Financial Services and Budget - Modify Awards, Projects, and Contracts (Sponsored Awards)

Purpose

The following guide is intended to show Award Setup Specialists and Award Administrators, after initial award setup is complete, how to modify awards in Oracle in the following scenarios:

Continuation and Supplemental Funding for Unrestricted Carryforward
Add Supplemental Funding to a new Award Project
Continuation Award for Restricted Carryforward
Carry Forward Prior Year Restricted Funds to the Current Year
Re-budget an Award and Project Allocation Correction
Create and add Capitalizable Project Information in Oracle
Increase Funding
Decrease Funding
Add an Internal Funding Source (Cost Share)
Process a No Cost Extension
Add or Change Project Team Members
Change Project PI, Department Administrator or Project Manager
Change of Principal Investigator for an Award
Add a Task Manager to a Project/Award
Change the Project Organization for a Project/Task with Processed Costs
Place Bill Plan on Hold
Place Revenue Plan on Hold
Remove Bill Plan from Hold
Remove Revenue Plan from Hold
Change Customer Billing Site
Edit Contract and Contract Line Dates
Edit Contract Line Amounts
Add New Contract Line
Submit Award/Contract for Approval
Withdraw Contract from Approval
Approve New or Amended Contract in Oracle
Early Termination of an Award
Close a Project

Terminology

Award: An award is the umbrella record that contains comprehensive demographic and financial information for a sponsored research agreement.

Award Funding: The total anticipated funding, both direct and indirect, per Funding Source for an award.

Award Personnel: The key members associated with an award.

Billing Events: Fixed fee monetary amounts used for billing in lieu of invoicing costs incurred.

Burdening: The process of calculating indirect expense.

Contract: A record incorporating the necessary billing attributes and revenue attributes for the generation of invoices and revenue recognition to occur for an award.

Expenditure Item: A cost transaction that includes POETAF attributes along with a transaction date and other attributes.

Funding Allocation: The proportion of total anticipated funding dedicated to a project.

Funding Sources: Funding Sources refer to the organizations or entities that provide the financial resources for a specific project(s) in an award.

Invoice Method: Billing attributes associated with one or more contract lines on a contract and used to generate sponsor invoices for the contract.

Letter of Credit (LOC): A payment method whereby the research institution is authorized to draw government funds in lieu of sending an invoice.

POETAF: An acronym that represents the most granular level of detail of a project. It is a combination of project segments that describe an expenditure item, including Project, Expenditure Organization, Expenditure Type, Task, Award, and Funding Source.

Principal Investigator: The person leading and managing the research agreement.

Project: A primary unit of work that can be broken down into one or more tasks containing demographic and financial information at a more detailed level than an award. Multiple projects may exist to differentiate among funding years, departments, PIs, physical locations, F&A rates, or purposes such as capitalizable & non-capitalizable.

Project Budget: An estimate of planned expenses.

Revenue Method: Revenue attributes associated with one or more contract lines on a contract and used to generate revenue entries for the contract.

Revenue Recognition: The process that creates revenue entries for a contract.

Sponsor: A sponsor is an organization that provides funding for a sponsored research agreement.

Task: The lowest level of a project used to organize project work into smaller, more easily manageable/reportable, units of work such as subawards and participant support.

Prerequisites

A converted Award or an Award integrated from AURA exists in Oracle.

Continuation and Supplemental Funding for Unrestricted Carryforward

This scenario applies to continuation and supplemental awards made by sponsors where the funding is being added to existing project budgets. It does not apply to cases where the new funding must be segregated into one or more separate projects (e.g., awards with restricted carryforward).

NOTE: You cannot create Project Budget in excess of the amount allocated to the Project on the Award Funding page.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Navigate to Manage Awards.

Select Show Filters and search for the award.
Select the award name/number hyperlink.

In the top right corner, select Edit.

Select the Funding whistlestop.
Under Funding Summary, highlight the Funding Allocation line to be increased.
Select the pencil icon to edit the funding. Note the total funding before modifying.

Update the Direct Funding Amount and the Indirect Funding Amount.
Under Project Funding Allocation update the project Funding Amount for all projects receiving additional funding.
Select Save and Close.

Select Validate.

A confirmation message will pop up, select OK.

Select the Review whistlestop.
Under Award Project Summary highlight the project.
Select Manage Project Budget.

Select the Current Working Version

Note: If a working version is missing then proceed as follows:

1. Select Version 1
2. Navigate to the right-hand side
3. Select Duplicate from the dropdown menu.
4. Refresh until a Current Working version is created.

Within the Edit Budget screen, select the chevron to the left of the task to re-budget.

Refresh until a Current Working version is created.

Use steps 22 through 26 only if additional categories need to be added to the budget.

Select the Actions dropdown menu.
Select Manage Assignments for Selected Tasks.

On the Manage Assignment for Selected Tasks page, search for the desired planning resource.
Select the + icon to add one or more categories to the budget. Select the funding source(s) for the Planning Resources if needed.
Select Save and Close.

Highlight a category under the task to increase funding.

Select the dropdown next to Actions.
Select Edit Period Amounts.

Enter the monetary amount that should be budgeted in the Burdened Cost field and Raw Cost field.
Select Save.

Now, still in the pop-up window, select the down arrow next to Planning Resources.
Select another category that needs to be adjusted.

Enter the new total budget amount in the Burdened Cost field and Raw Cost field total.
Select Save.
Repeat steps 32 to 35 for all other budget categories on the task that require adjustment.
Select Save and Close.

Repeat steps 21 to 37 for other tasks that require rebudgeting.
Confirm that the Cost Budget amount in the header is correct.
Select Create Baseline from the right-hand corner of the screen.

Select OK.

