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This document provides general instructions on how to complete and submit a Grant Fund Creation form.  For specific instructions on the content of Grant Fund Creation forms, please contact your supervisor or department.

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Table of Contents

Grant Fund Creation Form Submission

Grant Setup

Pre-Work Requirement

The Post Award Research Specialist will receive a notification from Grants & Contract Services on the fully executed award.  Department guidance should be followed to complete tasks required prior to initiating the form.

1.  Open a browser and go to the Grant Fund Creation Form link to launch the form.

2.  When prompted, enter your NinerNet credentials and click Log In.

3.  The selected form will be displayed with your Preparer ID and Name auto-populated.

4.  Select the Form Type Grant Setup from the dropdown.

5.  Click the button in the top right of the screen to retrieve previously submitted transactions or saved drafts to use as a starting point for your new transaction.  Additional guidance regarding using this feature is provided in a separate section below.

6.  Complete the required input in the Proposal Maintenance section:

a.  Enter the Proposal Code for the Grant Fund.  This number can be found on the Internal Processing Form (IPF).

b.  Select the Responsible Organization and Responsible Program from the dropdowns.  These numbers are also available on the Internal Processing Form (IPF).

c.  Enter the legal name that's given on the grant, contract or agreement documents as the Long Title.

Assumption of Risk

  • If it is Assumption of Risk (AOR), include "AOR" in the title listed on the AOR form.
  • Check FRMFUND and FTMFUND in Banner.  If "AOR" is included in the Title, send a request to finsystems@uncc.edu to have it removed. 

d.  Enter an abbreviated form of the Long Title as the Short Title.

e.  Select the Agency from the dropdown.

Agency Not Listed

If the Agency is not listed, check the FTIIDEN screen in Banner to see if it is set up as a vendor. 

  • If it is, then request that the 800# be updated to be a sponsor. 
  • If it is not, then a Grants and Contracts Administration (GCA) Post Management processor will need to create a new 800# for the Agency.
  • Once the Agency is updated in Banner it should appear in the dropdown on the form.

f.  Enter the PI ID, or type their last name in the field and select it from the values that appear.  The Principal Investigator (PI) can be found on the Internal Processing Form (IPF).

g.  Use the calendar icon to select date values for the Project Start Date, Project End Date, Budget Start Date and Budget End Date.

Multi-Year Grant Dates

For multi-year grants, the project dates should cover the entire project period, but budget dates should be within the budget period.

h.  The Status Date should be auto-populated with July 1st of the current fiscal year.

i.  Select the CFDA Number from the dropdown.  The Catalog of Federal Domestic Assistance (CFDA) number is included on the award documents for federal grants, cooperative agreements and federal pass-throughs.  The CFDA number for the corresponding agency should be selected for federal contracts.

j.  Enter the Award #/ Sponsor ID.  This is generally an external ID number used by the sponsor that can be found on the award documents.  For Assumption of Risk (AOR) grants, enter "AOR" and the date of the AOR.  For awards without a sponsor ID, the execution date should be used.

7.  Complete the required input in the Grant Maintenance section:

a.  Enter the Grant Code that was assigned in the New Grant Number tracking spreadsheet.  This will be the primary identifier for the grant.

b.  Enter the current funded amount in the Current Amount field.  This amount can be found on the award document.

c.  Enter the Maximum Amount for the project as noted on the award document.  For multi-year projects, enter the total estimated amount across all years.

d.  Select Yes or No from the Limitation of Costs dropdown.  If Yes is selected, enter Limitation of Costs Notes in the field that appears.

e.  If the project has cost share, enter the UNC Charlotte cost share commitment as the Total Recipient Share.  This value must be a whole number with two decimal places.

f.  Select Yes or No from the Pass Through dropdown.  If Yes is selected (federal awards only), choose the Prime Sponsor from the dropdown that appears.

g.  Select the Proposal Status from the dropdown.

h.  Select the Proposal Category from the dropdown.  If Other Restricted is selected, choose a Proposal Subcategory from the dropdown that appears.

