project ID by utilizing Show Previous Row [<] and Show Next Row [>] buttons.
  2. Select the Save button.
  3. Select the View All hyperlink or forward/back buttons to view your newly generated Project ID numbers.

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 PDV26, and INSTR or INS26 whereas the 26 represents the Fiscal Year).

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.

Maintain Proposal page on the Budgets tab. No data is populated. The Proposal Project navigation hyperlinks and buttons are highlighted. The Budget ID and Description fields are also highlighted. Lastly, the Save button is highlighted.
Maintain Proposal page on the Budgets tab. The Buget ID field is populated and the Proposal ID and Project ID's are highlighted. The Proposal Project section navigation buttons and links are also highlighted.
  1. Select the F & A and Pricing Setup hyperlink for those Project IDs that have Indirect Cost budgeted.
    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.
    2. Within the Budget section, enter the F&A or FA Base per your Grant Agreement.
      1. Enter the Effective Date and FA Rate% (make sure your Effective Date matches the Start of your Grant Award).
    3. Select OK to return to the Maintain Proposal page.
  2. Select the Save button.

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.

F&A and Pricing Setup page with the Pricing Method populated with As Incurred, the Product populated with GRANT_SVC, and the Rate Type populated with IND. The FA Base, Effective Date, and FA Rate% fields are highlighted.

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 Proposal (RG with Multiple Projects). This link will open in a new tab/window.

Expand or collapse content 2. Enter the Proposed Budget

Navigation: Grants > Proposals > Enter Proposal Budget Detail

  1. On the Enter Budget Detail Find an Existing Value search page:
    1. Enter or search for the Business Unit.
    2. Enter or search for the Proposal ID or use a different Search Criteria option.
    3. Select the Search button. All Project IDs associated with the Proposal ID will display.
    4. Select the first Project ID hyperlink and the Enter Budget Detail page displays.
  2. Within the Details, CostShare, and Justification section on the Line Data tab, enter or search for the required and/or optional fields:
    1. Budget Item(s). The Description will auto-fill.
    2. Select the Add a New Row icon [+] to add additional rows.
    3. Total Direct amount(s) for each Budget Item.
  3. Select the Save button.
  4. Select the Next in List button to enter the next Project ID proposed Budget.
  5. After all Project ID Budgets has been entered and saved, select Return to Maintain Proposal hyperlink.

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 page with no data entered. The Budget Item, Description, and Total Direct fields are highlighted. The Save button is also highlighted.

Review entered information on the various Proposal tabs and note it is still in 'Draft' form, optional to make changes as needed.

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 Proposed Budget (RG with Multiple Projects). This link will open in a new tab/window.

Expand or collapse content 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 Find an Existing Value search page:
    1. Enter or search for the Business Unit.
    2. Enter or look up the Proposal ID.
    3. Select the Search button and the Search Results section displays.
    4. Select the first Proposal ID and the Submit Proposal page displays.
      • Note: Depending on how many Projects you have with the Proposal, there will be multiple Search Results for each Proposal ID. You only need to "Submit" one Proposal and each respective Project will submit together.
  2. On the Submission tab, verify or enter valid values.
  3. Change the Submit Status to Submitted.
  4. Select the Save button.
  5. Optional to select the Return to Maintain Proposal link and verify the Maintain Proposal page.
Submit Proposal page on the Submission tab. The Submit Status drop-down field has been changed to Submitted. the Proposal Status is populated with Submitted. Both fields are highlighted. The Save button and Return to Maintain Proposal hyperlink are also highlighted.
Expand or collapse content 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 Find an Existing Value search page:
    1. Enter or search for the Business Unit.
    2. Enter or look up the Proposal ID.
    3. Select the Search button and the Search Results section displays.
    4. Select the first Proposal ID and the Submit Proposal page displays. If you do not see any Proposals for your Business Unit, you are likely missing additional grant security setup. Please work with your local security administrator and refer to the FSCM Grants Security QRG.
  2. Review the information. Select the View All hyperlink to view all Project IDs. All Project IDs will be selected by default.
  3. Make note that your Proposal ID becomes your Award ID. Do not edit the To Award field.
  4. 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 Page with the View All hyperlink selected. the Generate button is highlighted.

Award Profile

Expand or collapse content 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 Find an Existing Value search page:
    1. Enter or search for the Business Unit.
    2. Enter or look up the Award ID.
    3. Select the Search button and the Search Results section displays.
    4. Select the first Proposal ID and the Award Profile Award tab displays.
  2. Select the Terms tab.
    1. Within the Detail section, enter or search for CRC in the Terms & Conditions field. The Description will auto-fill to Cost Reimbursable Contract. It is optional to add a custom Explanation.
    2. Select the Copy terms to all projects on save checkbox.
  3. Select the Save button.
Award Profile page on the Terms tab. The Term and Conditions field is populated with CRC and highlighted. The Copy terms to all projects on save checkbox and the Save button is highlighted.
Expand or collapse content 6. Project Type

The Project Type is a 5 digit number and the source of grant-related revenue. 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.

Each Project ID Number requires a Project Type.

For assistance on selecting a Project Type, please refer to the Grant: How to Pick Project Type QRG.