Select the Refresh Icon to refresh until the page displays new Current Working and Baseline versions.
Select Done.

If there are other projects that require re-budgeting, repeat steps 18 through 43 as required

Select Done.
1. Note: In many cases, when the budget is increased, the Contract Line Amount also needs to be increased. See scenario Edit Contract Line Amounts for the steps to accomplish this.

You have now completed the Continuation and Supplemental Funding for the Unrestricted Carryforward process.

Add Supplemental Funding to a new Award Project.

Follow these steps when the sponsor makes a supplemental award and the funds need to be segregated into a separate project. Another instance where this scenario applies is a continuation award that involves one or more new projects, for example, for a new co-investigator.

NOTE: You cannot create Project Budget in excess of the amount allocated to the Project on the Award Funding page.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Search for the award receiving the supplement.
Highlight the Award.
Select the Edit icon.

Navigate to the Projects train stop.
Select Create and Associate Project.

Select Template Name (select the applicable Project Template based on the type of the award and project).
Enter the project details.
Select Save and Close.

Highlight the Project.
Navigate to the Financials tab.
Select the appropriate base/rate combination from the dropdown list next to the Award Project Burden Schedule field.
Select the Create Override Burden Schedule icon.

Update the Multiplier field if needed.
Select Build Burden Schedule.

On the Warning message pop up select Yes. The Burden Schedule Build Status should update to Active.

Navigate to the Funding whistlestop.
Under Funding Summary select Add Funding.

The Type will populate to supplement.
1. Note: Use the sponsor’s identifier for the supplement if one is provided. Otherwise, number supplements in sequential order. (Note: the identifiers must be unique.)
Add the Date the sponsor awarded the supplement.
Enter the Direct Funding Amount and Indirect Funding Amount.
Under Project Funding Allocation, select the + icon.
Add the Project Name and the project number will be automatically populated. Add the Funding Amount that matches the Total Funding Amount.
Select Save and Close.

Navigate to the Review whistlestop.
Highlight the row for the supplemental project.
Select Manage Project Budget.

Select the + icon.

Enter the following:

- Name: Version 1 will default. Edit if desired
- Financial Plan Type: Sponsored Award Financial Plan Type
- Budget Creation Method: Auto-filled
- Description: Optional

Select Save and Continue.

To manage assignments, select the applicable task:

Highlight the row for task 1.
Select Actions.
Select Manage Assignments for Selected Tasks.

Use the + icon to add the desired Planning Resources (i.e., budget categories). Select the funding source(s) for the Planning Resources if needed.
Select Save and Close.

Highlight any of the Task Resources (budget categories) you added.

Select Actions.
Select Edit Period Amounts.

Enter the Raw Cost and Burdened Cost amount within the popup screen.

If both cost fields are not visible, select the View dropdown.
Select Columns.
Select Show All.
Select Save and Close.

Repeat steps (42-48) for each of the resources added, until the total matches the supplement amount.

Note: you cannot create a budget in excess of the amount allocated to the project on the Award Funding whistlestop.

Select Create Baseline to create a baseline budget.

Scroll down on the popup screen and select OK.

Select the Refresh Icon to refresh until the page displays Version 1 (Current and Original Baseline) and 2 (Current Working).
Select Done.

At this point, the Project is created but it may lack correct PI and Project Manager information. See scenario Add or Change Project Team Members for steps to update the Project Team.

Using the home icon Navigate to Contracts Management.
Select Contracts.

Enter Contract Number.
Select Search.
Select the Contract Number hyperlink.

Select the Actions dropdown.
Select Amend.

On the warning message popup, Select OK.

In the Amendment Effective Date field, enter today's date.

Navigate to the Lines tab.
On the Lines tab highlight the line to which the new project will be added.

NOTE: if the new project needs to be added to a new contract line, first see the scenario for Adding a Contract Line.

Update the Line Amount, Estimated Variable Consideration Amount, and Standalone Selling Price to the new totals. This should equal the sum of the previous total plus the supplemental funding amount created earlier.

Navigate to the Associated Projects tab.
Select the + icon.
Enter the following information:

- Project Name: Using the dropdown menu, select the supplement Project,
- Project Number: Auto populates with the project number.

Select Save and Submit.

The contract will route to the Contract Administrator for approval.

You have now completed the process of Add Supplemental Funding to a new Award Project.

Continuation Award for Restricted Carryforward

This scenario applies to continuation awards made by sponsors where carryforward between budget periods is restricted. Each budget year is assigned to a different project, each of which is assigned to a separate contract line. There are additional steps for awards converted from FAS (the University's former financial system) rather than integrated from AURA.

NOTE: You cannot create Project Budget in excess of the amount allocated to the Project on the Award Funding page.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Search for the award receiving the supplement.
Highlight the Award.
Select the Edit icon.

Navigate to the Projects train stop.
Select Create and Associate Project.

Select Template Name (select the applicable Project Template based on the type of the award and project).
Enter the project details.
Select Save and Close.

Highlight the Project.
Navigate to the Financials tab.
Select the appropriate base/rate combination from the dropdown list next to the Award Project Burden Schedule field.
Select the Create Override Burden Schedule icon.

Update the Multiplier field if needed.
Select Build Burden Schedule.

On the Warning message pop up select Yes. The Burden Schedule Build Status should update to Active.

The following steps apply to both converted and non-converted awards.

Navigate to the Funding whistlestop.
Highlight the Funding Allocation line to increase.
Select the Pencil icon to edit the funding.

Update the Direct Funding Amount and the Indirect Funding Amount.
For non-converted awards, under Project Funding Allocation update the project Funding Amount. For converted awards, first click the + icon, search for and select the Project Name or Project Number, then update the project Funding Amount.
Select Save and Close.

Select Validate.

