Sponsored Research Projects User Manual Version 3.5 March 2014 FAMIS Services The Texas A&M University System . 2014 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist in accessing and utilizing information in the Sponsored Research section of Financial Accounting Management Information System (FAMIS). FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Other applications include Financial Accounting, Accounts Payable, Accounts Receivable, Purchasing and Fixed Assets. Manuals for these applications are being developed or are currently available. The materials are grouped according to Sponsored Research functions. All associated screens and processing information are included along with field descriptions. The required fields are designated by a diamond symbol (.). Data entry information (Help) can be accessed on some screen fields with the use of the PF2 key or typing an asterisk (*) or question mark (?) in the field. By utilizing the information and guidelines contained in this manual, a user should be able to access sponsor information, create and modify sponsors, proposals, awards, and projects. The FAMIS User Manuals are in a constant state of revision, due to screen updates, changes in procedures, or any one of a multitude of reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6464, or copy the page with the error, note the correction or suggestion and send it to: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843-1144 Non-College Station based: FAMIS Services The Texas A&M University System 301 Tarrow Street College Station, TX 77840-7896 Table of Contents I Introduction PAGE 001, M10, M11, Sponsored Research Menu Screens ............................................... I-9 M12, M13, S01 SPR Basic Concepts ......................................................................... I-12 Mission ..................................................................................... I-12 Research Policy ........................................................................ I-12 General .................................................................................... I-12 Types of Sponsored Agreements ............................................. I-13 Preparation and Submission of Proposals/Agreements .......... I-15 Agreements Administered by TAMRF ..................................... I-15 Costs on Federally Sponsored Agreements ............................. I-16 Direct Costs .............................................................................. I-16 Facilities and Administrative Costs .......................................... I-16 Charts ....................................................................................... I-17 II Sponsor and Researcher Information Sponsor Information Screen 4 Add/Modify Sponsor Information .................................................. II-3 Screen 5 Sponsor Contact Information ......................................................... II-7 Contact Search ......................................................................... II-7 Contact Type ............................................................................ II-8 Screen 7 Sponsor Aliases ............................................................................... II-11 Add or Drop a Sponsor Alias .................................................... II-11 Screen 8 Sponsor Classification Levels .......................................................... II-13 Screen 9 Display Sponsors by Classification Level ........................................ II-15 Screen 192 Delete a Sponsor ............................................................................ II-17 Researcher Information Screen 6 Add/Modify Researcher Information ............................................. II-19 III Project Proposal Transfers Screen 101 Create Project/Award from a Proposal .......................................... III-4 Screen 102 Create Award from a Proposal ....................................................... III-7 Screen 103 Create Proposal from Project/Award ............................................. III-9 IV Project Maintenance FRS/SPR Link FRS Screen 9 Subsidiary Ledger Grant/Contract Attributes ................................ IV-3 Table of Contents (cont’d) PAGE Project Attributes Screen 110 Add New Projects ........................................................................... IV-7 Screen 111 Add/Modify Project Information .................................................... IV-9 Definitions for Project Instrument Types ................................ IV-9 Parent-Child Projects ............................................................... IV-10 Parent-Child Relations Chart ................................................... IV-11 Indirect Cost for Parent-Child Projects .................................... IV-11 Enter Multi-Year Projects......................................................... IV-12 Screen 112 Additional Project Information ...................................................... IV-17 Award Attributes Screen 113 Award Information ......................................................................... IV-20 New Awards ............................................................................. IV-20 Existing Awards ........................................................................ IV-21 Screen 114 Researcher Award Distribution ...................................................... IV-23 Project Billing Screen 116 Project Billing Information ............................................................. IV-28 Types of Billing ......................................................................... IV-28 Prodcard 1 – Sets up the ranges for totals .............................. IV-29 Prodcard 2 – Prints on the bills ................................................ IV-30 Prodcard 3 ................................................................................ IV-30 Screen 117 Project Installment Schedules ........................................................ IV-34 Screen 118 Project Bill to Address .................................................................... IV-36 Project Tracking Screen 115 Project Reporting Requirements .................................................... IV-38 Screen 127 Project Report Tracking .................................................................. IV-40 Screen 143 Project Due/Overdue Report Tracking ........................................... IV-44 Project Special Purpose Screen 119 Add/Modify Project Researcher Information................................. IV-46 Screen 120 Enter Project Limitation of Cost Information ................................. IV-48 Screen 121 Enter Project Compliance Codes .................................................... IV-50 Screen 122 Enter Project NSF and THECB Codes .............................................. IV-52 Determination of NSF Category ............................................... IV-52 Screen 123 Enter Project Comments ................................................................ IV-55 Screen 124 Add/Update Project Activity Log .................................................... IV-57 Screen 125 Enter Project Keywords .................................................................. IV-59 Screen 128 Display Project Contact Information .............................................. IV-61 Screen 129 Add/Modify Project Contact Information ...................................... IV-63 Delete Functions Screen 190 Delete Project ................................................................................. IV-66 Screen 191 Delete Award .................................................................................. IV-68 Table of Contents (cont’d) V Project Inquiry PAGE Project Display Screen 140 Awards for a Project ....................................................................... V-4 Screen 141 High Level Summary for a Project .................................................. V-6 Screen 142 Projects for a Researcher ............................................................... V-8 Screen 144 Projects by Parent Project .............................................................. V-10 Screen 145 Projects by Keyword ....................................................................... V-12 Screen 146 Projects for a Sponsor .................................................................... V-14 Award Display Screen 147 Awards for a Researcher ................................................................ V-16 Screen 148 Awards by Sponsor ......................................................................... V-18 Accounting Display Screen 150 Project Summary by Budget Pool ................................................... V-21 Screen 151 Project Indirect Cost Information ................................................... V-24 Screen 152 Account Summary for a Project ..................................................... V-26 Screen 153 Revenue Summary for a Project ..................................................... V-29 Screen 154 Accounts for a Project .................................................................... V-31 User Defined Budget Category Screen 155 User Budget Allocation Pools ......................................................... V-34 Screen 156 Project Summary by Target Budget ............................................... V-36 Screen 157 Project Summary by User-Defined Category ................................. V-38 Screen 158 SL/SA Project Summary by Budget Pool ......................................... V-40 VI Cost Sharing Maintenance Cost Sharing Basics ......................................................................... VI-4 Mandatory vs. Non-mandatory ............................................... VI-4 Qualifying Costs ....................................................................... VI-4 Unrecovered Indirect Costs and Cost Sharing ......................... VI-5 Using Cost Share in FAMIS ....................................................... VI-5 Screen 130 Add/Modify Cost Sharing Period Information ............................... VI-6 Screen 131 Add/Modify Cost Sharing Requirement Accounts ......................... VI-9 Screen 132 Enter Cost Sharing Transactions ..................................................... VI-11 Screen 133 Delete Cost Sharing Account Requirements .................................. VI-13 Screen 134 Delete Cost Sharing Period ............................................................. VI-15 Table of Contents (cont’d) VII Cost Sharing Inquiry PAGE Screen 136 Display All Cost Sharing Periods for a Project ................................ VII-3 Screen 137 Display Cost Sharing Period Summary ........................................... VII-5 Screen 138 Browse Cost Sharing Transactions by Project, Period, and Account ............................................................................. VII-7 Screen 139 Display Cost Sharing Requirements by Account ............................ VII-9 VIII Processing Control Table Maintenance Screen 801 Indirect Cost Table.......................................................................... VIII-4 Screen 802 Indirect Distribution Table ............................................................. VIII-6 Screen 804 Federal Domestic Assistance Table ................................................ VIII-8 Screen 815 Coordinating Board Code Table ..................................................... VIII-10 Screen 816 Letter of Credit Table ..................................................................... VIII-12 Screen 807 Award Estimates by Department Table ......................................... VIII-14 Research Information Tracking by Department ...................... VIII-14 Chart of Research Information by Department ....................... VIII-15 Screen 808 Proposal Estimates by Department Table ...................................... VIII-16 Screen 809 Keyword Table Maintenance ......................................................... VIII-18 Screen 850 Personal Information...................................................................... VIII-20 Screen 860 Department Table Maintenance .................................................... VIII-24 IX System Control Record Maintenance Screen 821 Control Record Maintenance ......................................................... IX-3 Screen 882 Campus Code Change ..................................................................... IX-5 X Appendix Instructions ..................................................................................... X-3 Sponsored Research Screens List ................................................... X-9 Standard PF Keys ............................................................................ X-14 Glossary .......................................................................................... X-16 SPR Menu Screens The main menu for SPR lists the other menus that are available. This list will direct you to other menus and screens for detail Sponsor or Proposal information. 