JOB AID Establish or Update an Award: Research Gift

Transcription

1 JOB AID This job aid will detail the steps necessary to create a new award or update an existing award for research gifts. WHO: WHEN: HOW: NOTE: This Job Aide assumes the Summary Proposal and Budget has been completed, routed and approved by the PI, all key personnel, Departmental Chair or delegate, College Dean or delegate and CGA. A copy of the check or EFT deposit notice has been attached to the Proposal Development document The check or EFT deposit has been received/verified by CGA The RG account number, if known, has been documented in the Notes panel on the Abstracts and Attachment tab when completing the Proposal Development Document No budget is required for Research Gifts CGA Administrators Editing an existing award to include a new research gift Creating a new award when the University has received a new research gift 1. From the Action List, click the ID number associated with the Proposal Development document to review the proposed research gift that has been submitted and approved at the department and college level. KC will open the proposal document and display the Proposal Summary tab in view mode; review it and if approved, proceed to step 2. Version Revised

2 2. Click the Approve button 3. After approving the proposal, click the Submit to Sponsor button 4. Click yes if you receive the following prompt: Validation warnings exist. Are you sure you want to submit to the Sponsor? Please note that KC will automatically generate the institutional proposal and allow you to send a notification, if applicable Version Revised

3 5. Record the Institutional Proposal number, as you will need it in subsequent steps The system will generate a notification message which can be cancelled to avoid duplication 6. Close the Proposal Development document Perform a search to see if an award with an associated RG Award already exists by using the steps below. If none exists, please skip ahead to the section entitled Create a new Award-Research Gift, which begins on page 5 of this document 7. Click on the Central Admin tab, located on the main menu 8. Click on the magnifying glass by Awards to search for an existing RG award 9. Enter the search criteria, and select the search button 10. Click Open located in the Actions column next to the award you would like to update; KC will then open the award in view mode 11. Click the Edit button at the bottom of the screen; KC will then reload the document so that you may perform the necessary updates 12. Enter the Institutional Proposal number in the Funding Proposals panel from step 3; if you forgot to record the institutional proposal number you may click on the magnifying glass next to the field and search for the appropriate document 13. Select No change or Merge from the Proposal Merge Type drop down menu Select Merge only when there is a change affecting the Key Personnel Credit Split, otherwise select No Change 14. Click the Add button; KC will display the added institutional proposal in the Current Funding Proposals section of the Funding Proposals panel 15. Select Allotment (Increment) from the Transaction Type drop down menu located on the Details & Dates panel 16. Complete the Notice Date using the date the award is being modified 17. Verify that the Award Status is listed as active Version Revised

4 18. Verify that the Account type is listed as gift 19. Verify the appropriate Sponsor Template is selected Note: in most cases, this will be the RG template 20. Scroll to the top of the page and click the blue time & money button NOTE: The date the version is entered will be maintained in history, the Modification Date field should be saved for any sponsor modification 21. Verify that the transaction code is set to new 22. Enter today s date in the notice date 23. Enter any changes to project dates in the Award Hierarchy Tab These fields include obligated start date, obligated end date, project end date CAUTION: do NOT change the obligated or anticipated amounts in this area 24. Click show on the Transactions Panel 25. Enter any comments, if applicable 26. Select External as the Source Award 27. Verify that the Award number is listed as the Destination Award 28. Update the Obligated and Anticipated amounts. 29. Click Add Note that the values you enter here will be added to the original values of the award (e.g. if you received a new check, you would enter the value of the check in the obligated and anticipated fields) 30. Click Blanket Approve to process the Time and Money document 31. Allow the system to process the changes (e.g. do not return to the main menu at this time) 32. Verify that the document was successfully finalized 33. Verify that any changes made to the following fields are correct: Obligated Start Date, Obligated End Date, Project End Date, Obligated amount, Anticipated amount. If these are not correct, please edit the Time and Money document by repeating steps Click the blue Return to Award button 35. Verify that the changes you made in the Time & Money document are reflected in the Time & Money panel of the Awards document If these are not correct, please edit the time and Money document by repeating steps Navigate to the Award Actions Tab 37. Click Submit Version Revised

5 Create a new Award Research Gift 38. From the main menu, click on the Central Admin tab. 39. Click on the plus icon to create an award; KC will open a blank Award document in edit mode with the Document Overview, Funding Proposals, and Details & Dates panels open 40. Enter a brief summary of the transaction in the Description field of the Document Overview panel 41. Enter the institutional proposal number in the Funding Proposals panel from step 3; if you forgot to record the institutional proposal number you may click on the magnifying glass next to the field and search for the appropriate document Note: The Proposal Merge Type will default to Initial Funding for new awards 42. Click the Add button; KC will display the added institutional proposal in the Current Funding Proposals section of the Funding Proposals panel 43. Complete the fields Details and Dates panel Select New from the Transaction Type drop down menu Enter the date that the award is being set up in the Notice Date field 44. Complete the fields within the Institution Panel Under Award Status select Active Under Account Type select Gift 45. Complete Time & Money panel Complete only the following fields Project Start/End dates Obligated Start/End dates Anticipated Amounts Obligated Amounts 46. Complete the Sponsor Template panel Search for and select the appropriate Sponsor Template; in most cases, this will be the RG template 47. Click the submit button Version Revised

6 Note: Once the award has been finalized, you will need to complete the following outside the KC application: Complete KFS deposit document Update award to reflect account number If the award/account is new, the account number will be automatically populated once the KFS document is generated Update the monthly report to University Advancement documenting receipt of the gift Version Revised