Contents. Subaward 2. Kuali Coeus User Guide Subaward Section 1

Transcription

1 Subaward Document

2 Contents Subaward 2 Business Needs and Purpose... 2 Creating a New Subaward Document... 5 Create a New Subaward... 6 Access an Existing Subaward... 8 Subaward Tab Subaward Panel Funding Source Panel Contacts Panel Closeout Panel Financial Tab History of Changes Panel Invoices Panel (coming in Phase 1B) Template Information Tab Template Panel Reports Panel Template Attachments Panel Notes & Attachments Tab Subaward Actions Tab Ad Hoc Recipients Panel Route Log Panel Medusa Updating Existing Subaward e-docs Kuali Coeus User Guide Subaward Section 1

3 Subaward The Subaward document is an e-doc used to document the financial assistance or procurement agreement. The document is used to record the subaward activities which can support Institutional and government audit requirements. It is helpful to understand the trigger or circumstance that initiates the need to use the functions of the Subaward document, and the fundamentals of its life cycle when it is required, who completes it, its routing, etc. This topic covers the following sections: Overview; Completion Process; Flow Diagram; Routing and Status; Example Scenario; and links to Related Information. It is followed by subtopics containing detailed documentation on each page, section, subsection and field for this e-doc. Business Needs and Purpose The Subaward e-doc is completed whenever: you need to document information about approved & funded subawards to comply with sponsor & federal regulations that require award recipients to receive sponsor approval prior to issuing a subaward to another organization you need to view funded Subaward status information that is associated with an Award from within the e-doc The Subaward e-doc is used to: document sponsor approval of subawards on a selected award and view the status of subawards that have been funded by a selected award reference information when approving outgoing subawards to ensure compliance with sponsor and university requirements by personnel responsible for monitoring sponsored awards Policy The policy statements that pertain to this activity are: Kuali Coeus User Guide Subaward Section 2

4 Federal: Per OMB A-110 Subpart C.25.c (8), also referenced in UG 2CFR (c)(vi), recipients shall request prior approvals from Federal awarding agencies for the subaward, transfer or contracting out of any work under an award, unless described in the application and funded in the approved awards. This provision does not apply to the purchase of supplies, material, equipment or general support services. Recipients are responsible for managing and monitoring each subaward funded by the prime award. Subaward monies must be maintained and accounted for separately and in accordance with applicable federal flow-down regulations. Recipients are also required to ensure subrecipients have met audit requirements, referenced in UG 2CFR200 Subpart F. Institutional Special Cases: Each institution may have requirements regarding subawards in addition to the requirements set forth by UG 2CFR (c)(vi), and/or the sponsoring agency. If they are more restrictive, these terms and conditions may take precedence over federal and sponsor regulations. For example, if a non-federal sponsor is silent regarding prior approval for subawards, the Institution may still have a requirement for prior approval or notification that must be followed. Roles and Responsibilities The Modify Subaward role can create, modify, and view Subaward e-docs. The subaward e-doc identifies the Organization Name, Site Investigator, Start & End dates, the amount for a Subaward, and other pertinent details. The selection of an Award document as the Funding Source from within the Subaward record creates the link between the Subaward and Award documents The Subaward Requisitioner Review Approver is responsible for reviewing, disapproving, and/or approving Subawards The Requisitioner is a derived role this is the KC Person who initiated the request to initiate the subaward; their person record is maintained in the subaward document creating the derived role. The View Subaward role supports viewing the Subaward e-docs. Kuali Coeus User Guide Subaward Section 3

5 Document Layout The Subaward document is comprised of a header area and seven tabbed pages each of which contain expandable, tabbed sections/subsections, and an action button area. Figure - Subaward Document - E-Doc Components Table - Subaward - Major Components Overview Major Document Component Header area Tabbed Pages Panel Sections Action Buttons Summarized Document identification information at the top, right of the document containing both common and document-specific fields. Pages that make up the document which are accessible by clicking the folder tab for each. These are groupings of functionally related information for the purpose of display and collection and are generally designed to be completed in left-to-right order. Multiple tabbed panels within each page contain data entry/selection/display fields that can expand and collapse via hide/show buttons. Some sections contain subsections the labels for which are highlighted in a darker shade of grey. Buttons that appear at the bottom, center of the document (regardless of page), some of which are common to all e-docs, and some of which are unique to this particular document. Header After populating required information and saving a Subaward e-doc, its document header displays unique fields based upon the entries/selections you made. These provide a quick reference summary of key identifying information about each particular Subaward. Figure - Subaward Document > Document Header Unique Fields After Save Example Kuali Coeus User Guide Subaward Section 4