Navigation: Grants > Awards > Award Profile > Project ID hyperlink within the Associated Project section on the Award tab (Recommended and shown in first image below)

OR

Navigation: Grants > Awards > Establish Project General Info (Alternate)

Award Profile page on the Award tab which is highlighted. Within the Associated Project section, the Project hyperlinks are also highlighted.
  1. The General Information tab page displays.
  2. Enter or search for the Project Type value.
  3. Select the Save button.
  4. Select the Return to Award Profile hyperlink and repeat the above steps to add the Project Type to EACH of the associated Project ID numbers.
Establish Project General Info page on the General Information tab. The Project Type field and the Save button are highlighted. The Return to Award Profile hyperlink is also highlighted.
Expand or collapse content 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. Finalize 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 (Show Following Tabs) icon to view additional tabs.
Establish Project General Info page with the Show Following Tabs icon highlighted.
  1. Select the User Fields tab and the User Fields tab displays.
  2. Within the User Fields section, enter the SBCTC provided capital project number in the Field 5 textbox, for example P031, P279 or P123.
  3. Select the Save button.
Establish Project General Info page on the User Fields tab. The Field 5 Textbox and the Save button are highlighted.

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
Expand or collapse content 7. Finalize the Budget

Navigation: Grants > Awards > Award Profile > Funding tab 

OR

Navigation: Grants > Awards > Project Budgets

  1. If on the Award Profile page, select the Funding tab.  
  2. Select the Budget Details icon for your first Project ID.
    1. Utilize the Funding Info section navigation menu to select the appropriate Budget Details icon.

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.

Award Profile page on the Funding tab. the Funding Info navigation is highlighted. The Project ID and the Budget Details icon are also highlighted.
  1. The Budget Detail page displays.
  2. Select the General Ledger Detail tab.
  3. For each Budget line item, enter or search for 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. 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.
    1. A Budget Finalization message box will be displayed.
    2. Select the OK button and the Budget Detail page displays.
    3. Please refer to the Process Schedule Request steps for further instructions.
Budget Detail page on the General Ledger Detail tab. The Operating Unit, Fund Code, and Class Field columns are highlighted. The Finalize button and Process Monitor link are also highlighted.
  1. Verify the Budget has Finalized successfully and has 'no editable or open' boxes. Select Return to Award Profile hyperlink and the Award Profile page displays.
  2. Verify the Budget Posting Status is labeled and Posted and the PC Distribution Status is labeled as Distributed for the appropriate Project and Period.

If rows are 'open or editable', enter in the missing ChartField(s), select the Finalize button and go back to continue from Step 4. Select the OK button. The Budget Detail page will display.

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.

Award Profile page on the Funding tab. The Budget Posting Status and PC Distribution Status columns are highlighted. The Budget Detail icon is also highlighted.
  1. Select the Budget Details icon to navigate to each of the Project IDs Period Budget Details page.
  2. Repeat steps 1 through 6 for each Project and Budget Period.
  3. All Project IDs and Periods should have a Funded Amount, Budget Posting Status of Posted and PC Distribution Status of Distributed.
  4. Select the Save button.

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.

Award Profile page on the Funding Inquiry tab.

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.

View Tutorial via Panopto

View the external link to Finalize a Budget (RG with Multiple Projects). This link will open in a new tab/window.

Customer Contracts

Expand or collapse content 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. Note that your Contract number is your Award ID.

  1. The General Information Find an Existing Value search page displays.
    1. Enter or search for the Business Unit.
    2. Enter or search for the Contract (Award Number).
    3. Select the Search button and the Define Contract General Info page displays on the General tab.
  2. Notice the Contract Status is Pending. Select the Lines tab and the Lines tab displays.
Define Contract General Info page on the General tab. The Contract Status of Pending is highlighted.
  1. Within the Contract Lines section, select the Detail tab.
    1. Select the Accounting Distribution hyperlink and the Accounting Distribution page displays.
Define Contract General Info page on the Lines tab. The Detail tab is selected and the Distribution hyperlink is highlighted.
  1. Select the Correct History button.
    1. Within the Revenue Forecast section, enter the required valid fields:
      1. Account.
      2. Dept.
    2. Within the Contract Asset section, enter the required field values (typically this is your *Primary Project information):
      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'.
    3. You may scroll to the right to view the entire ChartString.
    4. Select the Save button.
      1. A message displays 'Contract Asset accounting distribution has been changed'. Select the OK button.

The Revenue Forecast or Distribution should match the Grant Project Type from the Award Profile. For most Project Types, the associated revenue will be 4+Project Type+0 (for example, 4021010 for a Private Grant) to match the 7 digit requirement of GL Accounts.

Accounting Distribution page. The Account and Dept fields are highlighted within the Revenue Forecast section. The Oper Unit, Fund, Dept, etc. is highlighted within the Contract Asset section. There is a purple arrow on the scroll bar under the Contract Asset section pointing to the right. The Save button is highlighted and the Correct History button is highlighted.
  1. Scroll the bar all the way to the right to notice the status changes from Error to Valid.
  2. Select the Return to General Information hyperlink and the General Information page on the Lines tab displays.
  1. On the Detail tab, select the Contract Terms hyperlink to review.
Define Contract General Info page on the Lines tab. The Detail tab within the Contract Lines section is displayed and the Contract Terms hyperlink is highlighted.
  1. It is optional to review the Billing and Revenue limits and Project IDs associated with the Contract ID.
  2. Once Reviewed, select the Return to General Information hyperlink and the Define Contract General Info page displays on the Lines tab.
Contract Terms page. The Return to General Information hyperlink is highlighted.
  1. Select the General tab.
    1. In the Contract Status field, change it from Pending to Active.
    2. The page automatically saves.
Define Contract General Info page on the General tab. the Contract Status and Processing Status fields are highlighted and labeled as 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 Reimbursable Grant Contract Billing.

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.

View Tutorial via Panopto

View the external link to Finalize and Activate the Contract (RG with Multiple Contracts). This link will open in a new tab/window.

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