STATE OF FLORIDA FLORIDA ACCOUNTING INFORMATION RESOURCE CONTRACTS AND GRANTS PROCEDURES MANUAL

STATE OF FLORIDA FLORIDA ACCOUNTING INFORMATION RESOURCE CONTRACTS AND GRANTS PROCEDURES MANUAL

Office of the Chief Financial Officer Department of Financial Services FLAIR Education and Training Fletcher Building 101 E Gaines Street Tallahassee, Florida

TABLE OF CONTENTS CHAPTER 1... 1 OVERVIEW OF THE CONTRACTS AND GRANTS SUBSYSTEM... 1 CHAPTER 2... 1 CONTRACT INFORMATION FILE... 1 CONTRACT INFORMATION MINI MENU... 1 ADDING CONTRACT INFORMATION RECORDS... 4 INQUIRING INTO THE CONTRACT INFORMATION FILE... 7 INQUIRING INTO THE CONTRACT INFORMATION CONTRACTOR SCREEN... 10 INQUIRING INTO THE CONTRACT STATUS HISTORY SCREEN... 12 UPDATING THE CONTRACT INFORMATION FILE... 14 CONTRACT CORRELATION TABLE... 18 ADDING CONTRACT TO ACCOUNT CODE CORRELATION TABLE RECORDS... 18 INQUIRING INTO THE CONTRACT CORRELATION TABLE... 20 UPDATING THE CONTRACT CORRELATION TABLE... 21 CONTRACT AMENDMENT FILE... 23 ADDING CONTRACT AMENDMENT RECORDS... 23 INQUIRING INTO THE CONTRACT AMENDMENT FILE... 25 UPDATING THE CONTRACT AMENDMENT FILE... 27 STATE CATALOG NUMBER TITLES... 28 CHAPTER 3... 1 GRANT INFORMATION FILE... 1 GRANTS INFORMATION MINI MENU... 1 ADDING GRANT INFORMATION RECORDS... 3 INQUIRING INTO THE GRANT INFORMATION FILE... 9 UPDATING THE GRANT INFORMATION FILE... 12 GRANT TO FUND CORRELATION TABLE... 15 ADDING GRANT TO FUND CORRELATION TABLE RECORDS... 15 INQUIRY INTO THE GRANT TO FUND CORRELATION TABLE... 17 UPDATING THE GRANT TO FUND CORRELATION TABLE... 18 GRANT TO CONTRACT CORRELATION TABLE... 20 ADDING GRANT TO CONTRACT CORRELATION TABLE RECORDS... 20 INQUIRING INTO THE GRANT TO CONTRACT CORRELATION TABLE... 21 UPDATING THE GRANT TO CONTRACT CORRELATION TABLE... 23 GRANT AMENDMENT FILE... 24 ADDING GRANT AMENDMENT RECORDS... 24 INQUIRING INTO THE GRANT AMENDMENT FILES... 27 UPDATING THE GRANT AMENDMENT FILE... 29 LETTER OF CREDIT FILE... 32 ADDING LETTER OF CREDIT RECORDS... 33 INQUIRING INTO THE LETTER OF CREDIT FILE... 35 UPDATING THE LETTER OF CREDIT FILE... 38 FEDERAL CATALOG NUMBER TITLE FILE... 41 STATE CATALOG NUMBER TITLE FILE... 42 CHAPTER 4... 1 DIRECTOR/MANAGER FILE... 1 Effective Date Supersedes: Table of Contents October 1, 2003 January 7, 2003 Page 1

DIRECTOR/MANAGER FILE MINI MENU... 1 ADDING A RECORD TO THE DIRECTOR/MANAGER FILE... 2 INQUIRY INTO EXISTING DIRECTOR/MANAGER FILE RECORDS BY NUMBER 5 INQUIRY INTO EXISTING DIRECTOR/MANAGER FILE RECORDS BY NAME.. 6 UPDATING EXISTING DIRECTOR/MANAGER RECORDS... 8 CHAPTER 5... 1 PROJECT INFORMATION FILE... 1 PROJECT INFORMATION MINI MENU... 1 ADDING PROJECT INFORMATION RECORDS... 3 INQUIRING INTO THE PROJECT INFORMATION FILE... 7 UPDATING THE PROJECT INFORMATION FILE... 8 INQUIRING INTO THE PROJECT INFORMATION CONTRACTOR SCREEN... 10 PROJECT AMENDMENT FILE... 12 ADDING PROJECT AMENDMENT RECORDS... 12 INQUIRING INTO THE PROJECT AMENDMENT FILE... 14 UPDATING THE PROJECT AMENDMENT FILE... 15 PROJECT TO FUND CORRELATION TABLE... 17 ADDING PROJECT TO FUND CORRELATION TABLE RECORDS... 17 INQUIRING INTO THE PROJECT TO FUND CORRELATION TABLE... 19 UPDATING THE PROJECT TO FUND CORRELATION TABLE... 20 PROJECT TO CONTRACT CORRELATION TABLE... 22 ADDING PROJECT TO CONTRACT CORRELATION TABLE RECORDS... 22 INQUIRY INTO THE PROJECT TO CONTRACT CORRELATION TABLE... 23 UPDATING THE PROJECT TO CONTRACT CORRELATION TABLE... 25 CHAPTER 6... 1 GENERAL LEDGER TRANSACTION TYPES FOR CONTRACTS & GRANTS... 1 TR11 - MASTER FILE LTD ADJUSTMENTS... 3 ENTERING TR11 TRANSACTIONS... 3 INQUIRING INTO TR 11 TRANSACTIONS... 8 UPDATING TR 11 TRANSACTIONS... 10 THE AVAILABLE BALANCE FILE FOR CONTRACTS, GRANTS & PROJECTS. 12 CHAPTER 7... 1 CONTRACTS AND GRANTS ACCOUNTING CYCLE... 1 CHAPTER 8... 1 CONTRACTS AND GRANTS - REPORTS... 1 APPENDIX... 1 CONTRACTS, GRANTS, AND PROJECT INFORMATION FILE DATA CODE DICTIONARY... 1 Effective Date Supersedes: Table of Contents October 1, 2003 January 7, 2003 Page 2