6 Pages The Subaward document is comprised of seven tabbed pages. A minimum number of fields required for saving the document appear on the Subaward page, with some additional requirements on some of the remaining pages. Figure - Subaward Document - Pages Layout Creating a New Subaward Document Introduction You complete the Subaward e-doc when you want to track a subcontract project by a uniquely identified record, where specific information can be referenced, including the funding award, the site investigator, the organization, the amount obligated to the subaward, the amounts invoiced against that subaward, and the funds remaining available. Scope This procedure covers: Creating a new Subaward e-doc Adding an Invoice to a Subaward e-doc (coming in Phase 1B with full functionality available in Phase 2) Updating an existing Subaward e-doc Before You Begin Before you begin this procedure, you will first need the following: Access: permissions associated with a Modify Subaward role Pre-existing Conditions: There must be an existing award to designate as the funding source in the subaward. Prerequisite Tasks: The following tasks must be completed prior to initiating this activity: Create an Award e-doc Kuali Coeus User Guide Subaward Section 5

7 Create a New Subaward 1. From the Central Admin tab, click the icon adjacent to Subawards in the Post-Award channel. Figure Subawards Add icon 2. The Subaward e-doc will open, fill in all required fields on the Document Overview panel and click at the bottom of the screen. Kuali Coeus User Guide Subaward Section 6

8 Figure Subaward Document Kuali Coeus User Guide Subaward Section 7

9 Access an Existing Subaward To open an existing Subaward e-doc: 1. From the Central Admin tab, click the search icon ( ) adjacent to Subawards in the Post-Award channel. Figure Subaward Search Icon 2. Conduct a subaward search by using any combination of the search fields. Figure Subaward Lookup Screen 3. Click the Open link that corresponds to the subaward you want to view or edit. Kuali Coeus User Guide Subaward Section 8

10 Figure Subaward Lookup Search Results NOTE: You can also access Subaward e-docs via doc search and action list buttons. Kuali Coeus User Guide Subaward Section 9

11 Create a Subaward document: 1. Enter a in the Document Overview panel. 2. From the Subaward panel, click the lookup icon for the Site Investigator field to search for, select and return the desired address book person 3. Click the lookup icon for the Subrecipient field, search for, select and return the desired Organization. 4. Use the Calendar tool to enter a Start Date. 5. Use the Calendar tool to enter an End Date. 6. Select an option from the Subaward Type field(for example, Contract). 7. Type the identification number in the Purchase Order Id field. 8. Enter a Title in the text entry field. 9. Select an option from the Status field (for example, Active). 10. Click the lookup icon for the Requisitioner User Name, select and return the desired KC person. 11. The Requisitioner s Unit number will populate to that field. If a different unit should be used, use lookup icon for the Requisitioner Unit number, select and return the value to the field. 12. Move to the Funding Source panel. Use the lookup icon to select a funding source from the Award Number field. Click to save the selection. The remaining section fields are automatically populated with associated data. 13. In the Contacts panel, use the lookup icon to search and return a value. 14. Select a Project Role for the selected Contact, and then click to save the selection to the Contacts. 15. Click at the bottom of the page. A confirmation message appears in the notification area at the top, left of the page to indicate success. The Document ID: Status field in the header area displays a unique number and SAVED as the status. Kuali Coeus User Guide Subaward Section 10

12 Complete the Financial page of a Subaward document: 1. In the History of Changes section, use the calendar icon to select an Effective Date. 2. Enter amounts for Obligated Change and Anticipated Change as is necessary. 3. Optionally, attach related files in the File Name field, and enter related textual notes in the Comments field. 4. For Modifications to an existing document: a. Use the calendar icon to select a Modification Effective Date. b. Enter a Modification ID c. Use the calendar icon to select the Period of Performance Start Date and Period of Performance End Date 5. Click to add your selections/entries as a numbered line item row in the table below. 6. Click the save button at the bottom, center of the page. If there are no invoices to add at this time, navigate to the Subaward Actions tab and either route or blanket approve the subaward document. Add an Invoice to the Subaward document (coming in Phase 1B with full functionality available in phase 2) 1. On the Financial tab, scroll to the bottom of the screen and click the add invoice button. A new Subaward Invoice page will open in a separate browser window. 2. Enter a description in the Document Overview panel. 3. Enter the invoice number in the Invoice ID field. 4. Manually enter or use the calendar icon to provide dates for the Start Date, End Date and Effective Date fields. 5. Enter the invoiced amount in the Amount Released field. 6. If desired, enter a text comment in the Comments field. 7. Use the Choose File button in the Attachment field to save the Invoice document with this entry. 8. Use the Notes and Attachments panel for additional information regarding the transaction. 9. If desired, use the Ad Hoc Recipients panel to require other users or groups review, approve or acknowledge the invoice. 10. Click the Submit or Blanket Approve button located at the bottom of the screen to route or finalize the document, depending you re your local business practices. 11. Review the updated information in the Subaward window > Financial tab > Add Invoice button. Kuali Coeus User Guide Subaward Section 11