001 - SPR Main Menu Screen 001 SPR Main Menu Screen 11/04/13 13:37 FY 2014 CC 02 Screen: ___ M01 Sponsor and Researcher Menu S01 SPR System Table Menu M02 Proposal Maintenance Menu S02 Batch Submission Menu M03 Proposal Inquiry Menu M06 Entire Connection Download/Print M10 Project / Proposal Transfer Menu AFR Annual Financial Reporting M11 Project Maintenance Menu FFX Fixed Assets Module M12 Project Inquiry Menu FRS Financial Records System M13 Cost Sharing Menu GCP General Construction Projects Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Pers SOR Menu M10 - SPR Project Proposal Transfer Menu M10 SPR Project Proposal Transfer Menu 11/04/13 13:38 FY 2014 CC 02 Screen: ___ Transfer Screens 101 Project & Award Create from a Proposal 102 Award Only Create from a Proposal 103 Proposal Create from Project / Award Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next SPR Menu Screens (cont’d) Menu M11 - SPR Project Maintenance Menu M11 SPR Project Maintenance Menu 11/04/13 13:39 FY 2014 CC 02 Screen: ___ Project Maintenance Screens 110 Project Add Begin 121 Project Compliance Codes 111 Project General Information - 1 122 Project NSF and THECB Codes 112 Project General Information - 2 123 Project Comments 113 Award Information Maintenance 124 Project Note log 114 Researcher Award Distribution 125 Project Keywords 115 Project Reporting Requirements 127 Project Report Tracking 116 Project Billing Information 128 Project Contact Information 117 Project Installment Schedule 129 Project Contact Maintenance 118 Project Bill to Address 119 Project Researcher Information 190 Project Delete 120 Project Limitation of Cost 191 Award Delete Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Menu M12 - SPR Project Inquiry Menu M12 SPR Project Inquiry Menu 11/04/13 13:39 FY 2014 CC 02 Screen: ___ Project Inquiry Screens --- General Project and Award Data --- ----- Accounting Data ------------ 140 Awards for a Project 150 Project Summary By Budget Pool 141 Project High Level Summary 151 Project Indirect Cost Assessed 142 Projects for a Researcher 152 Account Summary for a Project 143 Project Due/Over Report Tracking 153 Revenue for a Project 144 Parent Project Inquiry 154 Accounts for a Project 145 Project Browse by Keyword 155 User Defined Categories 146 Projects for a Sponsor 156 Project Summ by Target Budget 147 Awards for a Researcher 157 Project Summ by User Category 148 Awards for a Sponsor 158 Project Summ by Acct/Budget Pool --- Departmental Planning Budgets -- 159 Dept Defined Profile Inquiry 160 Proj Dept Defined Budget Pool 161 Project Summ by Target Budget 162 Project Summ by User Category Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next SPR Menu Screens (cont’d) Menu M13 - SPR Cost Sharing Menu M13 SPR Cost Sharing Menu 11/04/13 13:41 FY 2014 CC 02 Screen: ___ --------Cost Sharing Maintenance---------- 130 Cost Sharing Period Maintenance 131 Cost Sharing Req. Account Maintenance 132 Cost Sharing Transaction Entry 133 Cost Sharing Req. Account Delete 134 Cost Sharing Period Delete -------- Cost Sharing Inquiry------------ 136 Cost Sharing All Period Summary 137 Cost Sharing Period Acct. Summary 138 Cost Sharing Transaction Detail 139 Cost Sharing Requirements by SL Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Menu S01 – SPR System Table Menu S01 SPR System Table Menu 11/04/13 13:42 FY 2014 CC 02 Screen: ___ * Processing Control Table Maintenance * 801 Indirect Cost Table 815 Coordinating Board Code Table 802 Distribution Code Table 816 Letter of Credit Table 804 Federal Domestic Assistance Table 805 GL Subcode Descriptions 850 Person Information 806 SL Subcode Descriptions 860 Department Table Maintenance 807 Award Estimates by Department 899 Maintain Dictionary Values 808 Proposal Estimates by Department 809 Keyword Table Maintenance * System Control Record Maintenance * 821 Control Record 882 Campus Code Change Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next SPR Basic Concepts Conducting research is an important part of the mission and core values of The Texas A&M University System. The Sponsored Research Module in FAMIS is designed to assist with the tracking and reporting of sponsored projects. The Proposal section handles the initiation of proposals, while the Projects section holds the data related to awarded projects. The following includes some annotated excerpts from the A&M University System’s policy and procedures manual which outline the basic concepts in conducting research activities. (Please see the policy in its entirety at: https://www.tamus.edu/offices/policy/policies/ Mission The Texas A&M University System was established to provide educational opportunity and service to Texas through its universities, state agencies, and health science center (HSC). We strive for the highest quality undergraduate, graduate, and professional educational programs; outreach and community enhancement services that meet the needs of individuals and organizations, and research and knowledge generation that meet our creative needs and provides the foundation for economic development in Texas. Research Policy The Chancellor shall approve procedures submitted by the CEO of each component for the implementation of research projects funded from Federal, State, commercial, gift, or specific donated funds. Initiation of Agreements It shall be the policy of the System to cooperate whenever possible, within the limits of its means and responsibilities, with individuals, government agencies, corporations or other outside parties in the solution of problems of mutual interest. The initiative for effecting such cooperative arrangements, including the establishment of grants-in-aid for the support of research work, may be assumed either by a component of the System or by an outside party. General In accepting sponsored agreements, System components are obligated to fulfill the purposes, and to meet the requirements, of the sponsored agreement. Expenditures of funds or use of resources provided by the sponsor or cost shared by the System component are governed by the sponsored agreement and System policies and regulations. SPR Basic Concepts (cont’d) Types of Sponsored Agreements Sponsored agreements are projects and activities that are supported (in whole or in part) with funds, materials, or other resources provided by sources outside the System. Sponsored agreements are included in the major functions of an institution as defined below: (1) Instruction means the teaching and training activities of an institution whether offered on a credit or noncredit basis, and whether offered through regular academic departments or separate divisions, such as a summer school division or an extension division. This term does not include the training of individuals in research techniques (commonly referred to as research training) as described in 2.1(2)(a) Sponsored research. (2) Organized research means all research and development activities of an institution that are separately budgeted and accounted for. It includes the following: (a) Sponsored research means all research and development activities that are externally sponsored by federal and non-federal agencies and organizations. This term includes activities involving the training of individuals in research techniques (commonly called research training) where such activities utilize the same facilities as other research and development activities and where such activities are not included in the instruction function. (b) University research means all research and development activities that are separately budgeted and accounted for by the institution under an internal application of institutional funds. (3) Other sponsored activities mean sponsored programs and projects which involve the performance of work other than instruction and organized research. Examples are health service projects and community service programs. Definitions of major types of sponsored agreements include the following: (1) Contracts - an award by a sponsor to procure goods or services (including research) needed by the sponsor. Contracts awarded by federal agencies are usually subject to the Federal Acquisition Regulation. (a) Cost Reimbursement Contract - a contract issued on the basis of an estimate of the cost of performing the work arrived at by negotiation between the sponsor and the contractor. The contract provides for payment to the contractor for costs actually incurred up to a ceiling amount equal to the total estimated cost stated in the contract. The contractor is normally excused from further performance after the contractor's costs reach the ceiling, unless the sponsor increases the ceiling. SPR Basic Concepts (cont’d) (b) Cost-Plus-A-Fee Contract - a cost-reimbursement contract under which the contractor is paid a fee in addition to costs incurred. The fee may be set as a fixed percentage of the total estimated cost (a cost-plus-fixed-fee contract), or it may vary depending upon specified parameters such as cost, performance or schedule incentives set at the time the contract is negotiated (a cost-plus- incentive-fee contract). Cost-plus-a-fee contracts are not normally used for sponsored agreements of the System. (c) Fixed Price Contract - a contract in which the contractor agrees to deliver or to perform the contract work within the period specified at a fixed price agreed upon in advance and payable regardless of the actual costs. (d) Fixed Price Contract With Price Revision - a fixed price contract that contains a provision for negotiating the price, sometimes either downward or upward within preset limits, after the work has been completed. (2) Grants - an award of financial assistance to accomplish a public purpose. Grants may be in the form of cash or property. The cash or property is designated by the grantor to be used for a specific educational, research, or extension project or activity, thus serving a specific interest or objective of the grantor. Grants awarded by federal agencies are subject to Office of Management and Budget (OMB) Circular A-110 and regulations established by the awarding agencies. (a) Project Grant - the most common form of grant. It provides funding for a specific project or program with a defined scope of work. Most project grants are for organized research. (b) Consortium Grant - a grant made to one institution in support of a project in which the program is carried out through a cooperative arrangement between or among the grantee institution and one or more participating institutions. (c) Demonstration Grant - a grant, generally of limited duration, made to establish or demonstrate the feasibility of a theory or approach. (d) Formula Grant - a type of grant awarded on the basis of some formula for distribution prescribed by legislation or executive directive. Examples are formula grants to agricultural experiment stations. (e) Grant-In-Aid - another name for a project grant or formula grant. (f) Step-Funded Grant - a project grant, usually for a period of three years, with the initial grant providing 100% of the funds for the first year, 2/3 of the funds for the second year and 1/3 for the third year. A year later, if the project is to be continued, the grant provides 1/3 of the funds for the second year, 1/3 for the third year and 1/3 for a fourth year. SPR Basic Concepts (cont’d) (3) Cooperative Agreement - an award of financial assistance, similar to a grant, except that "substantial involvement" is anticipated between the awarding agency and the recipient during performance of the project or activity. "Substantial involvement" means that the recipient can expect programmatic collaboration or participation from the awarding party in the management of the award. Cooperative agreements awarded by federal agencies are usually subject to the same administrative requirements as grants. Preparation and Submission of Proposals/Agreements Sponsored agreements will be conducted in accordance with the terms of a written agreement between the System component involved and the sponsor. The agreement will include, but is not limited to, the following: (1) statement of work, including specific responsibility of each party; (2) name or position of faculty or staff member directly responsible for the program; (3) the amount, terms of payment, and type of costs for which the funds may be expended; (4) F&A cost considerations; (5) provisions for progress and final reports; and (6) ownership of research results, patents, equipment, publications, and copyrights. (See System Regulation 17.02.01.) Sponsored Agreements Administered by the Texas A&M Research Foundation The Texas A&M Research Foundation (Research Foundation) is an independent, nonprofit organization affiliated with and representing the System and its components in sponsored arrangements with research sponsors from industry, government, foundations, private business organizations, and other nonprofit organizations. SPR Basic Concepts (cont’d) Allowability and Documentation of Costs on Federally Sponsored Agreements Regardless of whether they are treated as direct costs or F&A costs, the allowability of costs on sponsored agreements with federal agencies is governed by the cost accounting principles prescribed by OMB Circular A-21, Cost Principles for Educational Institutions. These cost principles are also used in determining the cost of work performed by educational institutions under subgrants, cost-reimbursement subcontracts, and other awards under federally sponsored agreements. Further, OMB Circular A-21 cost principles are used as a guide in the pricing of fixed-price or lump sum contracts and sub-contracts performed by educational institutions where estimated costs are used in determining the appropriate price. All costs charged to sponsored agreements must be adequately documented. Charges for salaries and wages must be documented by after-the-fact certifications (or individual time sheets for hourly staff and some student employees) of time or effort devoted to each sponsored agreement by each employee. The documentation of other costs, such as supplies and travel should be appropriate to the specific type of expense involved (e.g., invoices, airline and hotel receipts, etc.). Consistent Treatment of Direct Costs and Facilities and Administrative Costs of Sponsored Agreements Direct Costs Those costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity or that can be directly assigned to such activity relatively easily with a high degree of accuracy. Examples of costs charged directly to a sponsored agreement are the compensation of employees for performance of work on the project, the costs of materials expended on the project, and other items of expense incurred for the project. F&A Costs Those costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, an instructional activity or any other institutional activity. Examples of F&A costs, which were formerly referred to as indirect costs, are general