CHAPTER 1 OVERVIEW OF THE CONTRACTS AND GRANTS SUBSYSTEM The Contracts and Grants Subsystem is designed to provide agencies with a means of monitoring and reporting on specific Contracts, Grants, and/or Projects. It can be used to record and maintain accounting and non-accounting (informational) data that is unique to Contracts, Grants, and/or Projects. The unique data maintained on this subsystem is: 1) Non-accounting data for contracts, grants, and/or projects that is not carried on the FLAIR History (Detail) and Master Files. 2) A Letter of Credit Subsidiary that maintains letter of credit draws and available balances. 3) Year-to-date accounting and non-accounting data for the fiscal year of individual contracts and/or grants. 4) Life-to-date accounting and non-accounting data for individual contracts, grants, and/or projects that may include more than one fiscal year. There are four Contract and Grant Functions available. They are: the Contract Information Function (CI), the Grants Information Function (GI), the, Director/Manager File (DM), and the Project Information File (PJ). The Contract Information Function (CI) is used to record and maintain non-accounting or informational data that is necessary to manage and report on contracts. Included in this informational data are records of official amendments to specific contracts, beginning and ending dates, contract status codes, date awarded, method of payment, etc. Also, a correlation table is available which may be used to validate Account Codes (funds) to a contract. To access the Contract Information Function, an operator must have inquiry and/or update capability for the CI function assigned to her security access. The Grants Information Function (GI) is used to record and maintain non-accounting or informational data that is necessary to manage and report on grants. Included in this informational data are records of official amendments to specific grants, grant type, indirect cost rate, service type, manager s name, etc. There are also correlation tables that may be used to validate account codes (funds) or contracts to a grant. Effective Date Supersedes: Chapter 1 October 1, 2003 January 7, 2003 Page 1

If Letter of Credit information and reimbursements are to be maintained separately on the Letter of Credit Subsidiary, then this informational data must be recorded through the GI function prior to entering letter of credit receipt and disbursement transactions. To access the Grants Information Function, an operator must have inquiry and/or update capability for the GI function assigned to his security access. The General Accounting (TR10) and Allotments (TR 20) transaction codes are used to record general accounting and allotment data on the Grants Master File, and/or on the FLAIR General Ledger Master File when an appropriate Flow-Through Indicator is used. Master File life-to-date adjustments are recorded using TR11 for contracts and projects on the FLAIR General Ledger Master File. When an agency receives a grant funded by a letter of credit, the letter of credit draws are recorded using TR 30 (Direct Deposit Cash Receipts). TR30 entries update the FLAIR General Ledger Master File, the Grants Master File and the Letter of Credit Subsidiary when the Letter of Credit Indicator field is marked with an X, and a grant containing a LOC record on the Grant Information record is entered on the transaction. Those transactions affecting contracts and/or projects will update the FLAIR General Ledger Master File. On the other hand, transactions affecting grants will update the Grants General Ledger Master File, and/or the FLAIR General Ledger Master File; one master file or both will be affected for transactions involving grants depending on factors such as the transaction type used and whether a flow-through-indicator is included with the transaction. The Director/Manager File is used to record and maintain informational data that is necessary to manage the Project Information and Contract Files. These records include names and addresses of the agency project and contract directors. To access the Director/Manager File (DM), the operator must have inquiry and/or update capability for the DM function. The Project Information File is used to record and maintain informational data for projects. Included in this informational data are records of official amendments for the project, project type, project status, beginning and ending dates, etc. There are also correlation tables that can be used to validate contracts to a project as well as account codes (funds) to a project. To access the Project Information file, the operator must have inquiry or update capability for the PJ function on her security access. Effective Date Supersedes: Chapter 1 October 1, 2003 January 7, 2003 Page 2

CHAPTER 2 CONTRACT INFORMATION FILE The Contract Information File is an on-line source of information for those contracts entered into by an agency. A contract must first be set up on the information file before it may be used in a transaction. Any contract added to the information file also creates a record on the Title File. A contract may not, however, be added through the Title File. It can only be added and updated through the Contract Information File. When Contract Information File records are created, they are established at the agency's Operating Level (L1 L2 L3). Information that is recorded on the Contract Information File is static in nature and will not be used in cost distribution or other cost accounting functions unless performed through an agency s Natural Reporting processes. A semiannual purge in January and July of each year will purge Contract Information File records that have been marked for deletion for longer than 12 months. The General Ledger Master File records related to those purged contracts will also be purged at that time. CONTRACT INFORMATION MINI MENU The Contract Information Mini Menu is used to access appropriate screens to add, inquire, or update records of the Contracts Informational File. This mini menu may be accessed by entering CI in the TYPE field at the bottom of any FLAIR screen. The Contracts Information Mini Menu as shown on the next page will display. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 1

