9.2 Running Start ESSER Grant - Creation to Activation

Purpose:  Use this document to create and activate the Running Start Elementary & Secondary School Emergency Relief (ESSER) Grant in ctcLink PeopleSoft.

**For more information, please refer to the SBCTC website on Running Start Elementary & Secondary Schools Emergency Relief Funds (ESSER) Program and scroll to the bottom of the page to visit the Grant Resources and Grant Guidelines.

Audience:  Finance/Grant Fiscal Staff.

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.

Colleges should set this up as a Cost Reimbursable Contract Grant with one Project containing two Activities. In activity one, budget for the following items as applicable: Salaries, Benefits (Fringe), and Tuition.  In activity two, budget for the following items as applicable: Salaries, Benefits (Fringe), and Indirect (F&A / FACADMIN).  

*Note: Student expenses (tuition, books, tools, testing, and student fees) will remain in Student Financials (SF) and will not come into Finance (FIN) grant and will need to be pulled from Student Financials.

For more information, please see the Student Financials QRG Running Start Special Funding.

For a high-level flow of the Grant, please see the ESSER Checklist.

This portion of the **ESSER Grant will be for non-student related expenses, like salaries, benefits and goods and  services. However, the State Board OBIS invoice will contain reimbursable expenses from both the FIN-side (non-student related) Grant Billing Invoice and from SF-side (student related) Third Party Contract via query.

*OBIS Billing Invoice will have both SF-invoice + FIN-invoice = Total OBIS Invoice. Payments will be split; partially applied to the Third party invoices and partially applied as a Regular Deposit for your non-student related expenses.

The following is an example of the OBIS provided budget.  

1. Create a Proposal

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. Enter a valid value in Proposal ID field.
  4. Select Add.
  1. The Maintain Proposal page displays.
  2. On the Proposal tab, enter valid values in the required and/or optional fields;
    1. Enter the Award Description.
    2. Optional to enter the Reference Award Number = OBIS Award.
    3. Enter the *Title, for example, Running Start ESSER Grant.
    4. Optional to enter a Long Description.
    5. Enter or look up *PI ID.
    6. Enter the Sponsor ID = FIN00107.
    7. Enter the CFDA# = 84.425D.
    8. Enter the *Start Date 7/1/20XX,*End Date 6/30/20XX and number of Periods. Then select the Build Periods button.
  3. 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.

  1. The Project tab displays.
  2. Enter valid values for required fields;
    1. Optional to add the Long Description.
    2. Enter the Department.
    3. Enter the Subdivision (sometimes 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 98219.

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.

  1. Select the Budgets tab.
  2. In the Budget Header section, enter valid values for required fields;
    1. Enter the first Budget ID. (Examples of Budget IDs: GENRL or GEN22 for General Line FY 2022).
    2. Enter the Budget ID Description.
  3. Select the plus icon to add a second Budget ID and then select the View All link to view both Budget IDs.
  4. Enter valid values for required fields;
    1. Enter the second Budget ID. (Examples of Budget IDs: ADMIN or ADM22 for Admin Line FY 2022).
    2. Enter the Budget ID Description.
  5. Select the Location hyperlink.
  1. The Location tab page displays.   
  2. Enter valid values for required fields.
  3. Select Save.
  4. Select the Budgets tab.

Notice that the Project ID and the Proposal ID will auto-populate after the proposal has been completed and saved.

  1. The Budgets tab page displays.
  2. Select the F & A and Pricing Setup link and enter the values below for each of your Budget IDs.
  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. For each Budget ID, select the following criteria;
    1. Select the Pricing Method = As Incurred.
    2. Select the Product = GRANT_SVC.
    3. Select the Rate Type = IND for Indirect.
    4. Enter the FNA Base = SALRY.
    5. Enter the Effective Date and FA Rate = 5%.
  2. Select OK to return to the Maintain Proposal page.

Remember to setup F&A per your Award Narrative and/or both Activities.

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.

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 

  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.  Select the desired search results.  

OR navigate from the Budgets tab, select the Budget Period '1' link of each Budget ID.

  1. The Enter Budget Detail page displays. For each Budget ID, enter valid values for all required fields;
    1. Enter or look up the Budget Item(s), the Description will auto-fill. Use the plus sign icon to add additional rows.
    2. Optional to modify the Description.
    3. Enter the Amount(s) for each Budget Item.
  2. Select Save.
  3. Select 'Next in List' to navigate to the next Budget ID and enter the Budget details.

