Setting Up a Grant Project

Process

This job aid describes the process for Grants Project Setup.

At Major Program (MJPRG)

Ensure the correct Major Program Class and Major Program Category are selected (these are coded CFDA numbers for federal awards – coding for non-federal awards, sub-recipient awards and project coding).

● For federal grants: The leading segment of the CFDA number (to the left of the decimal) is selected on the Major Program Class field and the trailing segment of the CFDA number (to the right of the decimal) in the Major Program Category field.

○ Example CFDA number 93.043 would be Major Program Class 93BX, where B is a variation of the federal agency and X is a placeholder. The Major Program Category is 0432 where 2 defines which agency/program applies when duplicate suffixes occur across federal agencies.

● For federal grants without a CFDA number: The Major Program Class is the federal agency by code and the Major Program Class is 0000.

○ Example: Major Program Class 10AX and Major Program Category 0000.

● Grants with a Major Program Category of 0000 will use the Major Program Description field to reference the program as provided on the grant award.

● For non-federal grants: The Major Program Class is XXXX and the Major Program Category is XXXX.

● Ensure overhead rate setup (optional) and/or redirection is correct.

○ Using the redirection fields will insert the given COA elements on the calculated overhead expenses & override the coding in the original transaction

● Overhead Eligible has to be checked with some default value to invoke Overhead Rate Exceptions (0% can be a default rate if you want to specify exceptions to the 0%)

○ Exception rates can be entered on an Overhead Exception (OVDRTEXP) table and can be applied to direct spending by Program, Program Period, Activity, Object, or a combination of those elements.

○ If no rate is specified for the Major Program in the Overhead Rate Exception table, CORE will then look to apply the default overhead rate.

○ Establishing a Program code for the redirect is best – this Program code could be tied to a 100% federally reimbursed funding profile.

At Program (PROG)

Ensure that are eligible for reimbursement are flagged “Reimbursement Eligible”.

● Programs that are not reimbursable – 100% state costs – should not be tagged reimbursable.

● If FES is set at the major program – Funding Profile Inference must be set with ineligible selected for the non-reimbursable program.

○ Ensure Fixed Asset flags are set correctly

At Phase / Phase Program

Ensure Fixed Asset & Reimbursement Eligible flags are set correctly.

● Verify Task (TASK) and Task Order (TASKORD) setup is completed.

○ Task Orders can be tied to Program codes on the Task Order Inference (TOINF) table.

○ Task Orders can also be used for billings (like a work order) by completing the Task Order Buyer Line (TOBL) table and Reimbursement Seller data. Task Orders and Programs, in this instance, would be tied to a Front End Split

Major Program and Funding Profile that is set to generate Internal Exchange Transactions (IETs) at a defined frequency.

PROGRAM, ACTIVITY, OBJECT are marked Eligible or Ineligible for Reimbursement – Suspended for Reimbursement denotes a suspended status for reimbursement, not ineligibility.

Funding Profile, Funding Priority & Funding Line

● At Funding Profile (FPRFLST):

○ Ensure the Funding Line data is correct:

■ Reimbursement Frequency & Output.

■ Customer code & COSTB billing profile.

■ Non CMIA.

■ Reimbursement Revenue (Fund if applicable).

■ Front End Split Appropriation for the funding line (Fund if applicable).

● Data in the front-end split section will override the elements in the original transaction and create posting lines with different coding if this section is populated.

● One accounting line can create 2 posting lines (if there are 2 funding lines) this is where to specify the coding for the federal line (75%) and the state line (25%)

Funding Profile – one Major Program may have many Funding Profiles based on the type of spending/splits for the varying Program expenses.

Funding Profile Line - for the Federal Line (Line 1) of the Funding Profile:

● The line should be set to a Reimbursement Output Type (Generate Receivables or Generate Receivables and Cash Receipts).

● The Line should have a Reimbursement Frequency defined (other than None).

● The Revenue Source code (to populate the RE that is generated) should be defined.

● Any Front-End Split values that may need to override the original expense (Fund, federal Appropriation, etc.) should be defined.

● Billing Profile: COSTB.

● Customer: Select an Active Cost Accounting Customer or use FEDERAL CUST.

● CMIA method: None.

Funding Profile Line - for the State portion Line (Line 2) of the Funding Profile:

● The line should be set to a Reimbursement Output Type of None.

● The Line should have a Reimbursement Frequency of None.

● No Billing Profile or Customer.

● CMIA method: None

● The Revenue Source code will not be populated – no entries in the Reimbursement section are allowed.

● Any Front End Split values that may need to override the original expense (Fund, cash/state Appropriation, etc.) should be defined.