13 Routing and Status Figure - Subaward Document Workflow Route Log Workflow Status Workflow status generally relates to approval-related actions the routing of the completed document in the system for approval. Even after approval and final disposition actions are completed, a permanent historical record of the Subaward e-doc is always accessible. Kuali Coeus User Guide Subaward Section 12

14 View e-doc Route Log To see the Route Log on a subaward or any e-doc in KC, click on the button on the KC main menu and then click the icon in the Log column that corresponds to subaward that you want to view. Figure Action List Button Document Status Document-specific status generally relates to completion-related actions the state of the document while it is in the process of being prepared prior to workflow routing for approval or blanket approval. Initiated: The subaward e-doc has been generated and data entry is in process. A Document ID and Subaward ID have been assigned. Until the subaward has been finalized, the Subaward ID number cannot be used to locate this document the record will not appear in any subaward searches. Make note of the DOCUMENT ID (located in the upper right corner of the screen) to quickly locate this subaward in process. Kuali Coeus User Guide Subaward Section 13

15 Saved: The initiated subaward e-doc has been generated with some data entry and the user has clicked the save button at the bottom of one of the pages. A Document ID and Subaward ID have been assigned. Just as with the Initiated status, until the subaward has been finalized, the Subaward ID number cannot be used to locate this document the record will not appear in any subaward searches. Make note of the DOCUMENT ID (located in the upper right corner of the screen) to quickly locate this subaward in process. Enroute: The subaward e-doc has been submitted to workflow; a user clicked the Submit button on the Subaward Actions page. The subaward can be located by either the Subaward ID number or the Document number. The subaward record now appears in the result set when searching via the Subaward module. Final The subaward e-doc has been approved. The Subaward activity Status is updated by the user throughout the project s lifecycle through editing the record. The out of the box Activity Statuses are: Active, Inactive, Closed, Archive, and Void. Figure Subaward Status Field These are configurable by the implementing institution, and the Central Administrator for the Subaward uses this field to set the status as desired. Kuali Coeus User Guide Subaward Section 14

16 Subtopics The subtopics that follow provide information about how to use each page and/or section of this e-doc, with field description tables for each field and screen shots depicting input. Subaward Tab The Subaward tab of the Subaward e-doc is the first one on the left and is by default the initial page displayed, and used to record and display basic identifying information about the subaward record. Several required fields must be populated with entries and/or selections in order to be able to navigate to subsequent pages and in order to save a draft of the document that can be completed at a later time. It includes the following panels: Document Overview Subaward Funding Source Contacts Closeout Document Overview Panel The Document Overview panel of the Subaward page appears on many e-docs. It contains one field that is required. Since this is shared, it is documented in a single location. Figure Document Overview Panel Table - Subaward Document > Subaward Page > Document Overview Section Field s Column Organization Document Number Enter a name for this document in the field of the Document Overview section The numeric document identification that may include departmental or organizational information (maximum length is 10 characters). Kuali Coeus User Guide Subaward Section 15

17 Explanation A free-form text field that explains the purpose of the document in more detail than the (maximum length is 400 characters of any type). Subaward Panel The next subsection is Subaward. To create a subaward document, the following fields are required to save the document: Subrecipient Subaward Type Status Requisition User Name Contact (at least one) Figure - Subaward Document > SubAward Page > Subaward Section Example Kuali Coeus User Guide Subaward Section 16

18 Table - Subaward Document > Subaward Page > Subaward Section Field s Field LEFT COLUMN Subaward Id Version Start Date Subaward Type Title Account ID Requisitioner User Name Archive Location Comments Obligated Amount Amount Released Cost Type Requisition ID RIGHT COLUMN Site Investigator Subrecipient End Date Purchase Order ID Status Vendor ID Requisitioner Unit Closeout Date Subaward Advance Amount Anticipated Amount Available Amount Execution Date Uniquely identifies the subaward e-doc version in KC. Automatically assigned by the system upon save. Automatically assigned (sequential numeric value) by the system Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired start date of the subaward. Required. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection Enter the title of the subaward. This is to be used for recording KFS account numbers associated with the subaward. Required field. The requester of the subaward Enter the name of the folder, drive and/or directory (local or networked) where you store related documents and electronic files. Additional descriptive information needed on the subaward The amount obligated for the subaward under the award. This does not include cost share. The Obligated Total must be equal or less than the anticipated total. This is the same as the value you entered in the field of the same name in the Invoices section (not the display-only one, but the editable one in the Add row). It is also repeated in the Invoices section The textual name of the subaward cost type as it is commonly referred to which summarized the basis of payment to the subrecipient. Number of the purchase order requisition. Use the search button to enter the name of the investigator associated with the subcontractor. Required field. Use the search button to populate the name of the subawardee. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired end date of the subaward. Enter the number for the purchase order on the subaward. Required field. Use the dropdown menu to populate the status. Type to enter a value that uniquely represents the vendor associated with this subaward The unit of the requester of the subaward Enter the date that the subaward has been closed. The amount, if any, that MSU advances to the sub-recipient so that they may begin work. Not all subawards will have advances. The amount anticipated for the subaward under the award. The Obligated Total must be equal or less than the anticipated total. Indicates the amount of money that remains available from the current subaward pool of funds. A calculation of the obligated amount less any invoices paid or in process. The date the subaward instrument is fully executed. Kuali Coeus User Guide Subaward Section 17

