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Home > Cost Accounting > Job Aids > Create a Reimbursable Grant Coding Structure by Using CAS Transaction
Process
This Job Aid describes the steps to set up a reimbursable Grant with a CAS transaction.
Reimbursable Grant is used when one of the following conditions is met:
Cost Accounting COAs are used for tracking and reporting
There are one or more funding sources
Revenue is earned via CORE reimbursement process Major Program, Program, Program Period Code, Funding Profile, Funding Priority, Funding line, Funding Profile Inference and budget are all required for a reimbursable Grant; therefore, these sections need to be entered together with the Header in the CAS transaction to set up a reimbursable Grant.
Create the CAS Transaction
1. Enter CAS in the Jump to Field and select Go.
2. Click Create
3. Enter the Transaction Dept code, check the Auto Numbering field, and select Continue.
4. The new CAS draft Transaction is created.
Complete the Header Section
5. Complete the Header Section.
a. Enter the Transaction Name and Transaction Description as needed in the General Information tab.
b. The Extended Description tab is optional.
c. Click Save.
Complete the Major Program Section
6. Complete the Major Program Section - only one Major Program is allowed in a CAS transaction.
a. Select the Major Program Session from the Transaction Navigator.
b. Click the triangle on the left side of the row to expand selection fields.
c. The General Information tab:
i. Enter 4 fields (*required): Department, Major Program, Name, and Short Name*.
ii. Ensure Active and Budgeting fields default to Yes.
iii. Leave Effective From/To Dates blank.
c. The General Options tab.
i. Reimbursement Status: Allowed for Reimbursement.
ii. Reimbursement Budget: 39.
iii. Reporting Basis: Accrual.
iv. Drawdown Group: Select the appropriate Drawdown Group for your department, here PMS is used as
an example.
v. Split Type: Front End Split (FES).
vi. Federal Appropriation Setup: Funding Line.
vii. All other fields are blank
d. In the Rollups tab - Enter the required statewide Major Program Class and Category. The Major Program Group and Type are optional department-defined rollups. For a non-federal grant without a CFDA number, XXXX is used as both Major Program Class and Category, and YYYY needs to be used for pass-through grants. For a Federal Grant with a CFDA number, the Prefix and Suffix of the CFDA are used as the Major Program Class and Category, respectively.
e. In the Description/Contact tab - Enter optional information.
It is recommended to enter the CAS Doc ID in the Description field to track the creation of the Major Program.
Complete the Program Section
7. Complete the Program Section - Multiple Programs are allowed for one Major Program.
a. Select the Program tab.
b. Click "+" to insert new line.
c. Enter information in the Program and Name fields
d. Toggle the arrow on the left side of the row to expand section
e. The General Information tab
i. Enter Short Name (required field with *).
ii. Ensure Active and Budgeting fields default to Yes.
f. The General Options tab
i. Reimb Status: Allowed for Reimbursement.
ii. Make sure Reimbursement Eligible is set to Yes (should default).
iii. Enter Billing Agreement Date
g. The General Options, Rollups, and Description/Contact tabs are optional for the Program.
h. Repeat steps 7.b and 7.c to enter more Programs for the Major Program if needed.
Complete the Program Phase Section
8. The Program Phase is optional for a Grant.
a. Note: A Phase needs to be entered on the PHASE table before using it for a Program.
Complete the Program Period Section
9. Complete the Program Period Section - Multiple Program Period Codes are allowed for one Major Program.
a. Select Program Period in the top tabs navigation panel.
b. Click "+" to insert new line.
c. Toggle the arrow on the left side of the row to expand section
d. In the General Information tab, enter
Program Period Name
Short Period
Infer From
Infer To
Ensure Active and Budgeting fields default to Yes.
e. The General Options tab.
i. Ensure Reimb Status: Allowed for Reimbursement.
Click Save
f. General Options, Description Contact, and Funding Identification tabs are optional for the Program Period.
g. Add more Program Period Codes if needed. Note: the Inf From/To dates cannot overlap if multiple Program Periods are used for one Major Program.
Complete the Funding Profile Section
10. Select the Funding Profile section in the tabs navigation panel.
i. Click "+' to insert new line.
a. Enter Funding Profile
b. Enter Funding Profile Name
i. Toggle the arrow on the left side of the row to expand section
c. In the General Information tab, ensure Active and Budgeting fields default to Yes.
i. The description field is optional.
d. The Reimbursement Options tab.
i. Ensure the Reimbursement Eligible field is set to Yes.
ii. Ensure Reimbursement Status is set to Allowed for Reimbursement.
Click Save.
