SOP: INPUT

Last Updated: 02/12/2016

Previously Updated: 12/10/2015

SOP Input_02.12.2016 2

Contents Purpose ............................................................................................................................................ 3

Data Needed to Complete this Process .............................................................................................. 3

STEP 1: Open the PT (Proposal Tracking) Record for the Award .......................................................... 4

1-1) Open the PT record as an Action Item. ............................................................................................ 4

1-2) Open the PT Record from an Assignments Report .......................................................................... 6

1-3) Open the PT Record by Running a Search ....................................................................................... 7

STEP 2: Update the Workflow ............................................................................................................. 8

2-1) Revise AT Status using one of the protocols below (2-1a, 2-1b, or 2-1c) ....................................... 8

2-2) Check for a _FINBudget ................................................................................................................... 8

STEP 3: Open and Attach the Account Code Budget ............................................................................ 9

3-1) Navigate to the Attachments Folder ................................................................................................ 9

3-2) Upload and Open the Account Code Budget ................................................................................... 9

STEP 4: Input the Account Code Budget ............................................................................................ 10

4-1) Navigate to Awards Detail ............................................................................................................. 10

4-2) Delete the Existing One-Line Budget Category .............................................................................. 10

4-3) Review the Account Code Budget to Determine How Budget Categories are Grouped .............. 11

4-4) Enter Key Personnel/Faculty .......................................................................................................... 12

4-5) Enter Non-Key Personnel ............................................................................................................... 14

4-6) Add Subcontract/Subaward ........................................................................................................... 17

4-7a) Add Non-Personnel Costs Using Add Bulk Entry .......................................................................... 19

4-7b) Add Non-Personnel Costs Using New Budget Items ................................................................... 20

4-8) Add an Entry for the Unfunded Amount ....................................................................................... 21

4-9) Add F&A ......................................................................................................................................... 22

STEP 5: Run Data Validation Report .................................................................................................. 24

5-1) Log into the CU Portal / myCUinfo ................................................................................................ 24

5-2) Navigate to Live Reports ................................................................................................................ 25

5-3) Select Data Validation .................................................................................................................... 25

5-4) Enter Search Criteria ...................................................................................................................... 26

5-5) Review the Data Validation Report ............................................................................................... 26

STEP 6: Complete Action Item / Update Email Status ........................................................................ 27

6-1) Complete the Action Item.............................................................................................................. 27

6-2) Update Email Status ....................................................................................................................... 28

Account Codes ................................................................................................................................ 29

Data Validation Report Exceptions Cheat Sheet ............................................................................... 31

ACT Budget Request – Email Instructions ......................................................................................... 34

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Purpose

After an award is received, an account budget needs to be input in to InfoEd for that award increment. This process details the process for adding an account code budget to InfoEd.

Data Needed to Complete this Process

The following data may be needed to successfully complete this process:

The Account Code Budget Budget breakouts if required by sponsor, like subcontracts The Proposal Number

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STEP 1: Open the PT (Proposal Tracking) Record for the Award

NOTE: There are three ways to open the PT record for an award: 1) as an action item (See STEP 1-1) 2) through an assignments report (See STEP 1-2) 3) by proposal number, PI, or award number in a search (See STEP 1-3)

1-1) Open the PT record as an Action Item.

1-1.1 Open Action Items.

- Click Open under the My Action Items section on the right side of the screen.

1-1.2 From the list, find the Action Item on which you want to work.

1-1.3 Open the Action Item by clicking on the folder icon next to its info.

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1-1.4 In the opened Task/Assignment window, open the Award Tracking by clicking on the proposal number in blue.

1-1.5

Open the PT record to begin Award processing. a) From the AT sidebar (blue folders), open the Summary folder. b) Under the Proposal Information section, click on the folder icon in the Open

column.

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1-2) Open the PT Record from an Assignments Report

1-2.1 a) Open the My Awards sidebar on the left side of the screen. b) Click on Standard Reports.

1-2.2 In the window that pops up, select the desired report.

a

b

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1-2.3 a) From the AT sidebar (blue folders), open the Summary folder, if not already open. b) In the Proposal Information section, click on the folder icon in the Open column.