01 FLAIR Contracts and Grants Manual Contract Information Mini Menu Screen 02 CIMU 07/18/2002 08:49:20 03 CONTRACT INFORMATION MINI MENU 04 05 REC TYPE DESCRIPTION SEL OPTIONS 06 07 A CONTRACT INFORMATION FILE A, I, U 08 B CONTRACT AMENDMENT FILE A, I, U 09 C CONTRACT TO ACCOUNT CODE CORRELATION A, I, U 10 D STATE CATALOG NUMBER - TITLES M 11 12 13 14 15 16 17 18 19 REC TYPE SEL OPTION CONTRACT NUM AMD CONTRACTORS 20 CONTRACT STATUS HISTORY CSFA NUM PAGE 21 TYPE SEL 22 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MAIN RFRSH Procedures for using this screen are described below: 1. On lines 6-18 of the Contract Information Mini Menu, the Contract record types and their corresponding available selection options are listed. The record types and selection options are: REC. TYPE DESCRIPTION SEL OPTIONS A Contract Information A,I,U B Contract Amendments A,I,U C Contract to Account Code Correlation A,I,U D State Catalog Number Titles (CSFA Listing) M The selection option codes available for input in the SEL OPTION field are: SEL OPTION A I U M DESCRIPTION Add a record to the file Inquiry into records currently on file Update records currently on file Multiple Inquiry into records on file Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 2

2. Lines 20 and 21, the access lines, are provided to make a requested selection of Contract screens. To make a request, enter the appropriate data to the right of the following field titles: REC TYPE SEL OPTION CONTRACT NUM AMD CONTRACTORS Record Type; enter the appropriate record type of the Contract record desired. Selection Code; enter the appropriate selection option of the record type desired. Enter the contract number for which add, inquiry, or update is desired; required for all requests except Contract Information File inquiry (REC TYPE A, SEL I). Amendment Number; not allowed for Amendment File Add requests; optional for Inquiry or Update Amendment File requests. Used to inquire on up to five contractors who are servicing any one particular contract. CONTRACT STATUS HISTORY Used to inquire into the status changes. history of contract CSFA NUM PAGE Catalog of State Financial Assistance. When inquiring using REC TYPE D, a CSFA # may be entered to retrieve the State Catalog Title record of the CSFA indicated. If no CSFA is entered, the inquiry will display from the numerical beginning of the list of CSFA titles. Page number for inquiry into or update of a specific contract information record; pg. 1, 2, or 3 may be used; defaults to page 1. 3. On line 22, the following fields are available for use: TYPE SEL Used to enter the transaction type or function type desired when transferring to another accounting function or transaction (see Chapter 8 of the FLAIR Procedures Manual). Used in conjunction with TYPE to identify the selection code desired when transferring to another screen. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 3

4. The Program Functions are given on lines 23 and 24. Those available from this mini menu are: PF4 - returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. The access lines are carried on all Contract Information Screens. Use of these lines allows the operator to transfer directly from one screen to another without first returning to the Contract Information Mini Menu. 5. Once the desired screen has been requested, depress the ENTER key and the requested screen will display. ADDING CONTRACT INFORMATION RECORDS To establish a contract on the Contract Information File, the following procedures should be used. 01 1. If an A is entered in the REC TYPE field, an A is entered in the SEL OPTION field, and a contract number is entered in the CONTRACT NUM field, the Contract Information Add screen as shown below will display. Contract Information Add Screen 02 CI01 CONTRACT INFORMATION - ADD - PAGE 1 07/18/2002 09:33:21 03 04 CONTRACT 5678A SHORT TITLE ORIGINAL AMT 05 LONG TITLE 06 CNTRT MGR ID PY CONTRACT 07 BEGINNING DATE ENDING DATE DATE AWARDED 08 MV REQUIREMENTS PROCUREMENT APPROVAL EMER.CERT.DATE 09 CNTRT STATUS STATUS CHANGE DATE METHOD OF PAYMENT 10 CNTRT TYPE SERVICE TYPE METHOD OF PROCUREMENT 11 DT ADVERTISED DT EXECUTED DT LET 12 13 CONTRACTORS (1) (2) 14 (3) (4) (5) 15 CONTACT CONTACT PHONE NUMBER ( ) - 16 AGENCY USE (1) 17 (2) 18 (3) (4) (5) (6) (7) 19 (8) (9) (10) (11) (12) 20 21 NEXT: REC TYPE A SEL OPTION A CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE 1 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 4

2. Lines 4-11 on the Contract Information File Add Screen should be completed as required and/or desired: SHORT TITLE ORIGINAL AMOUNT LONG TITLE CNTRT MGR ID PY CONTRACT BEGINNING DATE ENDING DATE DATE AWARDED MV REQUIREMENTS PROCUREMENT APPROVAL EMER.CERT.DATE CNTRT STATUS STATUS CHANGE DATE The agency assigned short Contract Title; required. The original contract amount; optional. Agency assigned long Contract Title; required. Identification number of Contract Manager; if input, this field will be edited against the Director/ Manager File; optional. For continuing contracts, identifies Prior Year Contract Number; if input, this field will be edited against the Contract Information File with no regard to status; optional. Date Contract becomes available; required. Contract ending date; required. Date contract was given; optional. Minority Vendor Requirements; valid input is: Y=Yes, N=No, O=Other; optional. Approval number for procurement; optional. Emergency Certification Date identifies date retroactive certification signed; optional. Agency assigned field to denote the stage or status in which a contract is currently defined; if input, this field will be edited against the Title File; optional. Date contract status changed; not allowed if Contract Status is blank; if left blank and Contract Status is not blank, then it will default to current date; optional. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 5