A confirmation message will pop up, select OK.

Navigate to the Review whistlestop.
Highlight the row for the project housing the continuation funds.
Select Manage Project Budget.

Select the + icon if a budget is not already present. If present, skip to step 36.

Enter the following:

- Name: (Version 1 will default. Edit if desired),
- Financial Plan Type: (Sponsored Award Financial Plan Type)
- Budget Creation Method: (auto-filled)
- Description: (optional)

Select Save and Continue.

To add budget details:

Highlight the row for a task.
Select Actions.
Select Manage Assignments for Selected Tasks.

Use the + icon to add the desired Planning Resources (i.e., budget categories). Select the funding source(s) for the Planning Resources if needed.
Select Save and Close.

Highlight any of the Task Resources (budget categories) you added.

Select Actions.
Select Edit Period Amounts.

Enter the Raw Cost and Burdened Cost amount within the popup screen.

If both cost fields are not visible, select the View dropdown.
Select Columns.
Select Show All.
Select Save and Close.

Repeat steps 42 through 48 for each of the resources added, until the total matches the supplement amount. If other tasks require budget, repeat steps 36 through 48.

Note: you cannot create a budget in excess of the amount allocated to the project on the Award Funding whistlestop.

Select Create Baseline to create a baseline budget.

Scroll down on the popup screen and select OK.

Select the Refresh Icon to refresh until the page displays Version 1 (Current and Original Baseline) and 2 (Current Working).
Select Done.

See scenario "Add or Change Project Team Members" for steps to update the Project Team.
For converted awards, see scenario “Add New Contract Line” for steps to add a Contract Line and to increase the Contract Line amount.
For awards interfaced from AURA, see scenario “Edit Contract Line Amounts” for steps to increase the Contract Line amount.

You have now completed the Continuation award for the restricted carryforward process.

Carry Forward Prior Year Restricted Funds to the Current Year

These steps should be followed when the University receives notice from the sponsor of an award whose terms restrict carry forward that they have authorized the carry forward of funds from a prior period. The steps in Oracle commence by reducing the prior year’s project budget, followed by adjusting the funding allocated to the prior and current projects, and then with increasing the current project’s budget. The final steps are to adjust the Contract Line Amounts associated with the projects.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Enter the award number in the Search field and select the magnifying glass icon.
Select the award Name or Number hyperlink from the Search Results.

Select Edit.

Navigate to the Review whistlestop.
Under Award Project Summary highlight the project with restricted funds to carry forward.
Select Manage Project Budget.

Select the Current Working version of the budget.

Select the chevron next to Task 1 to expand the section.
Highlight the budget category to be reduced.

Select Actions.
Select Edit Period Amounts.

Reduce the category by the amount calculated outside the system. Enter the new amount in both Raw Cost and Burdened Cost.
Select Save and Close.

Repeat steps 13 through 18 for all budget categories to be reduced.

Review and confirm the new Cost Budget equals the original budget less the restricted carryforward amount.
Select Create Baseline.

Review Baseline budget details.
Select OK.

Select Done.

Navigate to Funding whistlestop.
Highlight the row for Base-001 funding.
Select the Pencil to edit.

Under Project Funding Allocation reduce the project Funding Amount for the project budget (reduced earlier).
If the next budget year's Project is not listed, select the + icon under Project Funding Allocation.
Add the next year's project from the Project Name dropdown.
Increase the new project year's Funding Amount by the carry forward amount.
Select Save and Close.

Navigate back to the Review train stop.
Under Award Project Summary highlight the new year's project.
Select Manage Project Budget.

If no budget exists, select the chevron next to the + icon. Otherwise, skip to step 39.
Select Create Budget Lines Manually.

Enter the following project budget information:

- - - Name: enter the budget version name.
    - Financial Plan Type: Sponsored Award Financial Plan Type
    - Budget Creation Method: Create Budget Lines Manually, (auto-filled)
    - Description: Enter a description, optional.

Select Save and Close.

In Edit Budget, highlight Task 1, General Expenses.

Click the Action dropdown menu.
Select Manage Assignments for Selected Tasks.

On the Manage Assignment for Selected Tasks page, search for the desired Planning Resource.
Select the Funding Source(s) for that Planning Resource if prompted.
Select the + icon to add the resource. Add additional categories and their Funding Source(s).
Select Save and Close.

Highlight the first budget category to be increased.

Select Actions.
Select Edit Period Amounts.

Increase the category by the amount calculated outside the system. Enter the new amount in both Raw Cost and Burdened Cost.

Note: You cannot create a budget in excess of the amount allocated to the project on the Award Funding whistlestop.

Select Save and Close.

Repeat steps 46 through 50 for other budget categories.

Confirm that the total Cost Budget has been increased by the carry forward amount. Select Create Baseline.

Review Baseline budget details.
Select OK.

Select Done.

Select the Home icon.

Navigate to Contract Management.
Select Contracts.

Enter the contract Number.
Select Search.
Select the contract Name or Number hyperlink from Search Results.

Select Actions.
Select Amend.

Select OK.

In the Overview tab, update the Amendment Effective Date to today's date.

Select the Lines tab.
Highlight the contract line associated with the project whose budget was reduced.
In the Details section, in the Overview tab, reduce the Line Amount, Estimated Variable Consideration Amount, and Standalone Selling Price by the restricted carryforward amount.

Repeat step 66 and 67 to increase the amounts for the Contract Line associated with the project receiving the carryforward funds.

Select Save.
Select Submit.

Add a Note to the Approver (if applicable).
Select Submit. Add a Note to Approver if desired.

The Contract will route to the Contract Administrator listed on the Contract Parties tab for approval.

You have now completed the process to carry forward the prior year's restricted funds to the current year.

