Contents. Award 2. Kuali Coeus User Guide Award Section 1

Transcription

1 Award Document

2 Contents Award 2 Award Document Overview Panel Funding Proposals Panel Details & Dates Subawards Panel Sponsor Template Keywords Contacts Tab Key Personnel and Credit Split Panel Unit Contacts Panel Sponsor Contacts Panel Central Administration Contacts Panel Commitments Tab Cost Sharing Panel Rates Panel Preaward Authorizations Panel Budget Versions Tab Budget Overview Panel Budget Versions Panel Budget Limits Panel Payment, Reports & Terms Tab Payments & Invoices Panel Reports Terms Panel Special Approval Panel Closeout Special Review Comments, Notes & Attachments Tab Comments Panel Notes Panel Attachments Panel Award Actions Tab Data Validation Panel Hierarchy Actions Panel Print Panel Ad Hoc Recipients Panel Route Log Panel Super User Action Panel Medusa Tab Kuali Coeus User Guide Award Section 1

3 Award The Award document, also referred to as KC Award, is an e-doc used to track and maintain awards. The Award document can contain limited information on funding amounts and subawards, or it can be linked to detailed Time and Money documents and sub-award records. A detailed Award Budgets e-doc may be created from scratch or from a linked Funding Proposal created from an approved Institutional Proposal. Award Hierarchies can be constructed to isolate funds for a variety of purposes based on local implementation and usage, such as reporting needs, funding period, project task, investigator, unit, etc. Award records include a complete history of changes made to awards and sub-awards, from the time of notice through closeout. The Award Module allows an Institution to: Account for the monies and information for each award in accordance with sponsor regulations. Collect award data required for institutional, sponsor, and regulatory reporting, and award monitoring. Tracking each Award individually provides Michigan State University with the ability to assure the sponsor that the administration of the project is consistent with sponsor requirements by: Allocating funds and monitoring usage and expenses according to the approved budget Monitoring funds to ensure expenses are within the limits of the project period Ensuring that changes to the scope of work, budget, project dates, principal investigator, or other changes requiring prior approval are processed appropriately Monitoring required reports and ensuring submissions are timely Monitoring cost share requirements Preface Before you begin to use the Award document, it is important to have a basic understanding of the context of its use and why it is important. It is also helpful for you to understand the trigger or circumstance that initiates the need to use the functions of the Award document, and the fundamentals of its life cycle when it is required, who completes it, its routing, etc. Business Needs and Purpose The Award document is completed whenever: Michigan State University receives an executed contract, grant, cooperative agreement or gift from a sponsor Kuali Coeus User Guide Award Section 2

4 The Award document is used to: Effectively administer sponsored research projects Provide the connection between the award and the proposal(s) Rules The business rule states: Award document creation must be accurate and timely Accurate and timely creation of award documentation is accomplished in KC by the facilitation of data fed to the Award document from an Institutional Proposal. The link to the Institutional Proposal contributes to an Award creator s ability to make sure that all relevant project data is accurate in the Award document. Roles and Responsibilities The primary responsibilities for those individuals with roles in Award document procedures are: The Award Creator and Award Maintainer are responsible for creating & maintaining an Award document and linking the appropriate Institutional Proposal during Award creation. The primary permissions by role are: Time and Money Document Viewer: View a Time and Money document Template Viewer: View Award Templates Award Viewer: View Award Award Attachments Maintainer: Maintain Award and Attachments Award Modifier: Create Institutional Proposal Submit Institutional Proposal Create Award Modify Award View Award Kuali Coeus User Guide Award Section 3

5 Document Layout The Award document is comprised of a document header, 10 tabbed pages (each with multiple panels), and an action button area. Figure - Award e-doc Major Components Table - Award Document Major Components Overview Major Document Component Document Header Tabbed Pages Panels Action Buttons Summarized Document identification information at the top, right of the document containing both common and document-specific fields. Pages that make up the document, which are accessible by clicking the individual tabs. The tabs are groupings of functionally related information. The tabs are generally designed to be completed in left-to-right order. Multiple panels under each tab containing data entry/selection/display fields that are expandable/collapsible via hide/show buttons. Some panels contain subpanels the labels for subpanels are highlighted in a darker shade of grey. Buttons located at the bottom, center of the document (regardless of page). Some Action Buttons are common to all e-docs. The Award document also includes Action Buttons unique to the Award Document. Kuali Coeus User Guide Award Section 4

6 Document Status Document-specific status generally refers to completion-related actions (i.e. the status of the document prior to being submitted for approval). The Award document s status changes throughout its lifecycle. These statuses are Initiated, Saved, and Final. Workflow Status Also referred to as Route Status, workflow status generally refers to approval-related actions (i.e. the routing of the completed document in the system for approval). The workflow for an Award document is routing it for completion from OSP/BC to CGA. After completing data entry of all information for an Award document, it is submitted to KC workflow. After final approval status is received, a permanent historical record of the Award document remains accessible. View e-doc Route Log Figure Action List > Log Column Click action list button > Log column icon to view the route log for a particular e-doc. The Log column icon is found in the last column. This allows you to review the Actions Taken and the Route Status for the document. Kuali Coeus User Guide Award Section 5

7 Access Your KC user role determines your authority to create, modify, or view a KC Award document. Table - Award Document User Roles and Permissions Role College Administrator Department Administrator Principal Investigator CGA Administrator OSP Contract OSP Proposal Modify Sponsor Template Award Viewer Business Connect Administrator Responsibilities/Permissions Possesses the ability to view Awards, Subawards, Time & Money documents, Award Budgets, and Award Rebudgets for units in their college. Does not have the ability to edit this information. Has the ability to enter report data. Possesses the ability to view Awards, Subawards, Time & Money documents, Award Budgets, and Award Rebudgets for their departments. Does not have the ability to edit the information. Has the ability to enter report data. Possesses the ability to view Awards, Subawards, Time & Money documents, and Award Budgets for their own awards. Does not have the ability to edit the information. Has the ability to enter report data. Possesses the ability to create Awards, Subawards, Time & Money documents, Award Budgets, and Award Rebudgets. Has the ability to enter report data. Possesses the ability to create Awards, Subawards, Time & Money documents, and Award Budgets. Possesses the ability to view Awards, Subawards, Time & Money documents, and Award Budgets. Does not have the ability to edit the information. Select group of OSP and CGA employees that possess the ability to create and edit sponsor templates. Possesses the ability to view Awards, Subawards, Time & Money documents, and Award Budgets. Does not have the ability to edit the information. Possesses the ability to create Awards, Subawards, Time & Money documents, and Award Budgets. Kuali Coeus User Guide Award Section 6

8 Navigation Path Getting started this quick system reference depicts how to access the Award document, either by creating a new one, or by accessing an existing one. Create New: Follow this path to create a new KC Award document with correct authorization: Central Admin menu > Post-Award menu group > Awards Figure Awards Add and Search Icons Access Existing: To open an existing KC Award document: Researcher menu > Awards menu group > All My Awards link Unit menu > Post-Award menu group > Awards Central Admin menu > Post-Award menu group > Awards Action List screen > Id column > Document Id link Doc Search screen > Search Results table > Document Id column > Document Id link Kuali Coeus User Guide Award Section 7

9 Suggested Award Document Input Process at Setup Overview: 1. Create the Award and then finalize the document 2. Create an Award Budget (this is optional and can be done at a later date)! Create the new Award document & complete the required data entry for saving, as well as all the award information in all tabs, as required locally. o Use of Sponsor Templates is strongly recommended to support consistent set-up and limit the amount of manual searching. o If you intend to create an Award Budget, link an Institutional Proposal on the Funding Proposal tab to the Award document o Enter the Obligation Start Date, Obligation End Date, Obligated Amount and Anticipated Amount information in the Award > Details & Dates > Time & Money.! Finalize the award.! Click the Budget Versions tab if you wish to create an Award Budget. o Add a New budget to the Budget Versions sub-panel by entering a Name for the budget and click New in the Actions column. o Open the budget version " Navigate to the Personnel or Non-personnel tabs and manually populate with the budget amounts. " Edit the budget to match the Obligated Total for the budget period. The Fringe and Total F&A fields on the Summary tab are editable in the Award Budget to micro-manage calculation discrepancies. " Submit and post the budget. " Click the Return to Award button to close the award budget document. Pages Overview and Documentation Contents The KC Award e-doc contains ten tabbed pages that provide its functionality. The page tabs display across the top of the e-doc s main screen. Each tab displays a different function. The active tab has a white background. Figure - Award Document Tabbed Page Layout Table - Award Document Tabbed Page s and Subtopic Links Page Award Contacts Commitments Brief Reference information for the award including the funding proposal, details & dates, subaward information, sponsor template, and keywords. Key personnel, external sponsor contacts, internal unit contacts, and central administration contacts The dollar amounts and percentages designated by the agreement for cost sharing, rates, and Kuali Coeus User Guide Award Section 8

10 Page Budget Versions Payment, Reports & Terms Special Review Custom Data Comments, Notes & Attachments Award Actions Medusa Brief preaward authorizations A spending plan for award funds that may be brought into your institution s financial system and changed over the life of the award Reference information regarding payments, invoices, reports, terms, special approvals, and closeout of the project Reference information regarding designated review types for the project such as Foundation Relations reviews or compliance reviews like the Institutional Review Board (for Human Participants) and Animal Use reviews Input the Award s FAIN number here. Entries compiled about the project for future reference. Comments are text entries specific to the award. Notes are correspondence among award administrator users. Attached files can be included and saved for future reference Reference information regarding the project s data validation, hierarchy actions, printing, and workflow Reference summary information on related awards, institutional proposals, development proposals, negotiations etc. Kuali Coeus User Guide Award Section 9

11 Default Start Page By default, the Award page displays the Document Overview, Funding Proposals, and Details and Dates sections as expanded upon opening an existing Award document or when creating a new Award document. Time & Money Button The time & money button is displayed at the top-right of the page. The time & money button allows you to navigate to the Time & Money document associated with the currently-accessed Award document. Document Header The KC Award document header displays six fields of reference information about the Award. Figure - KC Award Document Header Table - KC Award Document Header Field s Field PI Lead Unit Sponsor Name Document ID: Status Award ID: Account Last Update The first and last name of the Principal Investigator for the Award document. The unit specified as the principal unit for the research project. The abbreviated name of the funding sponsor for the research project. The system-assigned numeric identifier that is unique to this Award document, followed by its route status. The unique number value for the Award, followed by an account number (financial system account) for this Award. The date of last update to this Award document, followed by the username of the individual who made it. Kuali Coeus User Guide Award Section 10

12 Award The Award tab contains six expandable, tabbed panels of key information about the Award, including information about the associated proposals, subawards, and the project s sponsor. Figure - Award Document, Award Page Layout Table - Award Document > Award Page Section s Panel Document Overview Funding Proposals Details & Dates Subawards Sponsor Template Keywords Brief General identifying information about the Award document information linked from Institutional Proposal documents Key information and important dates pertaining to the award Listing of flow-through award recipients and subaward amounts Applies a template to an award which auto-populates information into award document fields Search for and select applicable keywords pertaining to the project Kuali Coeus User Guide Award Section 11