METHOD OF PAYMENT CNTRT TYPE SERVICE TYPE METHOD OF PROCUREMENT DATE ADVERTISED DATE EXECUTED DATE LET Identifies how funds are received by the contractor; if input, this field will be edited against the Title File; optional. Denotes the type of contract; if input, this field will be edited against the Title File; optional. Type of service to be performed with contract funds; this field will be edited against the Title File; required. System of procurement used by the contractor; if input, this field will be edited against the Title File; optional. Date agency advertised for bids on contract; optional. The date that the contractor starts work on the project; optional. Date the agency let bids out (after advertising) released specifications of contract; optional. 3. Lines 13-19 contain other Contract information. Procedures for input are described below: CONTRACTORS CONTACT Up to five contractors (by vendor number) may be input; if input, these fields will edited against the vendor file; optional. Agency assigned field identifying contractor s contact person; optional. CONTACT NUMBER PHONE Telephone number for contractor s contact person; optional. AGENCY USE These twelve fields may be used at the discretion of the agency for any narrative or comments desired; optional. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 6

4. Line 21 may be used to enter the REC TYPE, SEL, and CONTRACT NUM for the next screen desired. Once the data has been as filled in as described in numbers 1-3 above, and line 21 utilized (if desired) depress the ENTER key. The Contract information on the screen will be processed and the requested screen displayed. 5. Lines 23 and 24 indicate the following available Program Functions that may be utilized on the Contract Information Add screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen. The Contract Information File contains two more pages of informational fields which are optional to use. Only the items indicated above as required must be included when adding a contract. Once a contract has been added to the Contract Information File, the user has the option of adding data to the additional informational fields contained on pages 2 and 3 of the record. The procedure for adding (updating) the fields on pages 2 and 3 of the record are described in this chapter in the section dealing with updating contract records. An example of pages 2 and 3 of the contract information record are also shown in the following section. INQUIRING INTO THE CONTRACT INFORMATION FILE Inquiry into the Contract Information File may be made in one of the following three ways: 1. If a REC TYPE of "A" and a SEL OPTION of I are entered on the access line of the Contract Information Mini Menu or any Contract screen, the Contract Information File Inquiry screen Page 1 as shown on the next page will display. 2. If a REC TYPE of "A", a SEL OPTION of I, and a PAGE of 2 are entered on the access line of the Contract Information Mini Menu or any Contract screen, the Contract Information File Inquiry screen Page 2 as shown on page 9 will display. 3. If a REC TYPE of A, a SEL OPTION of I, and a PAGE of 3 are entered on the Access Line of the Contract Information Mini Menu or any Contract screen, the Contract Information File Inquiry screen Page 3 as shown on page 9 will display. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 7

01 FLAIR Contracts and Grants Manual Note: The specific Contract Number for the record desired may also be included in the CONTRACT NUM field so as to retrieve that record directly. Otherwise, the system will retrieve the first record on file and the operator may page forward from that point. Additionally, the PAGE field on a request defaults to Page 1 if left blank. Contract Information Inquiry Screen, Page 1 02 CI04 CONTRACT INFORMATION - INQUIRY - PAGE 1 07/18/2002 10:43:49 03 04 SC A ORIGINAL AMT 65500.00 05 CONTRACT 5678A PY CONTRACT AMENDED AMT 65500.00 06 SHORT TITLE SYS TRAIN CORRELATED AMT 07 LONG TITLE SYSTEM TRAINING CONTRACT 08 CNTRT MGR DAVID NICHOLS PHONE 555-1234 09 BEG DATE 10/01/2002 ENDING DATE 06/30/2004 DATE AWARDED 10 MV REQUIREMENTS PROCUREMENT APPROVAL EMER.CERT.DT 11 CNTRT STATUS B1 SERVICE TYPE 907000 METHOD OF PAYMENT 12 CNTRT TYPE Z1 DT EXEC METHOD OF PROCUREMENT 13 DT ADV DT LET 14 CONTRACTOR NAME SOFTWARE DEVELOPMENT CORPORATION 15 CONTACT JENNIFER JONES PHONE 16 AGENCY USE (1) 17 (2) 18 (3) (4) (5) (6) (7) 19 (8) (9) (10) (11) (12) 20 21 NEXT: REC TYPE A SEL OPTION I CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD Status Code (SC) The following Status Codes appear on the Contract Information Inquiry screens. A Active Record C Closed Record I Inactive Record D Deleted Record When a contract is first added to the Contract Information File, it is in A status. The status may be changed through the update screens. See page 15 for information about updating status codes. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 8