Complete the Funding Priority Section
11. Complete Funding Priority section – multiple Funding Priorities are allowed for one Funding Profile. One funding priority is used for demonstration.
a. Select Funding Priority tab in the top tab area.
b. Click Insert New Line.
c. The General Information tab.
i. Enter the required field with * - Funding Priority, using numbers like 10, 20, or 1, 2, etc.
d. The Reimbursement Option tab.
i. Reimbursement Status: Allowed for Reimbursement
ii. Reimbursement Eligible: Yes.
Complete the Funding Line Section
12. Complete the Funding Line section – multiple Funding Lines are allowed for one Funding Priority. Here, two funding lines are created for demonstration: Funding line 1 – 50% from the federal funds, and funding line 2 – 50% from the state general fund.
a. Select Funding Line in the top tabs area.
b. Click Insert New Line to create the funding line 1 – the federal fund line. Follow steps c-g to complete the setup.
c. The Reimbursement Options tab.
i. Reimbursement Eligible: Yes
ii. Reimbursement Status: Allowed for Reimbursement.
iii. Reimbirsement Frequency: Select from the drop down menu.
iv. Reimb Output Type: Select from the drop down menu.
Generate Receivable (Generate RE only)
Generate Receivables and Cash Receipts (Generate RE and CR)
v. Reimbursement %: 100% if there is only one funding line in the funding priority. If there are multiple funding lines in the funding priority, Reimbursement % of all funding lines must sum to be 100%. The example here uses 50% for the funding line 1 and 50% for the funding line 2 for demonstration.
vi. AR Unit: ALL.
vii. Customer ID: Select appropriate customer ID for the grantor. Cost accounting customer vendor/customer ID starts with COSTAC. Wild card search COSTAC* could be utilized for a quick lookup.
viii. Billing Profile: COSTB is used for all cost accounting billing profiles.
ix. Max Reimbursement Amt: $0.00 (leave blank)
x. Bank Account Code: Leave as blank.
d. The Reimbursement tab.
i. Revenue is required.
ii. Other fields are optional.
e. The Front-End Split tab.
i. All fields are optional.
ii. Recommend to enter the Fund and Appropriation.
f. The Funding Identification tab. All fields are optional for this tab.
g. Click Insert New Line to create the funding line 2 – the state general fund line.
Follow steps h-k to complete the setup.
h. The Reimbursement Options tab.
i. Unit: leave blank.
ii. Customer ID: leave blank.
iii. Billing Profile: leave blank.
iv. Reimb Output Type: leave blank.
v. Reimb Frequency: leave blank.
vi. Reimb Status: Allowed for Reimbursement.
vii. Reimb %: 50%
viii. Max Reimb Amt: $0.00
ix. CMIA Method: None.
x. Reimb Eligible: Check the box.
xi. Bank Account Code: Leave as blank
i. The Reimbursement COA tab. Leave all fields blank.
j. The Front-End Split tab.
i. All fields are optional.
ii. Recommend to enter the Fund and Appropriation.
k. The Funding Identification tab. All fields are optional for this tab
l. Repeat step 11 to step 12 to create more Funding Priorities and Funding Lines if needed.
Complete the Funding Profile Inference Section
13. Complete Funding Profile Inference section.
a. Select Funding Profile Inference in the top tabs area.
b. Click Insert New Line.
c. Funding Profile Inference: FPI5
d. Program: Enter the program(s) created in the Program section.
e. Funding Profile: Enter the funding profile(s) created in the Funding Profile section.
f. Reimbursement Eligible: Eligible
g. Repeat step 13.b to 13.f for all programs and funding profiles.
Complete the Budget Section
14. Complete Budget section.
a. Select Budget in the top tabs area.
b. Click Insert New Line.
c. Budget Doc Code: BGPDR
d. Event Type: BG22
e. Dollar Amount: Enter the budget amount.
f. Program: Enter the program(s) created in the CAS Program section.
g. Program Period: Enter the program period created in the CAS Program Period section.
h. Funding Profile: Enter the funding profile created in the CAS Funding Profile section.
i. Funding Priority: Enter the funding priority created on the CAS Funding Priority section.
j. Repeat step 14.b – 14.i for all Programs and funding profiles/priorities.
Validate and Submit the CAS Transaction
15. Save and Validate the CAS transaction.
16. Submit the CAS transaction for approval.
Process the BGPDR Created from the CAS Transaction
17. Once the CAS transaction is approved, BGPDR transactions(s) will be created in draft for the grant budget.
a. Select the Created Transactions tab.
b. Select the BGPDR hyperlink to open the transaction.
c. The BGPDR is in the draft phase. The BGPDR needs to be validated and submitted for approval.
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