Create a Reimbursable Grant Coding Structure by Using CAS Transaction
Process
This Job Aid describes the steps to set up a reimbursable Grant with a CAS transaction.
Reimbursable Grant is used when one of the following conditions are met:
Cost Accounting COAs are used for tracking and reporting
There is one or more funding sources
Revenue is earned via CORE reimbursement process 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 Jump to Field and select Go.
2. Select Create
3. Enter the Dept code, check the Auto Numbering field, and select Create again.
4. The new CAS draft Transaction is created.
Complete the Header Section
5. Complete the Header Section.
a. Enter the Transaction Name and Transaction Description as needed in the General Information tab.
b. The Extended Description tab is optional.
c. Click Save.
Complete the Major Program Section
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.
i. Enter 4 required fields with *: Department, Major Program, Name, and Short Name.
ii. Check Active and Budgeting checkboxes.
iii. Leave Effective From/To Dates blank.
iv. Reimb Status: Allowed for Reimbursement.
c. The General Options tab.
i. Rimb Budget: 39.
ii. Reporting Basis: Accrual.
iii. Drawdown Group: Select the appropriate Drawdown Group for your department, here PMS is used as an example.
iv. Split Type: Front End Split (FES).
v. Federal Appropriation Setup: Funding Line.
vi. 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 the Program tab.
b. Click Insert New Line.
c. The General Information tab
i. Enter three required fields with * - Program Code, Name, and Short Name.
ii. Billing Agreement Date: Usually it is the start date of the grant.
iii. Check the Active and Budgeting checkboxes.
iv. Leave Effective From/To blank.
v. Reimb Status: Allowed for Reimbursement.
vi. Make sure Reimb Eligible is checked.
d. The General Options, Rollups, and Description/Contact tabs are optional for the Program.
e. Repeat steps 7.b and 7.c to enter more Programs for the Major Program if needed.
Complete the Program Phase Section
8. The Program Phase is optional for a Grant.
a. Note: A Phase needs to be entered on the PHASE table before using it for a Program.
Complete the Program Period Section
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.
i. Enter 3 required Fields with * - Program Period Code, Name, and Short Name.
ii. Enter the Program Period Inf From and To Dates.
iii. Check Active and Budgeting checkboxes.
iv. Reimb Status: Allowed for Reimbursement.
d. General Options, Description Contact, and Funding Identification tabs are optional for the Program Period.
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.
Complete the Funding Profile Section
10. Complete the Funding Profile section.
a. Select Funding Profile in the tabs navigation panel.
b. Click Insert New Line.
c. The General Information tab.
i. Enter 2 required Fields with * - Funding Profile and Funding Profile Name
ii. Check Active and Budgeting checkboxes.
iii. Description field is optional.
d. The Reimbursement Options tab.
i. Check the Reimb Eligible checkbox.
ii. Reimb Status: Allowed for Reimbursement.
iii. Uncheck both Overflow Exclusion and CMIA Interest checkboxes.
Complete the Funding Priority Section
11. Complete Funding Priority section – multiple Funding Priorities are allowed for one Funding Profile. One funding priority is
used for demonstration.
a. Select Funding Priority tab in the top tab area.
b. Click Insert New Line.
c. The General Information tab.
i. Enter the required field with * - Funding Priority, using numbers like 10, 20 or 1, 2, etc.
d. The Reimbursement Option tab.
i. Reimb Status: Allowed for Reimbursement
ii. Check the Reimb Eligible checkbox.
iii. Uncheck the Overflow Priority and Overflow Exclusion checkboxes.
Complete the Funding Line Section
12. Complete the Funding Line section – multiple Funding Lines are allowed for one Funding Priority. Here two funding lines are created for demonstration: Funding line 1 – 50% from the federal funds, and funding line 2 – 50% from the state general fund.
a. Select Funding Line in the top tabs area.
b. Click Insert New Line to create the funding line 1 – the federal fund line. Follow steps c-g to complete the setup.
c. The Reimbursement Options tab.
i. Unit: ALL.
ii. Customer ID: Select appropriate customer ID for the grantor. Cost accounting customer vendor/customer ID starts with COSTAC. Wild card search COSTAC* could be utilized for a quick lookup.
iii. Billing Profile: COSTB is used for all cost accounting billing profiles.
iv. Reimb Output Type: Select from the drop down menu.
● Generate Receivable (Generate RE only)
● Generate Receivables and Cash Receipts (Generate RE and CR)
v. Reimb Frequency: Select from the drop down menu.
vi. Reimb Status: Allowed for Reimbursement.
vii. Reimb %: 100% if there is only one funding line in the funding priority. If there are multiple funding lines in the funding priority, Reimb % of all funding lines must sum to be 100%. The example here uses 50% for the funding line 1 and 50% for the funding line 2 for demonstration.
viii. Max Reimb Amt: $0.00
ix. CMIA Method: None.
x. Reimb Eligible: Check the box.
xi. Bank Account Code: Leave as blank.
d. The Reimbursement tab.
i. Revenue is required.
ii. Other fields are optional.
e. The Front-End Split tab.
i. All fields are optional.
ii. Recommend to enter Fund and Appropriation.
f. The Funding Identification tab. All fields are optional for this tab.
g. Click Insert New Line to create the funding line 2 – the state general fund line.
Follow steps i-m to complete the setup.
h. The Reimbursement Options tab.
xii. Unit: leave blank.
xiii. Customer ID: leave blank.
xiv. Billing Profile: leave blank.
xv. Reimb Output Type: leave blank.
xvi. Reimb Frequency: leave blank.
xvii. Reimb Status: Allowed for Reimbursement.
xviii. Reimb %: 50%
xix. Max Reimb Amt: $0.00
xx. CMIA Method: None.
xxi. Reimb Eligible: Check the box.
xxii. Bank Account Code: Leave as blank
i. The Reimbursement COA tab. Leave all fields blank.
j. The Front-End Split tab.
iii. All fields are optional.
iv. Recommend to enter Fund and Appropriation.
k. The Funding Identification tab. All fields are optional for this tab
l. Repeat step 11 to step 12 to create more Funding Priorities and Funding Lines if needed.
Complete the Funding Profile Inference Section
13. Complete Funding Profile Inference section.
a. Select Funding Profile Inference in top tabs area.
b. Click Insert New Line.
c. Funding Profile Inference: FPI5
d. Program: Enter the program(s) created in the Program section.
e. Funding Profile: Enter the funding profile(s) created in the Funding Profile section.
f. Reimb Eligible: Eligible
g. Repeat step 13.b to 13.f for all programs and funding profiles.
Complete the Budget Section
14. Complete Budget section.
a. Select Budget in the top tabs area.
b. Click Insert New Line.
c. Budget Doc Code: BGPDR
d. Event Type: BG22
e. Dollar Amount: Enter the budget amount.
f. Program: Enter the program(s) created in the CAS Program section.
g. Program Period: Enter the program period created in the CAS Program Period section.
h. Funding Profile: Enter the funding profile created in the CAS Funding Profile section.
i. Funding Priority: Enter the funding priority created on the CAS Funding Priority section.
j. Repeat step 14.b – 14.i for all Programs and funding profiles/priorities.
Validate and Submit the CAS Transaction
15. Save and Validate the CAS transaction.
16. Submit the CAS transaction for approval.
Process the BGPDR Created from the CAS Transaction
17. Once the CAS transaction is approved, BGPDR transactions(s) will be created in draft for the grant budget.
a. Select the Created Transactions tab.
b. Select the BGPDR hyperlink to open the transaction.
c. The BGPDR is in the draft phase. The BGPDR needs to be validated and submitted for approval.