Contract Information Inquiry Screen, Page 2 01 02 CI05 07/18/2002 10:48:28 03 CONTRACT INFORMATION - INQUIRY - PAGE 2 04 SC: A 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 BILLING CODE I CFDA OUTCOME MEASURES 08 CSFA 64022 RECIPIENT TYPE B 09 TYPE FUNDING FEDERAL DOLLARS FINAL EXP REPORT 10 CNTRT EVAL A1 MATCHING AMT MATCHING FUNDS 11 COUNTY 37 CONTRACTOR FY END PROTESTED 12 13 SERVICE AREA 14 15 16 ORG AU ORG AU ORG AU ORG AU ORG AU 17 95100202211 95200000000 18 19 20 21 NEXT: REC TYPE A SEL OPTION I CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE 2 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD 01 Contract Information Inquiry Screen, Page 3 02 CI06 07/18/2002 10:49:53 03 CONTRACT INFORMATION - INQUIRY - PAGE 3 04 SC: A 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 ADMINISTRATIVE: MONITORING EXCLUSION 5H 07 MONITORING SCHEDULED DATE 01152003 08 MONITORING COMPLETED DATE 05152004 09 MONITORING CORRECTIVE ACTION DUE DATE 10 MONITORING CORRECTIVE ACTION REC/APP DATE 11 PROGRAM: MONITORING EXCLUSION 12 MONITORING SCHEDULED DATE 13 MONITORING COMPLETED DATE 14 MONITORING CORRECTIVE ACTION 15 MONITORING CORRECTIVE ACTION DUE DATE 16 MONITORING CORRECTIVE ACTION ACTUAL DATE 17 18 COMPL AUDIT DATE COMPL AUDIT INVENTORY REQUIRED N 19 BUDGET ENTITY 951000100 IBI 01 INVENTORY DATE 20 21 NEXT: REC TYPE A SEL OPTION I CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE 3 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 9

The Information File Inquiry data retrieved for Contract records is protected and cannot be changed. The AMENDED AMOUNT field is seen on the Page 1 Inquiry Information screen only. It is the total of the original amount plus any monetary amendments entered on the Contract Amendment File. Once a Contract record is retrieved on an Information File Inquiry Screen, the operator may page through the file one record at a time beginning with the requested Contract record. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. Once the NEXT lines are completed, the system will retrieve the requested Contract Information screen. To access a new function, the TYPE and SEL fields may be entered. Lines 23 and 24 on the Contract Inquiry screens indicate the following available Program Functions that may be utilized: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF 5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. INQUIRING INTO THE CONTRACT INFORMATION CONTRACTOR SCREEN If an X is entered in the CONTRACTORS field and a Contract Number is entered in the CONTRACT NUM field on the access line of the Contract Information Mini Menu or on the NEXT line of any Contract Information screen, the Contract Information Contractor Inquiry screen as shown on the next page will display. All fields displayed on this screen are protected. Note: The contractor screen will display if at least one contractor has previously been entered into the contract record. This is done by updating the Contract Information File and including a vendor ID in the appropriate field. See Updating the Contract Information File, page 13. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 10

01 FLAIR Contracts and Grants Manual Contract Information Contractor Inquiry Screen 02 CI16 CONTRACT INFORMATION CONTRACTOR INQUIRY 07/18/2002 11:14:16 03 04 CONTRACT 5678A SC A SYSTEM TRAINING CONTRACT 05 06 CONTRACTOR NUMBER VF596758453001 33345 EAST MONROE STREET 07 NAME SOFTWARE DEVELOPMENT CORP 08 PHONE 555-1234 TALLAHASSEE FL 32349 09 CONTRACTOR NUMBER 10 NAME 11 PHONE 12 CONTRACTOR NUMBER 13 NAME 14 PHONE 15 CONTRACTOR NUMBER 16 NAME 17 PHONE 18 CONTRACTOR NUMBER 19 NAME 20 PHONE 21 NEXT: REC TYPE A SEL OPTION I CONTRACT NUM 5678A AMD CONTRACTORS X 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH 1. On line 4, the Contract Information Contractor Inquiry screen will display the contract number, status code, and long title for the contract record requested. 2. On lines 6-20, the Contract Information Contractor Inquiry screen will display up to five contractor vendor numbers, names, addresses, and telephone numbers for the specific contract identified. The system pulls the vendor numbers from the Contract Information File record and the names, addresses, and telephone numbers from the appropriate vendor file. 3. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. If the Next Request lines are completed, the system will retrieve the requested Contract Information screen. To transfer to another function, TYPE and SEL should be entered. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 11

4. Lines 23 and 24 indicate the following available Program Functions may be utilized on the Contract Information Contractor Inquiry screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. INQUIRING INTO THE CONTRACT STATUS HISTORY SCREEN If an X is entered into the CONTRACT STATUS HISTORY field and a Contract Number is entered in the CONTRACT NUM field on the Access line of the Contract Information Mini Menu or on the NEXT line of any Contract Information screen, the Contract Status History Inquiry screen as shown below will display. All fields displayed on this screen are protected. 01 Contract Status History Inquiry Screen 02 CI17 07/18/2002 11:31:20 03 CONTRACT STATUS HISTORY - INQUIRY 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 CONTRACT STATUS DATE CONTRACT STATUS DATE 08 09 A1 07/18/2002 10 11 12 13 14 15 16 17 18 19 20 21 NEXT: REC TYPE A SEL OPTION I CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY X CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 12

1. On line 5, the Contract Status History screen will display the contract number and long title for the contract record requested. 2. On lines 9-18, the Contract Status History screen will display a list of contract status codes and the status change dates for the specific contract identified. 3. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. If the Next Request lines are completed, the system will retrieve the requested Contract Information screen. To transfer to another function, TYPE and SEL should be entered. 4. Lines 23 and 24 indicate the following available Program Functions may be utilized on the Contract Status History Inquiry screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 13

