Contracts and Grants Accounting

FREQUENTLY ASKED QUESTIONS - AWARD BUDGET AND SETUP

Contracts and Grants Accounting home Award Setup Managing Award Finances Award Closeout Deficit Clearing Process Effort Reporting Training

What are the changes to Tempbudg and why wont it be used in FY’15?

There are a set of funds that the budget office refers to as Contracts and Grant funds. These funds include federal appropriation funds and financial aid funds. These two fund groups are not managed by CGA and so are not in scope for the C&G project. For all sponsored award funds managed by CGA (if you want the funds list go look at the combo edit rule for the C&G funds and you will see what nodes on the EFA_FUND tree are considered CGA funds), the departments will use the TempBudg for all budget transactions hitting fiscal year 2014 and earlier. The TempBudg will no longer be used for budget transactions for sponsored award funds starting in Fiscal Year 2015 and later. That means that any transactions posted to the June 2014 and earlier accounting periods (even if they were posted in July) will use the TempBudg and any transactions being posted to the July 2014 and later accounting periods will use the Commitment Control ledger (KK). TempBudg entries can be uploaded via the journal import process and online via the journal entry pages. Commitment Control entries can only be uploaded through the Budget Import process

How are Project and Activity IDs generated in BFS?

When a budget is submitted, the CGA Analyst begins by looking at the ChartStrings to determine whether they are free from errors, and that all the costing elements of the award (subawards, cost sharing, funding periods, etc.) are represented in the budget. Then, based on the mapping between the CF1/CF2 ChartFields with the PC ChartFields, each Chartstring is assigned a Project and Activity ID.

How will CGA determine description field value when creating new projects? Will description fields be included in the budget template?

At this time, the CGA analyst will create a description based on the chartfiled combinations that indicate a new project should be created. For example:

  1. Additional PI: Award # 2nd PI Last Name (Example: 123456 2nd PI Sailor)
  2. Different Task: Award # Task 1 PI Last Name if applicable (Example: 123456 Task 1 Sailor)

  3. Fabrication: Award # FAB Plant Fund # (Example: 123456 FAB 12345)

  4. F&A: Award # F&A Rate 1 (Example: 123456 F&A Rate 1)

Currently we are unable to include a description field in the budget template. We are researching how this might be accomplished

Is fabrication tracked in CF1 or CF2? Does it matter which CF it used to track this?

Although both CF1 and CF2 can map to a Project in BFS, best practice is to use CF1 to track Fabrication, as well as Task/Deliverable. Use CF2 to track PI/Faculty.

How can an RA request a second Cost Share or Program Income CF1 value?

Send in an email to CGA to request the additional CF1 values. CGAawards@berkeley.edu

What is a "formal contract"?

A formal contract is an agreement between the University (signed by the Sponsored Projects Office (SPO)) and a funding organization or subaward recipient. The agreement documents the terms and conditions of the award and is essential for its financial administration, as it defines allowable costs, overhead rates, payment terms, etc.

When a contract is signed, SPO sends a Phoebe Award Summary email to the Principal Investigator named on the award. Spending on the award may begin once the budget is set up in the Berkeley Financial System (BFS).

When a department is awarded a grant to pay salaries, but the grant will not allow payment of ANY benefits, can the department pay the benefits from a different fund source?

When an agency will not pay benefits, a department can charge them to a different source "after the fact". The procedure for doing so is as follows:

  1. Payroll should be set up and charged as usual.
  2. The Dept/Account/Fund/ChartField1/ChartField2 for benefits should be identified.
  3. SPO documents for set-up should indicate that benefits are to be charged to a different Dept/Account/Fund/ChartField1/ChartField2 and identify what that Dept/Account/Fund/ChartField1/ChartField2 is.
  4. CGA will invoice everything except the benefits.

What is included in Indirect Costs?

Total Costs for a sponsored award typically include both Direct Costs and Indirect Costs.

Direct Costs include:

  • Instruction
  • Sponsored Research
  • Other Sponsored Activities
  • Other Institutional Activities

Read more about Direct Costs on the SPO website.(link is external)

Indirect Costs include:

  • Building Use Allowance
  • Equipment Use Allowance/Depreciation
  • Operation and Maintenance
  • General Administration
  • Departmental Administration
  • Sponsored Project Administration
  • Library
  • Student Administration

Read more about Indirect Costs on the SPO website.

I just received the Phoebe Award Summary, but the awarded amount is substantially different from the original proposal. It will take me more than two business days to revise my spending plan - what happens if I can't meet the deadline to submit a budget?

CGA cannot complete award setup in BFS without a budget: the consequence of a delay in budget submission is a delay in activating the award fund to initiate spending. Please take the time you need to submit an accurate budget to CGA, and if the budget is correct, spending can begin two business days after submission.

Can I use CF1 as a flex field, and if so, how?

Create a CF1 with the Attribute  "Non-C&G Attribute" for use for internal tracking (i.e., not important for sponsor reporting). This CF1+attribute will not interfere with tracking cost share, fabrication, etc. and will not create a  Project value in BFS. Be sure to add a line with ZERO $ in the budget upload - this will enable CGA to add the CF1 to the mapping table.

How will campus users find the Project and Activity Status for their Awards?

Access the RA Grants WorkCenter in BFS and click Report/Queries tab and then under “Award Information” the Project Activity hyperlink to access the Project Activity Status.

Is the default Activity ID on converted awards always 01?

Existing awards converted to the new system have as many Activities (funding periods) as determined in the CF1/2 Attributing task done in early in 2014. If the converted award has only one funding period it has an Activity of 01.  If there is more than one Activity associated with the project there will be more Activity IDs.