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grantsprojects:maintenance:membergrants:grantmaint
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Grant Maintenance - GRT3010
Grants and Projects > Maintenance > Member Grants > Grant Maintenance
This tab allows fiscal agents, members, approvers, and MemberPortal users to view and maintain various details related to a specified grant year, ID, type, or member (county district) record.
Retrieve a record:
| Field | Description |
|---|---|
| Year | Type a four-digit grant year. |
| Grant ID | Begin typing a grant ID or description. As you type the data, a drop-down list of corresponding data is displayed. Select a grant ID. If the grant ID or description is not known, click  to select a grant ID from the Grant IDs lookup or press the Spacebar to view a list of grant IDs.The grant ID autosuggest list and the Grant IDs lookup is based on the Year field. For example, if you type 2020 in the Year field and tab to the Grant ID field, only active 2020 grant IDs are displayed in the autosuggest list and in the lookup. |
❏ Click Retrieve. The grant record is displayed.
If the grant information is not known, click Directory to perform a search of all active grants.
Note: If only the original transaction (first entry) exists, the Member (county district) and Grant Type fields can be edited. Once reimbursements and budget amendments are applied for a grant ID/Year, the Member (county district) and Grant Type fields can no longer be edited.
Add a record:
❏ Click Add to add a grant. At the top of the page, indicate the Year and Grant ID for the newly added grant:
| Year | Type a four-digit grant year. The grant year and ID must be a unique pair. |
|---|---|
| Grant ID | Type a grant ID. Dashes are allowed. This field can be a maximum of 20-alphanumeric characters. Or, click to select an existing grant ID from the Grant IDs lookup. The grant year and ID must be a unique pair. |
❏ Under Grant Maintenance:
For new grant IDs, enter the same year and grant ID as entered above.
| Year | Type the four-digit grant year. The grant year and ID must be a unique pair. |
|---|---|
| Grant ID | Type a grant ID. Dashes are allowed. This field can be a maximum of 20-alphanumeric characters. Or, click to select an existing grant ID from the Grant IDs lookup. The grant year and ID must be a unique pair. |
| Member | Begin typing a member name or six-digit county district number. As you type the data, a drop-down list of corresponding data is displayed. Select a member. If the member name or county district number is not known, click to select a member from the Member lookup or press the Spacebar to view a list of members. When creating a new record, only members that exist on the Grants and Projects > Tables > SSA Members > Member Information tab can be selected. |
| Grant Type | Begin typing the grant type or description. As you type the data, a drop-down list of corresponding data is displayed. Select a grant. If the grant type or description is not known, click to select a grant from the Grant Types lookup or press the Spacebar to view a list of grant types. When creating a new record, only grant types that exist on the Grants and Projects > Tables > SSA Grants > Grant Types tab can be selected. |
| Status | Click  to select a status (Active, Closed, or Canceled) for the grant. |
| Expense Account | Type the account number to be expensed for the grant. Or, in each of the account code fields, click  to select an account code component from the corresponding lookup. The selected account code component is populated in the corresponding field.The selected account code must exist in Finance file ID C. Student Activity Funds are not allowed. |
|---|
❏ Under Dates:
| Begin Date | Type the grant begin date in the MM-DD-YYYY format. Or, select a date from the calendar. |
|---|---|
| End Date | Type the grant end date in the MM-DD-YYYY format. Or, select a date from the calendar. |
❏ Under Reserve:
| Reserved Percent | Type the reserved percentage amount. Valid values are 0-100. |
|---|---|
| Reserved Amount | Type the reserved amount. This amount cannot be greater than 999,999,999.99. |
❏ Under Final Report:
| Due Date | Type the final reporting due date for the grant. This date must be after the grant End Date. |
|---|---|
| Processed Indicator | This field is read-only and is automatically updated after the final transaction is processed for the Year and Grant ID. |
The following information only displays for existing records:
❏ Under Summary:
| Total Award | The original amount of the award plus or minus any amendments that have been approved (posted) is displayed. |
|---|---|
| Reimbursements | The reimbursement amounts that have been paid are displayed. |
| Pending Reimbursements | The reimbursement amounts that have been approved but not paid are displayed. |
| Eligible Remaining | The eligible remaining amount of the award (calculated Total Award - Reimbursements and Pending Reimbursements = Eligible Remaining) is displayed. |
| Matching Funds | The total amount of matching funds is displayed. |
❏ Under Transactions, a list of transactions for the selected Year and Grant ID is displayed. The transaction list is sorted in descending order by date. The status and payment date are updated when a transaction is processed and paid.
For new grants, no transactions are displayed until you enter the budget data on the Object Maintenance tab and save the record. After the record is saved, the opening (original) entry is posted with the total award amount for all object classes.
| Detail | Click  to view the corresponding details for the transaction and any documents attached to the transaction (if applicable). You can edit, save, and submit budget adjustment requests, budget revision requests, and reimbursement requests. Depending on the transaction type and status, either the Budget Adjustment Request, Budget Revision Request, or the Reimbursement Request pop-up window opens. Note: After the final transaction is submitted for a grant year and ID, no other requests can be submitted. |
|---|
| Doc | If documents exist for the transaction,  is displayed. Click to open the Document Attachments pop-up and view the existing uploaded documents. The Document Attachments feature in this view is read-only. |
|---|---|
| Date | The transaction date is displayed. |
| Type |
The transaction type is displayed.
• Budget Adjustment - Budget Adjustment Request
|
| Status |
The transaction status is displayed.
• Canceled - The transaction was canceled (reversed or voided).
|
| Budget Amount | The transaction budget amount is displayed. If the transaction type is periodic, the budget amount is 0.00. |
| Reimbursement Amount | The transaction reimbursement amount is displayed. If the transaction type is original or amended, the reimbursement amount is 0.00. |
| Payment Date | The transaction payment date is displayed. If the transaction type is original or amended, the payment date will be blank. |
❏ Click Save.
Any changes made to this tab and the Object Maintenance tab are saved.
Other functions and features:
| Retrieve |
The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost. |
|---|---|
 |
Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. |
| Documents | View or attach supporting documentation. |
grantsprojects/maintenance/membergrants/grantmaint.1621438671.txt.gz · Last modified: 2021/05/19 10:37 (external edit)