ctcLink Reference Center9.2 Finance9.2 FIN - Grants/Projects/Contracts Resources9.2 Grants and Projects Checklist & Process Steps Guide

9.2 Grants and Projects Checklist & Process Steps Guide

Purpose:  Use this document as a reference to assist in the standard or end-to-end processes in chronological order for a specific Finance Module.

Audience:  Finance Staff

The following spreadsheet below provides the standard key processes of Grants, such as: Cost Reimbursable and Fixed Price Grants, Capital Projects, Queries and Roles.

Grants Checklist and Process Steps Guide

Or for better accessibility, use the following drop-down checklist style for the Grants and Projects Checklist & Process Steps Guide:

Cost Reimbursable Grants

To view inserted information, select the down facing arrow on the right of the checklist title. 

Set up basic information for the grant - name, description, activities, sponsor, grant PI, dates, location, etc.  

Related QRG(s)

Set up initial budget for the grant.    

Related QRG(s)

Identify the grant terms, such as cost-reimbursable.  

Related QRG(s)

Identify the project type for each project associated with the grant.

Related QRG(s)

Finalize the budget for the grant. Add complete chart string information.  

Related QRG(s)

Set up and activate the customer contract associated with the grant.  Customer contracts manage billing parameters for the grant.  

Related QRG(s)

Related QRG(s)

College shares chart string information with applicable staff, which may include business office staff, purchasing staff, staff who will charge travel to the grant, staff supporting those overseeing the grant, etc.  

Colleges spends money as needed for the project.

Spending occurs in other modules such as Accounts Payable and may require Purchase Orders.  Collaborate with other college staff as needed.

College monitors expenses and budget.  This can be done in the commitment control (KK) module or via various queries and reports, such as QFS_PC_PROJ_RESOURCE or BFS_KK_GRANT.  

Grant Billing (bill grant as often as required per grantor requirements)

Run queries to gather billable data.

Related QRG(s)

Run the Over the Limit (OLT) query. OLT rows are transactions that exceed the maximum value of the customer contract and are not billable.  

Related QRG(s)

If there are OLT transactions, amend the customer contract and release the OLT rows as necessary so the rows will get picked up as billable data.  

Run the Contracts to Billing Interface process.  This prepares the billing data to move from the customer contracts module to the billing module.  

Related QRG(s)

Executed the Billing Interface process.  This moves the billing data from the customer contracts module into the billing module.  

Related QRG(s)

Review the billing worksheet to ensure all desired billing data is captured and is accurate.  

Related QRG(s)

In the billing module, generate the invoice via the Single Action invoice process.  

Related QRG(s)

If necessary, college modifies grant budget.  Budget modifications are needed if the college needs to move money between budget items (equipment, goods, salaries, benefits, etc.) or if the total budget needs to be increased or decreased.

After the grant has been completed and all accounting transactions have processed, close the project(s).  

If the project was closed before all accounting transactions were completed, the project may be reopened.  

END

Fixed Price Grants

To view inserted information, select the down facing arrow on the right of the checklist title. 

The following are major process steps and include the most common QRGs.  For assistance with additional situations, view all project QRGs or submit a service desk ticket for assistance.  

Set up basic information for the grant - name, description, activities, sponsor, grant PI, dates, location, etc.  

Related QRG(s)

Related QRG(s)

Identify the grant terms, such as cost-reimbursable.  

Related QRG(s)

Identify the project type for each project associated with the grant.

Related QRG(s)

Finalize the budget for the grant. Add complete chart string information.  

Related QRG(s)

Set up and activate the customer contract associated with the grant.  Customer contracts manage billing parameters for the grant.  

Related QRG(s)

Related QRG(s)

College shares chart string information with applicable staff, which may include business office staff, purchasing staff, staff who will charge travel to the grant, staff supporting those overseeing the grant, etc.  

Colleges spends money as needed for the project.

Spending occurs in other modules such as Accounts Payable and may require Purchase Orders. Collaborate with other college staff as needed.

College monitors expenses and budget.  This can be done in the commitment control (KK) module or via various queries and reports, such as QFS_PC_PROJ_RESOURCE or BFS_KK_GRANT.  

Grant Billing (bill grant as often as the grantor requires)

Run the Contracts to Billing Interface process.  This prepares the billing data to move from the customer contracts module to the billing module.  

Related QRG(s)

Executed the Billing Interface process.  This moves the billing data from the customer contracts module into the billing module.  

Related QRG(s)

Review the billing worksheet to ensure all desired billing data is captured and is accurate.  

Related QRG(s)

In the billing module, generate the invoice via the Single Action invoice process.  

Related QRG(s)

If necessary, college modifies grant budget.  Budget modifications are needed if the college needs to move money between budget items (equipment, goods, salaries, benefits, etc.) or if the total budget needs to be increased or decreased.

After the grant has been completed and all accounting transactions have processed, close the project(s).  

NOTE:  If the project was closed before all accounting transactions were completed, the project may be reopened.  

END

Capital Projects

To view inserted information, select the down facing arrow on the right of the checklist title. 

The following are major process steps and include the most common QRGs.  For assistance with additional situations, view all project QRGs or submit a service desk ticket for assistance.  

Set up basic information for the project - name, description, activities, project type, dates, location, etc.  

Related QRG(s)

NOTE:  Be sure to enter your SBCTC-assigned capital project number in User Field 5.

Related QRG(s)

College shares chart string information with applicable staff, which may include business office staff, purchasing staff, staff supporting those overseeing the project, etc.  

Colleges spends money as needed for the project.

NOTE:  Spending occurs in other modules such as Accounts Payable and may require Purchase Orders.  Collaborate with other college staff as needed.

College monitors expenses and budget.  This can be done in the commitment control (KK) module or via various queries and reports, such as BFS_GL_BEROP.  

If necessary, college modifies project budget.  Budget modifications are needed if the college needs to move money between budget items (equipment, goods, salaries, benefits, etc.) or if the total budget needs to be increased or decreased.

After the project has been completed and all accounting transactions have processed, close the project.  

NOTE: If the project was closed before all accounting transactions were completed, the project may be reopened using this same QRG.  

END

Queries
Query/Report Name Description
BFS_KK_GRANTS BI Publisher report for grants that shows budget, expenses, encumbrances and balances in several formats of varying details.    
BFS_GL_BEROP Report for grants, projects, or operational departments that shows budget, expenses, encumbrances, and balances in several formats of varying details. 
QFS_PC_PROJ_RESOURCE Shows all grant or project data from the Project Resource table. May be most helpful when filtering/sorting on analysis type and putting data into a pivot table. 
QFS_PC_PROJ_RESOURCE_ PAYMENT Same data as QFS_PC_PROJ_RESOURCE and also includes details on payments made to others (check/ACH, payment date, payment number, etc.) that were charged to the grant or project. 
CTC_PR_BILLABLE Shows billable data for cost-reimbursable grants. 
CTC_PR_BILLABLE_SUMMARY Summary level billable data for cost-reimbursable grants. May be helpful if you need to attach a list of itemized expenses to an invoice you send to a grantor. 
CTC_PR_BILLED Shows billed data from a given grant.  
QFS_CO_HR_ ACCTG_LINE_EE_DIST Shows payroll by employee by grant. Need higher level security to view this. 
QFS_GM_AWARDED_GRANTS Shows information for awarded grants - dates, sponsors, F&A rates, etc. 

END

Roles

Please refer to the tab Roles in the FIN Grants and Projects Checklist and Process Steps Guide

END

Security Roles

You are done. Great job!

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