UPDATING THE CONTRACT INFORMATION FILE Access to the Contract Information File Update screens (Pages 1, 2, & 3) may be achieved by the following methods: 1. If a REC TYPE of "A", a SEL OPTION of "U", and a Contract Number in the CONTRACT NUM field are entered on the access line of the Contract Information Mini Menu or any Contract screen, the Contract Information File Update screen Page 1 as shown on the top of the next page will display. 01 Note: the PAGE field on a request defaults to Page 1 if left blank. Contract Information Update Screen, Page 1 02 CI07 CONTRACT INFORMATION - UPDATE - PAGE 1 07/18/2002 13:26:56 03 04 CONTRACT 5678A SC A SHORT TITLE SYS TRAIN ORIGINAL AMT 65500.00 05 LONG TITLE SYSTEM TRAINING CONTRACT 06 CNTRT MGR ID PY CONTRACT 07 BEGINNING DATE 10012002 ENDING DATE 06302004 DATE AWARDED 08 MV REQUIREMENTS PROCUREMENT APPROVAL EMER.CERT.DATE 09 CNTRT STATUS A1 STATUS CHANGE DATE 07182002 METHOD OF PAYMENT 10 CNTRT TYPE SERVICE TYPE 907000 METHOD OF PROCUREMENT 11 DT ADVERTISED DT EXECUTED DT LET 12 13 CONTRACTORS (1) VF596758453001 (2) 14 (3) (4) (5) 15 CONTACT CONTACT PHONE NUMBER ( ) - 16 AGENCY USE (1) 17 (2) 18 (3) (4) (5) (6) (7) 19 (8) (9) (10) (11) (12) 20 21 NEXT: REC TYPE A SEL OPTION U CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 14

2. If a REC TYPE of A, a SEL OPTION of U, a Contract Number in the CONTRACT NUM field, and PAGE 2 are entered on the Access Line of the Contract Information Mini Menu or any Contract screen, the Contract Information File Update Screen Page 2 as shown below will display. Contract Information Update Screen, Page 2 01 02 CI08 07/18/2002 14:03:36 03 CONTRACT INFORMATION - UPDATE - PAGE 2 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 BILLING CODE I CFDA OUTCOME MEASURES 08 CSFA 64022 RECIPIENT TYPE B 09 TYPE FUNDING FEDERAL DOLLARS FINAL EXP REPORT 10 CNTRT EVAL A1 MATCHING AMT MATCHING FUNDS 11 COUNTY 37 CONTRACTOR FY END PROTESTED 12 13 SERVICE AREA 14 15 16 ORG AU ORG AU ORG AU ORG AU ORG AU 17 95100202211 95200000000 18 19 20 21 NEXT: REC TYPE A SEL OPTION U CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE 2 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 15

3. If a REC TYPE of "A", a SEL OPTION of "U", a Contract Number in the CONTRACT NUM field, and PAGE "3" are entered on the access line of the Contract Information Mini Menu or any Contract screen, the Contract Information File Update Screen Page 3 as shown below will display. 01 Contract Information Update Screen, Page 3 02 CI09 07/18/2002 14:16:51 03 CONTRACT INFORMATION - UPDATE - PAGE 3 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 ADMINISTRATIVE: MONITORING EXCLUSION 5H 07 MONITORING SCHEDULED DATE 01152003 08 MONITORING COMPLETED DATE 05152004 09 MONITORING CORRECTIVE ACTION DUE DATE 10 MONITORING CORRECTIVE ACTION REC/APP DATE 11 PROGRAM: MONITORING EXCLUSION 12 MONITORING SCHEDULED DATE 13 MONITORING COMPLETED DATE 14 MONITORING CORRECTIVE ACTION 15 MONITORING CORRECTIVE ACTION DUE DATE 16 MONITORING CORRECTIVE ACTION ACTUAL DATE 17 18 COMPL.AUDIT DATE COMPL.AUDIT. INVENTORY REQUIRED N 19 BUDGET ENTITY 95100010 IBI 01 INVENTORY DATE 20 21 NEXT: REC TYPE A SEL OPTION U CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE 3 TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Status Codes A Contract Information record may be deleted by entering a D in the status (SC) field of the Page 1 Update screen. This process will also delete the record from the agency s Title File. A Contract may also be placed in a closed status (SC = C). Once placed in a "C" status, a record may not be updated in any way. When inactivation of a record is desired, the user should change the status code (SC) to an I. The operator may tab to the appropriate field(s) of any of the requested Contract Information File Update Screens and update the detailed information displayed as necessary. All fields may be updated (changed) with the exception of the CONTRACT field. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. Once the Next Request lines are completed, the system will retrieve the requested Contract Information Screen. To access a new function, the TYPE and SEL fields may be entered. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 16

Lines 23 and 24 indicate the following available Program Functions which may be utilized on the Contract Information Update screens: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 17

CONTRACT CORRELATION TABLE FLAIR Contracts and Grants Manual The Contract to Account Code Correlation Table is an optional on-line file for associating contracts and account codes (29-digit FLAIR Account Codes.) This table is used to limit contract-account code relationships, as well as, to prevent incorrect combinations from entering the system. This table should be built, if it is used, after the establishment of the Contract Information File, as system edits require the existence of a contract on the Contract Information File prior to its acceptance in the Correlation Table. ADDING CONTRACT TO ACCOUNT CODE CORRELATION TABLE RECORDS If a REC TYPE of C, a SEL OPTION of A, and a CONTRACT NUM are entered on the access line on the Contract Information Mini Menu screen or any Contract Information File screen, the Contract to Account Code Correlation Add screen as shown on below will display. 01 Contract To Account Code Correlation Add Screen 02 CI13 07/19/2002 09:33:46 03 CONTRACT TO ACCOUNT CODE CORRELATION - ADD 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 CORRELATED ACCOUNT CODES CY CORRELATED AMOUNT 08 95 09 10 95 11 12 95 13 14 95 15 16 95 17 18 95 19 20 21 NEXT: REC TYPE C SEL OPTION A CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 18

