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/Grant Fiscal 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.
Or for better accessibility, use the following drop-down checklist style for the Grants and Projects Checklist & Process Steps Guide:
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):
- Reimbursable Grant - Creation to Activation
- See section Create the Proposal
Set up initial budget for the grant.
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Enter the Proposed Budget
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Submit the Proposal
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Generate the Award
Identify the grant terms, such as cost-reimbursable.
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Grant Terms
Identify the project type for each project associated with the grant.
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Project Type
Finalize the budget for the grant. Add complete chart string information.
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Finalizing the Budget
Set up and activate the customer contract associated with the grant. Customer contracts manage billing parameters for the grant.
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Activating a Cost Reimbursable Contract
Related QRG(s):
- Reimbursable Grant - Creation to Activation
- See section Activate Award
Create/update Combo Codes for anyone paid with funds from the grant.
Related QRG(s):
Create/Update Item Types for any tuition or student support paid with funds from the grant.
Related QRG(s):
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_PYMNT or BFS_KK_GRANT.
Reconcile Project Resource data to GL data. Ensure all BIL lines are for expense accounts. Ensure all expenses belong in the grant and other expenses are not missing. Review with grant PI or others as applicable.
If applicable, do corrections in the GL and/or sub-modules.
- Correct Transactions in GL: As necessary, correct transactions in General Ledger (GL).
- QRG: Correcting Grant/Project Accounting Entries in General Ledger.
- Be sure to use a GLE analysis type for expense lines and a DNC analysis type for cash or liability lines.
- QRG: Correcting Grant/Project Accounting Entries in General Ledger.
- Correct Transactions in AP: As necessary, correct transactions in Accounts Payable (AP).
- QRG: Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher).
- Be sure to follow the very last part of Step 5 and do a GL journal to correct the analysis type for the cash line.
- QRG: Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher).
- Correct Transactions in EX: As necessary, correct transactions in Travel and Expenses (EX).
- QRG: Correcting Grant/Project Accounting Entries in T&E (Travel and Expenses - Journal Expense Report).
- Be sure to follow the very last part of Step 5 and do a GL journal to correct the analysis type for the cash line.
- QRG: Correcting Grant/Project Accounting Entries in T&E (Travel and Expenses - Journal Expense Report).
Calculate and post F&A/Indirect if applicable.
Related QRG(s):
See Grant Billing section below.
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.
Navigation: Grants > Awards > Establish Project General Info.
Related QRG(s):
It is highly recommend to personalize the grant budget detail page to make it much easier to enter budgets and budget revisions.
Navigation: Grants > Awards > Project Budgets
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.
Navigation: Grants > Awards > Projects Budgets
Related QRG(s):
- Modifying an Award Project Budget
- If the modification results in an increase to the grant, be sure to add the additional funding to the contract also. Links to applicable QRGs are directly above step 13.
If the sponsor extends the grant or if the college needs time to do additional work such as a final billing or accounting cleanup, it may be necessary to extend the grant.
Navigation: Grants > Awards > Modify End Dates
Related QRG(s):
- Modifying Grant Award End Dates
- Be sure to submit a ticket to have the commitment control (KK) end dates updated. The last main step in this QRG has information about this.
To make adjustments to end dates, project location, project manager, project status (open/close), or project type to multiple grants at once, use the Projects Update Wizard.
From the Project Management home page select the Project Update Wizard fluid tile
Related QRG(s):
If necessary, add a new activity to an already active grant.
Navigation: Project Costing > Activity Definitions > Define Project Activities
Related QRG(s):
- Adding an Activity to an Active Grant
- Be sure to follow the second section of the QRG to also add the new activity to the associated customer contract.
Updating the principal investigator on a grant.
Navigation: Grants > Awards > Award Profile.
Related QRG(s):
- PI Change for Grant Awards and Projects
- Be sure to follow the second section of the QRG to also update the PI in the project. This is very important if your college has workflow that routes expense items to grant PIs for approval.
Update grant PI's en masse.
From the Customer Contracts home page, select the Contract & Award Updates fluid tile.
Related QRG(s):
Run queries to gather billable data.
Related QRG(s)
- Reimbursable Grant/Contract Billing
- See section Run the Billing Query and Review Billable Lines
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)
- Reimbursable Grant/Contract Billing
- See section Run the Over the Limit Query and Review OLT rows
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.
