Setting Up an Award and Creating a Grant

Transcription

1 The award is the mechanism that specifies the terms and conditions based on the sponsor agreement. There are four steps to setting up an award: 1. Create Award 2. Create Grant 3. Create Billing Schedule 4. Create Award Budget Create Award Note: An integration will bring award information from ecivis into Workday and pre-populate many of the fields within the award header fields and create the award schedule. You need to verify the grant award is marked awarded in ecivis and that you received notification from Alfresco that the contract has reached the budget set-up stage before beginning. 1. Type Create Award in the Workday Search Field (partial words will work). 2. Select Create Award Task. 3. Populate the Award fields. Fields with red stars ( ) are required. a. Company Select City and County of Denver. b. Name Enter the Name of award. c. Description Enter a 1 to 2 sentence description explaining the award. d. Award Lifecycle Status Select Open. e. Sponsor Award Ref Number Enter the grantor grant ID. f. Award Date Enter the effective date of the award. g. Award Signed Date Input the date the contractual agreement is finalized. The Create Award screen will display. h. Award Type Select Formula/Allocation/IGA or Competitive. 4/16/2018 1

2 i. Purpose Code Select the mayoral priority the grant supports. j. Payment Terms Select the payment terms under which the sponsor will pay/fund the city. k. Institutional ID Enter the Alfresco ID. l. Award Salary Cap Default This functionality will not be utilized and should be left blank. m. Spend Restriction Default This functionality will not be utilized and should be left blank. n. Related Award This functionality will not be utilized and should be left blank. o. Award Group This functionality will not be utilized and should be left blank. p. Organizations for Award This functionality will not be utilized and should be left blank. q. Award Contract Owner The individual responsible for managing the grant contract through to completion. 4. Populate the Award Amounts fields. a. Currency This field will populate with USD and should not be modified 4/16/2018 2

3 b. Sponsor Direct Costs Enter the amount of the award reserved for spending on the grant's objectives. In other words, all the spending outside of overhead or indirect costs. c. Sponsor Facilities and Administration The amount of the award allocated to indirect expenses. d. Cost Share Total The amount of cash match CCD is contributing. e. Award Total The total award amount (Sponsor Direct Costs + Sponsor Facilities and Administration) and Cost Share amount. f. Entered Line Amount This field will automatically populate after the amount is entered within the award lines section of an award page. Should match the sponsor total. 5. The Anticipated Amounts should be 0.00 values and should not be modified. g. Authorized Amount The amount of outside of cash match, the City can spend on the award. Should match the sponsor total. h. Billing Limit Override Leave this field blank. i. Cost Share Required by Sponsor Select this checkbox if a cash match commitment is required. 6. Populate the Award Calendar fields. a. Award Schedule Select Create Award Schedule. The Create Award Schedule window will open. 4/16/2018 3

4 i. Enter the Create Award Schedule fields. (1) Award Schedule Name Name of the Award and Year(s). (2) Award Posting Interval Group Select Budget Period. (3) Period Name Enter the date range of the award. iii. Select the Contract Start Date and Contract End Date checkboxes. iv. Enter the Start Date and End Date of the Budget Period ii. Select. v. Select the icon to add a row. The Create Award Schedule screen will display. vi. Period Name Type Close Out Period. vii. Period Number Enter 99. 4/16/2018 4

5 viii. Start Date Enter 1 day after the Contract End Date ix. End Date Enter 90 days after the Contract End Date. Per Fiscal Accountability Rule 9.3 Grant Closure, departments and agencies must officially close a grant within 90 days of the contract end date. e. Payment Type Input the mechanism to request an invoice be paid from the grantor. f. Letter of Credit This functionality will not be utilized and should be left blank. g. Award Billing Sequence Active This functionality will not be utilized and should be left unchecked. x. Select. You will be directed back to the Create Award screen 7. Populate the Sponsor Information fields. a. Sub Award Select this checkbox if the city is a sub-recipient of the main award. b. Flow-Through Sponsor Enter the federal pass through sponsor, if applicable. c. Sponsor Input the entity providing an award to the city. d. Bill-To Sponsor Enter the entity to whom city should be submitting bills for reimbursement. 8. Populate the Proposal fields. a. Federal Award ID Number Enter the program number assigned by the federal government as the identifier in their system, if applicable. b. CFDA Number Enter a five-digit number assigned in the awarding document to most grants funded by the Federal government sponsor, if applicable. 4/16/2018 5