19 Funding Source Panel The Funding Source panel is used to select and link the Award document associated with the Subaward. After you ve added the Award, additional fields are automatically populated based on your selection, when the data are present in that Award record. Subaward information is also provided to the corresponding Award document listing it as a Subaward funded by the award. To link the award, use the Award Lookup, select and return the desired Award; the system will add a numbered line item to this section. This action can be repeated if different Awards are used as the source during the life of this Subaward. Once added, the award s basic data fields are populated automatically in this section for reference; these include Account ID, Award Status, Sponsor ID, Amount, and Final Expiration Date. Additionally, after you ve added the selected Award line item, KC automatically creates links to open the Award document in a separate browser. Or the user may navigate to the Medusa page of the Award document which enables you to view key information about related Proposals and Awards in a customizable, hierarchical view. Figure - Subaward Document > Subaward Page > Funding Source Section - Example Figure - Subaward Document > Subaward Page > Funding Source Section - When the result is returned, you must still click the Add button to save the selection to your subaward document. The yellow splat identifies that this item has not been added yet. Figure - Subaward Document > Subaward Page > Funding Source Section The Award document has been successfully added to the Funding Source panel. Kuali Coeus User Guide Subaward Section 18

20 Table - Subaward Document > Subaward Page > Funding Source Section Field s Column Award Number Account ID Award Status Sponsor ID Amount Final Expiration Date Enter the document number for the Award you want to associate with this Subaward document, or search for, select and return the value using the lookup. The Sponsor ID field will be populated automatically as a result of your selection in this field. Lookup and select the desired Award document. Elsewhere referred to as Award ID, this uniquely identifies the Award in the KC system. The Account number that identifies the pool of funds in the financial system for the Award. For MSU this will be the account number in the KFS financial system. The status of the selected/added Award document, for example, Active, inactive, closed View of the identification number for the sponsor in the KC system. View of the amount of the award, automatically populated based on selection. Brings forward the project end date from the award panel, after the award has been added. Contacts Panel The Contacts section of the Subaward page gives you a way to select a name and the type of contact that person represents. After selected, a new subsection appears that displays contact information associated with the person for reference. This lookup searches the KC Address Book. Tip: You may need to create address book documents if you want to list any internal contacts. This panel will not search the KC Person records. Figure - Subaward Document > Subaward Page > Contacts Section Example with no entries Figure - Subaward Document > Subaward Page > Contacts Section with a maintained contact. Kuali Coeus User Guide Subaward Section 19

21 Table - Subaward Document > Subaward Page > Contacts Section Field s Column Person or Organization Project Role Office Phone Required. This is a list that is prepopulated from the address book maintenance document. Populated dropdown menu from the contacts type maintenance document This information is populated based on the item selected from the address book above. This information is populated based on the item selected from the address book above. Closeout Panel The Closeout panel is used to record information related to the closing out of a Subaward. It is in this section where you have the ability to specify dates (requested, follow-up, and received) and types of closeouts (reasons and/or actions for closing out a Subaward). Additionally, you are able to add comments related to each closeout. Figure - Subaward Document > Subaward Page > Closeout Section - Example Table - Subaward Document > Subaward Page > Closeout Section Field s Field/Column Closeout Type Date Requested Date Followup Date Received Required for adding a line item. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date. Kuali Coeus User Guide Subaward Section 20

22 Financial Tab The Financial tab of the Subaward document is only accessible after you ve completed the required fields on the Subaward and saved the document without error. Two subsections, History of Changes and Invoices, are provided so that you can record and store information pertaining to subcontractor invoices, related dates and dollar value amounts (released, obligated, and available) along with anticipated changes. Electronic files can be uploaded and stored as attachments along with the information you select and enter (dates & text comments). History of Changes Panel The History of Changes panel is where the subcontract administrator will maintain the obligated and anticipate funding levels of the Subaward. Over the lifecycle of the Subaward, the administrator will update (make changes to) those amounts to create a History of Changes. Figure - Subaward Document > Financial Page > History of Changes Section Example Table - Subaward Document > Financial Page > History of Changes Section Field s Field/Column TOP OF PANEL Obligated Amount Amount Released Subaward Advance Amount Display only: Automatically udpated based on entries into the Obligated Change column field. In the case of multiple line item values, this would be the sum. Display only: This is the same as the value you entered in the field of the same name in the Invoices section. It is the sum of all invoice lines. The amount, if any, that MSU advances to the sub-recipient so that they may begin work. Not all subawards will have advances. Kuali Coeus User Guide Subaward Section 21