1-3) Open the PT Record by Running a Search

1-3.1 Click on My Proposals > Search For

- Search fields include Proposal Number or PI. Click on Show Additional Search Options for more options, like Award Number.

a

b

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STEP 2: Update the Workflow

2-1) Revise AT Status using one of the protocols below (2-1a, 2-1b, or 2-1c)

2-1a Move into AT Status: WF_Grant/Contract Processed Forward for Review to remove from the Assignments Report.

2-1b Reassign the task to yourself.

2-1c

If Input Team is doing Input:

Check ocgact@colorado.edu for any emails with an email Category “ACT Budget

Complete” (red color).

Add your Category color/name to the email to indicate you will do the Input.

Update the ACT spreadsheet also to reflect you will do the Input (located at X:/ACT

Team/ACT-IIT Log)

2-2) Check for a _FINBudget

2-2.1 If one is not present, the processor/officer will have to request/develop the _FINBudget. Follow business process document: - X:/ACT Team/ACT and IIT Business Processes, ACT Request Email Instructions [p.24].

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STEP 3: Open and Attach the Account Code Budget

3-1) Navigate to the Attachments Folder

3-1.1 On the Sidebar, click on the Attachments folder at the bottom.

3-1.2 Click on appropriate subfolder, if desired (most likely Award).

3-2) Upload and Open the Account Code Budget

3-2.1

Upload the Account Code budget for the award from the proposal folder on the X:/drive, if not already attached. (NOTE: Loggers do not attach the Account Code Budget for the award.)

- Filename: Award#_mod##_FINBudget - Category: Budget - Folder: Award

3-2.2 Click on the icon of the desired Account Code Budget to open it for Input.

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STEP 4: Input the Account Code Budget

4-1) Navigate to Awards Detail

Note The Account Code Budget is the Excel spreadsheet labeled with the filename tag “_FINBudget”.

- Use the Summary Budget on the Excel spreadsheet, if present. (It is a separate tab.)

4-1.1 Locate the award and increment you are working on. Click on the folder icon to open it.

4-1.2 Set the Budget Setups to equal “zero”, if it did not default to that.

4-2) Delete the Existing One-Line Budget Category

4-2.1 On the Award Detail page, click the trash can icon next to the existing Non-Personnel Costs budget

line to delete it.

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4-3) Review the Account Code Budget to Determine How Budget Categories are Grouped

4-3.1 Three budget types: Simple, NIH Fellowships, Account Code Budget w/Summary tab.

4-3.2

Budgets will mostly be broken out and entered in broad Categories:

Personnel, Key & Non-Key:

1) Key Personnel – would include PI and Co-PI/Co-I:

- Entering named Faculty individually? -- enter in Key Personnel, Step 4-4

- Enter as “Regular Faculty Total” in Non-Key Personnel, Step 4-5, if:

there are more than two or three

Faculty is unnamed

2) Non-Key Personnel – enter in Step 4-5

Subcontracts/Subawards (outgoing) – enter in Step 4-6

1) Always listed individually.

Bulk entry – for all other direct costs if > one account code type, enter in Step 4-7a

Single entry – for all other direct costs if only one account code type, enter in Step 4-7b

Unfunded amount – also called “recharge”, enter in Step 4-8

F&A (Indirect costs)– enter in Step 4-9

4-3.3 If present, verify Direct Cost amounts match on the Summary Budget. If they do not, email the ACT

team member who completed the budget

4-3.4 Email the ACT team member/officer who completed the FIN budget with any questions.

4-3.5 There are no hard rules, cost will be entered according to whatever is easiest and makes the most sense

4-3.6 These personnel total categories will already be provided on the Account Code Budget. Input Team

need only follow the Summary Budget.

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4-4) Enter Key Personnel/Faculty

4-4.1

Enter Key Personnel [Faculty – usually PI and Co-PIs].

o If only one to three named Key Personnel are already entered into Key Personnel of the

Awards Detail area, enter the data on the existing Key Personnel line(s) as follows

(according to Summary Budget).

- No change to Months (should be 12) or % Effort (should be 100%)

- Enter Salary amount for award period

- NEVER enter Appt. Type

- Click Save

If there are multiple or un-named Key Personnel, you can enter these as a personnel group in Step 3-5

rather than individually.

4-4.2 Click on Set Fringe.

4-4.3

Select the Rate category from the drop down list for the salary type you are entering:

o Choose the correct personnel category as appears on the spreadsheet.