13 Document Overview Panel The Document Overview panel of the Award tab provides three fields for key identifying information about the Award document, including the, which is required for saving/submitting the document. It is a common section to all e-docs in KC. Figure - Award Document, Award Page, Document Overview Panel - Layout Table - Award Document, Award Page, Document Overview Section - Field s Field Organization Document Number Explanation Required. Document. A free-form text field that describes the purpose or function of the document (maximum length is 40 characters). The numeric document identification that may include departmental or organizational information (maximum length is 10 characters). A free-form text field that explains the purpose of the document in more detail than the (maximum length is 400 characters of any type). Funding Proposals Panel The Funding Proposals panel is used to link the appropriate Institutional Proposal(s) that resulted in funding to the award and includes key details from the selected Institutional Proposal. You may create an Award document with or without linking to an Institutional Proposal via the Funding Proposal panel, however, if you link the Award document to an Institutional Proposal when you create an Award document KC automatically populates some data fields in the Award document from the selected Institutional Proposal. KC populates the new Award fields from the first Institutional Proposal you link to the Award document. Award document fields may be edited after KC populates fields from linked Institutional Proposal. MSU s business practice will be to link all Award documents to an Institutional Proposal via the Funding Proposals panel. Institutional Proposal details that populates the Award: Award Tab: Lead Unit Activity Type Award Title Sponsor ID Keywords Kuali Coeus User Guide Award Section 12

14 Contacts Tab: All Proposal Personnel PI Lead Unit Combined Credit Split Central Administration Contacts (based on lead unit of PI) Adding the Initial Institutional Proposal via the Funding Proposal panel at Award Set-up: Figure - Add Funding Proposals Section When you add an Institutional Proposal to an Award document, KC displays a read-only summary of the Institutional Proposal in the Current Funding Proposals section. Table - KC Add Funding Proposals Panel Field s Field Institutional Proposal Number Proposal Merge Type The Number associated with the Institutional Proposal. Options are made available when linking an Institutional Proposal to an existing award record. Kuali Coeus User Guide Award Section 13

15 To add an Institutional Proposal to an Award via the Funding Proposal panel: Click the lookup icon to find and select an Institutional Proposal Number on the Lookup screen: Figure - Proposal Lookup Screen Enter appropriate information in the search fields to find the Institutional Proposal Number you need, or leave all the fields blank to display all Institutional Proposal Numbers, and then click to display a list of Institutional Proposal Numbers. When you click displays the results of your search:, KC Figure - Institutional Proposal Lookup Results Information In the search results list, click return value in the far left column for the Institutional Proposal Number you need to add to this Award. KC displays the KC Award screen again with the selected Institutional Proposal Number in the Add Funding Proposals section: Figure 1 KC Award, Add Funding Proposal Section with Institutional Proposal Number Entered from Search Results Kuali Coeus User Guide Award Section 14

16 When you click in the Add Funding Proposals section, KC displays the Institutional Proposal in the Current Funding Proposals section of the Funding Proposals panel. KC also provides a read-only Details subsection of the selected Institutional Proposal that you can access by clicking the Show button. Adding Subsequent Institutional Proposals to an existing Award document via the Funding Proposals panel: The steps for searching and selecting a subsequent Institutional Proposal is similar to the steps taken in adding the initial Institutional Proposal described above. When adding subsequent Institutional Proposal, however, a determination must be made relative to how and if personnel data from the source Institutional Proposal should be reflected in the Award document. When the award administrator edits an existing Award document adding additional Institutional Proposals, the Proposal Merge Type options are made available. The administrator has three (3) options to choose how the selected Institutional Proposal s KEY PERSONNEL and CREDIT SPLIT information should be entered into the existing Award document record: No Change, Merge, or Replace. Figure - KC Award, Add Funding Proposals Section with Institutional Proposal Merge Type options available for selection. When Key Personnel & Credit Split Data Already Exists In The Award document, you are presented with the following three options: No change: Existing award data remains unchanged; no new Institutional Proposal information is added to the Award. (The Administrator will review and make any changes manually.) Merge: KC combines Institutional Proposal Key Personnel & Credit Split data with existing award data. (This usually requires the administrator to review & adjust the credit split information). Replace: KC overwrites (replaces) existing Award Key Personnel & Credit Split data with data from the new Institutional Proposal. (The Administrator will review and make any changes manually.) When you select the merge option, these are the resulting implications: KEY PERSONNEL o Principal Investigator Merging an additional Institutional Proposal does NOT change the existing Award PI. Additional PIs are added as Co-Is. Kuali Coeus User Guide Award Section 15

17 o PERSON DETAILS o Other Key Personnel- Institutional Proposal Co-I s and Key Persons are added without duplication to existing Award Key Personnel. Faculty Adding an additional Institutional Proposal does NOT change the existing state of the Faculty field for existing key personnel. o Effort Fields (Total Effort, Academic Year Effort, Summer Effort, Calendar Year Effort) Merging a new Institutional Proposal with an Award does NOT change the values in corresponding effort fields. UNIT DETAILS o Lead Unit Merging an additional Institutional Proposal does NOT change the existing Lead Unit. Additional Lead Units are added without duplication as non-lead units. o Unit additional Institutional Proposal Units are added without duplication to existing Units for an Investigator. o Combined Credit Split Merging a new Institutional Proposal with an Award adds the values in corresponding credit split fields together if a Unit is duplicated. Current Funding Proposals Subpanel The Current Funding Proposals subpanel lists the Institutional Proposals linked to the Award document. KC displays the information from the Institutional Proposal. For a limited time during the award set-up, the administrator retains the ability to delete a selected Institutional Proposal. Figure - Award Document, Award Page, Funding Proposals Section, Current Funding Proposals Subpanel Example Table - Award Document, Award Page, Funding Proposals Panel, Current Funding Proposals Subpanel Field s Field Award Version Principal Investigator Lead Unit Proposed Sponsor Proposed Start Date Proposed End Date A numeric value that represents the version of the award associated with the Institutional Proposal. The individual bearing primary responsibility for all essential aspects of the project or protocol, including programmatic work, compliance with government, sponsor and university policies and regulations, fiscal stewardship of sponsored funds, and all administrative requirements of the project. The unit responsible for the application and administration of the sponsored project. The organization or agency that is proposed to provide support for the sponsored project. The project period start date as reflected in the proposal. The project period end date as reflected in the proposal. Kuali Coeus User Guide Award Section 16

18 Field Total Costs Total The total proposed cost of the project. The total of all numbered line item Total Costs. Details & Dates Panel The Details & Dates panel lists the details of the Award. Some of the information is populated from the Institutional Proposal once linked. When you click Institutional Proposal. on a Details & Dates panel, KC displays entered information from the linked Figure - Award Document, Award Tab, Details & Dates Panel Details & Dates The Details & Dates panel includes these subsections: Current Action, Institution, Sponsor, Sponsor Funding Transferred, and Time & Money. Figure - Award Document, Award Tab, Details & Dates Panel - Subsection Layout Kuali Coeus User Guide Award Section 17

19 Current Action The Current Action subsection includes Transaction Type, Notice Date, and Comments fields. Users with Award Modifier authorization may enter information in these fields. Figure - Award Document, Award Page, Details & Dates Section, Current Action Subsection Layout Table - Award Document, Award Page, Details & Dates Section, Current Action Subsection Field s Field Transaction Type Notice Date Comments Choose the type of current award action from the available options. The date the Award was received. Enter the Notice Date in MM/DD/YYYY format Notes or other information about this transaction. Institution The Institution subsection includes the Award ID, Version, Account ID, Award Status, Lead Unit ID, Account Type, Activity Type, Award Type, and Award Title fields. Users with Award Modifier authorization may enter information in these fields. Figure - Award Document, Award Page, Details & Dates panel, Institution Subpanel - Example Table - Award Document, Award Page, Details & Dates Section, Institution Subsection - Field s Field Award ID Version Account ID Award Status Lead Unit ID A unique ID automatically assigned by the system to identify an award. Version number assigned automatically by KC. A number assigned to the award generated from your institution s financial system. The current status of this award as defined by your institution. The designated unit responsible for the application and administration of the sponsored project. Kuali Coeus User Guide Award Section 18

20 Field Account Type Activity Type Award Type Award Title Type of account to be established in the institution's financial system according to the institution's chart of accounts. Activity type refers to the major functions of an institution. The type of award instrument received by the award recipient (e.g. grant, contract, cooperative agreement, etc.). The official title for the award. Adding a Lead Unit using the Unit Lookup in the Institution Subsection When you click to find and select a Lead Unit, KC displays the Unit Lookup screen. Enter appropriate information in the search fields to find the Unit Number you need (or leave all the fields blank to display all Unit Numbers), and then click to display a list of Unit Numbers. When you click search, KC displays the Unit Lookup screen again, with the results of your search displayed below the buttons: Figure - Unit Lookup Screen with Search Information KC displays the Unit Numbers that match your search below in a table. In the search results list, click return value for the Lead Unit you need, to enter that Unit Number in the Institution subsection in the Details & Dates subpanel. When you click return value, KC displays the KC Award screen again with your selected Lead Unit number added to the Institution subpanel: Kuali Coeus User Guide Award Section 19

21 Figure - KC Award, Dates & Details panel, Institution subpanel with Lead Unit Entered Sponsor The Sponsor subsection includes the Sponsor ID, Sponsor Award ID, Modification ID, Prime Sponsor, CFDA Number, and NSF Science Code fields. Users with Award Modifier authorization may enter information in these fields. Figure - Award Document, Award Page, Details & Dates Section, Sponsor Subsection Layout Table - Award Document, Award Page, Details & Dates Section, Sponsor Subsection - Field s Field Sponsor ID Sponsor Award ID Modification ID Prime Sponsor CFDA Number NSF Science Code The numerical designation of the sponsor agency generated by the KC system. The sponsor is the direct funder of the project. The sponsor reference ID as it appears on the award. The modification ID as it appears on the amended award. For flow through funding (funds awarded through more than one tier), this is where the funds originated. CFDA = Catalog of Federal Domestic Assistance. A unique identifier for the sponsor and the funding opportunity announcement (FOA). The first 2 digits of the number identify the Federal agency. The last 3 digits of the number identify the specific Federal program. A numeric code that indicates a field of research activity as defined by the NSF. For example, the NSF science code for Chemical Engineering is 012. These codes are important when an institution compiles data for the NSF Annual Survey, and for other reporting exercises. Adding a Sponsor ID and Prime Sponsor using the Sponsor Lookup on the Sponsor Subsection: When you click to find and select a Sponsor ID and Prime Sponsor, KC displays the Sponsor Lookup screen. Enter appropriate information in the search fields to find the Sponsor ID or Prime Sponsor you Kuali Coeus User Guide Award Section 20

22 need (or leave all the fields blank to display all Sponsors), and then click results. to display your Figure - Sponsor Lookup Screen with Search Information In the search results list, click return value next to the Sponsor Code that you need, to enter the Sponsor ID or Prime Sponsor in the Sponsor subpanel in the Details & Dates panel. Figure - KC Award, Dates & Details Section, Sponsor Subsection with Sponsor ID and Prime Sponsor Entered Sponsor Funding Transferred The Sponsor Funding Transferred subpanel identifies funding awarded by the sponsoring agency but received from the budget of another federal agency via inter-agency transfer. Kuali Coeus User Guide Award Section 21