Re-budget an Award and Project Allocation Correction

Use this scenario to re-budget amounts between budget categories on one or more projects and/or tasks. (Prior sponsor approval may be required.) This scenario does not apply to continuation and supplemental awards made by sponsors.

NOTE: You cannot create a Project Budget over the amount allocated to the Project on the Award Funding page.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Select Show Filters and search for the Award.
Select the award Name or Number hyperlink.

In the top right corner, select Edit.

Steps 9 through 15 are only required if rebudgeting funds between projects.

Select the Funding whistlestop.
Under Funding Summary, highlight the Funding Allocation Line to adjust.
Select the pencil icon to edit the funding.
- Note the total funding (before modifying).

Under Project Funding Allocation update the project Funding Amount.
- Repeat for other projects, as required.
Select Save and Close.

Select Validate.

A confirmation message will pop up, select OK.

Select the Review whistlestop.
Under Award Project Summary highlight the project to rebudget.
Select Manage Project Budget.

Select the Current Working Version.

Note: If a working version is missing then proceed as follows:

- 1. 1. Select Version 1
    2. Navigate to the right-hand side
    3. Select Duplicate from the dropdown menu.
    4. Refresh until a Current Working version is created.

Within the Edit Budget screen, select the chevron to the left of the task to re-budget.

Use steps 21 through 25 only if additional categories need to be added to the budget.

Select the Action dropdown menu.
Select Manage Assignments for Selected Tasks.

On the Manage Assignment for Selected Tasks page, search for the desired planning resource.
Select the Funding Source(s) if applicable. Select the + icon to add one or more categories to the budget.
Select Save and Close.

Highlight the row for a category to increase or decrease funding.

Select the dropdown next to Actions.
Select Edit Period Amounts.

Enter the monetary amount that should be budgeted in the Burdened Cost field and Raw Cost field.
Select Save.

Now, still in the pop-up window, select the down arrow next to Planning Resources.
Select another category that needs to be adjusted.

Enter the monetary amount that should be budgeted in the Burdened Cost field and Raw Cost field.
Select Save.

Repeat steps 31 to 34 for all other budget categories on the task that require adjustment.

Select Save and Close.

Repeat steps 20 to 35 for other tasks that require rebudgeting.

Confirm that the Cost Budget amount in the header is correct.
Select Create Baseline from the right-hand corner of the screen.

Select OK.

Select the Refresh Icon to refresh until the page displays a new Baseline and Current Working Version.
Select Done.

If there are other projects that require re-budgeting, repeat steps 17 through 40 as required.

When complete, select Done.

You have now completed the process to Re-budget an Award.

Create and add Capitalizable Project Information in Oracle

This scenario is specific to the addition of a new capitalizable project on an existing award, whether in response to additional funding from the sponsor or incorrect setup during award creation or conversion.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Search for the converted award receiving the supplement.
Select the Award Name or Award Number hyperlink.

Select the Edit button.

Create and Associate a Constructed Equipment Project with a Sponsored Award

Navigate to Projects whistlestop.
Select Create and Associate Project.

Select the Template Name as FEDERAL or NON-FEDERAL Capitalizable Sponsored Project.

Enter the following information:

Project Name: [variable]
Project Start Date: (Defaults to the Award Start Date)
Project Finish Date: (Defaults to the Award Close Date)
Project Organization: [variable]
Project Manager: [variable]
Funding Source: [select the sponsor]

Select Save and Close.

Add and Allocate Sponsored Funding to a Constructed Equipment Project

Select Save and Next.

In the Funding whistle stop select Add Funding.

In the Add Funding or Edit Funding popup window, enter the following information:

- Funding Source: [select if not defaulted]
- Number: [variable]
- Date: [variable]
- Direct Funding Amount: [variable]
- Indirect Funding Amount: [variable]

Select the Plus icon if the new capital project is not listed.
Select the new capital project in the Project Name field. Enter the Funding Amount allocated to the new capital project.
Select Save and Close.

Create an Initial Budget for a Constructed Equipment Project.

Navigate to the Review whistlestop.
Highlight the row for the supplemental project.
Select Manage Project Budget.

Select the + icon.

Enter the following:

Name: (Version 1 will default. Edit if desired)
Financial Plan Type: (Sponsored Award Financial Plan Type),
Budget Creation Method: (auto filled)
Description: (optional)

Select Save and Continue.

To manage assignments, select the applicable task.

Highlight the row for task 1.
Select Actions.
Select Manage Assignments for Selected Tasks.

Use the + icon to add the desired Planning Resources (i.e., budget categories). Select the funding source(s) for the Planning Resources, if needed.
Select Save and Close.

Highlight one of the Task Resources (budget categories) you added.
Select Actions.
Select Edit Period Amounts.

Enter the Raw Cost and Burdened Cost amount within the popup screen.
Select Save and Close.

Select the View dropdown if both cost fields are not visible.
Select Columns.
Select Show All.

Enter Burdened Cost and Raw Cost.
Select Save and Close.

Repeat steps 31 through 40 for each of the resources added, then repeat steps 26 through 40 for each of the projects tasks, until the total matches the supplement amount.

Select Create Baseline to create a baseline budget.

Scroll down on the popup screen and select OK.

Select the Refresh Icon to refresh until the page displays Version 1 (Current and Original Baseline) and 2 (Current Working).
Select Done.

Capital Projects Administrator Approves a Constructed Equipment Project to Change Status from Draft to Active

Navigate to the Projects module.
Select Project Financial Management.

Enter Project Name.
Select Search.
Highlight Project in the Search Results.

Select Taskbar.
Select Manage Financial Project Settings.

Navigate to Additional Information.
Update the COA Program, COA Site, and Construction/ Renovation, if applicable.
Select Save.
Select Done.