In the Fringe Benefits and Sponsor Fringe Benefits boxes, confirm the dollar amount matches

the Summary Budget for this category:

o If it does not match, manually enter the correct total dollar figure in both boxes Click Save.

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4-4.4 To Add named Key Personnel, click the Add button under Key Personnel.

o Select Role of Pd/I or Co-OPD/PI.

4-4.5 In the Select From List area, choose the person to be added from the drop down list and click Save.

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4-5) Enter Non-Key Personnel

Note Non-Key Personnel may be grouped as “[Personnel class] Total”. It is desirable to use the exact titles as written in blue.

Regular Faculty Total – PIs and Co-PI/Is identified as regular faculty with Fringe Benefit (FB) rate 30%

Prof. Research F/T Total – full-time research staff and faculty, including Pre/Post Docs, Research

Associates, Research Assistants, Senior Research Associates, Asst/Assoc Professor-Research, and

PI/CO-I w/this FB rate

37.3%

Prof. Research P/T Total – part-time research staff and faculty: Pre/Post Docs, Research Associates,

Research Assistants, Senior Research Associates, and Asst/Assoc Professor-Research 16.5%

Classified Perm Total – permanent admin staff, including Primary Fiscal Managers (PFM) that are in the

classified system 37.3%

Classified Temp Total – temporary admin staff, including Primary Fiscal Managers (PFM) that are in the

classified system 16.5%

OEP F/T Total – full-time University staff (non-research staff or faculty), including PFMs, if OEP 37.3%

OEP P/T Total – part-time University staff (non-research staff or faculty), including PFMs, if OEP 16.5%

GRA Total – graduate students, Student Faculty 13.2%

Hourly Total – hourly paid graduate or undergraduate students or other hourly project staff 1.1%

LASP Total* – LASP employees other than named Faculty (*LASP has a few different FB rates) 23.3%*

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4-5.1 To enter a line for a [Personnel class] Total, click Add next to Non-Key Personnel.

4-5.2

In the pop-up window:

Click Add an “un-named” person.

o Personnel Type will auto-populate with “Non-Key Personnel” from the previous screen.

Under Role, ALWAYS select “Other (Specify)” and leave blank.

Note: Once saved, Non-Key personnel may not be changed back to Key personnel.

4-5.3

Scroll down to the Add an Un-named Person section that appears below and complete. For Person's Label, see [Personnel class] Total table to determine correct label and

enter. For Department, enter “TBD.” Click Add.

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4-5.4

On the award detail line created for the [Personnel class] Total, enter:

Months: 12

% Effort: 100

Appt. Type: Leave empty

Base Salary: Enter the cumulative total of the salaries for this [Personnel class] Total from the

Summary Budget.

Click Save.

4-5.5 In the same table row, click on Set Fringe

4-5.6

Complete the form in the pop-up window: Select the Rate from the drop down list for the salary type you are entering.

o Choose the correct personnel category – if the percentage rate does not match the budget, you will manually enter the correct dollar amount to make the adjustment (see below).

o NEVER choose Manual Entry. o Graduate Student’s fringe rates are called “Student Faculty”.

In the Fringe Benefits and Sponsor Fringe Benefits boxes, confirm that the dollar amount matches the Summary Budget for this category.

o If it does not match, manually enter the correct total dollar amount in both boxes, and click Save.

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4-6) Add Subcontract/Subaward

Notes o Subcontractor names will be on the detailed budget of the Excel spreadsheet. If there are multiple subawards, subcontractors will need to be entered individually,

o If a subcontract/subaward was added at the proposal stage, the subcontractor/subawardee name will appear on the PT budget screen.

o If the subcontractor/subawardee name does not appear, do the following to add it. o Subcontractors are added via the “short form,” as they were in the previous version of

InfoEd.

4-6.1 Click Add New Subcontract/Subaward to add subcontractors.

4-6.2

If known, select the Subcontractor/Consultant.

If unknown, select Default Subcontractor.

o To add a subcontractor name to InfoEd, email the name and request to

erahelp@colorado.edu.

Click Select.

4-6.3 Enter Subcontractor Principle Investigator (PI) as “Un-named Un-named.” Click Select.

