Establish an Award, Project, or Task

Purpose

This document provides an overview of the steps to take and the information required to establish awards, projects, and tasks in the Research Foundation (RF) business applications.

Why Establish an Award/Project/Task?

To process an expenditure, the project, task, award, expenditure type, and organization (PTAEO) must be identified. The PTAEO is required for purchase orders and labor schedules for employees. Expenditures actually occur at the lowest task level and roll up to the award for billing and reporting, and to the project for reporting.

What Is an Award?

An award is the record established from the award notice or contract received from a customer. An award record contains a funding source (customer), award amounts ($), start and end dates, terms and conditions, and other information. Awards are used to fund one or more projects.

What Is a Project?

A project is a record that defines a unit of work that can be broken down into one or more tasks.

What Is a Task?

A task is a subdivision of project work. It is the lowest level of work within a project.

Setting Up an Award/Project/Task

There are three steps to follow to establish an award, project, or task:

Entering a Project and Task(s)

Projects can be copied to create new or renewal projects/tasks. The table that follows outlines the process for setting up a project:

Step

Action

1

Create a project using a template or by copying an existing project.

2

Enter the project name, description, organization, key members, start date, completion date, close date and, if necessary transaction controls (identifies restrictions on expenditures). Project numbers are system-generated.

3

Enter information in other optional areas as needed.

4

Each project automatically has one task. Create additional peer and subtasks as needed. There is no limit to the number of tasks that can be created. Task numbers are system-generated.

Entering an Award

Awards are created either from templates (each of the operating locations will see only the templates that have their organization in them), or by copying an existing award.

Note: "Alternative regions" are not all required by the system, but some must be completed in order to create the records required for billing, reporting, etc. (e.g., the CFDA number is required if the award is funded with federal or federal-flow-through funds.) When setting up an award, be prepared to enter data in the following alternative regions: Installments, Terms and Conditions, Budgetary Controls, Customer Address, Contacts, Personnel, Compliance, Customer-Required Reports, and References.

The table that follows outlines the process for setting up an award:

Step

Action

1

Create an award using a template or by copying an existing award. In the Award Management form, enter the name, start date, type, purpose, and award amount. All fields are required except for Indirect Cost Fixed Date. Award numbers are system-generated.

Note: To establish an "at risk" award, select the At-Risk status from the list of values. At least one installment must be made active. Once the award notice is received, the remaining information must be input and the status changed to "active."

2

In the RF flexfields, enter the NACUBO, On/Off Campus, Property Title, Closure Date, IDC Calc Period (Required), Invoice Certification, Override Rate (Required), Disencumber IDC, CFDA Number, Interest Income, Cost Sharing/Matching Information, DHHS Agency Prefix, DHHS Document Number, American Recovery and Reinvestment Act Funding, American Recovery and Reinvestment Act Funding Amount, Prime, and Subject to E-verify Rule.

3

In the Installments alternative region, indicate the funded amount for budget periods. All awards must have at least one installment. Multi-year awards will have additional installments. An installment consists of the total of direct and F&A (Indirect Cost) costs awarded for a specified period of time. An installment must be active and funded to the project for expenditures to accept, therefore, all active installments must reflect the same start and end dates as the award period. (The years of funding can be tracked in the flexfield at the end of each installment.) The dates on installments affect whether or not billings can be generated. The total of all installments generates the total in the "Award Amount" field. The total of all active installments generates the total in the "Funded Amount" field.

4

In the Terms and Conditions alternative region, enter the terms and conditions of the award by choosing the categories and statements from the list of values. For Example: "FDP Award." Campuses will be able to define Terms and Conditions that will appear in the list of values.

5

In the Budgetary Control alternative region, specify the budgetary control (absolute – prohibits spending above the budget; advisory – warns when a transaction will cause spending above the budget but allows the transaction to process; none – does not prohibit spending above the budget) for any of the four budget levels: project/award budget, task budget, resource group budget, and/or resource budget.

Note: For Amount Type/Boundary Code (Funds Checking), funds checking calculations are based upon a beginning time period called "Amount Type" (project-to-date), an ending time period called "Boundary Code" (project completion date) and the expenditure item date.

6

In the Customer Address alternative region, the customer bill to and ship to address defaults from the customer file; update the customer information if necessary. If a customer is not on file, request that the customer be added.

7

In the Contacts alternative region, the customer contacts related to the bill to and ship to addresses default from the customer file and can be changed if necessary. (Examples of customer contacts are program officer or fiscal officer.)

8

In the Personnel alternative region, choose the principal investigator, co-principal investigator, or award manager from the drop down list (created from HR People File).

Note: If these people are not in the HR People File, add them. These people will be able to view award status, and projects and tasks funded from the award.

9

In the Compliance alternative region, choose the burden schedule (all burden schedules have an indirect cost rate of zero, use the burden schedule with the correct base, for example, TDC, MTDC) and the allowed cost schedule. The F & A rate will be entered in the award management flexfield "Override Rate."

In the Indirect Cost Rate field, apply the F&A cost base (e.g., MTDC, TDC). Based on the campus and the expenditure type on transactions, the system applies the appropriate rate. This rate does not appear on the form; it is in a table behind the scenes. For informational purposes, enter the rate in the "Reference" field.

Leave the Indirect Cost Rate Fixed Date blank so the system uses the most current burden schedule.

The Allowed Cost Schedule identifies which cost categories are allowable for expenditure. (e.g. "all categories" or "cost share categories only.") Expenditures may be restricted further through the use of "transaction controls."

Note: Revenue/Billing Control (Billing Distribution Rule/Revenue Distribution Rule) information entered on the Award Management form defaults into the Compliance region. Billing Distribution Rules that identify whether billings are based on cost (cost reimbursable) or event (fixed price) can be changed if necessary. (The Revenue Distribution Rule defaults to cost and should not be changed on a sponsored program award.) "First Billing Offset Days" is the number of days between the award start date and the date the first billing should start (e.g., the billing is quarterly and should start on April 1 but the award start date is March 1). Specify a Billing Format (there are seven standard forms). Load Scheduled Events (payment/invoice schedule) for fixed price awards here.

10

In the Sponsor-Required Reports alternative area, identify reports that are due and their due dates.

11

In the References alternative area, enter campus use and other data not captured elsewhere. Campuses will have the capability to define Reference fields.

12

Click the Paperclip icon on the toolbar to enter free-form notes (e.g. information that Project Directors should be aware of) and attach files, such as electronic/scanned award notices.

13

Click the Funding Summary button to see the projects and tasks funded from the award and the amount of funding for each project and task.

Note: To fund projects, click the Project Funding button on the Award Management form and enter the project and task number, amount, and date (defaults to the current date).

Entering Award and Project Budgets

The budget should be entered in the first period of the award so funds are available for the entire award period.

Three pieces of information are required to enter an award budget:

Change History

 

 

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