23 When OSP (Office of Sponsored Programs) or CGA (Contract and Grant Administration knows that a federal award includes funding transferred from another federal entity (with a different sponsor code), they identify the other entity using this subsection. Users with Award Modifier authorization may enter information in this field. Figure - Award Document, Award Page, Details & Dates Section, Sponsor Funding Transferred Subsection - Layout Table - Award Document, Award Page, Details & Dates Section, Sponsor Funding Transferred Subsection - Field s Field ID/ A sponsor s ID code and agency name. Enter the ID/ into the box. Time & Money The Time & Money subsection includes the Project Start Date, Project End Date, Board Acceptance Date, Execution Date, Anticipated Amount, Obligation Start Date, Obligation End Date, Modification Date and Obligated Amount fields. Users with Award Modifier authorization may enter information in these fields. Figure - Award Document, Award Page, Details & Dates Section, Time & Money Subsection - Example Kuali Coeus User Guide Award Section 22

24 Table - Award Document, Award Page, Details & Dates Section, Time & Money Subsection - Field s Field Project Start Date Project End Date Board Acceptance Date Execution Date Modification Date Anticipated Amount Obligation Start Date Obligation End Date Obligated Amount The project period start date as reflected in the Award. The project period end date as reflected in the Award. The date that the MSU Board of Trustees formally accepts the award from the sponsor. The date the award has been accepted or fully executed. The date of the last modification made to the Award from the sponsor. The anticipated sponsor funding for the entire project period - current obligation plus anticipated incremental funding and future year funding, including possible option years. This does not include cost share. The effective date of the current funding period. It must be the same as or later than the Project Start Date. The end date of the current funding period. It must be the same as or earlier than the Project End Date. The amount allowed by the sponsor for spending. This does not include cost share. The Obligated Amount must be equal or less than the Anticipated Amount. Subawards Panel Click on the Subaward section to display its information: The subawards section includes the Approved Subawards section. Use the Approved Subawards section to identify organizations with subawards authorized by the sponsor. Users with Award Modifier authorization may enter information in these fields. Figure - Award Document, Award Page, Subawards Panel - Example Table - Award Document, Award Page, Subawards Subsection - Field s Column Organization Name Amount Total Required. The name of the institution designated for this subaward. Required. The approved funding amount of this subaward for this organization. Calculated. The approved funding total of subawards for this award. Kuali Coeus User Guide Award Section 23

25 Adding an Organization Name using the Organization Lookup in the Subaward panel: Click the lookup tool icon to find and select an Organization Name on the Organization Lookup screen: Enter appropriate information in the search fields to find the Organization Name you need, or leave all the fields blank to display all Organization Names, and then click a list of Organization Names. to display Figure - Organization Lookup Screen with Search Information In the search results list, click return value next to the Organization Id that needs to be entered in the Approved Subaward section. When you click return value, KC displays the KC Award screen again with your selected Organization Name added to the Approved Subaward section: Figure - KC Award, Subaward Section, Approved Subawards subpanel Kuali Coeus User Guide Award Section 24

26 Enter the amount obligated to the subaward in the Amount field. When you click in the Actions column, KC displays a unique number next to the new Organization Name. Click on a row to remove that Organization Name entry from the Approved Subawards section. Click to re-total the Amounts after you add a new Organization Name entry. Sponsor Template The Sponsor Template panel is used to apply a sponsor template to an Award document. Sponsor templates can significantly decrease the amount of time it takes to create an award and significantly increase award accuracy. Templates can include all the standard contact types, report types & frequencies, and all the terms and conditions required for a particular Sponsor Award Type (NIH R01 s or Fellowships, FDP awards, a Foundation award, or a commercial sponsor s general terms). Once the template is applied, the administrator can edit the items inserted by the template to customize the award to match the sponsor agreement. Maintaining templates will improve reporting accuracy and keep award administrators happy. Click on the Sponsor Template section to display its information. Figure - KC Award, Sponsor Template Panel The Sponsor Template section includes a Lookup function to find the template you need for this Award. It displays a description of the selected Sponsor Template. Users with Award Modifier authorization may add and delete sponsor templates and use the apply button. Table - KC Award, Sponsor Template Section Field Field Sponsor Template Code The number assigned to a sponsor template when the template is created. The descriptive name for the Sponsor Template. Kuali Coeus User Guide Award Section 25

27 Applying a Sponsor Template using the Sponsor Template Lookup in the Sponsor Template Section: Click to find and select a Sponsor Template Code on the Sponsor Template Lookup screen: Enter appropriate information in the search fields to find the Sponsor Template Code you need (or leave all the fields blank to display all Sponsor Template Codes), and then click display a list of Sponsor Template Codes. to Figure - Sponsor Lookup Screen with Search Information In the search results list, click return value next to the Sponsor Template Code for the template you need for this award. The Sponsor Template Code appears. Figure - KC Award, Sponsor Template Section Apply Template Function The apply button applies the information from the selected template to the award. This may include reporting requirements, payment information, comments, terms, and other information. For example, if the template lists annual financial reports, KC adds those to the Payment, Reports & Terms tab. When you click sync to template, KC asks you some confirmation questions before it makes any changes to the Award. When you click apply, KC displays this screen: Kuali Coeus User Guide Award Section 26

28 Figure - Sync to Template Confirmation Question Click Click to replace the current Award information with the information from this template. to keep the current Award information. Keywords The keywords section of the Award page allows you to perform a lookup to search for and return keyword values that are applicable to the research being funded by the award or linked Institutional Proposal. Figure - Award Document Keyword Example Codes and s Figure - Award Document, Award Page, Keywords Section - Example Table - Award Document, Award Page, Keywords Section - Field s Field The common name of the keyword that is associated with its numeric code. Kuali Coeus User Guide Award Section 27

29 Contacts Tab The Contacts page of the Award document has four tabbed sections that allow you to view, specify and maintain contact information for key personnel, unit, sponsor, and central administration individuals involved in the award. It provides a single, convenient location for contact information of institution and sponsor personnel with roles in award administration, including organization (or unit), relationship with the project, address, , and telephone numbers. Unit contacts are populated automatically based on Lead Unit, and Central Administration contacts are populated based on either Lead Unit or Sponsor. Sponsor Template Sync: In addition to viewing and maintaining contact information, you are also able to synchronize the Sponsor Contacts section with default data from a Sponsor Template that has been previously applied to the Award document. Figure - Award Document - Contacts Page Layout Table - Award Document, Contacts Page Section s and Subtopic Links Panel Key Personnel and Credit Split Unit Contacts Sponsor Contacts Central Administration Contacts Brief Select employees or non-employees and assign them a project role, add person & unit details, calculate combined credit split, view contact information based on selection. Select employees and assign unit project roles, sync all, view contact information based on selection. Select non-employees and assign sponsor project roles, sync to template, view contact information based on selection. View person name, unit, project role, phone and . Kuali Coeus User Guide Award Section 28

30 Key Personnel and Credit Split Panel For every Award e-doc, there is at least one Principal Investigator who accepts primary responsibility for the conduct of the project and Co-Investigators who share scientific leadership. These individuals assign other key persons on the Key Personnel and Credit Split section who will assist them with carrying out the duties of the project. Key personnel who are essential to project execution, but do not share responsibility for project direction are identified along with their project role. Auto-Population From Institutional Proposal: KC will automatically copy all Key Personnel and Credit Split data into this section s fields from the first Institutional Proposal document linked to the Award (when the Award document s status is INITIATED, and prior to the first save of the Award document). When the Institutional Proposal does not have Credit Split data, OR when it is identical to the existing Award document data, you are not presented with any feed options. Figure - Award Document, Contacts Page, Key Personnel and Credit Split Section - Example Kuali Coeus User Guide Award Section 29

31 Key Personnel For each Key Person, your institution may need to view human resource data and capture Person and their associated Unit details. Figure - Award Document, Contacts Page, Key Personnel and Credit Split Section, Person Details Subsection Example Editable Roles: KC allows you to edit the Contact Type Project Role for a Project Person after a Person has been added. Table - Award Document, Contacts Page Key Personnel Field Person Unit Project Role Office Phone The full name of the person is displayed. Click the direct inquiry icon to view the Person Inquiry. Home unit for PI, Co-I, Key Personnel as listed in the Person Inquiry. Role of each Key Person added to the Intuitional Proposal or Award; roles include PI, Co-I, and Key Person. If Key Person is selected a description must also be entered. Phone number for the PI, Co-I or Key Person. This is maintained in the corresponding Person document. The electronic mail address for this individual. Person Details The Person Details subpanel allows you to enter effort values for Academic Year, Summer, Calendar Year, and Total. It also allows you to flag the person as faculty or non-faculty by selecting Yes or No (checked/unchecked) in the Faculty field. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item. Figure - Award Document, Contacts Page, Key Personnel and Credit Split Section, Person Details Subsection Example Table - Award Document, Contacts Page Person Details Field Faculty Total Effort Indicates this person has a faculty appointment. The total effort that the Key Person is committing to the sponsored project. This must be the Kuali Coeus User Guide Award Section 30

32 Field proportion of effort in relation to all institutional commitments and obligations. The total effort cannot exceed 100% for all sponsored projects and work-related duties. (Note: this amount does not flow through to the credit split or budget areas.) Academic Year Effort Summer Effort Calendar Year Effort The effort that the Key Person is committing to the sponsored project if on an academic (9 month) appointment. This must be the proportion of effort in relation to all institutional commitments and obligations. The total effort cannot exceed 100% for all sponsored projects and work-related duties. (Note: this amount does not flow through to the credit split or budget areas.) The effort that the Key Person is committing to the sponsored project during the summer if on an academic year appointment. (Note: this amount does not flow through to the credit split or budget areas.) The effort that the Key Person is committing to the sponsored project if on a calendar year (12 month) appointment. This must be the proportion of effort in relation to all institutional commitments and obligations. The total effort cannot exceed 100% for all sponsored projects and work-related duties. (Note: this amount does not flow through to the credit split or budget areas.) Unit Details The Unit Details subsection allows you to select a unit for the person and specify whether it is the Lead Unit for the project using standard lookup and add/delete line item functionality. Figure - Award Document, Contacts Page, Key Personnel and Credit Split Section, Unit Details Subsection Example Table - Award Document, Contacts Page Person Details Field Lead Unit Unit Name Unit Number OSP Administrator An indicator of whether a unit associated with the Principal Investigator is the lead unit for the project. The name of the unit for the person is displayed. Click the direct inquiry icon to view the Unit details. The MSU organization code used to identify the unit the individual is assigned to. The OSP Contract Team Manager for the identified unit, or BC administrator. Combined Credit Split The Combined Credit Split subsection of the Key Personnel and Credit Split section allows you to enter F&A Allocation, Post Award Unit, and Space percentage amount values for each person and then click a recalculate button to adjust the Unit and Project Person totals accordingly. Kuali Coeus User Guide Award Section 31