23 Field/Column Anticipated Amount Available Amount HISTORY OF CHANGES Effective Date Obligated Change Anticipated Change File Name Modification Effective Date Modification ID Period of Performance Start Date Period of Performance End Date Display-only: automatically updated based on entries into the Anticipated Change. The sum of all Anticipated changes from the History of Changes. Display-only: Populates from calculation of Obligated Amount less all sum of the maintained Invoiced Amounts Released. To select the date in which the funded amount is to (or has already) become effective, click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date. Add an amount if one does not already exist, otherwise, enter a negative or positive numeric value. Type to enter a dollar value. Negative amounts are acceptable type the minus symbol preceding the numeric value. Use this field to add an attachment (for example, official correspondence from the sponsor that includes information about a subaward amount). Click the Browse button to launch your Field/Column browser s File Upload window, then use it to locate the desired file on your local computer hard drive, expanding folders as necessary, then select the document file (by clicking on it once with your mouse) so that its filename appears in the File name field, then click the Open button. The File Upload window is closed and the File Name field (this field) is populated with the drive/directory/filename path you selected. Effective date of the modification. The modification number for this transaction. The start date of the subaward performance period. The end date of the subaward performance period. Invoices Panel (coming in Phase 1B) The Invoices panel is for viewing the information about Subaward invoices, related dates and amounts. The panel is read-only information. To add invoice information, click the add invoice action button at the bottom of the screen. Figure - Subaward Document > Financial Page > Invoices Section the add invoice action button is located at the bottom of the window. Kuali Coeus User Guide Subaward Section 22

24 Table 1 Subaward Document > Financial Page > Invoices Section Field s Field Read-Only Obligated Amount Amount Released Available Amount Invoices subsection Invoice ID Start Date End Date Effective Date Amount Released Invoice Status Attachment Dynamically updated based on changes, additions, and deletions to line item row fields, as calculated automatically by the KC system. This is the same as the value you entered in the field of the same name in the Invoices section (not the display-only one, but the editable one in the Add row). It is also repeated in the Invoices section for your convenience? Dynamically updated based on changes, additions, and deletions to line item row fields, as calculated automatically by the KC system. Required field. Enter the current invoice number Required field. Enter the current invoice start date Required field. Enter the current invoice end date Required field. Enter the effective date of the payment The value of the invoiced amount. Shows status of invoice, saved, enroute, final Field shows if there is an attachment that has been entered Figure - Subaward Document > Financial Page > Invoices Section with a finalized Invoice maintained. Maintain Invoice entries (coming in Phase 2) To record an invoice, From the Subaward > Financial tab, scroll to the bottom of the page and click the add invoice action button; a new tab will generate in your web browser to enter the details. The document s status will be Initiated until it is saved, and completes the approval workflow or has been blanket approved. The invoice information will then be populated to the Subaward Financial tab. The Subaward Invoice e-doc will open in a new tab in your web browser to enter the details. Be aware that when you close this invoice document, your Subaward document will still be open in the originating browser tab. Kuali Coeus User Guide Subaward Section 23

25 Figure - Subaward Document > Financial Page > Add Invoice action generates the Subaward Invoice page. The Subaward Invoice page consists of eight (8) panels: Document Overview, Subaward Invoice, Subaward Summary, Subaward Amounts, Certification, Notes & Attachments, Ad Hoc Recipients, and Route Log. The Document Overview Panel (coming in Phase 2) The Document Overview panel is a standard section that appears on most e-docs. It contains one field that is required, which appears in doc search and action list table search results. Some institutions may determine a prescribed value for entering in this field to support searches. Otherwise, enter any value to meet the requirement. Table - Document Overview fields: Field Organization Document Number Explanation Enter the number of the subcontractors invoice. The numeric document identification that may include departmental or organizational information (maximum length is 10 characters). Any additional description you may want to make about the e-doc. Kuali Coeus User Guide Subaward Section 24

26 Subaward Invoice Panel (coming in Phase 2) Enter the information from the subcontractor s invoice in this panel. The attachment field is provided to upload an electronic version of the invoice. Figure - Subaward Document > Subaward Invoice > Subaward Invoice entry panel unfilled example. Table - Subaward Invoice fields: Field Invoice ID Start Date End Date Amount Released Effective Date Comments Attachment Invoice # that is being paid Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired start date of the subaward. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired end date of the subaward. Enter the amount to be paid on the invoice To select the date in which the invoice amount is to (or has already) become effective, click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date. Enter any comments needed to describe the invoice transaction Attach any file that will help explain the invoice Figure - Subaward Document > Subaward Invoice > Subaward Invoice entry panel completed Kuali Coeus User Guide Subaward Section 25