 

i.  Update the Grant Status from the dropdown, if needed.  The default is Active.

j.  Select the Alternate Description from the dropdown.

k.  Select the Location for the project as defined by the award document from the dropdown.

l.  If appropriate, select the Indirect Cost Basis that matches the Indirect Cost (IDC) on the award document from the dropdown.  If there is no Facilities & Admin Charge (F&A) on the award, leave the value as Choose Indirect Cost Basis.

m.  If appropriate, select the Indirect Cost Rate that matches the Indirect Cost (IDC) on the award document from the dropdown.  If there is no Facilities & Admin Charge (F&A) on the award, leave the value as Choose Indirect Cost Rate.

n.  Select an Indirect Cost Charge Account Code from the dropdown.  F&A - Facilities & Admin Charge is the default selection.  If there is no Facilities & Admin Charge (F&A) on the award, select Choose Indirect Cost Charge as the response.

o.  If appropriate, select an Indirect Cost Distribute to Code from the dropdown.  If there is no Facilities & Admin Charge (F&A) on the award, leave the value as Choose Indirect Cost Distribute Code.

p.  If the funding is being received from one of the agencies in the PMS Code dropdown then select that value from the list otherwise leave the value as Choose PMS Code.

q.  Select an Undistributed Cash Receipt Account from the dropdown.  The default value is G11010 - Cash Awaiting Distribution.

r.  Select a Refund Clearing Account from the dropdown.  The default value is G24105 - Grant Refund Clearing.

s.  Select a Billing Address Type from the dropdown.  The default value is SP - Sponsored Programs.

t.  Enter the Billing Address Sequence Number.  The default value is 1.  Verify that this is the correct address sequence number on SOADDRQ.  This value will not always be 1.

u.  Enter the Last Invoice Sequence Number.  The default value is 0.

8.  Complete the required input in the Fund Code Maintenance section:

a.  The Fund Code is automatically populated after the Grant Code is entered at the top of the form.  Verify that this value is correct.

b.  Select the Fund Organization from the dropdown.  This should match the Lead Principal Investigator's (PI's) organization as noted in the Investigator's Box on the Internal Processing Form (IPF).

c.  Select the Fund Type from the dropdown.  The default value is 21 - Budgeted Contracts & Grants (E2).

d.  Select the Predecessor Fund from the dropdown.  MSCFED Miscellaneous Federal L4 should be selected for federal pass thru funds.

e.  Select the Unbilled A/R Account from the dropdown.

f.  Select the Revenue Account from the dropdown.

g.  Select a Bank from the dropdown list.  The default value is ST - Trust - State Treasurer.

h.  Select a Cash Receipt Bank Code from the dropdown list.  The default value is ST - Trust - State Treasurer.

9.  Complete the required input in the Research Account Fund Maintenance section:

a.  Select the Billed A/R Account from the dropdown.

10.  Complete the required input in the FOA PAL Attribute Association section:

a.  Select the Reimbursement Code from the dropdown.  If the project is cost reimbursement, either choose CRBR - Cost Reim Basic Rsch for basic research or CRAR - Cost Reim Applied Rsch for applied research.

b.  Select the Equipment Code from the dropdown list.

c.  Financial Statement Summary Code and GASB Code auto-populate based on other form entries.  No update is needed.

d.  Select the ITF Code from the dropdown list.  If the agency is federal or federal pass-through 20 - Federal Contracts, Grants and Agreements should be selected.  Select 30 - Non-Federal Contracts, Grants and Agreements for all other agency types.

e.  The Type of Sponsor paying UNC Charlotte, as defined in the award document, should be selected from the dropdown.

f.  If applicable, select the Subcontractor Code from the dropdown.  For third-party recipients, select either FROMHE - Incoming Higher Ed SubK or FROMNHE - Incoming Other Than Higher Ed SubK.

g.  Select the appropriate value from the US Resident dropdown.  If only US residents can be paid on the award then select Yes.  If there are no restrictions on the award for payment of non-US residents then select No.

h.  Select the appropriate value from the FAR Clause dropdown.  If the award has restrictions under FAR clauses then select Yes.  If no FAR clause restrictions exist for the award then select No.

i.  Select the appropriate value from the E-Verify dropdown.  If the award requires personnel paid on the award to be checked through E-Verify then select Yes.  If E-Verify use is not required in the award terms then select No.

j.  Select the appropriate value from the Classified dropdown.  If the award is considered classified then select Yes.  If classified restrictions are not in the terms of the award then select No.

k.  Select the appropriate value from the Budget Revision Approval Required dropdown.  If the award terms require the sponsor to approve budget revisions then select Yes.  If the agency does not have to approve budget revisions then select No.

l.  Select the appropriate value from the Publication Restrictions dropdown.  If the award has publication restrictions then select Yes.  If the award has no publication restrictions then select No.

m.  Select the number of Record Retention Years from the dropdown as noted in the award document.  Select INDEF if the documents should be retained indefinitely.  If the award does not indicate the number of years for record retention then select 3.  

n.  The number of days until the final invoice or report is due reduced by 15 days should be selected from the Final Due Date dropdown.

o.  If appropriate, enter Grant Notes to include in the FOATEXT field on the Banner FRAGRNT screen.  A maximum of 50 characters can be used for this note.

p.  Select the appropriate value from the Tuition Detail Code dropdown.  Yes should only be selected when the award, budget and budget narrative show paying an education award or tuition & fees.

q.  Select the appropriate value from the Health Insurance Detail Code dropdown.  Yes should only be selected when the award, budget and budget narrative show paying an education award or tuition & fees.

r.  Select the appropriate value from the Stipend Detail Code dropdown.  Yes should only be selected when the award, budget and budget narrative show participant cost/stipends.

s.  If appropriate, enter any comments in the Workflow Notes field.  This value will appear in the document Notes field within Perceptive Content.