33 Investigator Credit Type Allocation Calculation: KC validates Credit Split values as follows for F&A Allocation, Post Award Unit and Space credit: Unit Credit must total 100%: All Unit credit split values for a single person must total 100% upon data validation. Investigator Credit must total 100%: Upon data validation the F&A Allocation, Post Award Unit, and Space columns must each total 100% when adding all persons. Figure - Award Document, Contacts Page, Key Personnel and Credit Split Section, Combined Credit Split Subsection Example To add a key person: 1. In the Person column, click the lookup icon for either an Employee or Non-employee as appropriate. 2. On the Person lookup screen, enter and/or select criteria as desired (or leave fields blank) and then click the search button. The results retrieved are displayed in a table below the search criteria area of the screen. 3. In the Return Value column of the search results table, click the return value link for the row of the desired person. You are returned to the Award document Contacts page and the Key Personnel section displays data based on your selection in the Person, Unit, Office Phone and fields. 4. In the Project Role column, use the drop-down menu by selecting the down arrow to display the list, and then click on an item in the list to populate the box with your selection. If you select Key Person, the Project Role field will appear below it. Type in a one or two word description of the Project Role this Key Person will be playing on the project. Figure 2 Award Document, Contacts Page, Key Personnel and Credit Split Section, Project Role Examples Kuali Coeus User Guide Award Section 32

34 5. In the Actions column, click the add button and your selection appears as a numbered line item below. Associated Unit Details are populated automatically. Table - Award Document, Contacts Page Combined Credit Split Field F&A Allocation Post Award Unit Space Percentage of Facilities & Administrative (F&A) cost that is allocated to the specified unit for that Key Person and the percentage of F&A that is allocated between Key Persons for the project. F&A costs are real costs that the institution incurs in support of extramural activities but which cannot be directly charged to a specific grant or contract. Percentage added to identify unit that will administer the award. Percentage added to identify one unit per Key Person (if applicable) which should receive Space Credit for that specific Key Person. Unit Total Total amount of credit allocated to a unit(s). Must equal 100. Totals Result of adding together multiple numbers from credit split panel. Project Person Total Total amount of credit allocated to Principal Investigators (PIs). Must equal 100. Unit Contacts Panel The Unit Contacts panels offers a means for you to look up and select an employee (which automatically populates the contact information fields), select a project role for the person, then add it as a numbered line item in the table below. Sync to Lead Unit: You can click the sync to lead unit button to add the default Lead Unit contact list, which will overwrite existing unit contacts in the KC Award. Figure - Award Document, Contacts Page, Unit Contacts Section Example To add a unit contact: 1. Click the Person lookup icon to search for and return the desired employee name. Or if known, type the value in the box. 2. Select the Project Role from the dropdown menu. Use the drop-down menu by selecting the down arrow to display the list, and then click on an item in the list to populate the box with your selection. Kuali Coeus User Guide Award Section 33

35 Figure - Award Document, Contacts Page, Unit Contacts Section Project Role Examples 3. Click the add button to add your selection as a numbered line item below. Table - Award Document, Contacts Page Unit Contacts Field Person Unit Project Role Office Phone The name of the unit contact. The Unit Contacts field is designed to show the individuals who work in research administration at the unit level. Unit contacts coordinate the completion of proposals; do post-award work such as award tracking and reporting; work on ensuring proposals are compliant with various regulations and laws prior to being submitted; and similarly that after a proposal has been submitted the proper protocols are followed leading up to the award. The project role of the unit contact. The telephone number located in the work area for this individual. The primary office telephone number with area code first. The electronic mail address for this individual. Kuali Coeus User Guide Award Section 34

36 Sponsor Contacts Panel The Sponsor Contacts panel of the Contacts page allows you to search for and select persons or organizations and assign them project roles. Their contact information is then displayed automatically. Figure - Award Document, Contacts Page, Sponsor Contacts Panel Example Roles are prepopulated in an exhaustive Project Role field dropdown menu list. Here are some examples: Administrative Contact Awarding Office Contact Close-out Contact Final Report Submission Address Intellectual Property Contact Payment/Fiscal Reporting Contact Procurement Reporting Contact Property Office Contact Report Submission Address Subcontracting Reporting Contact Technical/Scientific Officer Multiple Contacts For Same Role: The list will display the same role name followed by a different number to facilitate assignment of the same role to multiple persons or organizations (for example, Procurement Reporting Contact 1, Procurement Reporting Contact-2). Table - Award Document, Contacts Page Sponsor Contacts Field Person or Organization Project Role Office Phone The name of the sponsor contact. The project role of the sponsor contact. The telephone number located in the work area for this individual. The primary office telephone number with area code first. Kuali Coeus User Guide Award Section 35

37 Field The electronic mail address for this individual. Adding a Sponsor Contact Template Synchronization Click the sync to template button overrides any additions or deletions in this section to instead mirror the sponsor template. The information on the panel is then replaced with what is in the sponsor template. Central Administration Contacts Panel The Central Administration Contacts panel of the Contacts tab provides a way for you to view contact information for central administration staff that has been automatically populated based on the specification of the Lead Unit. It also has a handy way to quickly view complete contact information providing detail beyond what is displayed. Figure - Award Document, Contacts Page, Central Administration Contacts Section Example To view additional Person or Unit details, click the corresponding direct inquiry (open book) icon. This causes the detailed information e-doc to be displayed in a popup browser window from the Person and Unit maintenance e-docs. Table - Award Document, Contacts Page Sponsor Contacts Field Person Unit Project Role Office Phone The name of the central contact. The Central Administration Contacts field is designed to show the individuals who work in research administration at the central office. The project role of the Central Administration contact. The telephone number located in the work area for this individual. The primary office telephone number with area code first. The electronic mail address for this individual. Kuali Coeus User Guide Award Section 36

38 Commitments Tab The Commitments tab contains three panels that identify financial commitments for the award. These may come from internal or external sources. The Commitments tab includes Cost Sharing, Rates, and Preaward Authorizations sections regarding this award. Figure - Award Document Commitments Page Layout Table - Award Document, Commitments Page Section s and Subtopic Links Panel Cost Sharing Rates Preaward Authorizations Brief The part of total project costs paid from sources other than the sponsor, as committed in the proposal budget, the sponsor agreement, or other obligation. This section displays cost share percentage, type, period, and amount. F&A and Fringe Benefits rates applicable to the award. Both sponsor authorized and institutional authorized amounts for pre-award expenditures, if applicable. Cost Sharing Panel The Cost Sharing panel displays information about the cost share types, accounts, amounts, and totals associated with the award. Cost share is that portion of total project costs that are paid from sources other than the sponsor. Figure - Award Document, Commitments Tab Cost Sharing Panel Example Kuali Coeus User Guide Award Section 37

39 Table - Award Document, Commitments Tab Cost Sharing Section Column s Column Percentage Type Project Period Source Destination Commitment Amount Cost Share Met Verification Date Comments The percentage of costs allocated to this Cost Share Type. Enter the Percentage in format. The type of project costs that are paid from sources other than the sponsor; the institution defines its Cost Share Types. Examples of Cost Share Types are Leverage, Mandatory, Third Party/In Kind, Voluntary-Committed, and Voluntary-Uncommitted. The project period associated with each cost share or fiscal year. Not used at MSU. Not used at MSU. Dollar amount associated with each type of cost share. The actual cost share amount already expended against the commitment amount. The confirmation date for the cost share met amount. Enter the Verification Date in MM/DD/YYYY format or select the Verification Date by clicking calendar. Notes or other information about this transaction. When you click, KC displays this screen: Figure - Comments Tab, Cost Sharing Section Screen with Cost Sharing Section Filled After you click or, click to update the totals in the Commitment Amount and Cost Share Met columns. Kuali Coeus User Guide Award Section 38

40 Rates Panel The Rates panel allows you identify F&A and Benefits Rates applicable to this award. Figure - Award Document, Commitments Page, Rates Panel - Subpanel Layout F&A Rates The F&A Rates subpanel displays the facilities and administrative cost rate(s) that are associated with an award. You may enter different rates for multiple periods, if appropriate. Figure - Award Document > Commitments Tab > Rates Panel subpanel example. Figure - Award Document, Commitments Tab, Rates Panel F&A Rates Subpanel Example Table - Award Document, Commitments Tab, Rates Panel F&A Rates Subpanel Column s Column Rate Type Fiscal Year Start Date End Date The percentage of F&A approved in the award notice. The base for calculating F&A on expenditures. Any 12 month period used by an organization to plan and account for how its funds are budgeted and reported. The fiscal year is named by the year of the closing date. For examples, MSU's fiscal period starting on July 1, 2015 and ending on June 30, 2016 is referred to as Fiscal Year (FY) KC fills both the Start Date and End Date when you press the [Tab] key after entering the Fiscal Year and when you click next to the Start Date. You can change the Start Date and End Date to reflect a partial period. Enter the Start Date in MM/DD/YYYY format or select the Start Date by clicking calendar. KC fills both the Start Date and End Date when you press the [Tab] key after entering the Fiscal Year and when you click next to the End Date. You can change the Start Date and End Date to reflect a Kuali Coeus User Guide Award Section 39

41 Column Campus Source Destination Unrecovered F&A Comments partial period. Enter the End Date in MM/DD/YYYY format or select the End Date by clicking calendar. Indicates if the rate is for work to be done on campus or off campus. Not used at MSU. Not used at MSU. F&A costs which are not requested or provided by the sponsor. See F&A. Notes or other information about this transaction. When you click the button, KC displays the Valid Rates Lookup screen: Figure - Valid Rates Lookup Find and enter the Rate in the F&A Rates subpanel. Kuali Coeus User Guide Award Section 40

42 Benefits Rates The Benefit Rates subpanel enables you to enter non-standard fringe benefit rates. Figure - Award> Rates> Benefit Rates subpanel example Under some circumstances, an award may require an institution to use a fringe benefit rate other than MSU s standard. For example, if a sponsor does not pay fringe benefits, you must enter the rate as zero. If you enter special benefits rates, those rates override the standard rates for all cost element categories that have employee fringe benefit rates (for example, faculty salaries, administrative staff). If you leave the rate fields blank, KC applies the MSU rates maintained by your institution. Figure - Award Document, Commitments Tab, Rates Panel Benefits Subpanel Layout Table - Award Document, Commitments Tab, Rates Panel Benefits Subpanel Field s Field On Campus Off Campus Comments The institution s benefit rate (percentage) for on-campus work. Enter the On Campus percentage into the box. The institution s benefit rate (percentage) for off-campus work. Enter the Off Campus percentage into the box. Notes or other information about this transaction. Kuali Coeus User Guide Award Section 41

43 Adding Rates to the Benefits Rates Subpanel Click to display the Valid Rates Lookup screen: Figure - Valid Rates Lookup In the search results list, click return value next to a rate to enter it the On Campus and Off Campus Rate (percentage) fields. Figure - Benefits Rates Subpanel Preaward Authorizations Panel The Preaward Authorizations panel allows you to identify both the sponsor authorized and institutional authorized amounts committed to the award for the preaward period. The Preaward Authorizations section includes the Sponsor Authorization and Institutional Authorization subpanels. Kuali Coeus User Guide Award Section 42

44 Figure - Award Document, Commitments Tab, Preaward Authorizations panel - Example Sponsor Authorization Subpanel The Sponsor Authorization subpanel collects the Authorized Amount and Effective Date of the sponsor Preaward authorization. Additionally, it allows you to record related textual comments. Figure - Award Document, Commitments Tab, Preaward Authorizations Panel Sponsor Authorization Subpanel Example Table - Award Document, Commitments Tab, Preaward Authorizations Panel Sponsor Authorization Subpanel - Field s Field Authorized Amount Effective Date Comments The sponsor authorized amount available to spend. Enter the Authorized Amount into the box. The start date of the preaward spending period. Notes or other information about this transaction. Kuali Coeus User Guide Award Section 43