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

  1. The next Budget ID displays.
  2. Enter the budget item(s) and amounts per the Award Narrative.
  3. Select Save.

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 Submit Proposal page will display.
  1. On the Submission tab, enter valid values in required fields.
  2. Change the Submit Status to "Submitted".
  3. Select Save.
3. Generate the 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.
  3. Select Search and select the desired results.
  1. Verify the information from the submitted proposal auto-filled specific fields.
  2. Select the Generate button.

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 also Contracts.

Note: The Budget ID(s) becomes the Activity ID(s) which is a part of valid ChartString(s) in PeopleSoft.

4. Grant Terms

Adding the Terms in the Award Profile will help you quickly identify the Billing and Revenue Plans have been set to Cost Reimbursable Contracts.

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 > Award Profile

  1. The Award Profile main Award tab page displays. Notice the Proposal Information carried forward into the Award Profile.
  2. Select the Terms tab.

Optional to add/update criteria on the Award Profile page, like the CFDA or Award PI. Only the 'editable' or open fields are available. Note the Sponsor ID is unable to be modified.

  1. The Terms tab page displays.
  2. In the Detail section, enter CRC for Cost Reimbursable Contract.
  3. Select Save.
  4. Select the Award tab.
5. Project Type

The Grant Project Type is a 5 digit number and the source of grant-related revenue. When the award integrates in the system, the Project Type becomes a 7 digit GL Account number in PeopleSoft; thus 02102 becomes 4020120.

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 > Award Profile

  1. From the Award Profile main page, select the Project number link.
  1. The Project General Information page displays.
  2. Enter the Project Type = 02012 for Intercollege Reimbursement.
  3. Select Save.
  4. Select Return to Award Profile.
6. Finalizing 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 > Award Profile

  1. From the Award Profile main page, select the Funding tab.
  1. The Funding tab page displays.
  2. In the Funding Info section, select the Budget Details icon.
  1. The Budget Detail page displays.
  2. Enter the valid ChartString criteria for each Budgeted line, for example;
    1. Operating Unit = 7XXX.
    2. Fund Code = 145.
    3. Class Field per Award Narrative for each Activity Budget Line; ADMIN = 143 and GENRL = 145 or 165.
  3. Select Save.
  4. Select the Finalize button.
  1. A message displays; 'Budget Finalization has been processed.'
  2. Select OK.
  3. Select the Process Monitor hyperlink to view run status. Select the Refresh button until process has a run status of 'Success' and distribution status of 'Posted'.

For more information on this process, please select the QRG Process Scheduler/Process Monitor.

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 > Award Profile

  1. Navigate back to the Project Budget page or the Award Profile Funding tab page to verify the Budget posting process ran to success.
  2. Select the Budget Details icon to verify process ran to success on every line item.

Verify no open or editable boxes. Update the lines as needed to correct coding then select the Finalize box to re-post any corrections.

7. Activating a Cost Reimbursable 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.  Select the desired results and the General Information page displays.
  1. The General Information page displays, select the Lines tab.
  2. In the Contract Lines section, select the Details tab.
  3. Verify the Product = GRANT_SVC.
  4. Select the Accounting Distribution link.
  1. The Accounting Distribution page displays.  
  2. Select Correct History and enter the field values in both the Revenue Forecast and Contract Asset sections to be completed. Scroll to the right to complete the full valid ChartStrings.
  3. Select Save.

Your Revenue Distribution should match the Grant Project Type from the Award Profile. Per SBCTC OBIS Awards, the Project Type for ESSER Grant is 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.

  1. A message displays 'Contract Asset accounting distribution has been changed.' Select OK.
  1. Scroll to the far right of the page to verify the Valid checkbox is checked.
  2. Select the Return to General Information link.
8. Activate Award
  1. The General Information Lines tab displays.
  2. Select the General tab.
  3. On the General tab page, chance the *Contract Status value from PENDING to ACTIVE. The page automatically saves.
  1. Your Grant Contract Award is now activated. Process complete.

Depending upon your local business processes, the next step would be to communicate your valid ChartStrings to your local supervisor or staff to create Payroll Combo Codes and/or Item Types. For more information, please see 9.2 Understanding Cross-Pillar Integration and Combo Codes.

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