27 Subaward Summary Panel (coming in Phase 2) This panel provides a read-only view summarizing the details of the full Subaward for reference. Figure - Subaward Document > Subaward Invoice > Subaward Summary panel of read-only information Table - Subaward Summary fields: READ ONLY Field Subaward ID Subaward Status Organization Name Full Name Title Full Name Unit Name The Subaward ID number. System automatically populates the status of the subaward from the subaward screen System automatically populates the subrecipient from the subaward screen System automatically populates the site investigator from the subaward screen System automatically populates the subaward type from the subaward screen System automatically populates the title from the subaward screen System automatically populates the requisitioner user name from the subaward screen System automatically populates home unit from the person ID entered on the subaward screen Kuali Coeus User Guide Subaward Section 26

28 Subaward Amounts Panel (coming in Phase 2) This panel provides a read-only view summarizing the financial details of the full Subaward to be used for reference. Figure - Subaward Document > Subaward Invoice > Subaward Amounts panel of read-only information. Table - Subaward Amounts fields: READ ONLY Field Obligated Amount Amount Released Available Amount System automatically populates obligated amount from the from the obligated amount on the subaward screen System automatically populates the amount released from the amount released on the subaward screen. This is the same as the total of the values that are entered in the field of the same name in the Invoices section System automatically populates the available amount released from the available amount on the subaward screen. Certification Panel (coming in Phase 2) MSU will begin using this functionality in Phase 2 of the KC Project. Kuali Coeus User Guide Subaward Section 27

29 Notes and Attachments Panel This panel provides a place for the user to add text notes or upload files relevant to the Subaward invoice. The Notes and Attachments panel displays user notes, attachments, or system-generated remarks about the document. The number of notes and/or attachments is indicated on the tab label in parentheses. Figure - Subaward Document > Subaward Invoice > Notes and Attachments panel Table - Subaward Document > Subaward Invoice > Notes and Attachments Column s Field/Column Posted Timestamp Author Note Text Attached File System generated date and time of the note or attachment. System generated name of person who wrote the note The details of the text of the note entered Choose the file to be attached to the document in KC. Ad Hoc Recipients Panel The Ad Hoc Recipients panel allows you to interrupt the normal workflow routing of the document and include individuals or groups in the routing path. Ad Hoc Routing does not supersede the normal workflow routing of the document but is in addition to the normal routing. The Ad Hoc Recipients section has two subsections: Person Requests and Ad Hoc Group Requests. Use one or both of the sections to route the document to a person, group, or both. Figure - Subaward Document > Subaward Invoice > Ad Hoc Recipients Section Kuali Coeus User Guide Subaward Section 28

30 Table - Subaward Document > Subaward Invoice > Ad Hoc Recipients Section Field s Field Action Requested Person Namespace Code Name Action the recipient is asked to perform (e.g., Approve, Acknowledge). Recipient of the requested action. Populated automatically based on your selection in the Name field. Recipient of the requested action. Route Log Panel The Route Log panel displays the workflow status details of the document. Figure - Subaward Document > Subaward Invoice > Route Log Tab ID Subsection Table - Subaward Document > Subaward Invoice > Route Log Identification Subsection Field s Field Title Type Initiator Route Status Node(s) The title assigned to the document by the user by entering text in the description field. The Document Title is intended to help the user to identify a document in a doc search or action list, not a unique identifier. Type of research administration transaction. The full name of the transaction used to identify this document type in Workflow (e.g., Disclosure). The user ID of the person who created the document. Workflow document status (e.g., Initiated). Tells you where the document is in the routing process. The steps that a document takes through the different levels of routing are also referred to as Route Nodes. This field shows the current Route Node of the document. Kuali Coeus User Guide Subaward Section 29

31 Field Created Last Modified Last Approved Finalized Time and date that the document was created. The time and date when the document was last approved by users in workflow. The time and date when the document was last approved by users in workflow. Time and date that the document reaches Final, Canceled, or Disapproved status. Subaward Invoice Action Buttons (coming in Phase 2) To complete the initiated Subaward Invoice, the e-doc must be saved and then brought to a final status by either using the submit button to put the document into workflow for approval routing or using the blanket approve option. The completed invoice will now populate on the Financial page, in the Invoices panel: Table - Subaward Document > Amount Released Page > Subaward Invoice Action Buttons Field s Field Submit Save Blanket Approve Close Cancel The document is submitted into workflow for approval. Allows the initiator of a document to save their work and close the document. The document may be retrieved from the initiator s Action List for completion and routing at a later time. Bypasses all subsequent levels of approval and immediately moves a document to final status. Signifies that the user wishes to exit the document. The system displays a message asking the user if they want to save the document before closing. No changes to Action Requests, Route Logs or document status occur as a result of a Close action. If you initiate a document and close it without saving, it is the same as canceling that document. Signifies that the user wishes to cancel the document. Kuali Coeus User Guide Subaward Section 30