6 c. CFDA Description Type a brief description of what the CFDA number references. d. NSF Code This functionality will not be utilized and should be left blank. e. Proposal ID This functionality will not be utilized and should be left blank. f. Proposal Version This functionality will not be utilized and should be left blank. g. Related Proposals This functionality will not be utilized and should be left blank. 9. Populate the Assign Roles fields. a. Select the Assign Roles tab. i. Role Select Award Analyst. ii. Assign To Select your agency s grant liaison. This will enable the agency s grant liaison to run reports on your agency s award activity. 10. Select Your award is saved and an Award Number assigned. Create Grant The award is the mechanism that specifies the terms and conditions based on the sponsor agreement, the grant is the worktag that captures financial transactions. Without a grant, there is no way to recognize revenue and capture cost. This section of the job aid describes the process for establishing a grant and linking it to the award. 1. Select the Related Actions and Preview icon. 4/16/2018 6

7 2. Select Award, then Edit. iv. Grant Select Create Grant. The Create Grant screen will display. 3. Populate the Award Lines fields. a. Select Add. b. Populate the Line Item Details fields. i. Company Select City and County of Denver. ii. Line Type Select Cost Reimbursable. Regardless of whether the grant is a cost reimbursable or prepaid grant, this field should always state Cost Reimbursable. iii. Primary Check this box if the grant is the main grant under this award. One of the award lines must be marked Primary to successfully move the award through the Create Award and Amend Award business processes. c. Populate the Create Grant fields. i. Grant Name Enter the Grant Name and Year(s) ii. Grant ID Leave this field blank. The Grant ID will automatically populate after selecting OK. iii. Include Grant ID in Name Select this checkbox iv. Inactive Leave this checkbox unchecked. v. Grant Hierarchy The Grant Hierarchy is a series of like grants grouped under a common appropriation. Examples include Housing & Neighborhood Division or Denver Public Library. If you have questions regarding the correct Grant Hierarchy to select, contact the Budget Management Office for guidance. 4/16/2018 7

8 vi. Salary Cap for Grant Leave this field blank. Note: Allowed Worktags specify the fund and cost center options a user can select from when using a given grant worktag on a transaction. Default worktags are the values which automatically appear when a grant worktag is selected for use on a given transaction. In most cases, allowed and default values should be the same. d. Populate the Related Worktags fields. i. Fund Enter the Fund in both the Allowed Worktags and Default Worktags fields. ii. Cost Center Enter the Cost Center in both the Allowed Worktags and Default Worktags fields. 4. Select. Your grant is now created and assigned to the award. You will be directed back to the Award Lines screen: 4/16/2018 8

9 5. Continue populating the Line Item Details. a. Line Amount Enter the Award Total. i. Program Enter the associated Program, if applicable. j. Project Enter the associated Project, if applicable. b. Revenue Category Select one of the four grant revenue categories listed below: c. Award Line Lifecycle Status Select Open. d. Spend Restriction Leave this field blank. e. Line Item Description Leave this field blank. f. Line CFDA Number Leave this field blank. g. Fund Enter the Agency Fund. h. Cost Center Enter the Agency Cost Center. 4/16/2018 9

10 6. Populate the Additional Information fields. a. From Date Type the start date of the grant. b. To Date Input the end date of the grant. The Memo, Additional Worktags, Award Line Salary Cap, Subrecipient, and Federal Award ID Number fields should be left blank. 7. Select -- Receive alert to enter Facilities and Administration information (different job aid). 8. Populate the Facilities and Administration fields. Facilities and Administration or indirect costs capture the percentage of the award reserved for overhead that a sponsor has allowed the city to recover. a. Rate Agreement Enter the appropriate rate agreement. Total Direct Costs (TDC) Facilities and administration will be captured on all categories of spend. Modified Total Direct Costs (MTDC) Facilities and administration will only be captured on salaries and fringe benefits. If your department or agency is not electing to take facilities and administration, select 0% TDC. If you are unable to locate your rate agreement, you may need to establish an exception, covered in following steps. b. Cost Rate Type Select Citywide All Programs. c. Exception Leave this field blank and proceed to step d below, if the rate agreement was selected. If the appropriate rate agreement does not appear in the rate agreement field, you will need to select Create Facilities and Administration Exception. Exceptions are one-off agreements that are used for grants that do not meet predetermined direct cost rates. Exceptions typically have limited multi-department/agency applicability. d. Populate the Create Facilities and Administration Exception fields. i. Exception Name Input the Award ID. ii. Basis Type Enter Total Direct Costs for agreements which apply to all categories of spend. For agreements affecting certain categories of spend like salaries only select Modified Total Direct Costs. 4/16/