Procedures for adding a correlation record are described below: 1. On line 5, the Contract Number and Long Title are brought forward protected from the request that was made. 2. Lines 8-18 of the Contract to Account Correlation Add screen should be completed as indicated below: CORRELATED ACCOUNT The Account number(s) (29-digit FLAIR Account Code) which should correlate to the Contract, edited against the Account Description File; required. CY The Contract Year; optional. CORRELATED AMOUNT The amount to be correlated to the Contract for that fund; optional. 3. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. If lines 21 and 22 are left blank, the data entered on the screen will be accepted and the Contract Information Mini Menu will be returned. Lines 21 and 22 may be completed to request an additional Input screen or a different screen. If REC TYPE, SEL OPTION, CONTRACT NUM, AMD, CONTRACTORS, CONTRACT STATUS HISTORY, CSFA or PAGE are entered, the system will retrieve the requested Contract Information Screen. To transfer to another function, TYPE and SEL should be input. 4. Lines 23 and 24 indicate the following available Program Functions that may be utilized on the Contract to Account Code Correlation Add screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 19

INQUIRING INTO THE CONTRACT CORRELATION TABLE If a REC TYPE of "C", a SEL OPTION of "I", and a CONTRACT NUM are entered on the Contract Information File Mini Menu or any Contract Information File Screen, the Contract to Account Code Correlation Inquiry Screen as shown below will display. Contract To Account Code Correlation Inquiry Screen 01 02 CI14 07/19/2002 09:39:19 03 CONTRACT TO ACCOUNT CODE CORRELATION - INQUIRY 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 CONTRACT TOTAL CORRELATED AMOUNT 50000.00 08 09 CORRELATED ACCOUNT CODES CY CORRELATED AMOUNT 10 11 95 10 1 000001 95100000 00 040000 00 50000.00 12 13 14 15 16 17 18 19 20 21 NEXT: REC TYPE C SEL OPTION I CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD Procedures for the use of this screen are described below. 1. The information shown on the inquiry screen is protected (cannot be changed). 2. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. If REC TYPE, SEL OPTION, CONTRACT NUM, AMD, CONTRACTORS, CONTRACT STATUS HISTORY, CSFA or PAGE are entered the system will retrieve the requested Contract Information Screen. To transfer to another function, TYPE and SEL should be input. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 20

3. Lines 23 and 24 indicate the following available Program Functions that may be utilized on the Contract to Account Code Correlation Inquiry screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. UPDATING THE CONTRACT CORRELATION TABLE IF a REC TYPE of C and SEL OPTION of U and a CONTRACT NUM are entered on the Contract Information Mini Menu or any Contract Information File screen, the Contract to Account Code Correlation Update screen as shown below will display. Contract To Account Code Correlation Update Screen 01 02 CI15 07/19/2002 09:40:58 03 CONTRACT TO ACCOUNT CODE CORRELATION - UPDATE 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 D CORRELATED ACCOUNT CODES CY CORRELATED AMOUNT 08 09 95 10 1 000001 95100000 00 040000 00 50000.00 10 11 12 13 14 15 16 17 18 19 20 21 NEXT: REC TYPE C SEL OPTION U CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 21

Procedures for the use of the Contract to Correlation Update screen are described below: 1. To update a particular record the user may tab to the appropriate field and type over or add information where desired. If the Correlated Account Code is changed it will be edited against the Account Description File. 2. To delete a record on the Contract to Fund Correlation Table type a "D" in the field under the column labeled D (column 2) in front of the appropriate record. After depressing the ENTER key, the record will be deleted. 3. The following fields are protected and may not be changed: CONTRACT NU LONG TITLE MBER 4. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. If REC TYPE, SEL OPTION, CONTRACT NUM, AMD, CONTRACTORS, CONTRACT STATUS HISTORY, CSFA or PAGE are entered, the system will retrieve the requested Contract Information Screen. To transfer to another function, TYPE and SEL should be entered. 5. Lines 23 and 24 indicate the following available Program Functions may be utilized on the Contract to Account Code Correlation Update screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 22

CONTRACT AMENDMENT FILE The Contract Amendment File provides an historical listing of all amendments that affect a particular contract. An agency may record changes in either the amount or operations of a Contract through the Contract Amendment File. Amendments are recorded for each Contract by assigning an amendment number to a particular contract number. A Contract must therefore exist on the Contract Information File prior to entering any amendment information. ADDING CONTRACT AMENDMENT RECORDS To establish a contract amendment record on the Contract Amendment File, the following procedures should be used. 1. If a REC TYPE of "B", a SEL OPTION of "A", and a contract number in the CONTRACT NUM field are entered on the access line of the Contracts Information Mini Menu or any Contract Information screen, the Contract Amendment File Add screen as shown below will display. 01 Contract Amendment Add screen 02 CI10 07/19/2002 09:47:33 03 CONTRACT AMENDMENT - ADD 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 AMD LN TRDT...ACCOUNT CODE......AMOUNT... 08 CS CY END DT...DESCRIPTION... 09 95 10 11 12 95 13 14 15 95 16 17 18 95 19 20 21 NEXT: REC TYPE B SEL OPTION A CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10 PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 23

