Reimbursable Contract Billing Limit Amendment

Purpose:  Use this document to amend or adjust a reimbursable contract billing limit in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

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.

When changes occur to your Grant Budget, make sure to update the total Grant Contract Limit. Navigate to the Grants > Award Profile > Funding Inquiry to verify individual Grants. The Contract Limit provides the total billing limit, thus this Award 3510 would only be able to bill a total amount of $17,400.

The following example, a funding increase was approved and Grant Budget was increased by $5,000. The next step would be to Amend the total contract billing amount by increasing the Total Billing Limit by $5,000. Thus bringing the Total Billing Limit $22,400 to match Total Posted Budget Amount $22,400.

Verify Posted Budget to Total Limit amounts

Amending a Reimbursable Contract Billing Limit

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

  1. The General Information search page displays.
  2. Select the Find an Existing Value tab. Search for specific Contract ID by entering valid values such as:
    • Enter or look up the Business Unit.
    • Enter or look up the Contract to be amended.  
  3. Select the Search button.
  4. The General Information page displays.
  5. Select the Amend Contract button.  
  6. The Amendments tab displays.
  7. Enter or select the Amendment Type.
  8. Enter or select the Reason.
  9. Select the Save button.
  10. Select the Detail link.  
Add reason for amendment
  1. The Amendment Details page displays.
  2. Increase or decrease the Total Billing Adjustment amount as needed.
  3. Select the Save button.
  4. Select the Amendment Amount Allocation link.
Enter total billing adjustment
  1. The Amendment Amount Allocation page displays.
  2. Enter the New Billing Limit to match the Total Billing After Adjustment amount.
  3. Select Save.
  4. Select the Recalculate button.
  5. Lastly, you will want to perform a Limit Check by selecting the Limit Check button.
select recalculate
  1. A message indicating that the Limit Check is complete displays.
  2. Select the OK button.

Notice that after you recalculate that the Allocation status will change from Incomplete to Complete.

  1. The Amendment Billing Allocation tab displays.
  2. Select the Save button.
  3. Select the Return to the Amendment Details link.
  4. The Amendment Details page displays.
  5. Change the Amendment Status from Pending to Ready.
  6. Select the Process Amendment button.
  7. Select the Save button.
Select Ready and process amendment button
  1. The Amendment Status will then be Complete.
  2. Process complete.

Optional to select the Return to General Information link and the Contract Lines section, select the Billing Amount Details tab to review the Billing Limit amount.

Billing limit and unit billing matches

OR Navigate back to the Grants > Award Profile > Funding Inquiry tab to review Total Posted Budget Amount = Total Limit Amount.

verify total posted budget amount equals total limit amount

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 Reimbursable Contract Billing Limit Amendment. This link will open in a new tab/window.


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