ACTIVATE/INACTIVATE GRANT Description: This process manual will walk the TCAT Fiscal Coordinator through requesting a new grant fund code after receiving a grant award. This process also provides instructions on TCAT responsibilities related to notifying the Service Center when a grant award ends and when a grant needs to be inactivated in Banner. Table of Contents Step 1. TCAT Fiscal Coordinator Tracks Proposals and Requests Fund and Grant Codes... 2 A. Request Fund and Grant Code... 2 Step 2. Service Center Accountant Reviews and Processes Grant and Fund Code Request... 5 Step 3. Service Center Sets Up Grant Code... 5 Step 4. TCAT Fiscal Coordinator Receives Fund and Grant Codes... 6 A. Receive notification of fund and grant codes for new grants... 6 Step 5. TCAT Fiscal Coordinator Notifies Service Center of Project Close... 6 A. Notify Service Center of project close date... 6 Step 6. Service Center Inserts Termination and Expenditure Dates... 6 Step 7. TCAT Informs Service Center of Expenditure Date Passing... 7 A. Email Service Center... 7 Step 8. Service Center Accountant Inactivates Grant in Banner... 7 Service Center Training Activate/Inactivate Grant Process Manual Page 1 of 7
Step 1. TCAT Fiscal Coordinator Tracks Proposals and Requests Fund and Grant Codes Follow these steps to request that a new fund and grant code be established. A. Request Fund and Grant Code If a proposal results in an award, you will need to request a fund and grant code. To do so you will use the Banner Workflow process. 1. Log in to Banner Workflow 2. In the User Profile navigation pane on the left side of the screen, select My Processes 2 3. In the My Processes screen, select TBRSC715 3 4. In the Start Workflow window, you will: a. Leave all text fields blank b. Select the Start Workflow button 5b Service Center Training Activate/Inactivate Grant Process Manual Page 2 of 7
5. Refresh the webpage. The Worklist will update and display a new workflow named Undefined Note: This can take up to a minute to populate. Please attempt to refresh your webpage again if your Worklist does not update immediately. 6. Select Undefined in the workflow list 6 7. In the Select Institution page, you will: a. Select your institution from the Select Institution drop-down menu b. Click the Complete button 8. Refresh the Worklist page. The Worklist will update and display your workflow with your institution s name. Note: This can take up to one minute. Please attempt to refresh your webpage again if your Worklist does not update immediately. 9. Select the updated workflow from your Worklist 7b 7a 9 Service Center Training Activate/Inactivate Grant Process Manual Page 3 of 7
10. The New Fund, Grant, or Journal Entry Request screen will appear a. Enter Fund Name b. Select Fund Type from the drop-down menu c. Click the Yes or No radio button to answer if it Requires Different Fund Balance d. Enter Account Code (if known) e. Enter Jaggaer Shopper (optional) f. Enter Jaggaer Requestor g. Enter Jaggaer Approver h. In the Is this a Grant field, select the Yes radio button and complete the following additional fields: i. Enter Grant Title ii. Select Organization from the drop-down list iii. Enter Start Date iv. Enter End Date v. Enter Agency Code 10a - 10h 10n i. Click the Yes or No radio button to answer Is this a new agency code j. Select Category from the drop-down list k. Select Subcategory from the drop-down list (optional) l. Select Grant Type from the drop-down list m. Enter Principal Investigator name n. In the Attachments box, select Attach File Service Center Training Activate/Inactivate Grant Process Manual Page 4 of 7
11. The Attach File screen will appear a. Click Browse and navigate to the award letter file on your computer and to upload the file b. Click the radio button for Directions for Accountant c. Enter any comments in the Comments field d. Click Attach a b c d 12. Scroll to the bottom of the New Fund, Grant, or Journal Entry Request screen and select Complete Note: Once you select Complete, you have completed submitting your workflow request. 12 Step 2. Service Center Accountant Reviews and Processes Grant and Fund Code Request Step 3. Service Center Sets Up Grant Code Service Center Training Activate/Inactivate Grant Process Manual Page 5 of 7
Step 4. TCAT Fiscal Coordinator Receives Fund and Grant Codes A. Receive notification of fund and grant codes for new grants 1. The TCAT receives notification that their grant code has been established as a part of the workflow Step 5. TCAT Fiscal Coordinator Notifies Service Center of Project Close Start here to request a grant be made inactive. This is only necessary for multi-year grants. Do this prior to the end of the grant. A. Notify Service Center of project close date 1. Email the Service Center Accountant at finance@tbr.edu to notify them of the project close date Step 6. Service Center Inserts Termination and Expenditure Dates Service Center Training Activate/Inactivate Grant Process Manual Page 6 of 8
Step 7. TCAT Informs Service Center of Expenditure Date Passing A. Email Service Center 1. Email the Service Center Accountant at finance@tbr.edu to notify them that the expenditure end date has passed and that the grant can be inactivated Step 8. Service Center Accountant Inactivates Grant in Banner Service Center Training Activate/Inactivate Grant Process Manual Page 7 of 7