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Process
This job aid describes the process of setting up grants with Funds Paid Up Front (PUF) to earn revenue and reverse unearned (deferred) revenue automatically from the reimbursement cycle in CORE.
1. The department receiving PUF grants will set up One Reimbursable Major Program as the Master PUF Grant for all PUF Grants.
You will want to make the Major Program Code generic because only one Major Program is allowed for each department as the Master PUF Grant
Set the Program Period Inf To Date in the PPC table to be long enough to cover the latest PUF Grant
This step is needed only when the first PUF grant is received for each department
2. The Department Controller or authorized delegate will send a request to the CORE Help Desk (core.help@state.co.us) to add the Major Program (Master PUF Grant) to the REIMOTPT table.
This will allow the Event Type XR24 to be used for Reimbursement RE’s towards this Major Program in the CORE Reimbursement Cycle.
This step is needed only once for each department after the Master PUF Grant is created.
3. As a New PUF grant is received, the department will set up a Reimbursable Program under the Master PUF Major Program and other Cost Accounting elements including:
A new Funding Profile with the correct Customer ID
A new FPI5 record to tie the Program to the Funding Profile
ALL required budgets
Select Generate Receivables Only for the Reimbursement Output Type and Daily for the Reimbursement Frequency for the Funding Line
4. The department will process the PUF funds received using the two-step procedure with a CR followed by a JVC.
CR using Event Type AR11 (No Appropriation Unit or Program).
Dr. PSCD A001 (Cash, no Appr or Program).
Cr. PSCD R102 (Collected Unearned Revenue, no Appr or Program).
Appropriate Revenue and BSA need to be entered in the CR.
JVC using Event Type XR24.
Debit PSCD R102 (No Appropriation Unit or Program).
Credit PSCD R102 (with Appr, Program, and funding profile information).
All other coding will be the same as that in the CR.
5. After all setup is complete and PUF fund is booked, the department can start processing expenses to the program; then REs will be created with Event Type XR24 to earn revenues and reverse unearned revenues from the nightly reimbursement cycle.
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