Select Taskbar.
Select Manage Project Resources.

Select Add Resource to add a PI.

Enter the following information:

- Resource
- Project Role: Principal Investigator
- From Date
- To Date
- Effort (Enter the individual's effort or leave blank)
- Allocation (Adjust the allocation or leave it as default)

Select Save and Close.

Repeat steps 58 through 60 to add the individual with the Project Manager role.

Select Save and Close. (You may also need to select Done in order to arrive at the screen in the next step of this scenario.)

Select Project Status hyperlink (Draft).

Select Submitted from the To dropdown.
Select Save and Close.

Notes:

The Project will route to the (Capital) Project Administrators listed on the Project Resources page for approval. Once approved, the project status will be Active.
It is advisable to confirm that a Capital Project Administrator has approved the project before proceeding with the next steps, or you may experience issues adding the project to a contract line.

Change the status of an Award from Draft to Active:

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select Search.
Highlight the Contract from the Search Results.

Select the Actions dropdown.
Select Amend.

On the warning message popup, Select OK.

In the Amendment Effective Date field, enter today's date.

Navigate to the Lines tab.
On the Lines tab highlight the line to which the new project will be added.

NOTE: if the new project needs to be added to a new contract line, first see the scenario for Adding a Contract Line.

Update the Line Amount, Estimated Variable Consideration Amount, and Standalone Selling Price to the new totals. This should equal the sum of the previous total plus the supplemental funding amount created earlier.

Navigate to the Associated Projects tab.
Select the + icon.
Enter the following information:

Project Name: Using the dropdown menu, select the supplement Project,
Project Number: Auto populates with the project number.

Select Save and then Submit.

Note: The contract will route to the Contract Administrator for approval.

Optional to add a Note to Approver.
Select Submit.

Review Contract Status (changes to Pending approval)

You have now completed the process to create and add a capitalizable project in Oracle Cloud

Increase Funding

Use this scenario to correct the Funding Amount on the Award Funding page when no other changes to Project Allocation or Project Budget are required. (In general, the Project Allocation and Project Budget should be updated in tandem with the steps in this scenario. This modification would be used in the event these are out of sync.)

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Search for the converted award receiving the supplement.
Select the Award Name or Award Number hyperlink.

Select the Edit button.

Navigate to the Funding whistlestop.
Highlight the applicable Funding Allocation row.
Select the pencil icon to edit the funding amount.

Update the Direct Funding Amount and/or the Indirect Funding Amount.
Select Save and Close.

Select Validate.

On the confirmation pop-up select OK.

Select Save and then select Done.

You have now completed the process to Increase Funding.

Decrease Funding

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Enter the Award Number and select the search icon.
Select the Award Name or Award Number hyperlink.

Select the Edit button.

Navigate to the Funding whistlestop.
Highlight the applicable Funding Allocation row.
Select the pencil icon to edit the funding amount.

Update the Direct Funding Amount and/or the Indirect Funding Amount.
Select Save and Close.

Select Validate.

On the confirmation pop-up select OK.

Select Save and then select Done.

You have now completed the process to Decrease Funding.

Add an Internal Funding Source (Cost Share)

Use this scenario to add Cost Share as a Funding Source when it does not already exist.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Enter the Award Number and select the search icon.
Select the Award Name or Award Number hyperlink.

Select the Edit button.

Select the Financial tab.

Scroll down to the Funding Sources section. Select Cost shared by internal resources.
Select the + icon to add an internal funding source.
Enter the following information:

Name: Internal (Never select other options for URA and CRS awards or projects)
Required By Sponsor (optional)
Approved By (optional)
Approved Date (optional)

Select Save.

Navigate to the Projects whistlestop.
Highlight the project to which the funding source will be added, then select the chevron next to the Funding Source field.
Select the Internal checkbox. (The screen will display “All” after the selection is made.)
Select Save.

Navigate to the Funding whistlestop.
Select Add Funding.

In the Add Funding popup window, enter the following information:

Budget Period: Select the funding period
Funding Source: Select the funding source (generally “Internal”)
Number: Enter a number for the funding period+source, such as '001'.
Date: Enter the beginning of the funding period
Description: Enter the funding description, optional
Direct Funding Amount: Enter the direct cost amount. After tabbing out of the Direct Funding Amount field, the Project Funding Allocation section will populate automatically for awards with a single project.

For awards with multiple projects, split the cost share amount among those projects that will have cost share budgets.

Indirect Funding Amount: Enter the indirect cost amount. This is usually 0.00 for the Cost Share.

Verify that the total obligated (direct & indirect) funding is entirely allocated among one or multiple projects. The allocated funding across projects represents the total obligated funding.

Select Save and Close.

You have now completed the process to Add an Internal funding source.

Process a No Cost Extension

Use this scenario to extend award, project, task, and contract end dates after receiving confirmation from the sponsor that the project period may be extended, or if the sponsor terms allow the University to unilaterally extend the award period.

Note: When you change any Grant-related dates (award budget period, award end, contract end, project finish, task finish) you must re-baseline the project budget.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Navigate to Manage Awards.

Select Show Filters and search for the Award.
Select the award Name or Number hyperlink.

In the top right corner, select Edit.

Select the Details whistlestop.
Select Financial.
Select the pencil icon under Budget Period.

Enter a new End Date.
Update the Close Date. This should correspond to the sponsor-defined financial report due date, not to exceed 90 days after the End Date.
Select Submit.

Select Yes on the warning message.

Select OK.

Select Save and Close.

Navigate to the Projects module.
Select Project Financial Management.

Search using the Project Name or Project Number.

Note: Remember to make sure any default search criteria is removed.

Select Search.

Highlight the Project.
Select the Taskbar.
Select Manage Financial Project Settings.