administrative expenses, departmental administration, sponsored projects administration, equipment and building use allowances, and physical plant operation and maintenance. These costs represent a real expense to the institution in the performance of sponsored agreements. SPR Basic Concepts (cont’d) SPONSORED RESEARCH(SPR) ACCOUNTING(FRS) GLBALANCE SHEETOPERATINGACCOUNTSSL5122220000512222SL5123330000000128SL5123440000000128PROJECT5123445123330000000128PROJECT5122220000512222051230T://FA/DOC/WRKNPRCS/SPR/PROJECTS/PROJACCTACCOUNTSPROJECTID SPR Basic Concepts (cont’d) RELATIONSHIP OFSPR & FRSRESEARCHERSPONSORSPRFRSACCOUNT #1ACCOUNT #2BUDGETEXPENSEREVENUEPROPOSALPROJECTAWARDT:/FA/DOC/WRKNPRCS/SPR/PROJECTS/SPRCONCEPT SPR Basic Concepts (cont’d) SPONSORED RESEARCH PROJECT VIEWK:/FA/DOC/WRKNPRCS/SPR/PROJECTS/PROJCOSTSHARERevACCOUNTING(FRS) COSTSHARINGRESEARCHACCOUNTSAccount Number(1) Account Number(1) XXXXXXXXXXXXXXXXXXXXXXPROJECT IDXXXXXXXXXXPROJECT IDPI AWARDXXXXXXXXXXXXXPROJECT IDSponsoredProjectXXXXXXXXXXPROPOSALIDAWARDXXXXXXXXXXXXXAWARD # SPR Basic Concepts (cont’d) Section II Sponsor and Researcher Information Add/Modify Sponsor Information Inquiry and updates to FAMIS sponsor information are handled on Screen 4. Sponsor numbers are created to identify those agencies and institutions that support research within the TAMU System. The 7-digit number, associated with each sponsor, is assigned by the user according to guidelines set by his/her System part. A three-digit field for entering the Texas State Agency Code (Tx State Agency Cd) has been added to indicate that a sponsor is a Texas State Agency. (Examples: use 711 for TAMU and 710 for TAMUS.) FAMIS will not allow you to enter the Sponsor Code without an Agency Code. If there is no State Agency Code, you may use “999.” A Maestro identification number is required in the Maestro field. Use PF2 to select the sponsor’s ID from the search screen; if none is available you will need to request a new Maestro sponsor number from someone authorized at your entity. Request a new Maestro Sponsor Number 1. Download and complete the form: http://maestro.tamus.edu/tiki-download_wiki_attachment.php?attId=26&page=HomePage 2. Email the completed form to maestrosponsor@tamus.edu or FAX it to (979) 458-7619. TEES Research Services (TRS) will provide the Maestro Sponsor ID. This central maintenance is required to avoid duplicates and maintain standard names in Maestro. 3. Create the sponsor in FAMIS, entering the Maestro Sponsor ID received from TRS in the Maestro field on Screen 4. The Sponsor Table (file) is a shared file among FAMIS users. The changes you make for a sponsor affect all TAMUS Parts using the SPR module. Screen 4 - Sponsor Maintenance 004 Sponsor Maintenance 09/21/09 14:14 FY 2009 CC 99 Screen: ___ Sponsor: 0002515 Sponsor Name: ALAMO AREA COUNCIL OF GOVERNMENTS_______ Sponsor Long Name: ALAMO AREA COUNCIL OF GOVERNMENTS___________________________ Sponsor Type: LG State Code: TX Tx State Agency Cd: 999 Classification Levels: ______ ______ ______ ______ ______ ______ Fiscal-Year-End: 00 Maestro: 2448______ Alamo Area Council of Governments Restrictions: __________________________________________________ __________________________________________________ Added by: RxxxxxP 01/05/2006 * ----- Contacts ----- * Sel Type Name Title Phone Ext. _ PP CARLA CARSON ADM. SERVICES DIRECT 210-362-5295 Press PF9 to add/modify/view additional restrictions text. ** End of list ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Info Screen 4 – Sponsor Maintenance (cont’d) PF9 Info (Displays any additional lines of Restrictions text) 004 Sponsor Maintenance 07/09/09 09:25 FY 2009 CC 02 Screen: ___ Sponsor: 0004049 Sponsor Name: TEXAS A&M UNIV.-OFFICE OF INT'L PROGRAMS Sponsor Long Name: TEXAS A&M UNIV.-OFFICE OF INT'L PROGRAMS____________________ Sponsor Type: IN State Code: TX Tx State Agency Cd: 711 Classification Levels: ______ ______ ______ ______ ______ ______ Restrictions: __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Info Basic Steps Add Sponsors • Type a zero (0) in the Sponsor field and press . • Type a Sponsor Name and Sponsor Type in the available fields. • Enter additional data in the fields provided, as desired. • Press to record the sponsor information. Modify Sponsors • Type the sponsor’s number in the Sponsor field or type an asterisk (*) to select the desired sponsor from the displayed list in the pop-up window and press . • Make modifications as needed and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor: ? Help 7 digits Enter a FAMIS sponsor identification number. Screen Information . Sponsor Name: PF2 Help 40 characters Identify the short name or abbreviation of the sponsor. Sponsor PF2 Help 60 characters Long Name: Type the full name of the sponsor giving awards for research. This should be the same as the previous field unless the sponsor name is too lengthy for the Sponsor Name field. Screen 4 – Sponsor Maintenance (cont’d) Sponsor Type: ? Help 2 characters Identify the type of sponsor funding the project. State Code: ? Help 2 characters Include the State mail code. Example: Texas = TX. . Tx State Agency Cd: 3 digits Enter the Texas State Agency code for a sponsor that is a Texas State Agency. (Examples: 711 for TAMU and 710 for TAMUS.) If there is none, you may use “999.” Classification 6 characters each, 6 levels Levels: Indicate hierarchical classification levels available to classify sponsors. Fiscal-Year-End: PF2 Help 2 digits Signify the last month of the fiscal year for the selected sponsor. . Maestro: 10 digits Enter the identification code for the Maestro sponsor. If none is available, you will need to follow the steps for creating a new Maestro sponsor. Restrictions: 100 characters Identify any restrictions placed by the specified sponsor. Added by: 15 characters/digits Displays the FAMIS User ID of the person who added the sponsor, and the date the sponsor was added. Sel: 1 character Type an “X” and press to select and view additional contact information. Type: 1 character Identifies the function of the contact. Name: 25 characters Displays the full name of the contact. Title: 20 character Indicates the title/function of the proposal contact. Phone: 10 digits Displays the area code and phone number of the proposal contact. Ext: 4 digits Identifies the phone extension number of the specified contact. Screen 4 – Sponsor Maintenance (cont’d) Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen according to information shown on Screen 821. PF9 Additional Restriction Information Info Used to add/modify additional sponsor restriction information. This PF key can be used to toggle additional Restrictions information display on and off, if available. Enter Sponsor Contact Information Sponsor contact information may be accessed and updated on Screen 5. The fields shown represent attribute information about the sponsor's contact person. Since the original sponsor is not contacted at this level, this screen isn't often used. Screen 5 - Sponsor Contact Maintenance 005 Sponsor Contact Maintenance 02/12/09 16:23 FY 2009 CC 02 Screen: ___ Sponsor: 0004042 Contact Type: A_ BRAYER CROPSCIENCE Contact Number: 1 Delete this Contact: _ (Y/N) Name: MR. GREG GARRISON________ Title: BRAYER CROPSCIENCE_______ Address: 3333 REYNO WAY________________ ______________________________ ______________________________ City: SPRING BRANCH_______ State: TX Zip: 78070____ Phone: 830-888-4444 Ext: ____ Country: US_ Fax: ____________ >>> Press PF10 for a list of Sponsor Contacts <<< Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next List Basic Steps Add or Modify Sponsor Contacts • Type a sponsor identification number in the Sponsor field and Contact Type field and press . • Enter the name of the contact in the Name field. • Enter additional data in the available fields, as desired. • Press to record the sponsor contact information. Contact Maintenance Process Contact Search Press PF10 to display a complete list of contacts for a specified sponsor. Typing an “X” next to the appropriate contact and pressing will take you back to Screen 5 where the selected contact information will be displayed. Press to return to Screen 5 without selecting a contact. Screen 5 – Sponsor Contact Maintenance (cont’d) +---------------------------------------------------------------+ | | | Screen: ___ ** Contact List ** | | | | Sel Type Name Title | | --- ---- ------------------------- ------------------------- | | _ A MR. GREG GARRISON BRAYER CROPSCIENCE | | | | | | | | | | | | | | | | | | | | ** 1 Contacts displayed ** | +---------------------------------------------------------------+ Contact Type The contact type is used to group sponsor contacts by function. Only one contact is allowed per contact type. For example, if there are two administrative position contacts, only one would be listed under contact type "A." The second contact should be "A2"; the next should be "A3," etc. The same process applies to all contact types. Typing a question mark (?) in the Contact Type field and pressing will access a pop-up window with a list of valid contact types. Enter an “X” next to the desired contact type and press to select it and return to Screen 5. Press PF4 if you wish to return to Screen 5 without selecting a contact type. Sample contact types include the following values: +-----------------------------------------------+ | M VALUES MEANING | | - ----- ---------------------------------- | | A ADMINISTRATIVE | | A2 ADMINISTRATIVE - 2 | | A3 ADMINISTRATIVE - 3 | | BD BUDGET | | BS BUSINESS | | F FINANCIAL | | IP INTELLECTUAL PROPERTY | | P PROPERTY/INVENTORY | +-----------------------------------------------+ Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor: ? Help 7 digits Enter a FAMIS sponsor identification number. Screen 5 – Sponsor Contact Maintenance (cont’d) . Contact Type: ? Help 2 characters Identify the function of the contact. Examples: A = Administrative A2 = Administrative - 2 A3 = Administrative - 3 BD = Budget BS = Business F = Financial Screen Information Contact Number: 3 digits Displays the system assigned number given to each contact. Delete this 1 character Contact: Type “Y” to delete the contact from the sponsor information. . Name: 25 characters Identify the name of the contact person. Title: 25 characters. Indicate the title/function of the sponsor contact. Address: 30 characters (3 lines) Include the street address of the contact where correspondence should be mailed. City: 20 characters Type the name of city for the address. State: ? Help 2 characters Identify the state code for the address. Zip: 9 digits Enter the ZIP code for the address. Phone: 12 digits Include the contact’s phone number, including area code. Ext: 4 digits If needed, enter the phone extension number. Country: ? Help 3 characters Type the country code. FAX: 12 digits Provide the contact’s FAX number, if available. Screen 5 – Sponsor Contact Maintenance (cont’d) Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. PF10 Contact List List Displays a complete list of contacts for a specified sponsor. Type an “X” next to the desired contact and press to view/modify information on Screen 5. Press to return to Screen 5 without selecting a contact. Enter Sponsor Aliases An alias is a name for a specified sponsor, other than the current record name. Aliases can help locate the sponsor through a name search. Each sponsor may have several aliases. Screen 7 is used to maintain aliases for a sponsor. Each TAMUS Member has designated users who have the authority to update the Alias field for a sponsor. Screen 7 - Sponsor Alias Maintenance 007 Sponsor Alias Maintenance 02/12/09 16:31 FY 2009 CC 02 Screen: ___ Sponsor: 0004054 TX COMMISSION ON ENVIRONMENTAL QUALITY Drop Alias: TCEQ____________________________________ _ TEXAS COMMISSION ON ENVIRONMENTAL QUALIT _ TX COMMISSION OF ENVIRONMENTAL QUALITY__ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ ________________________________________ _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps Add a Sponsor Alias • Type a sponsor identification number in the Sponsor field. • Press to display any existing alias information. • Type the name of the sponsor alias and press to record. Drop a Sponsor Alias • Type “Y” in the Drop field next to the desired alias. No sponsor data is lost when an alias is dropped. • Press to confirm the drop. When a sponsor is deleted (using Screen 192), FAMIS will automatically remove all aliases that have been created for the sponsor. Screen 7 – Sponsor Alias Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor: ? Help 7 digits Enter a FAMIS sponsor identification number. Screen Information . Alias: 40 characters Enter the alias name for the sponsor, other than the current record name. Drop: 1 character Type “Y” to drop the sponsor alias from the system. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Enter Sponsor Classification Levels Entry and update of sponsor classification levels is accomplished by using Screen 8. This is used primarily for Federal sponsors to provide a hierarchical classification. For example in the screen displayed below, the “Forth Worth division of the Army Corps of Engineers” could be identified by the following hierarchy: Level 1 - DOD Level 2 - Army Level 3 - Corps Level 4 - FW Information entered on this screen may be viewed using Screen 4 or Screen 9. Screen 8 - Sponsor Levels Maintenance 008 Sponsor Levels Maintenance 02/22/05 14:14 FY 2005 CC AB Screen: ___ Sponsor: 0000008 ARMY CORPS OF ENG. - FORT WORTH TEXAS Level 1: DOD___ Level 2: ARMY__ Level 3: CORPS_ Level 4: FW____ Level 5: ______ Level 6: ______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a sponsor identification number in the Sponsor field and press to display the existing sponsor information. • Type up to 6 levels of organization for the sponsor and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor: ? Help 7 digits Enter a FAMIS sponsor identification number. Screen 8 – Sponsor Levels Maintenance (cont’d) Screen Information Level 1, 2, 3, 4, 6 characters each, 6 levels 5,6: Identify the user-defined hierarchical classification of a selected sponsor. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Sponsors by Classification Level You may display all sponsors for a level or combination of levels and sponsor type using Screen 9. If you enter only data in the Sponsor Type field, all levels for that type will be displayed. Screen 9 - Sponsor Levels Inquiry 009 Sponsor Levels Inquiry 02/12/09 16:43 FY 2009 CC 99 Screen: ___ Sponsor Type: F_ Levels: AID___ ______ ______ ______ ______ ______ ID Sponsor Name ----------------- Levels ---------------- 0xxxxx5 USAID AID 0xxxxx2 AID-BOLIVA AID BOLIVI 0xxxxx2 AID-IDCA AID IDCA 0xxxxx3 AID-IDCA-REDSO-WCA-OP AID IDCA REDSO **** End of Sponsor List **** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a Sponsor Type, and Levels if desired, and press to display a list of sponsors and their assigned levels. • Press to page through the listing. Sponsor Levels Inquiry Process Positioning the Display The sponsor levels listing may be positioned by entering one or more valid levels in the fields provided. Type in the desired levels in the Levels fields to view a list of sponsors that have been assigned to the specified levels, or leave blank to view all sponsors for the sponsor type entered in the Sponsor Type field. Sponsor Types F = FEDERAL IN = INSTITUTIONAL (TAMUS SPONSORED) LA = COUNTY AGENCIES LD = DISTRICTS, AUTHORITIES, COMMISSION LG = CITY GOVERNMENTS NC = PRIVATE NON-PROF FED FUND RES ORG NF = PRIVATE NON-PROF FOUNDATION NR = PRIVATE NON-PROF RESEARCH ORG. Screen 9 – Sponsors Levels Inquiry (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor Type: ? Help 2 characters Identify the type of sponsor funding the project. Levels: 6 characters each, 6 levels Indicate the hierarchical classification levels to narrow the display of sponsors. Screen Information ID: 7 digits Shows the FAMIS sponsor identification number. Sponsor Name: 25 characters Indicates the name of the sponsor. Levels: 6 characters Identifies the user-defined hierarchical classification level of a selected sponsor. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Delete a Sponsor Sponsors may be deleted from the system using Screen 192. However, sponsors may only be deleted if they do not have any existing projects associated with them. If there are existing projects associated with the sponsor, the message shown on the screen below will appear at the top of the window. Screen 192 - Sponsor Delete S6304 12 Project(s) exist on Campus 17 - Cannot Delete Sponsor 192 Sponsor Delete 02/13/09 08:38 FY 2009 CC 02 Screen: ___ Sponsor: 0001682 Enter 'Y' to Delete: _ Sponsor: RURAL COASTAL BEND PRIVATE INDUSTRY COUNCIL Short Name: RURAL COASTAL BEND PRIVATE INDUSTRY CNCL Sponsor Type: PP State Code: TX Basic Steps • Type a sponsor identification number in the Sponsor field and press to display existing sponsor information. • If there are no existing projects associated with the sponsor, you may type “Y” in the Delete field and press to remove the sponsor from the system. • Type “Y” in the pop-up window to confirm deletion of the specified sponsor. Sponsor Deletion Process Delete a Sponsor If there are no existing projects associated with the specified sponsor, you may type “Y” in the Delete field on Screen 192 to initiate removal of the sponsor from the system. Type a “Y” in the confirmation window to delete the specified sponsor. +---------------------------------------------+ | | | Sponsor: 0001682 RURAL COASTAL BEND PRIV | | NAME: RURAL COASTAL BEND PRIVATE INDU. | | | | Type 'Y' To Confirm Deletion | | of Sponsor 0001682 (Y/N): Y | | | +---------------------------------------------+ Screen 192 – Sponsor Delete (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor: ? Help 7 digits Enter a sponsor identification number. . Enter ‘Y’ to Delete: 1 character Type “Y” to delete the sponsor. Screen Information Sponsor: PF2 Help 60 characters Displays the full name of the sponsor to be deleted. Short Name: PF2 Help 40 characters Identifies a short name or abbreviation of the sponsor to be deleted. Sponsor Type: 2 characters Indicates the type of sponsor. State Code: 2 characters Shows the state mail code. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. Add/Modify Researcher Information Screen 6 allows update and informational inquiry about a researcher. The researcher's UIN (Universal Identification Number) is currently used as the researcher identification number. The person file for research must be set up on FRS Screen 850 before data will be displayed on this screen. Screen 6 - Researcher Maintenance 006 Researcher Maintenance 02/13/09 08:44 FY 2009 CC 99 Screen: ___ Researcher: 6uuuuuuu3 ABARR, ANTONE A PI/Researcher: _ Date Doctoral Received: __________ Member Graduate Council: _ Assistant Name: ____________________ Assistant Phone: ____________ Areas of Interest: _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ Special Instructions: ________________________________________ ________________________________________ ________________________________________ UIN: 6uu-uu-uuuu Address: Gender: M Dept/SDept: PHYS Date Hired: 01/17/06 City: St: Zip: Title Code: 7300 Phone: 979-444-7777 FAX: Adloc Part: 02 Mail Code: C4242 Acct: 133506 Suffix: E-Mail: abarraa@phys.tamu.edu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a researcher identification number in the Researcher field. If the number is not known, you may type an asterisk (*) in this field to view a list of researchers, or type part or all of the researcher’s last name to view matching researchers. • Press to display existing researcher information. • Type additional information or make modifications, as desired, and press to record the researcher information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Researcher: * Help 9 digits Enter a researcher’s UIN number. Screen Information PI/Researcher: 1 character Type “Y” in this field if the person is a PI/Researcher. Date Doctoral 10 digits Received: Enter the date the researcher received his/her doctoral degree. Screen 6 – Researcher Maintenance (cont’d) Member Graduate PF2 Help 1 character Council: Type “Y” if the researcher is a member of the graduate council. Assistant Name: PF2 Help 20 characters Identify the name of the researcher’s assistant, if any. Assistant Phone: 10 digits Provide the phone number of the researcher’s assistant, if applicable. Areas of Interest: 5 characters each Include any or the researcher’s interests/specialties. Note: this is not currently defined for system. Special PF2 Help 40 characters, 3 lines Instructions: Indicate any special instructions/items of interest for the selected researcher. UIN: 9 digits Displays the researcher's Universal Identification Number. Address: 90 characters Provides the street address of the selected researcher, as entered on Screen 850. Gender: 1 character Indicates whether the specified researcher is a male (M) or female (F). Dept/SDept: 5 characters Identifies the department or subdepartment where the researcher is employed. Date Hired: 6 digits Shows the researcher’s hire date. City: 15 characters Displays the city where the researcher resides. St: PF2 Help 2 characters Indicates the mail code of the state where the researcher resides. Zip: 9 digits Identifies the ZIP code for the researcher’s mailing address. Title Code: PF2 Help 4 digits Identifies the position held by the researcher within the TAMU system. Phone: 10 digits Provides the researcher's phone number. FAX: 10 digits Shows the researcher’s FAX number. Screen 6 – Researcher Maintenance (cont’d) Adloc Part: PF2 Help 2 digits As defined by BPP. Mail Code: PF2 Help 5 digits Identifies the researcher’s campus mail stop code. Adloc Acct: 6 digits Shows the adloc account, as defined by BPP. Suffix: 1 character Displays the suffix assigned to the adloc account, as defined by BPP. E-Mail: 30 characters Identifies the researcher’s email address, if available. Additional Functions PF KEYS See Appendix for explanation of standard PF keys. PF5 Next Next Goes to the next screen that follows according to information on Screen 821. Screen 6 – Researcher Maintenance (cont’d) Section III Project Proposal Transfers SPR Project Proposal Transfer Menu You can find the screens that are needed to transfer project and award information to and from on-line proposals by viewing Menu M10. This menu lists the available project/proposal transfer screens for the SPR application functions. These transfer screens eliminate the extra work that would otherwise be required when an award is made from a proposal established in FAMIS. There are two transfers from a proposal to an award: 1. creates both the project and the first award 2. creates an award to an existing project In addition, you have the ability to create a proposal from an existing project or award. Again, this can eliminate a lot of entry work when you put out a proposal for a second award. Menu M10 - SPR Project Proposal Transfer Menu M10 SPR Project Proposal Transfer Menu 02/13/09 08:47 FY 2009 CC 99 Screen: ___ Transfer Screens 101 Project & Award Create from a Proposal 102 Award Only Create from a Proposal 103 Proposal Create from Project / Award Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Create Project/Award from a Proposal FAMIS makes it possible for you to create a new project and its first award from an existing on- line proposal. You may use Screen 101 to give a system assigned project number or you may assign your own number to the project. This screen will also provide information on the type of project you are creating. Before you can create a project or an award from a proposal, the proposal status must be set to “A” or “F” on Screen 11. This screen is only used to create new projects and their first award. If a project already exists for a proposal, or an award has already been entered on the system, you should use Screen 111 to work with the existing project. Screen 101 - Project/Award Create from Proposal 101 Project/Award Create from Proposal 02/13/09 09:00 FY 2009 CC 99 Screen: ___ Proposal: 0900084 Version: ___ WESTLAND CARDIOVASCULAR DEVELOPM System Assigned Number: Y_ User Assigned Number: __________ Copy Proposal Researchers: Y_ Copy Proposal Contacts: Y_ Project Instrument Type: G_ Instrument Sub-type: CASH Project Funding Type: F Sponsor Awd Nbr: ________________________________________ Competitive Seg: _ Award Type: I Amount: ______________ Begin Date: 12/01/2008 End Date: 11/30/2009 ------------------------------------------------------------------------------- To start the add of new project, perform one of the following steps: 1) enter 'Y' at 'System Assigned Number' for system to assign project number 2) enter ten-digit number at 'User Assigned Number' to assign project number Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a proposal number in the Proposal field. • Type a version number in the Version field, if necessary, and press to display existing proposal information. • In the fields available, indicate whether or not you would like FAMIS to assign the project number, if you would like to copy the researcher/contacts from the proposal, and enter the project instrument and funding types. • Enter the type of award, amount of the award, as well as its beginning and ending dates in the fields provided, and press to record the detailed project information. Screen 101 – Project/Award Create from Proposal (cont’d) Project/Award Creation Process Create New Projects To create new projects from an existing proposal, you must first: • Enter “Y” in the System Assigned Number field. This will prompt the system to assign a project number. OR • Enter a 10-digit number in the User Assigned Number field to define your own project number. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Proposal: * Help 7 digits Specify the proposal from which an award and project will be created. Version: 3 characters/digits Identify the specific version of the proposal from which the award and project will be created. Screen Information System Assigned 1 character Number: Type “Y” to have FAMIS automatically assign a project number. User Assigned ? Help 10 digits Number: Enter the project identification number to be created from the proposal. . Copy Proposal 1 character Researchers: Type “Y” to copy researchers from the proposal to the project. . Copy Proposal 1 character Contacts: Enter “Y” to copy contacts from the proposal to the project. . Project Instrument ? Help 1 character Type: Indicate the type of legal instrument, which initiated the project. . Instrument ? Help 4 characters Sub-type: Indicate a sub category of the type of legal instrument, which initiated the project. . Project ? Help 1 character Funding Type: Signify the manner in which the project is funded. Sponsor PF2 Help 40 digits Awd Number: Identify the award number, as assigned by the sponsor. Screen 101 – Project/Award Create from Proposal (cont’d) Competitive Seg: 1 character Indicate whether or not (“Y” or “N”) to separate years within a competitive segment. . Award Type: ? Help 1 character Provide the action taken or the reason that the award is being added. Amount: PF2 Help 14 digits Include the total dollar amount of the award. . Begin Date: 8 digits Identify the date the award will begin for the project. . End Date: PF2 Help 8 digits Include the date the award will end for the project. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Create Award from a Proposal You may tie a new award to an existing project from an existing proposal using Screen 102. The project must have already been created in order to use this screen. If you do not already have a project number, use Screen 101 instead. You can only create one project from a proposal. Screen 102 - Award Create from Proposal 102 Award Create from Proposal 02/13/09 09:08 FY 2009 CC 99 Screen: ___ Proposal: 0100051 Version: ___ ADVANCED FUEL INJECTOR OPTIMIZATI Existing Project Number: __________ Copy Proposal Contacts: Y (Note: writes over existing contacts) Copy Proposal Researchers: Y Award Type: I Award Amount: 100000.00_____ Award Begin Date: 10/01/2007 End Date: 09/30/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Enter an original proposal number in the Proposal field. Note that you can’t use a proposal that has already been tied to an award. • Type a version number in the Version field, if necessary, and press to display any existing information. • Type the Existing Project Number of the project to which you would like to tie the award. • Indicate whether or not you would like to copy the contacts/researchers from the proposal. This writes over existing contacts. • Include the Award Type, Award Amount, as well as the Award Begin Date and End Date for the award and press to record the information. Award Creation Process Link Projects to the Proposal Type a question mark (?) in the Existing Project Number field and press to view a list of existing projects and project information, sorted in alphabetical order by Project Title. Type an “X” in the selection field next to the desired project and press to select the project and return to Screen 102. Press PF4 to return to Screen 102 without selecting a project. Screen 102 – Award Create from Proposal (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Proposal: * Help 7 digits Enter the proposal number from which the award will be created. Version: 3 characters Identify the specific version of the proposal from which the award will be created. Screen Information . Existing Project ? Help 10 digits Number: Enter project number to be linked to the award. . Copy Proposal 1 character Contacts: Type “Y” to copy contacts from the proposal to the project. Writes over existing contacts. Copy Proposal 1 character Researchers: Type “Y” to copy researchers from the proposal to the project. . Award Type: ? Help 1 character Indicate the action taken to or the reason that the award is being added. Award Amount: PF2 Help 14 digits Include the total dollar amount of the award. . Award Begin Date: 8 digits Identify date the award will begin for the project. . End Date: PF2 Help 8 digits Enter the date the award will end for the project. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Create Proposal from Project/Award Use Screen 103 when you want to create a new proposal from an existing project and award. Screen 103 - Proposal Create from Project/Award 103 Proposal Create from Project/Award 02/13/09 09:16 FY 2009 CC 99 Screen: ___ Project: 4833410000 Award: 001 New Proposal Number: 0099909 New Version Number: ___ Copy Project Contacts: Y Copy project Researchers: Y Proposal Type: S RFP Nbr: ____________________ Proposal Dept/SDept: _____ _____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type an original project number in the Project field and award number in the Award field and press to display existing information. • Type the New Proposal Number, and New Version Number in the fields available. • Indicate whether or not the project contacts/researchers should be copied to the proposal, and include the Proposal Type. • Enter additional data in the available fields, as desired, and press to create the new proposal. Proposal Creation Process Locate New Proposals Type a question mark (?) in the New Proposal Number field and press to display a list of current proposals and version information with proposal numbers listed in alphabetical order by Proposal Title. Type an “X” next to the desired proposal and press to select the proposal and return to Screen 103. Press PF4 if you wish to return to Screen 103 without selecting a proposal. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Indicate the project number from which the new proposal will be created. Screen 103 – Proposal Create from Project/Award (cont’d) . Award: 3 digits Enter the award number to be linked with the new proposal. Screen Information . New Proposal ? Help 7 digits Number: Indicate the proposal number to be created from the specified project and award. New Version 3 digits Number: Identify the proposal version to be associated with the project number. Copy Project 1 character Contacts: Enter “Y” to copy the contacts from the project to the new proposal. . Copy Project 1 character Researchers: Type “Y” to copy the researchers from the project to the new proposal. . Proposal Type: ? Help 1 character Indicate the type of proposal to be created from the selected project and award. RFP Nbr: 15 digits Include the request for proposal number associated with the new proposal. Proposal ? Help 5 characters Dept/SDept: Identify the department/subdepartment associated with the proposal. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Section IV Project Maintenance Subsidiary Ledger Grant/Contract Attributes Subsidiary Ledger (SL) grant/contract records are created and modified using Screen 9 in the FRS module and tie the account to a sponsored project in the SPR module. The project gets expensed at the “9600” object codes and the revenue is distributed according to the distribution code also on this screen. This screen and fields are the critical link between SPR and FRS. FRS Screen 9 – SL Grant/Contract Attributes 009 SL Grant/Contract Attributes 05/17/12 15:21 FY 2011 CC 06 Screen: ___ Account: 501430 0000 USDA ARS Sponsored Project: 0000009461 Billing Revenue Object: 0250 90 Day Pre: _ Indirect Expense Object: 9610 Start Date: 11/01/1997 Indirect Revenue Object: 0320 End Date: 12/31/2001 TE Certify: Y System Member: __ TAMRF Acct/Proj Nbr: ___________ E-Verify: _ Funding: CS Acct Link: __ ______ ------- Responsible Persons ------ ----- Indirect Cost ---- 1: __ 8uuuuuuu2 GARR, GARY G Base: ________ 2: __ 9uuuuuuu5 ANSON, ANTHONY A Rate: ______ 3: __ _________ Distribution: __________ 4: __ _________ ---------------------Project Information - Display Only ----------------------- Short Title: SITE-SPECIFIC FARM MANAGEMENT Sponsor: 0000976 USDA - AGRICULTURAL RESEARCH SERVICE Award Nbr: 58-6204-7-068 CFDA Nbr: 10.001 Total Awarded: 307600.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CProj AResp Use PF8 key to add up to 26 additional responsible persons. Basic Steps • Type an account number in the Account field and press . If this is the number of an existing account, the SPR attribute information will display. If no attribute information displays, you can input this information in the necessary fields. • The Billing Revenue Object, Indirect Expense Object and Indirect Revenue Object fields will not automatically be populated. This change is due to the new object codes being based on source of funds rather than sponsor type. These are now required fields when adding an SPR project number to an account. • The entry in the Billing Revenue Object field determines the Indirect Expense Object, Indirect Revenue Object and Distribution (2026 ACT). Press to record the information. FRS Screen 9 – Subsidiary Ledger Grant/Contract Attributes (cont’d) • To create a new account from data existing on an SPR project, press PF7. This is intended to reduce the amount of input to fields that will be common to the project. To use this feature, you first enter the account number that you wish to add in the Account field, and press . Then press PF7. The pop-up window displayed asks that you enter the project number to be used to populate the SL. Include this in the field provided and press . Most attribute fields will be filled in with the values from the original account, but not all. The fields may be changed as necessary. Press PF8 to add up to 26 additional responsible persons. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. SRS: PF2 Help 1 character Identifies if this is an SRS account. N = No Y = Yes Blank = Not applicable/No/Unknown Screen Information Sponsored Project: 10 digits Include the number assigned in the SPR module. 90 Day Pre: 1 character Type “Y” if this support account can be used for pre-awards. Start Date: 8 digits Enter date funds will be designated for project. End Date: PF2 Help 8 digits Identify date the sponsored project should end. TAMRF 11 digits Acct/Proj Nbr: Include the Texas A&M Research Foundation account and project number that matches this FAMIS account. CS Acct Link: ? Help 2 digits/8 digits Enter the System Member part number and cost share account number linked to the project. . Billing Revenue 4 digits Object: Designate the object code used for billing project sponsor. Only object codes 0250 through 0279, and 0286 are allowed. FRS Screen 9 – Subsidiary Ledger Grant/Contract Attributes (cont’d) . Indirect Expense 4 digits Object: Include the object code used for billing sponsor for indirect costs associated with the project. This is filled in by FAMIS based on the code that is generated in the Billing Revenue Object field. . Indirect Revenue 4 digits Object: Enter the object code used for specifying revenue received from indirect expenses for the project. . TE Certify: PF2 Help 1 character Signify (“Y” or “N”) if the account must be Time and Effort certified. The default is blank. If account meets the criteria for T&E certification (e.g. Federal Grant), this field will default to “Y.” System Member: PF2 Help 2 digits Include the System Member campus code. E-Verify: PF2 Help 1 character Federal contractors are required to agree to E-Verify employees paid on contracts. This flag (“Y”, “N” or blank) is used to help identify the accounts and affected employees paid on these accounts. Funding: 12 characters Displays “ARRA Stimulus” if either the AFR Fund Group field on Screen 6 contains “41” (Restricted-ARRA), or if the Sub-Sub field on Screen 6 contains “AR.” Helps to track any type of special funding such as the American Recovery and Reinvestment Act (ARRA). System Member: ? Help 2 digits Identify the TAMUS member where project is initiated. E-Verify: Help 1 character Federal contractors are required to agree to E-Verify employees paid on contracts. This flag (“Y”, “N” or blank) is used to help identify the accounts and affected employees paid on these accounts. Indirect Cost: Base: ? Help 8 characters Include base or rules for indirect cost charges. Rate: 5 digits Indicate rate indirect costs will be charged. Distribution: ? Help 10 digits Identify the code to be used for percentage distribution of indirect cost. FRS Screen 9 – Subsidiary Ledger Grant/Contract Attributes (cont’d) Responsible Persons: 1, 2, 3, 4: ? Help 2 characters/9 digits Indicate the responsible person type and identification number (UIN) of the person(s) responsible for the account. Use PF8 to add additional responsible persons. The following fields are displayed from data input in the SPR module. Project Information – Display Only Short Title: 50 characters Shows the title of project in SPR tied to account. Sponsor: 50 characters Identifies sponsor name for the SPR project tied to this account. Award Nbr: 11 digits Indicates award number associated with project. CFDA Nbr: 8 digits Identifies the Catalog of Federal Domestic Assistance number assigned to the SPR project. Total Awarded: 15 digits Gives the total dollar amount awarded to project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Advances to the next screen. PF7 Create Project CProj Create a new account from data existing on an SPR project. PF8 Additional Responsible Persons AResp Used to add up to 26 additional responsible persons. Add New Projects The first step in adding your project on-line is to obtain a project identification number. There are two ways to assign a project number to a new project: 1) allow FAMIS to automatically assign a sequential number OR 2) manually assign the project number using Screen 110 Many users assign the account number as the project number to facilitate reporting. TAMU made this change in 1999. Screen 110 - Project Add Begin 110 Project Add Begin 02/13/09 09:30 FY 2009 CC AM Screen: ___ System Assigned Number: Y User Assigned Number: __________ =============================================================================== To start the add of new project, perform one of the following steps: 1) To have the system assign a project number enter a 'Y' in the 'System Assigned Number' field. 2) To assign your own project number enter a ten-digit project number in the 'User Assigned Number' field. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type “Y” in the System Assigned Number field to have the system assign a project number. OR • Enter a 10-digit number in the User Assigned Number field. • Press to advance to Screen 111 (Project General Information). Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information System Assigned 1 character Number: Type “Y” to automatically assign the project number. Screen 110 – Project Add Begin (cont’d) User Assigned ? Help 10 digits Number: Enter a user assigned number in this field to manually assign the project number. Since 1999, TAMU uses the User Assigned Number field. They assign the account number as the project number. This facilitates reporting on projects. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Add/Modify Project Information To begin adding information about your project, use Screen 111. Information includes the title of the project, the sponsor, and award information. Once the project is established, this screen is also used to update existing information. The code entered in the Status field must be set to “A” to generate billing. Use status codes “N” or “T” when you are ready to stop the billing process. All other status codes will continue to produce bills. Screen 111 - Project General Information - Page 1 111 Project General Information - Page 1 06/28/11 15:10 FY 2011 CC 02 Screen: ___ Project: 0000415086 Title: ED-ON-LINE ALTERNATIVE CERTIFICATION____ SRS: _ Long Title: ED-ON-LINE ALTERNATIVE CERTIFICATION_____________________________ _________________________________________________________________ Sponsor: 0000203 U. S. DEPARTMENT OF EDUCATION Sponsor Awd Nbr: S350A020027_____________________________ Competitive Seg: _ Status: T Number of Awards: 006 Begin Date: 11/01/2002 Total Awards Amt: 1649849.00 End Date: 09/30/2007 Project Type: S Parent Project: __________ Instrument Type: G Instrument Sub-Type: OTHR Funding Type: R CFDA Code: 84.350_ NSF Category: OTHER___ Fed Flow Sponsor: _______ Entered Date: 11/08/2002 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Title Definitions for Project Instrument Types Contract a) The principal purpose is to acquire services for the direct benefit or use of the government. b) Substantial involvement is anticipated between the government and the recipient, and an executive agency determines in a specific instance that a procurement contract is appropriate. Grant The appropriate agreement to be used whenever: a) The principal purpose is the transfer of money, property, service or anything of value to the recipient in order to accomplish a public purpose. b) No substantial involvement is anticipated between the government and the recipient. Screen 111 – Project General Information – Page 1 (cont’d) Agreement a) The principal purpose is the transfer of money, property services or anything of value to the recipient in order to accomplish a public purpose. b) Substantial involvement is anticipated between government and the recipient. Basic Steps New Projects • After you create the new project number on Screen 110, the system will automatically advance you to Screen 111. • First, you must enter the title for the project in the Title field. • Next, enter the sponsor number in the Sponsor field, or type a question mark (?) and press to find the identification number for your sponsor. • Type the status of the project in the Status field. • Provide the Project Type, Instrument Type, Instrument Sub-Type, and Funding Type in the fields available. • Include any additional information in the fields provided, as desired. • Press to successfully enter the project to the record. Existing Projects • You can enter a project number in the Project field and press to display existing project information, if any. • If you don’t know the project number, type an (*)and press to select the project number from the list displayed. • Add or modify the information, as desired. • Press to record the information. Add/Modify Project Information Parent-Child Projects (One project with multiple sponsors) Parent-Child Projects are set up when one project has multiple sponsors. To accommodate this situation in FAMIS, you must create a “Dummy” sponsor. Then the project is split up into “child projects”, each with a unique sponsor. All accounting is posted to the Subsidiary Ledgers or Support Accounts and is not differentiated to a particular Child Project or unique sponsor. Screen 111 – Project General Information – Page 1 (cont’d) Screen 004 – Sponsor Maintenance 004 Sponsor Maintenance 07/09/09 09:36 FY 2009 CC 02 Screen: ___ Sponsor: 0000203 Sponsor Name: U. S. DEPARTMENT OF EDUCATION___________ Sponsor Long Name: U. S. DEPARTMENT OF EDUCATION_______________________________ Sponsor Type: F_ State Code: DC Tx State Agency Cd: ___ Classification Levels: ______ ______ ______ ______ ______ ______ Fiscal-Year-End: 00 Maestro: 690_______ Department of Education Restrictions: __________________________________________________ __________________________________________________ Added by: KxxxxF 07/06/1990 * ----- Contacts ----- * Sel Type Name Title Phone Ext. ** No contacts for this sponsor ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Info Chart of the Parent-Child Relations PARENT PROJECT . Dummy Sponsor- must be 9999999 . No Awards Child Project . No Account Link . Awards Link . Unique Sponsor Child Project . No Account Link . Awards Link . Unique Sponsor Child Project . No Account Link . Awards Link . Unique Sponsor Subsidiary Ledger Subsidiary Ledger General Ledger Indirect Cost for Parent-Child Projects • If indirect cost rates are the same for the different sponsors at the child project level, then indirect costs can be posted through the automated postings. • If indirect cost rates are different for the different sponsors at the child project level, then indirect costs must be posted up front and manually. Screen 111 – Project General Information – Page 1 (cont’d) Enter Multi-Year Projects Multi-year projects present a special situation for entry into FAMIS. The project is set up for the full term of the contract. Then each year is entered as a separate award. Project 4202080000 Single Grant – Sponsor US Department of Education Term dates are 10/01/2002 through 09/03/2005. Screen 111 - Project General Information – Page 1 111 Project General Information - Page 1 06/28/11 15:10 FY 2011 CC 16 Screen: ___ Project: 4202080000 Title: TEACHER RECRUITMENT GRANTS - RIO________ SRS: _ Long Title: TEACHER QUALITY ENHANCEMENT GRANTS FOR STATE & PARTNERSHIP_______ _________________________________________________________________ Sponsor: 0000203 U. S. DEPARTMENT OF EDUCATION Sponsor Awd Nbr: P336C020009_____________________________ Competitive Seg: _ Status: A Number of Awards: 003 Begin Date: 10/01/2002 Total Awards Amt: 1352243.00 End Date: 09/30/2005 Project Type: S Parent Project: __________ Instrument Type: G Instrument Sub-Type: COMP Funding Type: R CFDA Code: 84.336_ NSF Category: OTHER___ Fed Flow Sponsor: _______ Entered Date: 01/15/2003 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Title Award 1 – New Award Amount $443081.00 Dates are 10/01/2002 through 09/30/2003 Screen 113 – Award Information Maintenance 113 Award Information Maintenance 08/13/09 15:08 FY 2009 CC 16 Screen: ___ Project: 4202080000 Award: 001 Add Award: _ TEACHER RECRUITMENT GRANTS - RIO Award Type: N NEW AWARD Amount: ______443081.00 Begin Date: 10/01/2002 End Date: 09/30/2003 Report Month: 01 Report Fiscal Year: 2003 Proposal: _______ ___ Sponsor Awd Nbr: P336C020009_____________________________ Competitive Seg: _ Comment: YR 1 OF 3_________________________________________ __________________________________________________ Center Dept: _____ Sub Dept: _____ Funding: __ Added Date: 01/15/2003 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Screen 111 – Project General Information – Page 1 (cont’d) Award 2 – Continuation Amount $447081.00 Dates are 10/01/2003 through 09/30/2004 Screen 113 – Award Information Maintenance 113 Award Information Maintenance 08/13/09 15:10 FY 2009 CC 16 Screen: ___ Project: 4202080000 Award: 002 Add Award: _ TEACHER RECRUITMENT GRANTS - RIO Award Type: C CONTINUATION Amount: ______447081.00 Begin Date: 10/01/2003 End Date: 09/30/2004 Report Month: 01 Report Fiscal Year: 2004 Proposal: _______ ___ Sponsor Awd Nbr: P336C020009_____________________________ Competitive Seg: _ Comment: YR 2 OF 3_________________________________________ __________________________________________________ Center Dept: _____ Sub Dept: _____ Funding: __ Added Date: 01/15/2003 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Award 3 – Continuation Amount $462081.00 Dates are 10/01/2004 through 09/30/2005 Screen 113 – Award Information Maintenance 113 Award Information Maintenance 08/13/09 15:11 FY 2009 CC 16 Screen: ___ Project: 4202080000 Award: 003 Add Award: _ TEACHER RECRUITMENT GRANTS - RIO Award Type: C CONTINUATION Amount: ______462081.00 Begin Date: 10/01/2004 End Date: 09/30/2005 Report Month: 01 Report Fiscal Year: 2004 Proposal: _______ ___ Sponsor Awd Nbr: P336C020009_____________________________ Competitive Seg: _ Comment: YR 3 OF 3_________________________________________ __________________________________________________ Center Dept: _____ Sub Dept: _____ Funding: __ Added Date: 01/15/2003 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Screen 111 – Project General Information – Page 1 (cont’d) Total award amount is $ 1352243.00 Screen 140 – Awards for a Project 140 Awards for a Project 02/13/09 14:48 FY 2009 CC 16 Screen: ___ Project: 4202080000 TEACHER RECRUITMENT GRANTS - RIO Long Title: TEACHER QUALITY ENHANCEMENT GRANTS FOR STATE & PARTNERSHIP Sponsor: U. S. DEPARTMENT OF EDUCATION Ttl Award Amt: 1352243.00 Sel Awards Begin End Type Award Amount Report --- ------ ---------- ---------- ---- ---------------- ------ _ 001 10/01/2002 09/30/2003 N 443081.00 Y _ 002 10/01/2003 09/30/2004 C 447081.00 Y _ 003 10/01/2004 09/30/2005 C 462081.00 Y Total Award Amount: 1352243.00 Screen Amount: 1352243.00 *** End of Award list *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the identification number of the project you want to add or modify. Screen Information . Title: 40 characters Type the title of the project. SRS: ? Help 1 character Use to identify if this is an SRS account. N = No Y = Yes Blank = Not applicable/No/Unknown Long Title: 130 characters Use this field if the project title is too long for the previous field, and needs further description. . Sponsor: ? Help 7 digits Enter the associated sponsor’s ID number. Sponsor PF2 Help 40 digits Awd Nbr: Indicate the award number assigned by the sponsor. Competitive Seg: 1 character Indicator provided by the government to designate another version of an award. (RF – for Dept DHHS awards - projects are in 4-year blocks and then continue in additional 4-year blocks - each is a competitive segment.) Screen 111 – Project General Information – Page 1 (cont’d) . Status: ? Help1 character Enter the status of the project. This code must be set to “A” to generate billing. Use status codes “N” or “T” when you are ready to stop the billing process. All other status codes will continue to produce bills. Number of PF2 Help 3 digits Awards: Shows the number of awards that have been assigned to the project. Begin Date: PF2 Help 8 digits Displays the date the project is to begin. Total Awards Amt: PF2 Help 14 digits Shows you the total dollar amount from all awards to the project. End Date: PF2 Help 8 digits Indicates the date the project is to end. . Project Type: ? Help 1character Enter whether the project is a single project or parent/child. Parent Project: PF2 Help 10 digits Identify the number of the parent project – must be set to “9999999999”. This field is used to consolidate information from the “child” single sponsor projects. . Instrument Type: ? Help 1 character Indicate the type of funding instrument: Grant, Contract, or Agreement. . Instrument ? Help 4 character Sub-Type: Enter the instrument sub-type for your project. . Funding Type: ? Help 1 character Identify how the project will be funded. CFDA Code: ? Help 7 digits Enter the Catalog of Federal Domestic Assistance Code under which the project is classified, if applicable. NSF Category: ? Help 8 characters Indicate the agency code for split-out on the NSF report. Fed Flow Sponsor: ? Help 7 digits Enter the originating Federal sponsor’s identification number, if applicable. Entered Date: 8 digits Shows the date the project information was added or modified. Screen 111 – Project General Information – Page 1 (cont’d) Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. PF9 Title Title Displays additional lines for the long title. Enter Additional Project Information Further information for your project is entered on Screen 112. Certain sponsors, such as Federal sponsors, require some attributes. To stop the calculation and posting of IDC: • change the Indirect Cost: Frequency field to “N” (or any non “M”). Using any code EXCEPT “M” in this field will stop IDC billing. • IDC will billed for all projects with an “M” for monthly in this field. Screen 112 - Project General Information - Page 2 112 Project General Information - Page 2 02/13/09 14:51 FY 2009 CC 02 Screen: ___ Project: 0000415086 ED-ON-LINE ALTERNATIVE CERTIFICATION Research Administrator: 8uuuuuuu0 BARNEY, BEN B You must type “Y” to enter information on cost share screens. TAMRF Number: __________ Prior System Project: _______________ Indirect Cost: Rate: __8.00 Base: ED415086 Level: L2_ Justification: J2_ Frequency: M Comment: ________________________________________ Taxation Code: _ Comment: ________________________________________ Equipment Title: _____ Comment: ________________________________________ Security: _ Info Restrict: _ Mandatory Cost Share: Y Function: 10 Int Exempt: _ Int Exe Reason: __ System Member: 02 Off Campus: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next If the TAMRF Number field is blank, Screen 118 puts the Sponsor in the billing address. When you type an entry in the TAMRF Number field, then it puts “Texas A&M Research Foundation” in the billing address. (See Screen 118 for an example.) Basic Steps • Enter a project number in the Project field and press . • Enter or modify data in the fields provided. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project identification number being added or modified. . Research ? Help 9 digits Administrator: Enter the identification number for the research administrator primarily responsible for the project. Screen 112 – Project General Information – Page 2 (cont’d) Screen Information TAMRF Number: PF2 Help 10 digits Indicate the project number used by the Texas A&M Research Foundation for awards passed through TAMRF. Prior System PF2 Help 15 digits Project: Enter the project number assigned on another system prior to converting to FAMIS. Indirect Cost: PF2 Help 6 digits Rate: Percentage used to calculate the amount of indirect cost. Typing “N” or any non “M” code in this field will stop calculation and posting of IDC. IDC will be billed for all projects with an “M” (monthly) code. Base: ? Help 8 characters Shows the base, or rules, for indirect cost charges. Level: ? Help 3 characters/digits Determines the level of cost values for funding the project. IDC related field. Justification: ? Help 3 characters/digits Enter the justification code to show the reason of not getting the IDC rate. Frequency: ? Help 1 character Indicate the frequency with which the indirect cost is calculated. Comment: 40 characters Enter comments about the indirect cost by using this field. Taxation Code: ? Help 1 character Enter “Y” if taxable; “N” if not taxed; or leave field blank to indicate this code is not applicable or the taxation is unknown. Comment: 40 characters Enter comments about the taxation code by using this field. Equipment Title: ? Help 5 characters Indicate who retains title to any equipment purchased. This field may be left blank if not applicable. Comment: 40 characters Enter a comment describing the Equipment Title. Security: ? Help 1 character Indicate the security level of the project, i.e., “top secret” “confidential” Info Restrict: ? Help 1 character Indicate if there is any publicity limitation on the project. Screen 112 – Project General Information – Page 2 (cont’d) Mandatory ? Help 1 character Cost Share: Enter “Y” or “N” to indicate if cost sharing is mandatory. You must enter “Y” to enter information on cost share screens. However, flag can be changed after date is entered on the Cost Share screen (Screen 130). Function: ? Help 2 digits Indicate the function code for what the money may be used. Int Exempt: 1 character Identify whether or not the project is exempt from interest calculated for past due expenses. Int Exe Reason: ? Help 2 characters Include the reason code for the project being exempt from interest payments. System Member: ? Help 2 digits Enter the TAMUS member part campus code for the project. Off Campus: ? Help 1 character Identify whether or not this is an off campus project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen according to information shown on Screen 821. Add/Modify Award Information FAMIS allows you to view and maintain award information for a project, using Screen 113. As awards are made, Screen 113 allows you to add a new award to the project. Every action on a project is treated as an award. This screen must be filled in to mark the award as ARRA stimulus funds. These fields must be completed to view data on Screen 147 (Display Awards for a Researcher). See Screen 807 for further explanation of the process of reporting on Departmental awards. Screen 113 - Award Information Maintenance 113 Award Information Maintenance 08/13/09 15:13 FY 2009 CC 02 Screen: ___ Project: 0000415978 Award: 001 Add Award: _ ED - ACG GRANT 2006-2007 (ACADEMI Award Type: N NEW AWARD Amount: ______440509.00 Begin Date: 07/01/2006 End Date: 06/30/2007 Report Month: 08 Report Fiscal Year: 2006 Proposal: _______ ___ Sponsor Awd Nbr: P375A065286_____________________________ Competitive Seg: _ Comment: GRANT IS FOR SCHOLARSHIPS ONLY.___________________ __________________________________________________ Center Dept: _____ Sub Dept: _____ Funding: __ Added Date: 09/06/2006 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next If the “Lock” process is used, you will not be able to this screen. If the “Report” column on SPR Screen 140 is blank, the project is locked and certain award information on SPR Screen 113 and SPR Screen 114 may not be updated. If “Y” is displayed in the column, the award information has not been “locked” and can be updated. Currently only Part 06 is still using the “lock” process on proposals and projects. Basic Steps New Awards • Go to Screen 113. • Type the project number in the Project field. • Type “Y” in the Add Award field and press . • Enter the Award Type, Begin Date, and End Date of the award period. • Type additional information in the fields, as desired. • Press to record the data. Screen 113 – Award Information Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Existing Awards • Enter a project number in the Project field and press to display existing project information. If you don’t know the project number, type an (*) and press to view a list of projects to choose from. Select a project by typing an “X” in the selection field to the left of the project, and press to return to Screen 113. • You may add or modify data in available fields, as necessary. • Press to record the data. Action Line . Project: * Help 10 digits Enter the project number to which you will add or modify an award. . Award: 3 digits Indicate the award number associated with the specified project. Add Award: 1 character Type “Y” to add a new award to a project. Screen Information . Award Type: ? Help 1 character Enter the type of award being added or modified. Amount: PF2 Help 15 digits Type the dollar amount of the award. . Begin Date: PF2 Help 8 digits Enter the start date for the award. . End Date: PF2 Help 8 digits Include the date the award will end. . Report Month: ? Help 2 digits Indicate the month in which to report award. (Example: Sept = “01”) Must be an open month. Report Fiscal ? Help 4 digits Year: Indicate the year to report the award. Proposal: ? Help 7 digits/3 digits Enter the proposal number and verification number. Sponsor 40 digits Awd Nbr: Enter the award number assigned by the sponsor. May not have to type. Screen 113 – Award Information Maintenance (cont’d) Competitive Seg: 1 character Indicator provided by the government to designate another version of an award. (RF – for Dept DHHS awards - projects are in 4-year blocks and then continue in additional 4-year blocks - each is a competitive segment.) Comment: 100 characters Enter general comments about the award. Center Dept: ? Help 4 characters Include the Center department code. Sub Dept: ? Help 4 characters Enter the Center subdepartment code. Funding: ? Help 2 characters Identify the code to help track any type of special funding such as the American Recovery and Reinvestment Act (ARRA). AR = ARRA Stimulus Funding Blank = Not specified Added Date: 8 digits Shows the date the award was added to the project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Enter Researcher Award Distribution You may view or enter the awards, and the amounts allotted to each researcher using Screen 114. This screen provides information that can be used to maintain the distribution of award dollars among your project researchers. You can view the award distribution and Maestro information on one screen, or press PF6 to turn on the panel scroll feature to change the display of the research award distribution. If the “Lock” process is used, you will not be able to this screen. If the “Report” column on SPR Screen 140 is blank, the project is locked and certain award information on SPR Screen 113 and SPR Screen 114 may not be updated. If “Y” is displayed in the column, the award information has not been “locked” and can be updated. Currently only Part 06 is still using the “lock” process on proposals and projects. If you have update access to this screen, you may modify the Maestro fields on closed awards. Screen 114 - Researcher Award Distribution 114 Researcher Award Distribution 06/09/10 14:17 FY 2010 CC 02 Screen: ___ Project: 0000404142 Award: 001 A NANOSCALE MICROFLUIDIC SAMPLER: Award Amount: 10000.00 Distributed Amt: 10000.00 Auto Dist: _ P F I Researcher Dept SDept Award Amount Researcher Name Dept Name _ 1 6uuuuuuu9 OCNG_ _____ _______10000.00 BROWN, BONITA B OCEANOGRAPHY Center CC: __ Dept: _____ SDept: _____ Admn For CC: __ Dept: _____ SDept: _____ _ 2 8uuuuuuu7 SEAG_ _____ _______________ STANSEL, STANLEY S SEA GRANT PROG Center CC: __ Dept: _____ SDept: _____ Admn For CC: __ Dept: _____ SDept: _____ _ _ _________ _____ _____ _______________ Center CC: __ Dept: _____ SDept: _____ Admn For CC: __ Dept: _____ SDept: _____ _ _ _________ _____ _____ _______________ Center CC: __ Dept: _____ SDept: _____ Admn For CC: __ Dept: _____ SDept: _____ Screen Total: 10000.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next PanON With use of the Panel ON feature (PF6), there are 3 panels to display. Screen 114 – Researcher Award Distribution (cont’d) The following screen shows the display after pressing PF6 to turn panels on. Press PF11 to view the additional panels of information. Screen 114 - Researcher Award Distribution (Panel 1) 114 Researcher Award Distribution 06/07/10 09:30 FY 2010 CC 02 Screen: ___ Project: 0000404142 Award: 001 A NANOSCALE MICROFLUIDIC SAMPLER: Panel: 01 More >> Award Amount: 10000.00 Distributed Amt: 10000.00 Auto Dist: _ P F I Researcher Dept SDept Award Amount Researcher Name Dept Name _ 1 6uuuuuuu9 OCNG_ _____ _______10000.00 BROWN, BONITA B OCEANOGRAPHY _ 2 8uuuuuuu7 SEAG_ _____ _______________ STANSEL, STANLEY S SEA GRANT PROG _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ _ _ _________ _____ _____ _______________ Screen Total: 10000.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next NOPan Left Right Screen 114 - Researcher Award Distribution (Panel 2) 114 Researcher Award Distribution 06/09/10 14:19 FY 2010 CC 02 Screen: ___ Project: 0000404142 Award: 001 A NANOSCALE MICROFLUIDIC SAMPLER: << More Panel: 02 More >> Award Amount: 10000.00 Distributed Amt: 10000.00 Auto Dist: _ P Center Center F I Researcher CC Dept SDept Award Amount Researcher Name Dept Name _ 1 6uuuuuuu9 __ _____ _____ 10000.00 BROWN, BONITA B _ 2 8uuuuuuu7 __ _____ _____ STANSEL, STANLEY S _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ Screen Total: 10000.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next NOPan Left Right Screen 114 – Researcher Award Distribution (cont’d) Screen 114 - Researcher Award Distribution (Panel 3) 114 Researcher Award Distribution 06/09/10 14:21 FY 2010 CC 02 Screen: ___ Project: 0000404142 Award: 001 A NANOSCALE MICROFLUIDIC SAMPLER: << More Panel: 03 Award Amount: 10000.00 Distributed Amt: 10000.00 Auto Dist: _ P Admin For Admin For F I Researcher CC Dept SDept Award Amount Researcher Name Dept Name _ 1 6uuuuuuu9 __ _____ _____ 10000.00 BROWN, BONITA B _ 2 8uuuuuuu7 __ _____ _____ STANSEL, STANLEY S _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ _ _ _________ __ _____ _____ Screen Total: 10000.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next NOPan Left Right Using question mark (?) or the PF2 key on the Center, Admin Dept, and SDept code fields will display the codes for other campuses. +--------------------------------------------------------------------------+ | More entries - select or press to scroll | | Search Criteria: ____________________ CC: 02 Type: N (N=Name,I=ID) | | Exp Only: N Include FRS: Y (Y,N) FFX: N (Y,N) | | Sub | | Sel Dept Dept Department Name FRS FFX CEN | | _ BUSP BUSINESS UNDERGRADUATE SPECIAL PROGRAMS Y Y | | _ COPS MASD CAMPUS & COMMUNITY RESPONSE SYSTEMS COMM Y N | | _ CARC CAREER CENTER Y N | | _ CARC ATHL CAREER CENTER - ATHLETIC CAREER SERVICES Y N | | _ CARC COOP CAREER CENTER - COOPERATIVE EDUCATION Y Y | | _ CARC PLACE CAREER CENTER - PLACEMENT SERVICES Y Y | | _ CBAF CBA FELLOWS & HONORS PROGRAMS Y Y | | _ SAED CENTER FOR ALCOHOL AND DRUG EDUCATION ST Y N Y | | _ CAT CENTER FOR APPROXIMATION THEORY Y N | | _ CBCR CENTER FOR BIOLOGICAL CLOCKS RESEARCH Y N | | _ BNMR CENTER FOR BIOLOGICAL NUCLEAR MAGNETIC R Y N | | _ CCCA CENTER FOR CHEMICAL CHARACT AND ANALYSIS Y Y Y | | | | Select a Dept or Press to Quit | +--------------------------------------------------------------------------+ Basic Steps • Enter a Project Number and Award in the fields provided and press to display existing project information. Note, you may also press PF6 to turn on the panel feature and scroll right to view 3 panels of information. • Provide PI code, Researcher, and department information in the fields available to add or update researcher data. • Add or modify additional data in the fields provided, as desired. • Press to record the data. Screen 114 – Researcher Award Distribution (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number being added or modified. . Award: 3 digits Indicate the award number associated with the specified project. Screen Information . Panel 1 (NOPan) Award Amount: ? Help 15 digits Displays the dollar amount of the award previously entered on Screen 113. Distributed Amt: 15 digits Shows the total dollar amount distributed among the researchers working on the proposal to date. Not all dollars must be distributed. Auto Dist: 1 character Enter a “Y” in this field to automatically distribute the total award amount evenly among several researchers. F: ? Help 1 character Indicate whether or not you wish to add, update, or delete researcher information. . PI: ? Help 1 digit/character Identify the principal investigator level of the researcher. . Researcher: ? Help 9 digits Enter the researcher's identification number taken from researcher file. . Dept: ? Help 5 characters Enter the code for the department the researcher is associated with. SDept: 5 characters Enter the code for the researcher's sub-department. Award Amount: PF2 Help 15 digits Include the award amount distributed to the researcher(s). Researcher Name: 30 characters Displays the researcher's full name, which is taken from the researcher file. Dept Name: 4 characters Shows the name of the department associated with the researcher, which is taken from the department code entered. Screen 114 – Researcher Award Distribution (cont’d) Center CC: ? Help 2 digits Include the Campus Code where the Center department and subdepartment are located. Dept: ? Help 4 characters Enter the department code. SDept: PF2 Help 4 characters Include the subdepartment code. Admin For ? Help 2 digits CC: Include the Campus Code for the Administered For department and subdepartment. Dept: ? Help 4 characters Enter the Administered For department code. SDept: PF2 Help 4 characters Include the Administered For subdepartment code. Screen Total: 15 digits Provides the total dollar amount of award items listed is included on this screen. . Panels 2 & 3 These panels are available if PF6 PanON is active. Information will be displayed in columns. Additional Functions F KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. PF6 Panel On PanON Press this key to display information in list format, with 2 additional panels of information. OR PF6 No Panel NOPan Returns the display to the original screen format, showing the information on one screen. Enter Project Billing Information With the proper information, FAMIS creates sponsor bills to be