45 Institutional Authorization Subpanel This subpanel allows you specify a dollar amount and effective date for the Institutional Preaward authorization. Additionally, you can enter textual comments. Figure - Award Document, Commitments Tab, Preaward Authorizations Panel Institutional Authorization Subpanel Layout Table - Award Document, Commitments Tab, Preaward Authorizations Panel Institutional Authorization Subpanel - Field s Field Authorized Amount Effective Date Comments The institution authorized amount available to spend. Enter the Authorized Amount into the box. The date that the institution has authorized the expenditure of funds for the project prior to the final authorization of the project award. Enter the Effective Date in MM/DD/YYYY format or select the Effective Date by clicking calendar. Notes or other information about this transaction. Kuali Coeus User Guide Award Section 44

46 Budget Versions Tab The Budget Versions Tab of the Award document has three tabbed panels that allow you to view an overview of the budget for the award, create new budget versions, and view the personnel and nonpersonnel limits. Editable Fields: Some award budget-related fields are editable in multiple locations, which allows Award Budget Administrators to make changes in these sections without the need to open the Award Budget document itself. Figure - Award Document >Budget Versions Page Sections Layout Table - Award Document, Budget Versions Page Section s and Subtopic Links Panel Budget Overview Budget Versions Budget Limits Brief View key information about the budget, including start/end dates, identification information, rate and cost information. View existing and create new versions of the budget for an award, view summary information, open detailed Award Budget document, or copy a version. View limits and obligated total amounts for personnel and non-personnel items, total costs. The Budget Overview and Budget Versions sections are shown expanded by default. Kuali Coeus User Guide Award Section 45

47 Budget Overview Panel The Budget Overview panel of the Budget Versions tab provides a consolidated view of the basic identifying information about the budget. Both the and Comments fields allow you to enter text related to each new budget version to describe and differentiate it from others. Figure - Award Document, Budget Versions Tab, Budget Overview Panel Example Table - Award Document, Budget Versions Tab, Budget Overview Panel - Field s Field Account ID Award ID Budget Version Number Award Budget Type Award Budget Status On/Off Campus Budget Start Date Budget End Date Budget Total Cost Limit Budget Change Total Cost Limit The associated numeric value for the institutional account in the finance system. A unique ID automatically assigned by the system (based on institution specifications) to identify an award. The number of the currently-accessed budget version. This is assigned incrementally upon creation. The type of this award budget is displayed (for example, New). The status of the Award budget document, not the document route status. Select Default, All On, or All Off as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. This is considered global functionality which overrides the campus indicator at the line item level. When Default is selected, the lines reset to their initial values and are editable on a line item basis. The start date for the first Budget Change period is the Obligation Start Date and is displayed in mm/dd/yyyy format. The end date for the first Budget Change period is the Obligation End Date and is displayed in mm/dd/yyyy format. A dollar amount is displayed. The maximum cost (including F&A costs) to be paid by the sponsor, as entered by Kuali Coeus User Guide Award Section 46

48 Field Unrecovered F&A Rate Type F&A Rate Type Comments the user. The user will receive a warning message alerting them when the budget exceeds the total cost limit. Not used at MSU. Select MTDC, TDC, S&W, as appropriate. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Both the and Comments fields allow you to enter text related to each new budget version to describe and differentiate it from others for internal stakeholder reference. Notes or other information about this transaction. Budget Versions Panel The panel provides a way for you to: view a summary of basic information about each budget version copy budget versions open Award Budget documents to view complete details create new award budget versions KC assigns an incremental version number for each approved Award Budget document. See the separate help section on Award Budget for details on using this feature. This section will only review the information presented in the Award > Budget Versions tab. Figure - Award Document, Budget Versions Tab, Budget Versions Panel Example Table - Award Document, Budget Versions Tab, Budget Versions Panel Column/Field s Kuali Coeus User Guide Award Section 47

49 Column/Field Name Version # Direct Cost F&A Total Budget Status Award Budget Type Award Version Cost Sharing Unrecovered F&A Comments F&A Rate Type Last Updated Last Updated By Used to name a new budget version. The sequential, system-assigned numeric value is displayed after creating a new budget version. Costs that can be identified specifically with a particular project, or that can be directly assigned to such activities relatively easily with a high degree of accuracy. Costs that are incurred for common or joint objectives and, therefore, cannot be identified readily and specifically with a particular project. F&A costs are synonymous with indirect costs and overhead costs. The sum total of the Direct Cost plus the F&A Cost is displayed. The status of the Award budget document, not the document route status. The type of this award budget is displayed (for example, New). The current version of the KC Award Docs. The portion of total project costs that are paid from sources other than the sponsor. F&A costs which are not requested or provided by the sponsor. See F&A. Notes or other information about this transaction. The type of F&A rate is displayed. The date and time of the most recent save of changes (either Award Budget document or Time & Money document). The user name of the logged-in user who last saved changes. Kuali Coeus User Guide Award Section 48

50 Budget Limits Panel The Budget Limits panel displays itemized limits, budget change, previous budget and obligated total and subtotal dollar amounts for Personnel and Non-Personnel costs, with grand totals for Direct, F&A and Total Costs. Figure - Award Document, Budget Versions Tab, Budget Limits Panel Example TOTAL COSTS Editable: The Total Costs field is used in data validation upon Award Budget submission. KC obtains this figure from the Obligated Amount entered in the Details & Dates section of an Award document, or the Hierarchy section of the Time & Money document. You can change the limit here manually, or it will be calculated by the system based on entries made in the Budget Periods & Totals section. Table - Award Document, Budget Versions Tab, Budget Limits, Personnel Column/Field s Column/Field Salary Salary Limits Salary Budget Change Salary Previous Budget Salary Budget Total Fringe Fringe Limits Fringe Budget Change Additional information on type of salary. The maximum cost (including F&A) to be paid by the sponsor for salaries, as entered by the user. Displays the dollar amount of salary budget changes in this budget version. Displays the dollar amount of the previous salary budget prior to this version. Grand totals for salary budget change and salary previous budget. Additional information on type of fringe. The maximum cost (including F&A) to be paid by the sponsor for fringe benefits, as entered by the user. Displays the dollar amount of fringe budget changes in this budget version. Kuali Coeus User Guide Award Section 49

51 Column/Field Fringe Previous Budget Fringe Budget Total Calculated Direct Costs Calculated Direct Costs Limits Calculated Direct Costs Budget Change Calculated Direct Costs Previous Budget Calculated Direct Costs Budget Total Displays the dollar amount of the previous fringe budget prior to this version. Grand totals for fringe budget change and fringe previous budget. Additional information on type of Calculated Direct Costs. The maximum cost to be paid by the sponsor of total direct costs for personnel, as entered by the user. Displays the dollar amount of Calculated Direct Costs budget changes in this budget version. Displays the dollar amount of the previous Calculated Direct Costs budget prior to this version. Grand totals for Calculated Direct Costs budget change and Calculated Direct Costs previous budget. Table 1 Award Document, Budget Versions Tab, Budget Limits, NonPersonnel Column/Field s Column/Field Equipment Equipment Limits Equipment Budget Change Equipment Previous Budget Equipment Budget Total Travel Travel Limits Travel Budget Change Travel Previous Budget Travel Budget Total Participant Support Participant Support Limits Participant Support Budget Change Participant Support Previous Budget Participant Support Budget Total Additional information on type of equipment budgeted. Equipment is an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of sponsor, federal or institution equipment threshold The maximum cost to be paid by the sponsor for equipment, as entered by the user. Displays the dollar amount of equipment budget changes in this budget version. Displays the dollar amount of the previous equipment budget prior to this version. Grand totals for equipment budget change and equipment previous budget. Additional information on type of travel budgeted. The maximum cost to be paid by the sponsor for travel, as entered by the user. Displays the dollar amount of travel budget changes in this budget version. Displays the dollar amount of the previous travel budget prior to this version. Grand totals for travel budget change and travel previous budget. Additional information on type of participant support budgeted. The maximum cost to be paid by the sponsor for participant support, as entered by the user. Displays the dollar amount of participant support budget changes in this budget version. Displays the dollar amount of the previous participant support budget prior to this version. Grand totals for participant support budget change and participant support previous budget. Kuali Coeus User Guide Award Section 50

52 Column/Field Other Direct Other Direct Limits Other Direct Budget Change Other Direct Previous Budget Other Direct Budget Total Calculated Direct Costs Calculated Direct Costs Limits Calculated Direct Costs Budget Change Calculated Direct Costs Previous Budget Calculated Direct Costs Budget Total Total Direct Costs Total F&A Costs Total Costs Additional information on type of other direct costs budgeted. The maximum cost to be paid by the sponsor for other items, as entered by the user. Displays the dollar amount of other direct costs budget changes in this budget version. Displays the dollar amount of the previous other direct costs budget prior to this version. Grand totals for other direct costs budget change and other direct costs previous budget. Additional information on type of Calculated Direct Costs. The maximum cost to be paid by the sponsor of total direct costs for non-personnel, as entered by the user. Displays the dollar amount of Calculated Direct Costs budget changes in this budget version. Displays the dollar amount of the previous Calculated Direct Costs budget prior to this version. Grand totals for Calculated Direct Costs budget change and Calculated Direct Costs previous budget. The total direct costs for a given budget period being requested from the sponsor. Pre-populated from the respective fields on the Overview tab on the Expenses page, if you are doing a detailed budget; otherwise if completing a summary budget, enter the value as appropriate. Costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy. The total F&A costs (aka indirect cost or overhead) for a given budget period being requested from the sponsor. Enter a value when completing a summary budget, otherwise, this is prepopulated from the respective fields on the Overview tab of the Expenses page. Total direct and F&A. The Total Costs field is Required and used in data validation upon Award Budget submission. KC verifies this figure from the Obligated Amount entered in the Details & Dates section of an Award document, or the Hierarchy section of the Time & Money document. You can change the limit here manually, or it will be calculated by the system based on entries made in the Budget Periods & Totals section. Kuali Coeus User Guide Award Section 51

53 Payment, Reports & Terms Tab The Payment, Reports & Terms page contains five panels that provide the means, in accordance with federal regulations and/or institutional polices, to maintain detailed invoices, reporting, and terms and conditions for the award. Sponsors require submission of reports in a timely and accurate manner and may also require a specified format for those reports. Figure - Award Document > Payment, Reports & Terms Tab Panel Layout Table - Award Document, Payment, Reports & Terms Tab Section s Panels Payments & Invoices Reports Terms Special Approval Closeout Brief Payment schedules and/or invoice requirements for the award. Data on the various reports required by the sponsor. Data on sponsor regulations (terms) and conditions. Data on sponsor approval to purchase capital equipment or pay for foreign travel with award funds. Final invoice and report submission dates, destroy date, and the archive location. At the termination of an award, you record this information to complete the closeout process. The terms and conditions of an award establish its final reporting requirements. Payments & Invoices Panel The Payment & Invoices panel includes tools for setup of payment schedules and invoice requirements for the award. It contains these subsections: Payment & Invoices Payment & Invoice Requirements Award Payment Schedule Kuali Coeus User Guide Award Section 52

