Create a Non-Reimbursable Grant Coding Structure by Using CAS Transaction
Process
This Job Aid describes the steps to set up a Non-Reimbursable Grant with a CAS transaction.
A Non-Reimbursable Grant is used when one of the following conditions are met:
● Cost Accounting COAs are used for tracking and reporting
● There is only one funding source
● Revenue is manually Entered
Major Program, Program, Program Period Code, Funding Profile, Funding Priority, Funding line, Funding Profile Inference and
budget are all required for a reimbursable Grant; therefore, these sections need to be entered together with the Header in the
CAS transaction to set up a reimbursable Grant.
Create the CAS Transaction
1. Enter CAS in the global search Field.
2. Select Create
Enter the Transaction Dept, check the Auto Numbering field
Select Continue
4. The new CAS draft Transaction is created.
5. Complete the Header Section.
Enter the Transaction Name and Transaction Description as needed in the General Information tab.
The Extended Description tab is optional.
Click Save.
6. Complete the Major Program Section - only one Major Program is allowed in a CAS transaction.
a. Select the Major Program Session from the Transaction Navigator.
b. The General Information tab.
Enter 4 required fields with *: Department, Major Program, Name, and Short Name.
Check Active and Budgeting checkboxes.
Leave Effective From/To Dates blank.
c. The General Options tab.
Reimbursement Budget: leave blank.
Reporting Basis: Accrual.
Drawdown Group: leave blank
Reimbursement Status: Suspended for Reimbursement
Split Type: No Automated Split-No Bill
Reclassification Exclusion: No
Federal Appropriation Setup: Program Period
All other fields are blank
d. In the Rollups tab - Enter the required statewide Major Program Class and Category. The Major Program Group and Type are optional department-defined rollups. For a non-federal grant without a CFDA number, XXXX is used as both Major Program Class and Category and YYYY needs to be used for pass-through grants. For a Federal Grant with a CFDA number, the Prefix and Suffix of the CFDA are used as the Major Program Class and Category, respectively.
e. In the Description/Contact tab - Enter optional information.
It is recommended to enter the CAS Doc ID in the Description field to track the creation of the Major Program.
Complete the Program Section
7. Complete the Program Section - Multiple Programs are allowed for one Major Program.
a. Select Program tab.
b. Click Insert New Line.
c. The General Information tab
Enter three required fields with * - Program Code, Name, and Short Name.
Check the Active and Budgeting checkboxes.
Leave Effective From/To blank.
Make sure Reimbursement Eligible is checked.
d. The General Options, Rollups, and Description/Contact tabs are optional for the Program.
Reimbursement Status: Suspended for Reimbursement
Reimbursement Eligible: No
Billing Agreement Date: Usually it is the start date of the grant.
e. Repeat steps 7.b and 7.c to enter more Programs for the Major Program if needed.
9. Complete the Program Period Section - Multiple Program Period Codes are allowed for one Major Program.
a. Select Program Period in the top tabs navigation panel.
b. Click Insert New Line.
c. The General Information tab.
Enter 3 required Fields with * - Program Period Code, Name, and Short Name.
Enter the Program Period Infer From and To Dates.
Check Active and Budgeting dropdowns.
d. General Options, Description Contact, and Funding Identification tabs are optional for the Program Period.
Reimbursement Status: Suspended for Reimbursement
e. Add more Program Period Codes if needed. Note: the Inf From/To dates cannot overlap if multiple Program Periods are used for one Major Program.
10. Select Save, Validate and Submit.