32 Template Information Tab The release includes the Coeus feature to print Federal Demonstration Partnership (FDP) Subaward agreement forms from the data fields in the Subaward. Figure Template Information Panels The Template Information tab consists of three subpanels: Template, Reports (with count), and Attachments (with count). Template Panel The information provided in the Template subpanel is used to populate the FDP agreement forms. Figure - Subaward > Template Information> Template panel - new document Kuali Coeus User Guide Subaward Section 31

33 Table Template Panel Fields and their Definitions Field Name/Title SOW/Budget specified in proposal Populates the FDP Agreement form Terms & Conditions 1 as follows: Yes box checked for As specified in Sub recipient s proposal No box NOT checked for As specified in Sub recipient s proposal (Default of No ) Invoice/Payment Contact Referenced in FDP Agreement form Terms & Conditions 2. Change Request Contact Referenced in FDP Agreement form Terms & Conditions 6. No Cost Extension Contact Referenced in FDP Agreement form Terms & Conditions 9. Performance Site same as PI address? Populates on the FDP Agreement form Attachment 3B with the response for the question Is the Performance Site the Same Address as the PI address below? Parent Congressional District Populates the (Parent) Congressional District field in FDP Attachment 3B. Copyrights/Data Rights Populates in FDP Agency-Specific Attachment 2 forms Special Terms & Conditions section Copyrights field. Carry Forward Requests Sent To Populates the FDP Attachment 2 forms Special Terms & Conditions section If No, Carry forward requests must be sent to Prime Recipient s field. Applicable Program Regulations Date Populates the FDP Agency-Specific Attachment 2 form General Terms & Conditions section Applicable Program Regulations item 2. Sub Proposal Date Populates the FDP Agreement form Terms & Conditions 1 proposal dated field. Final Statement of Costs Contact Referenced in Terms and Conditions number 3 of FDP Terms and Conditions. Termination Contact Referenced in FDP Agreement form Terms & Conditions 8. Performance Site same as Org Populates on the FDP Agreement form Attachment 3B with the response for the Address? question Is the Performance Site the Same Address as Above? Sub Registered in CCR Populates on the FDP Agreement form Attachment 3B with the response for the question Sub recipient currently registered in CCR? Parent DUNS (if applicable) Populates the (Parent) DUNS NO. field in FDP Attachment 3B. Exempt from reporting exec Populates on the FDP Attachment 3B and 3B page 2 with the response for the compensation question Is Sub recipient exempt from reporting compensation? Automatic Carry Forward Populates the Automatic Carry Forward field in the FDP Agency Specific Attachments 2 forms Special Terms & Conditions section Automatic Carry Forward field. Treatment of Program Income Populates the checkbox in Attachment 2 indicating whether Program Income is Additive Additive or Other Kuali Coeus User Guide Subaward Section 32

34 Reports Panel The Reports subpanel is used to record the required reports due from the sub-recipient. Figure - Subawards > Template Information > Reports subpanel example Table - Subaward > Template Information > Reports field descriptions and Instructions Field/column name Report Type Last Update Updated By: Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Read only: Populates with the date and time the report row was added. Read only: Populates with the name of the user that added the report row. Figure - Subaward> Template Information Tab > Reports subpanel > example of maintained reports. Template Attachments Panel The Attachments panel is used to upload documents specific to the sub-recipient FDP agreement. The distributed values are: Attachment 4A, Attachment 5, Attachment 6, Budget, Scope of Work, Subaward, and Transmittal Letter. Figure - Subaward> Template Information Tab > Attachments subpanel - example Kuali Coeus User Guide Subaward Section 33

35 Table - Subawards > Template Information > Add Attachment> Field description and Instructions Field/column name Attachment Type File ID: Last Update Updated By: Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. Selections include: Attachment 4A, Attachment 5, Attachment 6, Budget, Scope of Work, Subaward, and Transmittal Letter. Required: user can enter any character in this text box (200 characters max) Click browse to use your operating system s Choose File or File Upload dialog window to locate and select the file you want to attach Read only: Populates with the date and time the row was added. Read only: Populates with the name of the user that added the row. Figure - Subaward > Template Information > Attachments > Example with attachment added. Kuali Coeus User Guide Subaward Section 34

36 Notes & Attachments Tab Like many other types of e-docs in KC, the Notes & Attachments tab is used to add notes or attachments to a Subaward e-doc. Name the Note Topic and type notes into the Note Text field and click add. For attachments, select an attachment type from the drop down menu, add a description and click to select a file. Finish by clicking. Figure Notes Panel and Attachments Panel Kuali Coeus User Guide Subaward Section 35

37 Subaward Actions Tab The Subaward Actions page houses four tabbed sections: Figure - Subaward > Subaward Actions tab > example Data Validation Panel As with other types of e-doc in KC, use this panel to check the Subaward for errors or omissions. Figure - Subaward > Subaward Actions > Data Validation panel Kuali Coeus User Guide Subaward Section 36