54 The refresh icon forces an update to the available options in the list based on a selection in a prior field. Figure - Award Document > Payment, Reports & Terms Tab Payment & Invoices Panel Example Table - Award Document > Payment, Reports & Terms Tab Payment & Invoices panel Field s Field Payment Basis Payment Method Document Funding ID The payment structure upon which the sponsor makes payment to MSU for performance of work on a sponsored project. The mechanism for obtaining payment as required by the award document. A unique identifier for a project documenting the obligation of funds from a sponsor to MSU. Kuali Coeus User Guide Award Section 53

55 Payment & Invoice Requirements Subpanel The Payment & Invoice Requirements subpanel contains details about the payment and invoice cycle, and the invoice recipients. You need to have one row in this section for each type of payment or invoice required for this award. The number that is in parentheses to the right of the title of this section shows how many types (required payments or invoices) you already have in this section. Figure - Award Document, Payment, Reports & Terms Tab Payment & Invoice Requirements Subpanel Layout Table - Award Document, Payment, Reports & Terms Tab Payment & Invoice Requirements subpanel Field s Field Payment Type Frequency Frequency Base OSP File Copy Due Date Invoice Instructions The form name or type of invoice or report required by the sponsor. Your options in some dropdown lists depend on your selection in a previous field. Click to refresh the selection options in dependent fields if they do not automatically refresh. This is a drop-down box. How often this payment type is due (for example, annual, quarterly). Your options in some dropdown lists depend on your selection in a previous field. Click to refresh the selection options in dependent fields if they do not automatically refresh. This is a drop-down box. The date from which KC will calculate the due dates of report(s) if they must be submitted on a set frequency (for example, quarterly). Click to select the Frequency Base for this payment type. When an option has been selected, the system automatically calculates and displays the Base Date in light gray below the Frequency Base field in mm/dd/yyyy format. The selection of a project date is used to calculate how often the payment/invoice should be generated (for example, Project Start Date, other, etc.). The copies of payment/invoice documents retained in CGA. The date the invoice is due. Enter notes or other information about the payment/invoice for internal stakeholder/collaborator reference. You may expand this text field so you can see more of your text by clicking the pencil icon to open a pop-up box. Schedule. Clicking the generate schedule button displays a new subsection, Award Payment Sync to Template Function on the Payment & Invoices, Reports, and Terms Sections Sponsor Templates include reporting requirements. Click to reset the information back to what is in the sponsor template. Kuali Coeus User Guide Award Section 54

56 The Sync to Template button will only work if there is already an Award Template applied to the document. For all fields that are in the template, when you click the Sync to Template button, KC deletes information that is already in the award and replaces it with information from the template. KC also fills other fields with information from the template. Click only if someone has already applied a Sponsor Template to this award. When you click this button, KC: Fills the appropriate fields in this award with information from the Sponsor Template Enters information from the selected Sponsor Template for a new award: Sync to Template enters the existing template information into a new award Enters information from the Sponsor Template into an existing award: Sync to Template overwrites information already in an existing award You may use Sync to Template even if some fields are empty in the existing award. Warning: The Sync to Template function replaces existing information. It does not add to existing information. Recipients Subpanel KC allows Award maintainers to select the Recipient from a list of Sponsor Contacts (Contact Type and Name/Organization), or from the Address Book (Name/Organization with no Contact Type) and input Invoice Number of Copies. Additionally, text can be entered to give additional information for processing payment/invoices for each project when necessary. When you click to save the new entry in the Payment & Invoice Requirements, KC displays a collapsed Recipients subsection: Figure - Payment & Invoices Section, Payment & Invoice Requirements Section Filled, With Collapsed Recipients Subpanel Kuali Coeus User Guide Award Section 55

57 Click on the Recipients subpanel to display its information: Figure - Payment & Invoices Section, Payment & Invoice Requirements Section, Recipients Subpanel Table - Payment & Invoices Section, Payment & Invoice Requirements Section, Recipients Subsection Field s Field Contact Type Name / Organization Number Of Copies The name of the contact person at the organization to which you need to send these invoices or reports for this award. The name of the organization to which you need to send these invoices or reports. Click search button to find and select a Name/Organization. The number of report copies you need to send to this recipient. Enter the # of Copies into the box. Kuali Coeus User Guide Award Section 56

58 Adding a Name/Organization using the Address Book Lookup on the Recipients Subsection of the Payment & Invoices Section When you click Lookup screen: to find and select a Name/Organization, KC displays the Address Book Enter appropriate information in the search fields to find the organization you need (or leave all the fields blank to display all organizations), and then click Organizations that match your criteria. to display a list of Figure - Address Book Lookup Screen with Search Information Kuali Coeus User Guide Award Section 57

59 In the search results list, click return value to enter the Organization on that row in the Recipients subsection. When you click to save your new entry in the Recipients subpanel, KC displays this screen, with your new information in row 1 of the Recipients subsection: Figure - Payment & Invoices Section, Payment & Invoice Requirements Panel, Filled Recipients Subpanel Award Payment Schedule Subpanel This subpanel displays payment details. Once the Payment & Invoice Requirements details are entered, click the generate schedule button to set the timing of the invoice/payments. Figure - Award Document, Payment, Reports & Terms Tab Award Payment Schedule Layout Table - Award Document, Payment, Reports & Terms Tab - Award Payment Schedule Subpanel Field s Field Invoice ID Due Date Overdue Preparer Status Activity Date Comment Amount The invoice number. Enter the Invoice Number into the box. The date this payment type is due. Enter the Due Date in MM/DD/YYYY format or click calendar icon to select the date. System Generated Calculation based on Due date and date record is being viewed. The name of the individual who submits invoice information. The invoice status. Enter the Status into the box. Enter the Activity Date in MM/DD/YYYY format or click calendar icon to select the date. Notes or other information about this transaction. The invoice amount. Enter the Amount into the box. Kuali Coeus User Guide Award Section 58

60 Field Last Update Total The date this record was last updated. This is a system generated timestamp. Calculated total of Amount field Reports The Reports panel displays subpanels for report classes and miscellaneous procurement/purchasing information. It allows you to select report classes, and input award report and recipient data. Synchronization of report data (prepopulating of fields) is available when an award template has been selected. Figure - Award Document, Payment, Reports & Terms Tab <Document Name, Page Name, Section Name> Layout Report Classes The Report Classes area has a subpanel for each class of reports. Reports maintained in KC are: Financial reports Intellectual Property reports Procurement reports Property reports Proposals Due reports Technical/Management reports Each is described in the following table. Table - Reports Section, Report Classes Subsection s Field Financial The Financial subpanel provides a formal summary of the financial reports required on a sponsored project, prepared as required by the sponsor s terms and conditions in the award. Kuali Coeus User Guide Award Section 59

61 Field Property Intellectual Property Technical/Management Procurement Proposals Due The Property subpanel displays a formal summary of the property reports required of the institution on property purchased with project funds during the awarded project period. The Intellectual Property (IP) subpanel displays a formal summary of IP or patent reporting required on the award. These reports gather information on the creations of the mind generated in the course of the scope of work of a sponsored project prepared as required by the sponsor s terms and conditions in the award. The Technical/Management subpanel displays a formal summary of progress and/or results reporting as required by the sponsor s terms and conditions in the award. The Procurement subpanel displays a formal summary of reports for the purchasing, leasing, renting, or selling of services or supplies as required by the sponsor s terms and conditions in the award. Reports include items for both purchasing and subcontracting activities. The Proposals Due subpanel includes information on requirements for continuation proposals or other proposals required for the award. You need to create a row in the appropriate subsection for each type of report needed for this award. Use the following procedure to enter information in the Report Classes section. This procedure applies to all of the subsections in the Report Classes section. Table - Award Document, Payment, Reports & Terms Tab, Report Classes Section - Field s Field Report Type Frequency Frequency Base OSP File Copy Due Date The type of report on this row. Examples of Report Types: SF 425, Final, Form provided by Sponsor, SF 269 Expenditure Report, Challenge Grant, Interim, SF 270, None, SF 272 Cash Transaction Report The frequency at which this report is generated. Examples of Frequencies: 30 days after expiration, quarterly, annual, at expiration, monthly, 60 days after expiration, bi-monthly, 90 days after expiration, semi-annual. NOTE: Your choices in a dropdown list depend on selections you made in a previous field. For example, the choices in the Frequency dropdown list vary based on your selection in the Payment Type field. If they do not automatically refresh, click refresh button to refresh the dropdown list choices. The base on which the frequency is calculated. Examples of Frequency Bases: Expiration date of obligation, final expiration date. NOTE: Your choices in a dropdown list depend on selections you made in a previous field. For example, the choices in the Frequency dropdown list vary based on your selection in the Payment Type field. If they do not automatically refresh, click refresh button to refresh the dropdown list choices. When an option has been selected, the system automatically calculates and displays the Base Date in light gray below the Frequency Base field in mm/dd/yyyy format. CGA file requirements. Examples of CGA File Copy: Report, Report + Letter, Letter Only, Sponsor Form The date this report is due. Enter the Due Date in MM/DD/YYYY format or click the calendar icon to select it. Kuali Coeus User Guide Award Section 60

62 Recipients & Details When you click to save your new entry in the Reports Classes section, KC displays a collapsed Recipients subsection and a collapsed Details subsection: Figure - Reports Section, Report Classes Subpanel, Financial Subpanel The Details subsection in the Report Classes subsection contains read-only fields that may contain data from other sections or sources. Some fields in this subsection may be blank. Figure - Award Document, Payment, Reports & Terms Tab, Reports Panel, Report Classes Subsection, Financial Subpanel Example Table - Award Document, Payment, Reports & Terms Tab, Report Classes Section, Recipients/Report Tracking - Field s Field Contact Type Name / Organization Number of Copies Field Due Date Overdue - Recipients Derived from Contacts Tab Derived from Contacts Tab Enter number of Copies submitted/to be submitted Report Tracking Enter date the report is due, or select calendar icon System Generated Calculation based on Due date and date record is being viewed Kuali Coeus User Guide Award Section 61

63 Field Preparer Status Activity Date Comments Last Update - Recipients Enter preparer of report by using the look-up icon Enter status of report. Dropdown options include: Due, Not Required, Pending, Completed, Assigned Enter activity date or select the calendar icon. Notes or other information about this transaction. System generated date based on the last time the information was updated Miscellaneous Procurement/Purchasing The Miscellaneous Procurement/Purchasing subsection of the Reports section allows you to select a Small Business Subcontracting Plan requirement setting and enter a Procurement Priority Code. Figure - Award Document, Payment, Reports & Terms Tab, Reports Panel Miscellaneous Procurement/Purchasing Subpanel Example Table - Award Document, Payment, Reports & Terms Tab Reports Panel Miscellaneous Procurement/Purchasing Subpanel Field s Field Small Business Subcontracting Plan Procurement Priority Code This report may be required under federal and state agreements. The indication of whether the Small Business Subcontracting Plan report is required. Click the dropdown to select Required, Not Required, or Unknown. The code number establishing purchasing priority as designated in the award. Terms Panel Awarded projects usually have terms and conditions describing how to handle categories such as inventions, purchased property, publications, and travel that are associated with the project. Each of these categories may have one or more terms or conditions associated with it. Most project sponsors have a standard set of terms and conditions for every funded project. You use the Terms section to look up and record the sponsor s terms and conditions associated with a category. Best Practice: This is another place where a Sponsor Template provides a significant benefit to the maintainer. The template will apply all the standard terms and conditions, as well as any local terms you add. The Award Maintainer only needs to add any terms that are unique to the new award. Kuali Coeus User Guide Award Section 62