Related QRG(s)
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)
- Reimbursable Grant/Contract Billing
- See section Run the Contracts to Billing Interface
Executed the Billing Interface process. This moves the billing data from the customer contracts module into the billing module.
Related QRG(s)
- Reimbursable Grant/Contract Billing
- See section Execute Billing Interface Process
Review the billing worksheet to ensure all desired billing data is captured and is accurate.
Related QRG(s)
- Reimbursable Grant/Contract Billing
- See section Review Billing Worksheet
In the billing module, generate the invoice via the Single Action invoice process.
Related QRG(s)
- Reimbursable Grant/Contract Billing
- See section Generate Invoice
If necessary, defer line(s) that were picked up in the grant billing before worksheet approval.
Navigation: Billing > Manage Billing Worksheet > Update Billing Worksheet.
Related QRG(s):
If necessary, correct any interface errors that may occur.
Navigation: Billing > Interface Transactions > Correct Interface Errors.
Related QRG(s):
If necessary, reprint an invoice at a later time.
Navigation: Billing > Generate Invoices > Non-Consolidated > Reprint Invoices.
Related QRG(s):
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.
Related QRG(s)
Set up basic information for the grant - name, description, activities, sponsor, grant PI, dates, location, etc.
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Create a Proposal
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Enter the Proposed Budget
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Submit a Proposal
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Generate an Award
Identify the grant terms, such as fixed-price.
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Grant Terms
Identify the project type for each project associated with the grant.
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Project Type
Finalize the budget for the grant. Add complete chart string information.
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Finalizing the Budget
Set up and activate the customer contract associated with the grant. Customer contracts manage billing parameters for the grant.
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Activating a Fixed Price Contract
Related QRG(s)
- Fixed Price Grant - Creation to Activation
- See section Activate Award
Create/update Combo Codes for anyone paid with funds from the grant.
Related QRG(s):
Create/Update Item Types for any tuition or student support paid with funds from the grant.
Related QRG(s):
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_PYMNT or BFS_KK_GRANT.
Reconcile Project Resource data to GL data. Ensure all expenses belong in the grant and other expenses are not missing. Review with grant PI or others as applicable.
Project Resource Analysis Types ACT + GLE should equal expense lines from GL. Suggested queries: QFS_PC_PROJ_RESOURCE_PYMNT and QFS_GL_ACCOUNT_ANALYSIS
If applicable, do corrections in GL and/or sub-modules.
- Correct Transactions in GL: As necessary, correct transactions in General Ledger (GL).
- QRG: Correcting Grant/Project Accounting Entries in General Ledger.
- Be sure to use a GLE analysis type for expense lines and a DNC analysis type for cash or liability lines.
- QRG: Correcting Grant/Project Accounting Entries in General Ledger.
- Correct Transactions in AP: As necessary, correct transactions in Accounts Payable (AP).
- QRG: Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher).
- Be sure to follow the very last part of Step 5 and do a GL journal to correct the analysis type for the cash line.
- QRG: Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher).
- Correct Transactions in EX: As necessary, correct transactions in Travel and Expenses (EX).
- QRG: Correcting Grant/Project Accounting Entries in T&E (Travel and Expenses - Journal Expense Report).
- Be sure to follow the very last part of Step 5 and do a GL journal to correct the analysis type for the cash line.
- QRG: Correcting Grant/Project Accounting Entries in T&E (Travel and Expenses - Journal Expense Report).
Calculate and post F&A/indirect if applicable.
Related QRG(s)
See Grant Billing section below.
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.
Navigation: Grants > Awards > Establish Project General Info.
Related QRG(s):
It is highly recommend to personalize the grant budget detail page to make it much easier to enter budgets and budget revisions.
Navigation: Grants > Awards > Project Budgets
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.
Navigation: Grants > Awards > Projects Budgets
Related QRG(s):
- Modifying an Award Project Budget
- If the modification results in an increase to the grant, be sure to add the additional funding to the contract also. Links to applicable QRGs are directly above step 13.
If the sponsor extends the grant or if the college needs time to do additional work such as a final billing or accounting cleanup, it may be necessary to extend the grant.
Navigation: Grants > Awards > Modify End Dates
Related QRG(s):
- Modifying Grant Award End Dates
- Be sure to submit a ticket to have the commitment control (KK) end dates updated. The last main step in this QRG has information about this.