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4-6.4 Enter the dollar amount of the Total Costs allocated to the Sub in the Directs. Click Save.

o F&A for CU will be automatically added later.

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4-7a) Add Non-Personnel Costs Using Add Bulk Entry

Notes - If two or more account code categories need to be added, use Bulk Entry. - Bulk Entry adds up to 10 budget line items at a time. - You may click on Bulk Entry as many times as needed to enter all categories. - Click Clear Categories to clear a line if the desired Budget or Charge Category is not visible. - Do not use Bulk Entry to add Personnel – use Key / Non-Key Personnel sections. - Do not use Bulk Entry to add Subcontractors – use Add Subcontractor/Subawards button.

4-7a.1 If not already done in Step 4-2, delete the existing one-line budget line under Non-Personnel Costs.

4-7a.2 Scroll down to the New Budget Items section.

Click on Add Bulk Entry.

4-7a.3

Add remaining costs from the Account Code Summary Budget as Non-Personnel Costs.

Select the Budget/Charge Category from the drop-down list.

Description and the Budget Category will auto-fill.

If you select a Category and then need to change it, click Clear Categories first. Enter the Amount from the Summary Budget for the line item manually (overwrite), if the

autofill amount does not match the Budget.

Continue this for all budget line items.

Click the Add button [after all items, up to 10, have been added].

4-7a.4 This adds a budget line item for each entry on the award detail screen.

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4-7b) Add Non-Personnel Costs Using New Budget Items

Notes - Use this method if you need to add only one Non-Personnel Costs budget item, otherwise the Bulk Entry is quickest.

- Click Clear Categories to clear a line if the desired Budget or Charge Category is not visible.

4-7b.1

If the Non-Personnel Costs line has already been deleted as directed in Step 4-2, add the single line

item using the New Budget Items section.

Select the Budget/Charge Category from the drop down list.

The Sponsor Budget Category automatically populates.

Enter the Amount.

Click Add.

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4-8) Add an Entry for the Unfunded Amount

Notes Account Code Budgets must be entered for an entire year, even if incrementally funded. (e.g. If the funded amount is for the first year and some portion of the second year, the Account Code Budget must be added for two years.)

- The columns for the year(s) to be input will be highlighted on the Summary Budget. - The amount unfunded will be added as a negative amount. - Mods incrementally funding the previously entered Account Code Budget will be added

with the same Budget and Charge Category 960500, but as a positive amount. - Recharge amounts are against the main (and never subcontract) budgets.

4-8.1 The unfunded amount will show as the Recharge Code on the Summary Budget.

4-8.2

Add a New Budget Item in the New Budget Items section at the bottom of the Award Detail page.

Select “960500 – Budget Adjustment” from the Budget/Charge Category drop down list.

“Other Costs” automatically populates for Sponsor Budget Category.

Enter the unfunded Amount as a negative figure.

Click Add.

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4-9) Add F&A

4-9.1

After all budget line items are added, add the F&A last.

Click on the F&A folder on the sidebar, under the increment on which you are working.

Do NOT manually change the Master Rate.

Select Base / type of F&A rate.

Choose Calculation rate method:

o “Prevailing” if a non-current or static UCB rate will be used.

o “Blended” if UCB progressive predetermined rates are listed.

Save.

4-9.2

Select the Rate category from the drop down menu that corresponds to the budget template.

- The rate to use will be shown on the Summary Budget in the F&A area.

- Otherwise, check under the OCG Budget tab in the Indirect Rates area.

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4-9.3 A pop-up appears asking, “Would you like to recalculate the F&A amount?”

Click OK. (IDC will calculate on each line item. )

4-9.4

At this point, compare the F&A on the Summary Budget to InfoEd’s calculations.

If dollar amounts are different, manually enter the correct total F&A dollar amount from

the Summary Budget into the F&A Amount box at the top of the screen. The dollar amount

should be a rounded number (no cents).

Click Save.

4-9.5 On Award Detail for the increment, the Grand Total should equal the funded amount.

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STEP 5: Run Data Validation Report

5-1) Log into the CU Portal / myCUinfo

5-1.1 On the Sidebar, click on the Attachments folder at the bottom.

-

https://portal.prod.cu.edu/psp/epprod/UCB2/ENTP/h/?tab=CU_STAFF

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5-2) Navigate to Live Reports

5-2.1 Under the Reporting & Compliance tab, select Public Folders.