64 Figure - Award Document, Payment, Terms panel Layout The Terms panel includes these subpanels: Equipment Approval Terms Invention Terms Prior Approval Terms Property Terms Publication Terms Referenced Document Terms Rights in Data Terms Subaward Approval Terms Travel Restrictions Terms Table - Award Document, Payment, Reports & Terms Tab, Terms Panel, Subpanel Field s Field Code The code for the terms and conditions within this category. Enter the Code into the box. If you do not know the Code, click the lookup icon Code. (Instructions for using are below.) to find and select a Actions Click Click Click to save your new entry. to start over. to remove the entry on that row. Adding the Sponsor Term Code to the Subpanels on the Terms Panel Click the lookup icon to find and select the Code. KC displays the Sponsor Term Lookup screen: Kuali Coeus User Guide Award Section 63

65 Figure - Sponsor Term Lookup Screen Enter appropriate information in the search fields to find the Code you need (or leave all the fields blank to display all Codes), and then click to display a list of Codes. Figure - Sponsor Term Lookup with Search Information KC displays the Codes that match your search. In the search results list, click or to select the Code(s) that you need. Click return selected to enter that (those) Code(s) in the Terms subsection in which you are working. When you click, KC displays the KC Award screen again with the Code or Codes you selected added to the appropriate Terms subsection. Code 21 has been added to the Equipment Approval Terms subsection in the example below: Figure - Terms Panel, Filled Equipment Approval Terms Subpanel Kuali Coeus User Guide Award Section 64

66 Special Approval Panel The Special Approval panel collects data on prior sponsor approval to purchase capital equipment or to pay for foreign travel with award funds. Figure - Award Document, Payment, Reports & Terms Tab, Special Approval Panel Layout Approved Equipment The Approved Equipment subsection allows you to add items to create a list of equipment purchases that have been approved by the project sponsor. Figure - Award Document, Payment, Reports & Terms Tab, Special Approval Panel Approved Equipment Subpanel, Example Table - Award Document, Payment, Reports & Terms Tab, Special Approval Panel Approved Equipment Subpanel Field s Column Item Vendor Model Amount Totals The equipment item approved to purchase. Enter the name of the Item into the box. The vendor name from whom this item is purchased. Enter the Vendor name for this purchase into the box. The model information of this equipment item. Enter the Model name into the box. The sponsor-approved cost of this equipment. Enter the Amount for this equipment item into the box. The calculated totals of the Amount field. Approved Foreign Travel This subpanel allows you to add items to create a list of foreign travel approved by the project sponsor. Figure - Award Document, Payment, Reports & Terms Page, Special Approval Section Approved Foreign Travel Subsection Example Kuali Coeus User Guide Award Section 65

67 Table - Award Document, Payment, Reports & Terms Tab, Special Approval Panel Approved Foreign Travel Subsection Field s Field Traveler Name Destination Start Date End Date Amount Totals Name of the employee or non-employee traveler for whom the sponsor has pre-approved foreign travel on this award. Click the appropriate look-up icon to find the Traveler Name, or, if a key person, click the dropdown box to select the traveler s name. The place where this traveler is going. Enter the Destination for this approved travel into the box. The start date of this approved foreign travel. Enter the Start Date in MM/DD/YYYY format or click the calendar icon to select the date. The end date of the approved foreign travel. Enter the End Date in MM/DD/YYYY format or click the calendar icon to select the date. The cost which the sponsor has pre-approved for this foreign travel. Enter the Amount into the box. The calculated totals of the Amount field. Adding an Employee Traveler s Name Using the KcPerson Lookup Click the lookup icon to find and select an Employee. Enter appropriate information in the search fields to find the employee you need (or leave all the fields blank to display all employees), and then click Search to display a list of Employees. When you click search, KC displays the KcPerson Lookup screen again, with the results of your search displayed below the buttons: Figure - KcPerson Lookup Screen with Search Information Kuali Coeus User Guide Award Section 66

68 In the search results list, click return value on the row for the employee you need. This enters that Employee in the Approved Foreign Travel subsection in the Special Approved section. Figure - Filled Approved Foreign Travel Subsection Kuali Coeus User Guide Award Section 67

69 Adding a Non-Employee Traveler s Name Using the Non-Organizational Address Book Lookup Screen Click the icon to find and select a Non-employee. Enter appropriate information in the search fields to find the non-employee you need (or leave all the fields blank to display all non-employees, and then click to display a list of non-employees. When you click search, KC displays the Non-Organizational Address Book Lookup screen again, with the results of your search displayed below the buttons: Figure - Non-Organizational Lookup Screen with Search Information In the search results list, click return value on the row for the person s name you need to enter as the Non-Employee in the Approved Foreign Travel subsection in the Special Approval section. Figure - Special Approval Section, Approved Foreign Travel Subsection with Non-Employee Information Filled Closeout The Closeout section integrates with the Payment & Invoices, and Reports sections to automatically display static final reports and due dates, and to provide a checklist for you when it is time to close an Kuali Coeus User Guide Award Section 68

70 award. Report types and dates on the Award Closeout section are read-only. KC gets this information from the Payment & Invoices and Reports sections. You may delete closeout reports if you possess the Award Modifier role. At the termination of an award, you need to record the final invoice and report submission dates, the destroy date, and the archive location to complete the closeout process. Click on the Closeout section to display its information: Figure - Award Document > Payment, Reports & Terms Tab > Closeout Panel Award Closeout Figure - Award Document, Payment, Reports & Terms Tab, Award Closeout Panel Entry and Selection Figure - Award Document, Payment, Reports & Terms Tab, Award Closeout Panel Examples Kuali Coeus User Guide Award Section 69

71 Table - Award Document, Payment, Reports & Terms Page, Closeout Section Field s Field Archive Location Destroy Date Final Report Due Date The location of the closed Award File. Enter the Archive Location into the box. The date all documentation can be destroyed. Enter the Destroy Date in MM/DD/YYYY format or click the date selection tool icon to select the date. The name or description of a particular final report. To add another final report for this award, enter its name into the box. The date the final report on this row is due. When you enter a Final Report into the box on the Add row, enter its Due Date in MM/DD/YYYY format or click the date selection tool icon the due date. to select The date the final report on this row was submitted or mailed to the sponsor. Final Submission Date Enter the Final Submission Date for the final report on this row in MM/DD/YYYY format or click the date selection tool icon to select the date. Kuali Coeus User Guide Award Section 70

72 Special Review The Special Review tab of the Award document is used to specify details of and review the status of other related institutional approvals (ex: ECTS, IRB or IACUC) or reviews (ex: International or Space). Special Reviews utilizes common line item functionality for selection and entry of information in fields and then gives you the ability to add that information as a numbered line item. Comment entry is also permitted. The status update allows you to keep track of special reviews that are important to the administration of the award. Special Review Panel The Special Review section allows you to select a Type, Status and optionally, an Exemption number and Protocol number along with Application, Approval, and Expiration dates for one or more special reviews. Figure - Award Document, Payment, Special Review Page Special Review Section Example Kuali Coeus User Guide Award Section 71

73 Table - Award Document, Payment, Special Review Page Special Review Section Field s Field Type Approval Status Protocol Number Application Date Approval Date Expiration Date Exemption Number Comments The type indicates which special review, if any, is relevant to the document (ex. human subjects, animal usage). This field is required if a Type is selected and a selection list is made available and indicates the status of the special review. Statuses include Exempt, Approved, Pending, Linked to IRB, Linked to IACUC and Not Yet Applied. The unique identifier assigned to the protocol submitted for the institution's regulatory review. The date the protocol was submitted to the regulatory committee. Enter the date in mm/dd/yyyy format or select it using the date selector by clicking on the calendar icon. The date the protocol was approved by the regulatory committee. Enter the date in mm/dd/yyyy format or select it using the date selector by clicking on the calendar icon. The date the existing protocol expires. Enter the date in mm/dd/yyyy format or select it from the calendar selector to specify the date this special review will expire. One of six categories of exempt research specified by the Common Rule (45 CFR (b)). If the proposed project is exempt, as defined by the different institutional committees, an exemption number is generally issued, and is entered into this field. Notes or other information about this transaction. Kuali Coeus User Guide Award Section 72

74 Comments, Notes & Attachments Tab The Comments, Notes & Attachments tab of the Award document has three tabbed sections that allow for entry, attachment, and viewing of comments, notes, and documents that you want to include with the Award document. Figure - Award Document Comments, Notes & Attachments Page Layout Table - Award Document Comments, Notes & Attachments Page Section s and Subtopic Links Panels Comments Notes Attachments Brief Enter or view comments by type (category) and date of entry, synchronize to template. Post notes by topic that are timestamped and have the author identified for each numbered line item. Select type, enter a description, and add document files. Comments Panel When Comments are made in the various tabs of the Award document, the Comments panel of the Comments, Notes & Attachments tab will display all of these comments in eight expandable subsections: General, Fiscal Report, Intellectual Property, Procurement, Invoice, Cost Sharing, Special Review, and Property. These allow you to enter and view the history of comments entered by type. Figure - Award Document > Comments, Notes & Attachments Tab> Comments Panel - Layout Kuali Coeus User Guide Award Section 73

75 Entry Click within the text box and then type (or paste from the virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Figure - Award Document > Comments, Notes & Attachments Tab> Comments Panel Enter Comment Viewing Click the expand text icon to display a pop-up window with an expanded text entry area if you want more screen real estate to type in, and then click the continue button to close the window and return. After the text has been entered and saved, click the green arrow icon to read it in its entirety in the larger pop-up window, and then click the close button to close the window and return. Figure - Award Document > Comments, Notes & Attachments Page > Comments Section Expanded Comment Text Viewing Popup Window Kuali Coeus User Guide Award Section 74

76 Synchronization The sync action is available only when the Award is open in edit mode (NOT display mode). Click the sync to template button to overwrite current comments in an award with default values from a sponsor template, only if a sponsor template has been applied to the Award. If a sponsor template has not been selected for the award, you will be notified via a system notification. Blank Sponsor Template Comments: If a Sponsor Template comment is blank for a particular Comment Type, and there is an existing comment of that type already in the Award, the sync action will leave the Award comment unchanged. You are alerted to supplementary information that is useful to the completion of a task. Notes Panel The Notes panel of the Comments, Notes & Attachments tab displays when the note was entered, who entered it, what it is about, and provides further action options. Access Access to the Notes section is defined by user role: Award Maintainer: add and/or view Award Viewer: view only Figure - Award Document Comments, Notes & Attachments Tab Notes Panel Layout Table - Award Document Comments, Notes & Attachments Page Notes Section Column s Column Created By Updated By Note Topic Note Text Restricted? The time and date that the add action was performed, and who performed the action. The time and date that the add action was performed, and who performed the action. Displays the topic of the note as entered by the author. Required field for saving a note. Content of the note. Y/N check box which identifies whether note is accessible to all viewers or only those with a view restricted notes permission. Kuali Coeus User Guide Award Section 75