2. The Contract Number and Long Title for which amendments are to be added will be displayed protected on line 5 of the Amendment File Add screen. The following fields are displayed on the Contract Amendment File Add screen ready for input: AMD LN TRDT Amendment Name or Number assigned to the particular amendment being added to the Amendment File; required. The line number of the Amendment that is being added to the file; optional. Transaction Date; if input, it must be in the format: MMDDYYYY; optional. ACCOUNT CODE 29-digit FLAIR Account Code; optional. END DT AMOUNT CS Ending Date for the Amendment being added to the file; if input it must be in the format: MMDDYYYY; optional. The amendment amount if a change in the amount of the Contract is being recorded; positive or negative amounts accepted; optional. Contract status; if input, it will be edited against the Title File; optional. CY Contract Year; optional. DESCRIPTION Optional. 3. On lines 21 and 22, the NEXT lines may be used to request additional screens within the Contract Information File. The data entered on the screen will be accepted and the Contract Information Mini Menu will be returned unless lines 21 and 22 are completed to request an additional input screen or a different screen. In that case the other screen will be returned. To transfer to another function, TYPE and SEL should be input. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 24

4. Lines 23 and 24 indicate the following available Program Functions which may be utilized on the Contract Amendment Add screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen. INQUIRING INTO THE CONTRACT AMENDMENT FILE If a REC TYPE of B, a SEL OPTION of I, and a CONTRACT NUM are entered on the Access line on the Contract Information Mini Menu or any Contract Information File screen, the Contract Amendment File Inquiry screen as below will display. 01 Contract Amendment Inquiry Screen 02 CI11 07/19/2002 09:58:37 03 CONTRACT AMENDMENT INQUIRY 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 AMD LINE TRDT...ACCOUNT CODE......AMOUNT... 08 CS CY END-DT...DESCRIPTION... 09 001 07/05/2002 10 09/30/2003 EXTENSION ISSUED FOR CONTRACT 11 12 002 07/07/2002-1500.00 13 CHANGED REQUIREMENTS REDUCED TOTAL 14 15 16 17 18 19 20 21 NEXT: REC TYPE B SEL OPTION I CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH TOP FWD Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 25

Procedures for the use of the Contract Amendment Inquiry screen are described below: 1. To retrieve an amendment inquiry screen, the operator will enter the appropriate Contract Number (and Amendment Number if only one amendment record is desired). If no Amendment Number is entered on the inquiry request, all Amendments for that Contract Number will be displayed beginning with the first record on file. 2. If an inquiry request is made on the access line for a specific Amendment Number, the system will begin reading the Amendment File from the requested point and display the screen as shown on the previous page. 3. The Contract Amendment File Inquiry data retrieved is protected and cannot be changed. 4. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. If the Next Request lines are completed, the system will retrieve the requested Contract Information screen. To transfer to another function, TYPE and SEL should be input. 5. Lines 23 and 24 indicate the following available Program Functions that may be utilized on the Contract Amendment Inquiry screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF6 - returns first record meeting search criteria. PF8 - pages forward one screen. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 26

UPDATING THE CONTRACT AMENDMENT FILE If a REC TYPE of B, a SEL OPTION of U, and a CONTRACT NUM are entered on the Access line of the Contract Information Mini Menu or any Contract Information screen, the Contract Amendment Update screen as shown below will display. Contract Amendment Update Screen 01 02 CI12 07/19/2002 10:04:25 03 CONTRACT AMENDMENT UPDATE 04 05 CONTRACT NUMBER 5678A SYSTEM TRAINING CONTRACT 06 07 D AMD LN TRDT...ACCOUNT CODE......AMOUNT... 08 END.DT CS CY...DESCRIPTION... 09 001 00 07052002 10 09302003 EXTENSION ISSUED FOR CONTRACT 11 12 002 00 07072002-0000000001500.00 13 CHANGED REQUIREMENTS REDUCED TOTAL 14 15 16 17 18 19 20 21 NEXT: REC TYPE B SEL OPTION U CONTRACT NUM 5678A AMD CONTRACTORS 22 CONTRACT STATUS HISTORY CSFA PAGE TYPE SEL 23 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- 24 CONT MINI MAIN RFRSH CAN Procedures for the use of this screen are described below: 1. If an update request is made on the access line of any Contract Information File screen, the Contract Amendment Update screen will display. 2. A Contract Amendment record may be deleted by entering a "D" in the field under D next to the appropriate record. 3. The operator may tab to any of the appropriate fields on the Contract Amendment File and update the record. The following fields are protected and may not be changed: CONTRACT NUMBER LONG TITLE TOTAL CONTRACT AMOUNT AMD & LN CY Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 27

4. On lines 21 and 22, the NEXT lines, additional screens may be requested within the Contract Information File. If the Next Request lines are completed, the system will retrieve the requested Contract Information screen. To transfer to another function, TYPE and SEL should be input. 5. Lines 23 and 24 indicate the following available Program Functions which may be utilized on the Contract Amendment Update screen: PF3 - processes current screen and returns Mini Menu. PF4 - processes current screen and returns Main Accounting Menu. PF5 - refreshes screen and displays screen as it appeared before any input was made. PF12- escapes and does not process current screen. STATE CATALOG NUMBER TITLES The user may inquire into the State Standard Title File listing of the State Catalog Numbers by entering REC TYPE D and SEL OPTION M on the access line of the Contract Information Mini Menu or any Contract Information screen. A screen like the one on the next page will display. This is an inquiry only function that lists the valid CSFA (Catalog of State Financial Assistance) numbers. The CSFA number is required when adding or updating certain Contracts. Effective Date Supersedes: Chapter 2 October 1, 2003 January 7, 2003 Page 28