5-2.2

1. Select eRA folder 2. Select CU Boulder 3. Select Live Reports

5-3) Select Data Validation

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5-4) Enter Search Criteria

1. Enter the Proposal No of the Award you are processing, then click Search. 2. Select the proposal in the Choice box, then click Finish.

5-5) Review the Data Validation Report

- Make sure to review all tabs that all items have Passed. - For any Failed items, reference the Data Validation Report Exceptions Cheat Sheet at

the end of this document.

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STEP 6: Complete Action Item / Update Email Status

6-1) Complete the Action Item

NOTE: If you do not have Action Items, go to Step 6-2 instead.

If an increment was Reassigned to you (creating an Action Item):

1) Select any Action Item to move on to the next step.

2) Click on the folder icon.

3) In the Task/Assignment pop-up window, add a Comment for the Officer that will be reviewing

the Award, if necessary.

4) Select the following status:

WF_Award Processed Forward for Review

5) Select the appropriate officer to review the new award or mod.

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6-2) Update Email Status

When input is complete:

1) Upload _FINBudget to InfoEd with the tag: Award#_Mod##_FINBudget.

- Category: Budget

- Folder: Award

2) Update the spreadsheet.

3) In the ocgact@colorado.edu email, IIT member clicks on the red flag, changing it to a green

check mark.

4) Reply to the email, sending to the Post-Award Officer (PO) with subject line:

- “Input Complete”, ACCOUNT CODE BUDGET, Proposal Number, PI Name, RUSH (if

applicable)

5) Archive the email by drag-and-dropping it into the Completed Items subfolder under

ocgact@colorado.edu.

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Account Codes

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Data Validation Report Exceptions Cheat Sheet

Z:\Administration - IT\InfoEd Documentation TAB EXCEPTION MEANING WHAT TO DO

POP DATES authorized_start_date is

gt pt_awards_end_date

Authorized start date is greater than PT

awards end date

Check start dates on yellow AWARDS folder (2 places), award increment

DETAIL page, and on your grey FT ACCOUNTS (all) for accuracy

POP DATES authorized_end_date is

gt pt_awards_end_date

Authorized end date is greater than PT

awards end date

Check end dates on yellow AWARDS folder (2 places), award increment

DETAIL page, and on your grey FT ACCOUNTS (all) for accuracy

FUNDING ft_total ne awards_total Total funding in FT is not equal to

total funding in Awards (PT)

Check that your budget is published and matches the awarded

amount to date. (Note: sometimes this error shows up in tandem

with "operating budget is null")

REQUIRED

FIELDS

operating_budget is null

or negative

Operating budget shows no balance

or a negative balance

Check that your operating budget is published and matches the

awarded amount to date. (Note: sometimes this error shows up

even when operating budget is populated)

REQUIRED

FIELDS

start_date is null A start date is missing someplace Check start dates on yellow AWARDS folder (2 places), award increment

DETAIL page, and on your grey FT ACCOUNTS (all) for accuracy

REQUIRED

FIELDS

f and a rate is null F&A Rate (e.g. 53.5%) is missing

on an account

In FT, go to Account>Set ups>Attributes and see that the F&A Rate (e.g.

53.5%) is filled in at the bottom. Click Add to enter. Check all

associated accounts. REQUIRED

FIELDS

administrator is null Department administrator name is

missing on an account

In FT, go to Account>Personnel>Administrator and click Add to

enter the correct name. Check all associated accounts.

REQUIRED

FIELDS

f and a type is null F&A Type (e.g. MTDC) is missing

on an account

In FT, go to Account>Set ups>Attributes and see that the F&A

Type (e.g. MTDC) is filled in at the bottom. Click Add to enter.

Check all associated accounts

REQUIRED

FIELDS

end_date is null An end date is missing someplace Check end dates on yellow AWARDS folder (2 places), award increment

DETAIL page, and on your grey FT ACCOUNTS (all) for accuracy

REQUIRED

FIELDS

account title is null An account in FT is not labeled (e.g.

Main, Participant Support, etc.)

In FT, go to Account>Set ups>Attributes and enter appropriate

account label under Project Purpose/Speedtype

REQUIRED

FIELDS

instrument type is null Identify the award as a grant,

contract, subagreement, etc.