Select Edit from the Basic Information page.

Update the Finish Date to the new Award End Date plus 30 days.
Select Cascade Option as Cascade project finish date change to affected tasks.
Select Save and Close.

For awards with multiple projects, repeat steps 18 to 28 for all projects that need to be extended.

NOTE: For awards with multiple contract lines, see the scenario “Edit Contract and Contract Line Dates” for steps to update the contract.

You have now completed the steps to process a No Cost Extension on an Award.

Add or Change Project Team Members

Navigate to Projects.
Select Project Financial Management.

Select the dropdown next to Search.
Enter the Project Number in the search.
Keep the Team Member blank.
Select Search.

Select the Project in the search results.
Select the Taskbar.
Select Manage Project Resources.

Select Add Resources.

Note: personnel other than the PI listed on the Award who need access to view the Award in Oracle need to be added to at least one of the Award’s Projects in Oracle. Recommended role: Department Administrator or Project Team Member.

Enter the following information:

Resource
Project Role
From Date
To Date: (leave blank)
Effort: (Enter the individual's effort or leave blank)
Allocation: (Adjust the allocation or leave it as default)

Select Save and Close.

If there is an existing resource that is no longer applicable/active, select the arrow next to that individual's name.
Select Update (Do not select Delete or Replace).

On the Update Project Resource page, enter an end date in the To Date field.
Select Save and Close.

Select Save and Close.

You have now completed the process to add or change Project Team Members.

Change Project PI, Department Administrator or Project Manager

Follow this scenario whenever the individuals holding these three project roles changes. The steps detail how to add a new PI, etc. while retaining history of the prior PI, etc. Changes to the Project PI role in particular may require prior sponsor approval.

Navigate to Projects.
Select Project Financial Management.

Select the dropdown next to Search.
Enter the Project Number in the search.
Keep the Team Member blank.
Select Search.
Highlight the Project in the search results.

Select the Taskbar.
Select Manage Project Resources.

Select the dropdown on the tile for the current Department Administrator, Principal Investigator, or Project Manager.
Select Update. (Do not select Delete or Replace)

Enter the end date for the person in the To Date field.
Select Save and Close.

Select Add Resources.

Enter the following information:

Resource
Project Role: Department Administrator, Principal Investigator, or Project Manager
From Date: (the day after the end date for the former Department Administrator, Principal Investigator, or Project Manager)
To Date: (leave blank)
Effort: (Enter the individual's effort or leave blank)
Allocation: (Adjust the allocation or leave it as default)

Select Save and Close.

For a new Project Manager only, select the dropdown on the tile.
Select Set Primary Project Manager.

Select Save and Close.

You have now completed the process to change the Project PI, Department Administrator or Project Manager.

Change of Principal Investigator for an Award

This scenario is specific to award-level changes in the individual assigned as the PI. This change generally requires prior sponsor approval.

Navigate to Grants Management.
Select Awards.

Select the Taskbar.
Select Manage Awards.

Enter the Award Number and select the search icon.
Select the Award Name or Award Number hyperlink.

Select the Edit button.

On the Details whistlestop navigate to the Personnel tab.
Select the Person who holds the role of Principal Investigator. Enter an End Date for the current PI. Change the Credit Percentage to 0.
Select Save.

Select the + icon.
Enter the name of the new PI. In the Role field select Principal Investigator. Enter the Start Date as the day after the End Date of the former PI. Leave the End Date blank. Set Credit Percentage to 100.
Select Validate.
Select Save.

You have now completed the process to change the Principal Investigator for an award.

Add a Task Manager to a Project/Award

Use this scenario to add a Manager to a Project Task. The Task Manager will be included in the approval workflow along with the Project Manager for transactions such as Requisitions. The request to add a Task Manager will generally be initiated by the project’s department research administrator.

Navigate to Projects.
Select Project Financial Management.

Select the chevron next to Search.
Enter the Project Number in the search.
Keep the Team Member blank.
Click Search.

Select the Project in the search results.
Select the Taskbar.
Select Manage Financial Project Plan.

If the Task Manager column is not visible in the data grid, select View, then select Columns and Show All.

Select the row for the Task to which you wish to add a Task Manager.

Select Actions.
Select Manage Tasks.
Select Edit Task Details.

Select the Task Manager from the dropdown.
Select Save and Close.

Repeat steps 12 through 17 for other Project Tasks (if applicable).

Select Save and Close.

You have now completed the process of adding a Task Manager to a Project/Award.

Change the Project Organization for a Project/Task with Processed Costs

Use this scenario if ownership/management of a project is moving from one department to another, or if the original department was incorrectly assigned.

Note: “Mark expenditure items for recalculation” should only be checked if costs that are already posted need to be reassigned to the new department. The process will create credits to expense for the former department/organization and debit the new one.

Navigate to Projects.
Select Project Financial Management.

Enter the Project Name or Project Number. Leave Team Member blank.
Select Search.
Select the Project Name or Project Number hyperlink from the search results.

Select the Taskbar.
Select Manage Project and Task Organizations.

Select the + icon and enter:

Business Unit
Name
Description

Ensure the Project radio button is selected and select the Project from the dropdown list.
Ensure the All project tasks radio button is selected.
Select the new Organization from the dropdown list.

Check Mark expenditure items for recalculation only if prior cost transactions should be moved from the former department to the new department.

Select Generate Batch Lines.
Select Save and Close.
Select Submit.

Select Done.

Enter the Project Name or Project Number.
Select Search.
Select the project Name hyperlink from the search results.

Select the Taskbar.
Select Manage Financial Project Settings.

Review Basic Information and verify that the Organization has been changed.

You have now completed the process to change the Project Organization for a Project/Task with Processed Costs.