11.  Click the button to save the form to the system for processing.  A pop-up box will appear confirming submission.  If there is a need to clear all values entered and start over, click Start New Form.

12.  Exit the form by closing the browser window.

Subfund Setup

Pre-work Requirement

Verify that the grant setup is complete in Banner prior to initiating a subfund setup form.  This is required for the flow of funds (Current, Cumulative and Maximum) to work properly.  Department guidance should be followed to complete other tasks required prior to initiating the form.

1.  Open a browser and go to the Grant Fund Creation Form link to launch the form.

2.  When prompted, enter your NinerNet credentials and click Log In.

3.  The selected form will be displayed with your Preparer ID and Name auto-populated.

4.  Select the Form Type Subfund Setup from the dropdown.

5.  Click the button in the top right of the screen to retrieve previously submitted transactions or saved drafts to use as a starting point for your new transaction.  Additional guidance regarding using this feature is provided in a separate section below.

6.  Select the Grant Code from the dropdown.

7.  The grant information will auto-populate on the form.  Scroll down to complete the fields for the subfund creation.

a.  Enter a Fund Code that is 6 digits long, begins with a 5 and contains a letter other than E or M.  The letters E and M should not be used because they are reserved for other fund needs.

b.  Select the Fund Organization from the dropdown.

c.  Enter a descriptive New Fund Title.

d.  Enter the Current Amount.

e.  New Cumulative Amount and New Maximum Amount will auto-populate after the Current Amount is entered.  These values can be updated, if appropriate.

f.  Status Date will auto-populate with the main grant value.

g.  Project Start Date will auto-populate with the main grant value.

h.  Project End Date will auto-populate with the main grant value.  If a new Project End Date is needed, exit the form and update FRAGRNT then initiate the form again.

i.  Enter the Subfund Budget Start Date and Subfund Budget End Date.

j.  Select an Indirect Cost Basis from the dropdown.  If there is no Facilities & Admin Charge (F&A) on the award, leave the value as Choose Indirect Cost Basis.

k.  Select an Indirect Cost Rate from the dropdown.  If there is no Facilities & Admin Charge (F&A) on the award, leave the value as Choose Indirect Cost Rate.

l.  Select an Indirect Cost Charge Account Code from the dropdown. If there is no Facilities & Admin Charge (F&A) on the award, leave the value as Choose Indirect Cost Charge.

m.  Select an Indirect Cost Distribute to Code from the dropdown. If there is no Facilities & Admin Charge (F&A) on the award, leave the value as Choose Indirect Cost Distribute Code.

n.  Select the appropriate value from the Tuition Detail Code dropdown.  Yes should only be selected when the award, budget and budget narrative show paying an education award or tuition & fees.

o.  Select the appropriate value from the Health Ins. Detail Code dropdown.  Yes should only be selected when the award, budget and budget narrative show paying an education award or tuition & fees.

p.  Select the appropriate value from the Stipend Detail Code dropdown.  Yes should only be selected when the award, budget and budget narrative show participant cost/stipends.

q.  If appropriate, enter any comments in the Notes field.  This value will appear in the document Notes field within Perceptive Content.

8.  Click the button to save the form to the system for processing.  A pop-up box will appear confirming submission.  If there is a need to clear all values entered and start over, click Start New Form.

9.  Exit the form by closing the browser window.

Grant Fund Creation Form Submission Using the Recall Document Feature

1.  If a defined set of form values will be used on a recurring basis, enter them on the form and then choose the  button at the bottom of the form.  The pop-up box below will appear.

2.  In order to use a previously submitted form or a saved draft as the starting point for a new request, initiate a new form and click the  button in the top right corner.

3.  A pop-up box will appear listing listing available options.  Locate the one to be used as a starting point and click the  button to the right of it.

4.  The values from the recalled form will auto-populate in the form.  Complete updates needed for the current request and click the button to route the document for approval and processing.

5.  Exit the form by closing the browser window.



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