11 iii. Exception Type Select Rate Override Only. iv. Primary Rate Override Enter the indirect rate as a percentage (for example 13.02%) for exceptions with a basis type of Total Direct Costs. Leave this field blank for exceptions with a basis type of Modified Total Direct Costs. (3) Select Rate Override Only in the Exception Type field. (4) Enter the indirect rate as a percentage (for example 13.02%) in the Rate Override field. Add additional rows to cover other object classes as necessary. (5) Select. You will be directed back to the Award Lines screen: Select costs. if the exception is based on total direct Populate the Exception Detail if the exception is based on modified direct costs and follow the steps below: (1) Select the icon. (2) Enter the Object Class the exception is related to (e.g. salaries, travel, service, etc.). Continue populating the Facilities and Administration fields. e. Revenue Allocation Profile Select the appropriate recovery fund that will capture the facilities and administration costs. 4/16/

12 f. Basis Limit Select the appropriate option if the grant is established for a sub-award,. This sets the maximum amount of facilities and administration that sub-award recipients are permitted to take. Create Billing Schedule The billing schedule allows a user to determine the rules for recognizing award revenue and for generating invoices to be sent to the award sponsor. A billing schedule also allows a user to determine the frequency with which billing occurs. 1. Select the Related Actions and Preview icon. 9. Populate the Additional Information fields. a. From Date Type the start date of the grant. b. To Date Input the end date of the grant. The Memo, Additional Worktags, Award Line Salary Cap, Subrecipient, and Federal Award ID Number fields should be left blank. 2. Select Award, then Create Billing Schedule The Create Billing Schedule for Award screen will display. 10. Select. 4/16/

13 3. Select. 4. Populate the Billing and Schedule Information fields. a. Bill-To Address Leave this field blank. b. Bill-To Contact Leave this field blank. c. Schedule Type Enter the appropriation level that is tied to the award. d. Schedule Description Leave this field blank. 5. Populate the Invoice Header Details fields. a. Payment Terms Select Immediate within the Payment Terms field, unless there is a special circumstance with the grantor that would require a different set of payment terms. b. Payment Type Enter the payment type. c. PO Number Type the PO Number, if applicable. d. Invoice Type Select Sponsor Invoice. e. Invoice Memo This field is optional and can be left blank. e. Schedule On Hold Leave this checkbox unchecked. f. Auto-Submit Invoices for Approval Verify this box is checked. 6. Add Lines to the Billing Schedule by selecting the checkbox under the Add field. 4/16/

14 7. Select. 4. Select Create Budget Template 8. Select Submit. 9. Select. 10. Select. Create Award Budget 1. Type the Award Number or the Award Name in the Workday Search Field (partial words will work). 2. Select the Award link. 5. Populate the Budget Template fields. a. Plan Structure Select Award. b. Company Select City and County of Denver. c. Award Select Award Name. d. Default Entry Type Select Award Initial Sponsor Approved e. Default Reporting Currency Select USD. f. Default Balance Amendment Leave this checkbox unchecked. 3. Select the Plan tab. g. Select. 4/16/

15 h. Select. You will be directed back to the View Award screen 8. Populate Maintain Budget fields. a. Plan Structure Select Award. b. Worktag Types Select Types Required by Plan Structure, and select Grant, Fund, and Cost Center. c. Ledger Account/Summary Leave this field blank. d. Worktags Leave this field blank. 6. Select the Plan Tab 7. Select Maintain Budget. e. Select. 4/16/

16 9. Populate Plan Information fields. 13. Select Award, then Edit. a. Ledger Account/ Summary Select the Master Account Set. b. Cost Center Select the Cost Center Hierarchy. c. Fund Select the Fund. d. Grant Select the Grant Name. e. Amount Enter the budget amount for this line. 14. Select to submit the award to the Agency Award Manager. To add additional budget lines, select the icon. 10. Select. 11. Select. 12. Select the Related Actions and Preview icon. 4/16/