Place Bill Plan on Hold

Use this scenario to place a Contract Bill Plan on hold. While the Bill Plan is on hold, no invoices will be created for any of the Contract Lines and Projects with which the Bill Plan is associated. A situation when a Bill Plan might be put on hold is during pre-spending.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Navigate to the Billing tab.
Select the Award Bill Plan hyperlink.

From the Actions dropdown select Apply Hold.

From the Save dropdown select Save and Close. (If the Contract has multiple Bill Plans, you may or may not need to put them on hold as well.)

Navigate to the Notes tab.
Select the Plus icon hyperlink.

Enter the reason for the Bill Plan hold in the text box.
Select OK.

Select Save and Close.

You have now completed the process to Place the Bill Plan on Hold.

Place Revenue Plan on Hold

Use this scenario to place a Contract Revenue Plan on hold. While the Revenue Plan is on hold, no revenue will be generated for any of the Contract Lines and Projects with which the Revenue Plan is associated. A situation when a Revenue Plan might be put on hold is during pre-spending.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Navigate to the Billing tab.
Select the Award Revenue Plan hyperlink.

From the Actions dropdown select Apply Hold.

From the Save dropdown select Save and Close. (If the Contract has multiple Revenue Plans, you may or may not need to put them on hold as well.)

On the Billing tab select Save and Close.

Optional: enter a note on the Notes tab, as described in the Bill Plan on Hold scenario above.

You have now completed the process to Place Revenue Plan on Hold.

Remove Bill Plan from Hold

Use this scenario to remove a Contract Bill Plan from hold. As long as a Bill Plan is on hold, no invoices will be created for any of the Contract Lines and Projects with which the Bill Plan is associated. A common circumstance when a Bill Plan might be removed from hold is during the transition from pre-spending to an actual award.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Navigate to the Billing tab.
Select the Award Bill Plan hyperlink.

From the Actions dropdown select Remove Hold.

From the Save dropdown select Save and Close. (If the Contract has multiple Bill Plans, you may or may not need to remove them from hold as well.)

On the Billing tab select Save and Close.

You have now completed the process to Remove Bill Plan from Hold.

Remove Revenue Plan from Hold

Use this scenario to remove a Contract Revenue Plan from hold. As long as the Revenue Plan is on hold, no revenue will be generated for any of the Contract Lines and Projects with which the Revenue Plan is associated. A common circumstance when a Revenue Plan might be removed from hold is during the transition from pre-spending to an actual award.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Navigate to the Billing tab.
Select the Award Revenue Plan hyperlink.

From the Actions dropdown select Remove Hold.

From the Save dropdown select Save and Close. (If the Contract has multiple Revenue Plans, you may or may not need to remove them from hold as well.)

On the Billing tab select Save and Close.

You have now completed the process to Remove the Revenue Plan from Hold.

Change Customer Billing Site

Use this scenario to update the address (Billing Site) which is printed on Sponsor Invoices. Note that the Site must be added by a Sponsor Setup Specialist in advance of this scenario if it does not already exist. Instructions for doing so can be found in the Create and Maintain a Sponsor QRG.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Select Actions.
Select Amend.

Select OK.

Enter an Amendment Effective Date.

Navigate to the Billing tab.
Select the Award Bill Plan hyperlink.

Select the new Customer Billing Site from Bill-to Site dropdown.
Select Save and Close.

Select Submit.

Add a Note to the Approver (optional).
Select Submit.

The contract will route to the Contract Administrator for approval.

You have now completed the process to Change the Customer Billing Site.

Edit Contract and Contract Line Dates

Use this scenario for No Cost Extensions and other Award Date changes when there is more than one Contract Line. In those cases, changes to the Award End Date will not automatically update the Contract and Contract Line dates. Early Terminations may also apply.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Select Actions.
Select Amend.

Select OK.

Enter an Amendment Effective Date.

Navigate to the Lines tab.
Select a Line that needs to be edited.
Update the Start Date and/or End Date, as applicable.

Repeat for all lines that require date changes.

Select Save and then select Submit.

Add a Note to the Approver, if desired.
Select Submit.

The Contract will route to the Contract Administrator for approval.

You have now completed the process to edit Contract and Contract Line Dates.

Edit Contract Line Amounts

Use this scenario after receiving a Supplement or Continuation Award when the sponsor did not obligate all funding at the outset of the award. Increasing the Contract Line Amount allows the University to invoice up to the new total amount.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Select Actions.
Select Amend.

Select OK.

Enter an Amendment Effective Date.

Navigate to the Lines tab.
Select a Line that needs to be edited.
Increase or decrease the Line Amount, Estimated Variable Consideration Amount, and Standalone Selling Price. These amounts should match.

Repeat for all lines that require amount changes.

Select Save and then select Submit.

Add a Note to the Approver, if desired.
Select Submit.

The Contract will route to the Contract Administrator for approval.

You have now completed the process to edit Contract Line Amounts.

Add New Contract Line

Use this scenario in situations where one or more contract projects need to be billed separately per sponsor requirements. It also applies to contracts that require more than one type of invoicing and revenue recognition, for example, an award with cost reimbursable and fixed price components.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Select Actions.
Select Amend.

Select OK.

Enter an Amendment Effective Date.

Navigate to the Lines tab.
Select the + icon to add a new line.

Enter the

Number
Type: (accept default value "Free-form, project")
Name
Description: (optional)
Start Date
End Date

Select OK.

Scroll down to the Line Details section. In the Overview sub-tab Enter the contract line details:

Line Amount
Estimated Variable Consideration Amount
Standalone Selling Price
(The amounts should match)

Select the Ship-to Account Number and Ship-to Site in the Accounts section. These will generally match the other line(s) on the contract.