In PT, go to Submissions>New>Sponsor and choose correct

award type from drop-down menu under Instr Type

REQUIRED

FIELDS

program type is null Identify the award as research,

public service, instruction etc.

In PT, go to Submissions>New>Sponsor and choose correct

award type from drop-down menu under Program Type

REQUIRED

FIELDS

proj title is null Project Title is missing In PT, go to Submissions>New>Summary and enter title under Project Title

(mid-page) REQUIRED

FIELDS

payment method is null Payment Method (e.g. Letter of Credit or

Invoice) is missing

In PT, go to Awards and choose correct Payment Method

from drop- down menu (mid-page)

REQUIRED

FIELDS

award number is null Award Number is missing In PT, go to Submissions>New>Sponsor and type award number

into box labeled Award No. (mid-page)

REQUIRED

FIELDS

campus on of is null Identify if work will be done on- or

off- campus

In PT, go to Submissions>New>Summary and check "on" or "off" under

Campus (4th line down) FUNDING

SOURCE

orig spon is null func

src is populated

Prime Sponsor not identified but Funding

Source is populated

In PT, go to Submissions>New>Sponsor. If there is a PRIME

SPONSOR check that both Originating Sponsor and Funding

Source are populated. IF NO PRIME SPONSOR, see that both are

blank

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FUNDING

SOURCE

orig spon is populated

func src is null

Prime Sponsor is identified but Funding

Source is not

In PT, go to Submissions>New>Sponsor. If there is a PRIME

SPONSOR check that both Originating Sponsor and Funding

Source are populated. IF NO PRIME SPONSOR, see that both are

blank

CFDA ff and cfda is null CFDA Number is missing In PT, go to Submissions>New>Sponsor and enter CFDA number

under

CFDA on first line

EXCEPTIONS TO THE EXCEPTIONS There are at least 4 cases where the Data Validation Report will produce an error/exception that cannot be helped. In these cases, it is acceptable to send the award on to Project Set-Up with the following exceptions.

CASE #1: $0 ACCOUNTS (e.g. interest bearing, program income, old converted account set up in error) TAB EXCEPTION MEANING WHAT TO DO REQUIRED FIELDS

operating budget is null or negative

Operating budget shows no balance or a negative balance

Since the operating budget is correctly $0,

go ahead and send this on to Project Set-

Up as is

CASE #2: ROUNDING ERRORS (e.g. cents rounding up/down to whole dollars) TAB EXCEPTION MEANING WHAT TO DO FUNDING

ft_total ne awards_total

Total funding in FT is not equal to total funding in Awards (PT)

Rounding cents to dollars on the Award

Summary is a known issue with InfoEd. Go

ahead and send the account on to Project

Set- Up

CASE #3: MULTIPLE FUNDED MODS (i.e. several mods with funding have been logged but not yet published to FT) TAB EXCEPTION MEANING WHAT TO DO FUNDING

ft_total ne awards_total

Total funding in FT is not equal to total funding in Awards (PT)

There is no way to prevent the

mismatched totals in FT versus PT; route to

Project Set-Up

CASE #4: AT-RISK ACCOUNTS TAB EXCEPTION MEANING WHAT TO DO REQUIRED FIELDS

award number is null

Award Number is missing

Award number is not yet known. Note this

in Award Comments and route to Project

Set- Up.

REQUIRED FIELDS

payment method is null

Payment Method (e.g. Letter of Credit or Invoice) is missing

Payment Method is not yet known. Note

this in Award Comments and route to

Project Set- Up.

ACT Budget Request – Email Instructions

Please include the following on all email budget requests that go to ocgact@colorado.edu: SUBJECT LINE: - For Budgets not requiring any revision: “Basic Budget, Proposal Number, PI Name”

- For Budgets requiring a revision: “Revised Budget, Proposal Number, PI Name”

If a RUSH response is required, also indicate “RUSH” in the subject line Body of Email must include:

PI Department

Budget instructions including award amount, authorized period of performance (start and end date), and, if

applicable, instructions specifying revision

Proposed budget as an attachment

Award document as an attachment (preferred) or the InfoEd attachment name of awarded budget.

Attachments: Include the award document as an attachment to the email (preferred) or the InfoEd attachment name of awarded budget. Include proposed budget