9.2 Activating a Cost Reimbursable Contract

Purpose: Use this document as a reference for activating a cost reimbursable contract in ctcLink.

Audience: Settlement Manager, GL Accountant.

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

  • 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.

Activating a Cost Reimbursable Contract

Navigation: NavBar > Navigator > Customer Contracts > Create and Amend > General Information

  1. On the General Information search page, select the Find and Existing Value tab.
  2. Enter or look up the Business Unit.
  3. Enter or look up the Contract Number (same as the award number).
  4. Select Search. The General Information page will display.
Find an Existing Value tab
  1. Select the Lines tab.
  2. Under the Lines tab, select the General tab to verify the following contract details.
  3. Make sure the Product is correct for the type of contract.
  4. Make sure the Start Date and End Date on the contract line match the awarded period.
Lines tab
  1. Select the Detail tab to verify the following contract details.
  2. Make sure the Bill Plan and Revenue Plan are set to pending.
  3. Select the Pending link under the Billing Plan.  The Define Billing Plan page will display.
  1. On the Billing Plan General tab, review the Customer Information, Billing Options, and the Billing Default Overrides for any data that needs to be updated.

Note: The Billing Status is set to Pending and the Ready at Activation checkbox is checked.  This will allow the bill plan to become activated when the contract is set to Active.

  1. Select Save.
  2. Select the Return to General Information link.
Billing Plan General tab
  1. On the Lines tab, under the Details tab, select the Contract Terms link.  The Contract Terms page displays.
Detail tab on the Lines tab
  1. On the Related Projects tab, verify the following contract terms.
  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. Ensure the Billing Limit matches the award amount for the award.
  5. Select the Return to General Information link.
Related Projects tab

What if your Contract Rate is Blank or has an incorrect Effective Date? Follow the steps to correct the 'Rate Set'.

  1. Select the Lines tab page.
  2. Select the Detail tab.
  3. Select the Contract Terms link.
select contract terms on the detail tab from the Lines page
  1. The Contract Terms page displays.
  2. Select the Correct History button.

Note:  The Effective Date will default to the current date and the Rate Set is Blank.

related projects tab
  1. Update the Effective Date to the Start Date of your Grant/Contract.
  2. Select AS_INC in the Rate Set lookup field (if a Cost Reimbursable Contract or As Incurred).
  3. Select Save.
related projects tab update effective date and rate set
  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.
Detail tab on the Lines tab
  1. Use the Accounting Distribution page to complete the contract accounting details.  The next several steps are to add the Revenue account code to the contract for reporting purposes.
  2. Verify the effective date of the contract in the Effective Date field. (If you are attempting to change a record that is effective dated, and the record contains an effective date that makes it either the current record or a historical record, use the Add button [+] to create a new record with a future effective date or change your mode of correction by selecting the Correct History button).
  3. In the Revenue Forecast section, enter or select the GL business unit for this account in the GL Unit field.
  4. In the Revenue Forecast section, enter or select the revenue account in the Account field.
  5. In the Revenue Forecast section, enter or select the revenue department in the Dept field.
  6. In the Contract Asset section, complete the required ChartField entries for the contract, i.e. Account, Oper Unit, Fund, Dept, Class, Project, and State Purpose.
  7. Select Save.
Accounting Distribution Page
  1. A message indicating that the UAR accounting distribution was changed will display.
  2. Select OK.
Message box
  1. On the Accounting Distribution page, select the Return to General Information link.
Accounting Distribution page
  1. On the Lines tab, select the Billing Amount Details tab.
  2. On the Billing Amount Details tab, ensure the Billing Limit on the Contract Line is the same as the awarded amount.
Billing Amount Detail tab on the Lines tab
  1. Select the General tab to update the status of the contract.
  2. Enter or select the new status in the Contract Status field to change the contract status to ACTIVE.
  3. Select Save.
General tab
  1. Process complete.


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