Navigate to the Billing sub-tab.

Note: In certain circumstances, additional Bill plans and/or Revenue Plans may be required, e.g., for contracts with cost-reimbursable and fixed price components. In that case, you will need to configure new Bill and Revenue Plans before proceeding with step 18.

Select Award Bill Plan from the Bill Plan dropdown and Award Revenue Plan from the Revenue Plan dropdown.
Enter a PO Number, if applicable.

Select the Associated Projects sub-tab.
Select the + icon to add a project.
Select the Project Number from the dropdown. Add additional projects, if applicable.
Select Save.

Select the Billing tab.
Select the Award Bill Plan hyperlink. (There will be more than one for “hybrid” contracts.)

Scroll to the Associated Contract Lines at the bottom of the page.
Ensure that the new Contract Line is listed. If not, use the + icon to add it.

Select Save, then Cancel.

Select the Award Revenue Plan hyperlink. (There will be more than one for “hybrid” contracts.)

In the Associated Contract Lines section, ensure that the new Contract Line is listed. If not, use the “+" icon to add it.
Select Save, then Cancel.

Select Submit for Approval from the Actions dropdown.

Add a Note to the Approver, if desired.
Select Submit.

The Contract will route to the Contract Administrator listed on the Contract Parties tab for approval.

You have now completed the process to add a New Contract Line.

Submit Award/Contract for Approval

Use this scenario after all data entry for a Contract Amendment is complete.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Select Actions.
Select Amend.

Optionally add a Note to Approver.
Select Submit.

The Contract will route to the Contract Administrator listed on the Contract Parties tab for approval.

You have now completed the process to submit the award/contract for approval.

Withdraw Contract from Approval

Use this scenario when a Contract has been submitted for approval, but additional updates need to be made to the Contract or Contract Amendment prior to approval. It can be resubmitted after updates are complete.

Navigate to Contract Management.
Select Contracts.

Enter Contract Number.
Select the Search button.
Select the Contract Number hyperlink from the search results.

Select Actions.
Select Stop Approval.

Select Yes on the Confirmation pop-up window.

You have now completed the process to Withdraw the Contract from Approval.

Approve New or Amended Contract in Oracle

Use this scenario when you are the Contract Administrator for a new or amended Contract that has been submitted for your approval. Approval is required for the Contract status to be updated to Active, and for Contract Amendment Details to be effective. (Note that the screenshots refer to the Award Specialist role. However, the Award Administrator role will have Contract Approval security in Production.)

In the upper right corner, select the Notifications icon.

Select Show All.

Select Worklist.

Select the contract.

Select the + icon to add a comment.
Review the contract details and select the Approve or Reject button as applicable.

You have now completed the process to Approve New or Amended Contract in Oracle.

Early Termination of an Award

Use this scenario when the sponsored award ends earlier than originally anticipated, for example, when a PI transfers from the University of Chicago to another institution where work on the award will continue.

Note: When you change any Grant-related dates (award budget period, award end, contract end, project finish, task finish) you must re-baseline the project budget.

Navigate to Contract Management.
Select Contracts.

Select Taskbar.
Select Manage Awards.

Enter the award number in the Search field and select the search icon.
Select the award Name or Number hyperlink from the search results.

Select Edit.

Navigate to the Financial tab.
Select the pencil icon below Budget Period.

Within the popup, update the End Date and Close Date, and set the Amendment Effective Date to today. (The Close date should be set to correspond to the sponsor-defined financial report due date, not to exceed 90 days after the End Date.)
Select Submit.

On the Warning pop-up select Yes.

On the Information pop-up select OK.

Select the Home icon.

Navigate to Projects.
Select Project Financial Management.

Select the chevron next to Search to un-collapse the menu.
Enter the Project Name or Number to terminate early.

Note: Depending on search preferences you may need to clear the Team Member field and update the Project Status field to search for All projects.

Select Search.

Select the Project Name or Number hyperlink from the search results.

Select the Taskbar.
Select Manage Financial Project Plan.

Highlight the first task and select Planned Finish Date. Update to the new finish date.

Repeat this step for additional tasks.

Select Save and Close.

Select the Taskbar.
Select Manage Financial Project Settings.

In the Basic Information section select Edit.

Update the Finish Date that appears in the popup window to reflect an early termination.
Select Save and Close.

If all project transactions have been posted, select Change Status.

In the pop-up window, change the status of To to Closed from the dropdown.

Add comments, if needed.

Select Save and Close.

Review the page to ensure the Finish Date is updated successfully.

Repeat steps 16 through 34 if the award has more than one project.

Use scenario Edit Contract and Contract Line Dates if the award has more than one contract line. (If there is a single contract line, changes to award dates will flow to the contract.)

Note: Depending on budgetary control settings, you may have to re-baseline the budget for it to accept the date changes.

You have now completed the early termination of an Award process.

Close a Project

Use this scenario when closeout activity for a project is complete.

Note: Expenditure transactions cannot post to Closed Projects, regardless of whether the transaction is within the Project Start and End Dates.

Navigate to Contract Management.
Select Contracts.

Select the chevron next to Search to un-collapse the menu.
Enter the Project Name or Number you wish to close.

Note: Depending on your search preferences you may need to clear your name out of the Team Member field and update the Project Status field to search for All projects.

Select Search.

Select the Project Name or Number hyperlink from the Search Results.

Select the Taskbar.
Select Manage Financial Project Settings.

Select Change Status.

In the pop-up window, change the status of To to Closed from the dropdown.

Add comments, if needed.

Select Save and Close.

Review the page to ensure the date is updated successfully.

Note: Depending on budgetary control settings, you may have to re-baseline the budget for it to accept the date changes.

You have now completed the process to close a Project.