To make adjustments to end dates, project location, project manager, project status (open/close), or project type to multiple grants at once, use the Projects Update Wizard.
From the Project Management home page select the Project Update Wizard fluid tile
Related QRG(s):
If necessary, add a new activity to an already active grant.
Navigation: Project Costing > Activity Definitions > Define Project Activities
Related QRG(s):
- Adding an Activity to an Active Grant
- Be sure to follow the second section of the QRG to also add the new activity to the associated customer contract.
Updating the principal investigator on a grant.
Navigation: Grants > Awards > Award Profile.
Related QRG(s):
- PI Change for Grant Awards and Projects
- Be sure to follow the second section of the QRG to also update the PI in the project. This is very important if your college has workflow that routes expense items to grant PIs for approval.
Update grant PI's en masse.
From the Customer Contracts home page, select the Contract & Award Updates fluid tile.
Related QRG(s):
Run the Contracts to Billing Interface process. This prepares the billing data to move from the customer contracts module to the billing module.
Navigation: Customer Contracts > Schedule and Process Billing > Process Other Billing Methods.
Related QRG(s)
- Fixed Price Grant/Contract Billing
- See section Run the Contracts to Billing Interface
Executed the Billing Interface process. This moves the billing data from the customer contracts module into the billing module.
Navigation: Billing > Interface Transactions > Process Billing Interface.
Related QRG(s)
- Fixed Price Grant/Contract Billing
- See section Execute Billing Interface Process
Review the billing worksheet to ensure all desired billing data is captured and is accurate.
Navigation: Billing > Manage Billing Worksheet > Update Billing Worksheet.
Related QRG(s)
- Fixed Price Grant/Contract Billing
- See section Review Billing Worksheet
In the billing module, generate the invoice via the Single Action invoice process.
Navigation: Billing > Generate Invoices > Non-Consolidated > Single Action Invoice.
Related QRG(s)
- Fixed Price Grant/Contract Billing
- See section Generate Invoice
If necessary, correct any interface errors that may occur.
Navigation: Billing > Interface Transactions > Correct Interface Errors.
Related QRG(s):
If necessary, reprint an invoice at a later time.
Navigation: Billing > Generate Invoices > Non-Consolidated > Reprint Invoices.
Related QRG(s):
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)
- Create and Manage a Capital Project
- See section Create a Capital Project
NOTE: Be sure to enter your SBCTC-assigned capital project number in User Field 5.
Related QRG(s)
- Create and Manage a Capital Project
- See section Manage a Capital Project Budget
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 applicable, do corrections in GL and/or sub-modules.
- Correct Transactions in GL: As necessary, correct transactions in General Ledger (GL).
- QRG: Correcting Grant/Project Accounting Entries in General Ledger.
- Be sure to use a GLE analysis type for expense lines and a DNC analysis type for cash or liability lines.
- QRG: Correcting Grant/Project Accounting Entries in General Ledger.
- Correct Transactions in AP: As necessary, correct transactions in Accounts Payable (AP).
- QRG: Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher).
- Be sure to follow the very last part of Step 5 and do a GL journal to correct the analysis type for the cash line.
- QRG: Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher).
- Correct Transactions in EX: As necessary, correct transactions in Travel and Expenses (EX).
- QRG: Correcting Grant/Project Accounting Entries in T&E (Travel and Expenses - Journal Expense Report).
- Be sure to follow the very last part of Step 5 and do a GL journal to correct the analysis type for the cash line.
- QRG: Correcting Grant/Project Accounting Entries in T&E (Travel and Expenses - Journal Expense Report).
As applicable, create a bill to the State Treasurer.
Navigation: Billing > Maintain Bills > Express Billing.
Related QRG(s)
After the project has been completed and all accounting transactions have processed, close the project.
Navigation: Project Costing > Project Definitions > Define Project General Info.
Related QRG(s)
- Closing or Re-Opening a Capital Project or Program Project
- If the project was closed before all accounting transactions were completed, the project may be reopened using this same QRG.
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.
Navigation: Project Costing > Budgeting > Budget Detail.
Related QRG(s):
- Modifying an Award Project Budget
- If the modification results in an increase to the grant, be sure to add the additional funding to the contract also. Links to applicable QRGs are directly above step 13.
If necessary, add a new activity to an already active grant.