77 Attachments Panel This panel allows you to select a type of attachment, enter a description for an attachment, and browse for/upload an attachment that is added to the Award document. Figure - Award Document Comments, Notes & Attachments Tab Attachments Panel, Example Table - Award Document Comments, Notes & Attachments Tab Attachments Panel Field s Column Last Update Updated By Attachment Type File Name Date/time for when the file was uploaded or reloaded to the system. Individual who loaded/reloaded the attachment, determined by who is logged into the Award Module. Drop down to determine the attachment type. Selection includes: Other Document, Other Institutional Document, Sponsor Document, Subaward Commitment Document, Third Party Document, Cost Share, Financial Report, Technical Report. Allows users the opportunity to include a brief summary of the uploaded attachment. The name of the file retrieved through a browse button. Viewing To view a description in its entirety, click the green arrow displays the complete text icon. A popup window appears that Opening/Saving To view and/or save an attachment, click the view button. Depending on your browser settings, a dialog box appears prompting you to Open with or Save File Select the desired option and click OK. The attachment appears in the default viewing program. Kuali Coeus User Guide Award Section 76

78 Award Actions Tab The Award Actions tab of the Award document has five expandable, tabbed panels that allow for doing things with the document after its preparation has been completed or is nearly complete. These include validating errors in the document, and printing portions of the document you select. Figure - Award Document > Award Actions Page Sections Layout Table - Award Document, Award Actions Page Section s and Subtopic Links Panels Data Validation Hierarchy Actions Print Ad Hoc Recipients Route Log Brief Check the entire document for errors (related to incomplete information, data issues, & those that would prevent routing and grants.gov submission), view related messages, navigate to areas of document where errors occur to fix them. View summarized details of related nodes open related documents, copy awards, view the hierarchy, create children/hierarchies. Select portions of the Award document to be included in a generated report suitable for printing. Specify persons or groups who, outside the formal routing, will receive action requests regarding the document. View who is on the route to review and approve the document, the status of the workflow routing, which actions have been or will be performed for the document, and when. Kuali Coeus User Guide Award Section 77

79 Data Validation Panel The Data Validation Tab allows you to activate a Validation check to determine any errors or incomplete information. The following Validations types will be determined: errors that prevent submission warnings that serve as alerts to possible data issues but will not prevent submission Figure - Award Document, Award Actions Page - Data Validation Section Layout Table - Award Document, Award Actions Page Data Validation Section Button Click the turn on validation button to display Validation Errors and Warnings. Kuali Coeus User Guide Award Section 78

80 Error and Warning Display The number or errors per subsection is displayed in parentheses after the subsection label. Click the show button to expand the subsection and review. Fixing Errors Click the fix button to navigate to the page/section of the document where the error exists. The error message appears in red text in the notification area just under the section tab label: Fix the error(s) as appropriate and click save. Hierarchy Actions Panel The Hierarchy Actions panel allows you to view key Award details and copy Award information. Additionally, it allows you to navigate to an Award to view it in its entirety from the hierarchy, and it provides a way for you to create and maintain a hierarchical parent/child structure for an Award. Business Needs and Objectives Educational institutions receive sponsored research funding (Awards) through a wide variety of instruments with widely varying terms and degrees of complexity. Funding arrangements may span Kuali Coeus User Guide Award Section 79

81 decades, and changes may occur frequently over time. Institutions need efficient and effective systems to manage these arrangements. As a means to those ends, KC is designed to: Ensure Best Practice Management of Sponsored Funds: Support the institution's ability to track and monitor money transactions in accordance with regulatory requirements, industry best practices, the terms and conditions of sponsored agreements, and the general requirements of sponsors. Reduce Contract and Grant Management Overhead: Reduce the effort and cost required to manage complex funding arrangements over time. Reduce Risk: Ensure that the business risk due to incorrect, inconsistent, unstructured, or incomplete records is minimized. Improve Integration Capabilities: Enhance the institution's ability to integrate enterprise contract and grant data with financial and compliance systems. Improve Business Intelligence Capabilities: Enhance the institution's ability to conduct robust operational and decision support reporting capabilities. Implementation Optional: Hierarchy implementation will be driven locally by combinations of customer (PI/department) needs and reporting, financial system, compliance, or other business rules. Institutions may choose not to use the hierarchy at all. Figure 3 Award Document, Award Actions Tab, Hierarchy Actions Panel Viewing Using basic tree tools, you can control the view and thereby understand the parent/child relationships between all Awards in the hierarchy. This is accomplished with basic expand/collapse node functionality. From the key details about each Award, you can view Project and Obligation Start/End Dates and Anticipate/Obligated Amounts. Kuali Coeus User Guide Award Section 80

82 Figure - Award Document, Award Actions Tab, Hierarchy Actions Panel, Expand Action Figure - Award Document, Award Actions Page, Hierarchy Actions Section, Expanded Detail Summary View The term descendants is the equivalent of children, grandchildren, great-grandchildren, and so on; each of which is also referred to as a node in the hierarchy. Each time you copy an award and check Copy Descendants, you take that entire hierarchy and either copy it to a new award that becomes the new parent, or copy this family to a different, existing parent award. Opening Click the open detailed information. button to the right of a node to open the Award document and view more Multi-Node Award Multi-Node Awards can be created with children in the current hierarchy with a variety of options for the source data. New Blank Award: populate data in the new child award by creating a new, blank Award document. New Child Based On Parent: copy Award data (excluding Time & Money and Budget) from the parent Award. New Child Based On Award Currently In Hierarchy: copy Award data (excluding Time & Money and Budget) from any Award selected from the current Award hierarchy. Kuali Coeus User Guide Award Section 81

83 New Hierarchy From Copy Of Entire Current Award Hierarchy: copy Hierarchy Award(s) with a variety of source and target options for the copy action. Copy Option: You must have the Award Modifier role to maintain Award Hierarchies. Automatic Population When Copying: New child or copy actions result in automatic population of the following fields: Transaction Type New Notice Date Null Comments Copied Award Excluded Data Fields As A Result Of Copying: all Time & Money amounts all Budget information all Subawards information (Approved AND Funded) Payment Schedule information Sponsor Funding Transferred information Approved Equipment Approved Foreign Travel information Funding Proposals Notes The following screen shots depict examples of multi-node awards. Figure - One Parent Node and Two Children (Sibling) Nodes Kuali Coeus User Guide Award Section 82

84 Figure - 1 st Node Expanded Figure - 2 nd Node Expanded The first node (parent) is now collapsed above the second node detail display. Figure - 2 nd Child Node Expanded Kuali Coeus User Guide Award Section 83

85 Scrolling may be required to view all of the content in the subsections for descendant nodes. When necessary, the KC system automatically displays a standard web page vertical scroll bar with up/down arrow buttons to allow you to adjust the particular section or subsection. Copying When you copy an award using the award hierarchy actions, the new award will include the credit split information along with the investigator and unit information. Kuali Coeus User Guide Award Section 84

86 Print Panel Use the Print panel to select information to be included in a report, then generate the report, which is a PDF suitable for viewing and printing and sending. This may only be done for Award Notice. Figure - Award Document, Award Actions Tab Print Panel Example Layout Signature Required Selecting the Signature Required checkbox causes the generated PDF report to include a section for Signatures and Dates. Award Version & Transaction Selection Use the Award Version and Transaction lists as necessary to select the desired options. Use the dropdown menu by clicking the down arrow to display the list, and then click on an item in the list to populate the box with your selection. Procedure Printing has a few short steps. To print Award document portions (generate PDF reports): Select the desired sections of information to be included in the generated report. Click within the checkbox to select the item. Click within the checkbox again to clear the mark and deselect the item. Use the select all or select none button as desired. Kuali Coeus User Guide Award Section 85

87 Click the print button. Depending on your browser settings, a dialog box may appear that prompts you to either Open with or Save File. Select the desired option and click OK. The PDF can then be printed as you normally would print any document to your local printer. Using Adobe Acrobat, you would then either select File > Print, or click the printer icon on the Acrobat toolbar. Figure - Adobe Reader Toolbar Print Icon Figure - Adobe Reader File > Print Menu Selection Kuali Coeus User Guide Award Section 86

88 Ad Hoc Recipients Panel The Ad Hoc Recipients panel is common to many e-docs. It allows you to request action be taken on the document from people or groups of people. Figure - Award Document, Award Actions Tab Ad Hoc Recipients Panel Example This page section does not appear on Award documents with a status of COMPLETED. Route Log Panel The Route Log panel is common to many e-docs. It allows you to view the document s workflow action and routing information. Figure - Award Document, Award Actions Page Route Log Example Kuali Coeus User Guide Award Section 87

89 Super User Action Panel If you are a designated Super User, and the current Award does not have a status of Final, you will be able to see the Super User Action panel. Figure - Award Document, Award Actions Page Super User Action This panel allows you to type an annotation to the award and route it to the necessary individuals. Type into the Annotation field, check the box(es) that correspond to the users you want to receive the annotation, and click the take selected actions button. Kuali Coeus User Guide Award Section 88

90 Medusa Tab The Medusa page of the Award document displays a graphical representation between one or more Development Proposals, Institutional Proposal and Award e-docs through the use of an expandable/collapsible tree view. These allow for the viewing of parent/child/sibling relationships between linked e-docs. Additionally, you are able to expand the view of summarized key information details about the document, view the notes associated with the document, and open the document from within the Medusa section. Default Views: By default, Proposal > Award is the initial view. When there are no related documents to the currently-accessed Award document, the hierarchy is displayed as a single node. Sort Order: E-docs appear in the tree according to Document ID number in ascending order. Examples Figure - Award Document > Medusa Tab > Medusa Panel: Proposal Award Example Kuali Coeus User Guide Award Section 89

91 Figure - Award Document > Medusa Tab > Medusa Panel: Award Proposal Example Visual Indicators Folders & Branches: Closed and open folder (with plus + and minus symbols, respectively) appear for parent documents to indicate whether the children are displayed or not, and when they are displayed (open), branch connection points depict parent/child/sibling relationships accordingly. Document Type / Module: To the left of each document type / document number listed in a Medusa tree view, there are different icons for each document type or module. For example, an Award document is displayed with an icon that has a dollar sign symbol on a green background for improved relationship comprehension. Viewing Details When you hover the mouse cursor over a document type/number, the pointer changes from an arrow to a pointing hand icon and it becomes underlined to indicate it is clickable. To view document summary information: Click the document type/number link (for example, Award ). The summarized detail information is displayed below it: Kuali Coeus User Guide Award Section 90

92 Figure - Medusa Tab - Expanded Summarized Detail Subsections Example Opening A Document from Medusa The expanded detail area of a document in Medusa provides an open button to access it in a popup window. To access a document from the Medusa page tree: Click the open button. The document appears in a new browser window, while the Medusa tab you accessed it from remains open in the background. View and edit the document you accessed from Medusa as desired, then click the close button to close the browser window and display the original document in the forefront. Kuali Coeus User Guide Award Section 91

93 Viewing Notes The expanded summary details section for a document in the Medusa tree has a button you can use to view the notes that have been entered for it. To view the notes of a document from within the Medusa summary: Click the notes button. The document appears in a new browser window, and displays the Comments, Notes & Attachments page with the Notes section shown. View the notes and click the close button to close the popup window. Kuali Coeus User Guide Award Section 92