Funding Profile Line – for a Funding Line that will reference an Internal Buyer Funding Line and generate an IET document via system and reimbursement cycle:

● The line should be set to a Reimbursement Output Type of Internal Reimbursement.

● The Line should have a Reimbursement Frequency of Internal Sale or Internal Reimbursement (This will generate an IET document).

○ Internal Sale will record revenue for the seller/provider.

○ Internal reimbursement will record an expenditure/credit for the seller/provider.

○ COA for the seller/provider is overlaid with any values entered in the Reimbursement section of the Funding Line.

■ Internal Sale requires the revenue fields (Revenue Source, Sub Revenue Source, or Department Revenue Source) to be defined in the Reimbursement section.

■ Internal Reimbursement requires an Object, Sub Object, or Department Object to be defined in the Reimbursement section with at least 1 entry.

● The Customer must be an internal customer on the VCUST table (begins with IN*).

● CMIA method: None

● Any Front End Split values that may need to override the original expense (Fund, cash/state Appropriation, etc.) should be defined.

● Then – an Internal Buyer Funding Line must be established - The COA values for the second party are established for that particular Funding Line.

Tie the Program codes to the correct Funding profile via the Funding Profile Inference 5 (FPI5) table OR Funding Profile Inference 2 (FPI2) if there is a Phase/Program combination that changes the Funding Profile Inference. Also, Funding Profile Inference 6 (FPI6) for Task + Program driven funding profiles should be inferred.

Funding Profile Inference 1 – 6: These 6 tables use various combinations of chart of account codes to infer Funding Profiles onto Major Program spending transactions. Users cannot enter Funding Profiles directly on transactions hence the need for inferences.

Reimbursable grants require BGPDR (grants) and BGPHR (projects using Phase) budget documents to be established – the query BQ39LV2 or BQ40LV2 will only show expenses that have been posted to funding lines.

Appropriation budgets BGG94 or BGP93 (projects) should be established – the query BQ94LV2 and BQ93LV2 will show encumbrances, revenue, expenses, and accruals by the submitted transaction.

● 39 is the reimbursable grant budget.

○ BGPDR and always uses event type BG22 (unless amending a submitted document).

○ Attaches amounts to specified funding lines.

○ Only tracks expenses to funding lines.

● 40 is a project budget that has Phase instead of Program Period defined.

○ BGPHR and always uses event type BG22 (unless amending a submitted document).

○ Attaches amounts to specified funding lines.

○ Only tracks expenses to funding lines.

● 94 is a grant budget.

○ BGG94 and always uses event type BG01 (unless amending a submitted document).

○ This budget tracks dollar amounts at Major Program, Program, Program Period Code, and/or Appropriation Unit.

○ This budget tracks all revenue, expenses, and encumbrances for the specified string of data elements.

● 93 is a project budget.

○ BGG93 and always uses event type BG01 (unless amending a submitted document).

○ This budget tracks dollar amounts at Major Program, Program, Phase, and/or Appropriation Unit.

○ This budget tracks all revenue, expenses, and encumbrances for the specified string of data elements.

● Query on BQ39LV2 for Program codes to ensure a reimbursable budget is established.

● Query on BQ94LV3 for Program codes to ensure a control/appropriation budget is established.

● For transactions:

○ Object, Activity, and Program & Phase Program codes all must be marked “Reimbursement Eligible” in order for the Funding Profile to infer.

○ Ensure a Funding Profile Inference (FPI5, FPI2 or FPI6) record is established for the Program / Funding Profile combination for the Funding Profile to infer.

● For Overhead Rate Calculations:

○ The OVHD batch calculates the overhead costs and posts as a report that can found on BATJOBS under Catalog

Name = Overhead Rate (case sensitive).

■ This cycle will run each Saturday afternoon.

● For Reimbursements – Reimbursement Frequency is established at the Funding Line- cycle beginning 7/14/14.

○ Daily – every weekday.

○ Weekly – every Wednesday.

○ Monthly – the 27th of each month, or the Friday before if the 27th falls on a weekend.

○ Semi-Monthly – Wednesday every 3 weeks.

○ Quarterly – the 27th of September, December, March and June, or the Friday before if the 27th falls on a weekend.

○ Semi-Annual – 6/30 and 12/30.

○ Reimbursement Output type is also specified at the Funding Line

● Reimbursement History (REIMHIST) details the reimbursement cycles that have run.

○ Viewable RE and/or CR.

○ Viewable disbursement that generated the reimbursement.

● The Cost Accounting transactions may also be viewed in the cost accounting journal (JCA).