Navigation: Project Costing > Project Definitions > Define Project General Info.
Related QRG(s):
- Adding an Activity to an Existing Capital Project
- Be sure to follow the second section of the QRG to also add the new activity to the associated customer contract.
As necessary, update the project manager on a capital project.
Related QRG(s):
If the project was extended or if the college needs time to do additional work such as accounting cleanup, it may be necessary to extend the project.
Navigation: Project Costing > Project Definitions > Define Project General Info.
Related QRG(s):
- Extending Capital/non-Grant Project End Dates
- Be sure to submit a ticket to have the commitment control (KK) end dates updated. The last main step in this QRG has information about this.
To make adjustments to end dates, project location, project manager, project status (open/close), or project type to multiple grants at once, use the Projects Update Wizard.
From the Project Management home page select the Project Update Wizard fluid tile.
Related QRG(s):
Attachments may be added to a project.
Navigation: Project Costing > Project Definitions > Define Project General Info.
Related QRG(s):
Team members, such as a project manager, can be added to a project. This is very important if your college has workflow that routes expense items to grant PIs for approval.
Navigation: Project Costing > Project Definitions > Manage Project Team.
Related QRG(s):
If there has been a change in the project manager, update the project to reflect the new project manager. This is very important if your college has workflow that routes expense items to grant PIs for approval.
Navigation: Project Costing > Project Definitions > Manage Project Team.
Related QRG(s):
| QUERY / REPORT NAME | DESCRIPTION |
| BFS_GL_BERGN | BI Publisher report for projects that shows budget, expenses, pre-encumbrance, encumbrance, and balance in several formats of varying details. Select link for instructions. |
| BFS_GL_BEROP | Report for grants, projects, or operational departments that shows budget, expenses, encumbrances, and balances in several formats of varying details. |
| BFS_KK_GRANT | BI Publisher report for grants that shows budget, expenses, encumbrances and balances in several formats of varying details. Includes breakdowns by period for multi-period grants. |
| 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 expenses to an invoice you send to a grant sponsor. |
| CTC_PR_BILLED | Shows billed data from a given grant. |
| PGFS_KK_BUDGET_OVERVIEW_GNT_PG | Pivot Grid that displays how much of a project budget was spent in each budget category in graph and chart formats. |
| QFS_CO_HR_ACCT_LINE_PAY_PERIOD | Shows staff charged to projects for a specified period of time. Includes pay period date. Requires additional security to view due to sensitive data. |
| QFS_CO_HR_ACCTG_LINE_EE_DIST | Shows payroll by employee by grant. Need higher level security to view this. |
| QFS_CO_HR_ACCTG_LINE_EE_DIST | Shows staff charged to projects for a specified period of time. Requires additional security to view due to sensitive data. |
| QFS_GM_AWARDED_GRANTS | Shows information for awarded grants - dates, sponsors, FA rates, etc. |
| QFS_GM_GRANT_OVERVIEW | Shows grant info including sponsor, project type, and ALN along with GL info to determine totals for revenue and expense. Useful to determine if grant info is correct and revenue is going to the correct account. |
| QFS_GR_GRANT_BUDGET_EXPENSES | Shows all expenses in a grant. Includes accounting period but not accounting date. Also includes grant period. |
| QFS_GL_INTER_AGENCY_REV_TRANS | Use this query in conjunction with QFS_GL_ACCOUNT_ANALYSIS to assist with correctly recording revenue for grants received from other state agencies. |
| QFS_KK_BUDGET_OVERVIEW_GNT | Shows budget, expense, encumbrance, and balance for each budget item in a grant by project and activity. |
| QFS_KK_BUDGET_OVERVIEW_GNT_DTL | Shows all expenses in a grant for the date range selected. Includes supplier names when applicable. May be helpful for reconciling. |
| 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_PYMNT | Condensed version of QFS_PC_PROJ_RESOURCE that includes details on payments made to others (check/ACH, payment date, payment number, etc.) that were charged to the grant or project. |
| QFS_PR_PROJ_BUD_EXP | Shows budgets and expense totals by account/budget item. Includes full chartstrings for each project's budget item. |
| QFS_PR_PROJECT_DT_VS_KK_DT | Shows project type, status, and start and end dates for the project as well as commitment control. |
Please refer to the tab Roles in the FIN Grants and Projects Checklist and Process Steps Guide
You are done. Great job!