38 Print Panel Specify all or select portions of this Subaward document to be included in the generated FDP Agreement, and then click the [print] button to create the PDF which you can download/save and then print locally. Figure - Subaward > Subaward Actions > Print > example Kuali Coeus User Guide Subaward Section 37

39 Ad Hoc Recipients Panel With this panel CGA personnel will submit and finalize the document and include individuals or groups as necessary. Ad Hoc Routing does not supersede the normal workflow routing of the document but is in addition to the normal routing. The Ad Hoc Recipients section has two subsections: Person Requests and Ad Hoc Group Requests. Use one or both of the sections to route the document to a person, group, or both. Figure - Subaward Document > Subaward Invoice > Ad Hoc Recipients Section Table - Subaward Document > Subaward Invoice > Ad Hoc Recipients Section Field s Field Action Requested Person Namespace Code Name Action the recipient is asked to perform (e.g., Approve, Acknowledge). Recipient of the requested action. Action the recipient is asked to perform (e.g., Approve, Acknowledge). Populated automatically based on your selection in the Name field. Kuali Coeus User Guide Subaward Section 38

40 Route Log Panel The Route Log tab displays the workflow status details of the document. Figure - Subaward Document > Subaward Invoice > Route Log Tab ID Subsection Table - Subaward Document > Subaward Invoice > Route Log Identification Subsection Field s Field Title Type Initiator Route Status Node(s) Created Last Modified Last Approved Finalized Taken By For Delegator The title assigned to the document by the user by entering text in the description field. The Document Title is intended to help the user to identify a document in a doc search or action list, not a unique identifier. Type of research administration transaction. The full name of the transaction used to identify this document type in Workflow (e.g., Disclosure). The user ID of the person who created the document. Workflow document status (e.g., Initiated). Tells you where the document is in the routing process. The steps that a document takes through the different levels of routing are also referred to as Route Nodes. This field shows the current Route Node of the document. Time and date that the document was created. The time and date when the document was last approved by users in workflow. The time and date when the document was last approved by users in workflow. Time and date that the document reaches Final, Canceled, or Disapproved status. Drilldown link to view user details for the person who took the action. The For Delegator field shows the name of the person on whose behalf the Delegator has acted. Kuali Coeus User Guide Subaward Section 39

41 Field Time/Date Annotation Action Requested of Time/Date Annotation System generated date and time when the action was taken in the system. A narrative description for the subaward action. The Action field indicates whether the document is in that user or workgroup s action list or if it is pending their approval. Action requests of 'PENDING APPROVE' mean Workflow has identified other approval actions needed at this route level, but has not actually sent the document for these requests yet. Workflow routing rules have a priority attribute that determines the order in which it sends action requests. The Requested Of field displays the user name or the workgroup based on the business rule set for the document being routed. Click the workgroup link to identify members of the workgroup. One of the members of this workgroup must approve the document to route it to the next step. System generated date and time. A narrative description for subaward action Finalizing the Subaward Document To complete the Subaward entry process and bring it to final status, one of the following actions must be taken on the Subaward Actions page: Save and Submit the document into approval workflow or Save and Blanket Approve the document to bring it into final status. Kuali Coeus User Guide Subaward Section 40

42 Medusa When an Award has been associated with the Subaward (via selection in the Funding Source section), the Medusa page displays summary information for the Subaward, as well as for the associated Award in the expandable hierarchy tree, including Dates & Amounts, Award Details Recorded, and Investigators. Figure 1 Subaward Document > Medusa Page Subaward/Award Example Kuali Coeus User Guide Subaward Section 41

43 Updating Existing Subaward e-docs Once a Subaward document has been created, saved and approved into Final status, the document can be updated with new information and invoices as it progresses through the research life cycle. An existing Subaward document may be accessed via a Subaward search, the action list or doc search global buttons at the top-left of any KC screen Figure - Search Subawards from the Central Admin menu To open a Subaward e-doc from either the Unit or Central Admin tabs: 1. Click adjacent to Subawards in the Post-Award channel. 2. Enter your search criteria into the Subaward Lookup fields and then click at the bottom of the screen. 3. Scroll down to see the result set which will appear below the Lookup section once your query has been processed. Kuali Coeus User Guide Subaward Section 42

44 Figure - Subaward Lookup Screen 4. Click the open link in the Actions column to open the subaward document. Figure - Subaward Lookup > Search result example. The Subaward will display document in View mode. 5. Scroll to the bottom of the screen and click. The Subaward will open as a new version that can be edited. Kuali Coeus User Guide Subaward Section 43

45 Figure - Subaward Document > Subaward page > view only mode requires edit to start the next version. Kuali Coeus User Guide Subaward Section 44