mailed to the sponsor for payment. Also, by option, programs are run to create an Accounts Receivable invoice and post the appropriate entries to FRS. The SPR billing programs are run at the end of the month with the regular month-end jobs. Use Screen 116 to enter and/or maintain billing information. Screen 116 - Project Billing Information 116 Project Billing Information 02/13/09 15:16 FY 2009 CC 02 Screen: ___ Project: 0000426034 SAIC-FREDERICK-NCI-PROTEOMIC TECHNOLOGY Bill Mode: A Type: R Frequency: M Beg Date for Next Bill Cycle: 02/01/2009 First Bill Date: 04/30/2006 Estimated Next Bill Date: 02/28/2009 Final Installment Date: __________ Last Date Billed: 01/31/2009 Regular Installment Amt: ______________ Last Invoice Number: R012164 Last Bill Sequence: 0034 Letter of Credit Group: ______ Project Summary: Y Print Outstanding Inv Summ: Y Certification: Y Retention Percent: ______ Limit: ______________ Retention Balance: Retained from Billing: ______________ --------------------------- Information Only Fields --------------------------- Comment: REQUIRES ORIG/2 COPIES__________________ Form Number: ________ Number Copies: __ Cost Share Report: _ Detail Expense: Y Manual Backup: Y Payroll Summary: Y Payroll Detail: Y Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Project Billing Information Project bills cannot be produced to the child level. Three types of billings are accommodated on this screen: Bill Type Description O Manual billing – not FAMIS produced R Cost reimbursable bills that are based on actual expenses I Regular installments amounts Note that “non-regular” installment amounts, can be entered using Screen 117. This screen allows entry when the following fields on Screen 116 are: Bill Mode = A or M (automatic or manual) Type = I (installment) Frequency = H (according to sponsor schedule) The combination of the Bill Mode, Type and Frequency fields are very important in defining how and when your bills will be produced. Look carefully at the valid values available to you. It is best not to use “Annual” billing for multiple years - do one year at a time. Screen 116 – Project Billing Information (cont’d) For example: • Bill Mode "R" produces an invoice report only with no posting in FAMIS. • Bill Mode "A" produces an invoice and posts to FAMIS. Bill Mode: “R” produces the Z invoice number All other bill types produce an R number Type: “R” = reimbursable Both “R” and “Z” invoices come out of the same program. To STOP the printing of SPR bills, change the Project Status Code on Screen 11 to “T” or “N.” Invoice Form When setting up your invoice form with FAMIS Services, you have to determine the letterhead portion of the form. In addition, you set prodcards to control ranges for totals and text to print on the bills. Below is a sample: Prodcard 1 -- Sets up the ranges for totals. The columns are: 1-2 major group code 4-5 minor group code 7-10 begin object code range 12-15 end object code range 01\01\1000\1899\SALARIES AND WAGES 01\02\1900\1999\BENEFITS 01\03\2000\3999\TRAVEL 01\04\4000\4999\SUPPLIES 01\05\5000\7999\OTHER EXPENSES 01\06\8000\8999\EQUIPMENT 02\01\9600\9699\INDIRECT COST Screen 116 – Project Billing Information (cont’d) Prodcard 2 -- Prints on the bills. CC 02 (TAMU) Example: Please make check payable to TAMU and reference invoice number on check. Mail check to TAMU - Contract Administration, College Station, TX 77843-1260. For inquiries, please call (979) 888-0000. Approved: _________________________________________ Contract Financial Administrator Date CC 07 (AL-EXT) Example: Please make checks payable to the Texas AgriLife Extension Service. If You have any questions, please call John Smith at (979) 999-8888. Approved: ________________________________________ TAEX Contracts Administrator Prodcard 3 -- (used mainly by CC 99 - Research Foundation; most other parts leave this prodcard blank) Expenses incurred prior to Termination. This is not a Final Invoice. Screen 116 – Project Billing Information (cont’d) Basic Steps • Enter a project number in the Project field and press to display existing project information. If the project number is not known, you may type an asterisk (*) in this field and press to view a list of projects. Select a project by typing an “X” in the selection field to the left of the project, press , and you will be returned to Screen 116. • Type the Bill Mode, Type, and Frequency in the appropriate fields. • Indicate the dates as required by the type of billing. • Designate the regular installment amounts, if applicable. • Type additional data in the available fields, as desired and press to record data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the billing information you are adding. Screen Information . Bill Mode: ? Help 1 character Indicate the method by which you intend to perform billing for the project. . Type: ? Help 1 character Signify the type of billing you will implement. . Frequency: ? Help 1 character Enter the frequency with which billing will be processed for your project. A = Annual BLANK = No Billing Freq. Requirement H = According to Sponsor Schedule L = Lump-Sum (Manual Bills Only) M = Monthly O = Other (Manual Bills Only) Q = Quarterly S = Semi-Annual . Beg Date for Next 8 digits Bill Cycle: Enter the date of the next billing cycle. This is the first date to pick up expenses. Disregard for installment scheduling. You still have to enter this, but it is only used to find the next installment. . First Bill Date: 8 digits Indicate the beginning date for producing the bills. The date must be the last date of the month. If using “Annual” billing this defines the “year” (i.e. 05/30/08 will be May to May). Screen 116 – Project Billing Information (cont’d) Estimated 8 digits Next Bill Date: Displays the calculated date in FAMIS on which the system will generate the next bill. . Final Installment 8 digits Date: Provide the date of the final installment. Last Date Billed: 8 digits Displays the date the last bill was generated by the system. . Regular Installment 14 digits Amt: Indicate the amount of the installment if in regular payments. Last Invoice 6 digits Number: Displays the last invoice processed, which is recorded by the system. Last Bill Sequence: PF2 Help 4 characters Provide the number of times this project has been billed or invoiced. Letter of Credit PF2 Help 6 characters Group: Indicate the agency or department code providing the letter of credit. Project Summary: ? Help 1 character Type “Y” to indicate that the project summary must be included with the bill. Print Outstanding ? Help 1 character Inv Summ: Enter “Y” to signify that you wish to print information about any outstanding invoices associated with the project. Certification: ? Help 1 character Type “Y” if certification (signature) is to be printed on the invoice. The certification wording is in a prodcard. Retention Percent: PF2 Help 6 digits Enter a retention percentage. Used to “retain” or “hold back” billing some expenses until the end of the project. Limit: PF2 Help 14 digits Indicate the limit of retention. Once the limit is reached, no more retention will be taken. Retention Balance: 14 digits Displays the amount of retention made to date. Retained from PF2 Help 14 digits Billing: A system-maintained field indicating the total, retained as of the last billing. Comment: 40 characters Indicate the kind of special handling needed with the billing. Screen 116 – Project Billing Information (cont’d) Form Number: PF2 Help 8 digits Enter the Federal form number to be used for billing. Number Copies: PF2 Help 2 digits Enter the number of copies of the report needed. Cost Share Report: ? Help 1 character Type “Y” to create a report for the billing clerk. Detail Expense: ? Help 1 character Enter “Y” to indicate that expense detail must accompany the bill. Manual Backup: ? Help 1 character Type “Y” to designate a manual backup must be done and included with the bill. Payroll Summary: ? Help 1 character Enter “Y” to if a payroll summary should be included with the bill. Payroll Detail: ? Help 1 character Type “Y” to include payroll detail information with the bill. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Enter Project Installment Schedules For those cases when the sponsor has given you an installment schedule, you may enter the dates and amounts on Screen 117. For FAMIS programs to produce the bills, the Date field must be the last day of a month. When the end of month billing programs are run, the bills will reflect the dates and amounts entered. This screen is protected unless the information on Screen 116 reads: Bill Mode A = Automatic FAMIS Produces bill OR Bill Mode M = Manual Type I = Installment Frequency H = According to Sponsor Schedule Screen 117 - Project Installment Schedule 117 Project Installment Schedule 02/13/09 15:21 FY 2009 CC 99 Screen: ___ Project: 4680210000 (AFRAPT) RESEARCH FOR ADVANCED AIRCRAFT Bill Type Code: I ---------- Enter the Billing Installment Schedule Below ---------- Date Amount Date Amount 08/15/1995 _______7162.00 __________ ______________ 10/15/1995 _______7160.00 __________ ______________ 12/15/1995 _______7160.00 __________ ______________ 02/15/1996 _______7160.00 __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ __________ ______________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Enter a project number in the Project field and press . • Type the necessary installment schedule date and amount in the fields available. • Press to record the data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the billing information you are creating or modifying. Screen 117 – Project Installment Schedule (cont’d) Screen Information Bill Type Code: PF2 Help 1 character Enter the bill type code that was entered on Screen 116. Date: 8 digits Enter the date the installment is to be billed. Must be last day of the month for FAMIS produced bills. Amount: 14 digits Indicate the amount to be billed for each installment. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Enter Project Bill To Address Use Screen 118 to enter the project bill to address as it is to be displayed on the invoice. This screen will allow you to enter the name, address, title, and other important address information. Screen 118 - Project Bill To Address 118 Project Bill to Address 09/13/09 15:23 FY 2009 CC 02 Screen: ___ Project: 0000455397 AAHE-PROJECTS WITH PROMISE/WYLIE BILL TO: Name: DR. CARLA C. CARSON___________ Phone: 777-444-2999 Ext: ____ Title: BBHE SENIOR ASSOCIATE____ Fax: 777-444-4999 Address: ROSWELL INST OF TECHNOLOGY____ 11 MEMORIAL DRIVE_____________ LBJ-2222______________________ City: ROSWELL_____________ State: NV Zip: 14444____ Country: ___ ******* As Displayed on Invoice ******* DR. CARLA C. CARSON BBHE SENIOR ASSOCIATE ROSWELL ASSOCIATION FOR HIGHER EDUCATIO ROSWELL INST OF TECHNOLOGY 11 MEMORIAL DRIVE LBJ-2222 ROSWELL, NV 14444 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next If there is data entered in the TAMRF Number field on Screen 112, “Texas A&M Research Foundation” will be displayed as part of the address. 118 Project Bill to Address 09/13/09 15:23 FY 2009 CC 02 Screen: ___ Project: 4262110000 XYZ RESEARCH MODEL BILL TO: Name: STRX INTERNATIONAL____________ Phone: 777-111-2999 Ext: ____ Title: ATTN: S. SMITH, AD111____ Fax: 777-111-4999 Address: 333 MAIN STREET_______________ ______________________________ ______________________________ City: MISSION_____________ State: IL Zip: 99999____ Country: ___ ******* As Displayed on Invoice ******* STRX INTERNATIONAL ATTN: S. SMITH, AD111 TEXAS A&M RESEARCH FOUNDATION 333 MAIN STREET MISSION, IL 99999 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Enter the data in the BILL TO address fields. • Press to record the data. Screen 118 – Project Bill To Address (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the billing information being added or updated. Screen Information BILL TO: PF2 Help 30 characters Name: Type the name of the person or department to be billed. Phone: 12 digits Enter the phone number of the person or department to be billed. Ext: 4 digits Indicate the phone extension number to be dialed, if available. Title: 25 characters Type the title of the person receiving the bill. Fax: 12 digits Enter the FAX number of the person or department being billed. Address: 3 lines/30 characters Enter the address where the bill should be sent. City: 20 characters Indicate the city location where the bill will be mailed. State: ? Help 2 characters Identify the state location where the bill will be sent. Zip: 9 digits Record the ZIP code for the address of the bill being mailed. Country: ? Help 3 characters Indicate the country where the person resides. *******As Displayed on Invoice******* Shows the name and address as it is listed on the invoice. (Reminder: if there is data in the TAMRF Number field on Screen 112, “TEXAS A&M RESEARCH FOUNDATION” will be displayed as part of the address.) Additional Functions PF KEYS See Appendix for explanation of standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Enter Project Reporting Requirements FAMIS allows you to add, view and maintain reporting requirements for a project using Screen 115. Report requirements are entered in segments. A segment is a combination of a category/report type/frequency and can be seen as one line on this screen. A segment can be entered one of two ways: (1) by positioning the cursor on the desired line, pressing PF10 (CrTrk) and entering the data directly onto this screen OR (2) by running the SBAU115 batch program. This program will create new segments based on the fields noted below, First Due Date and Last Due Date. The batch program includes a two month window, so you will see segments up to two months before their appropriate dates. (The two month window is not available online). To view the further report detail for a project, go to Screen 127. The report, SBAR143, lists segments that are overdue and coming due segments, but only those that are active and not completed, skipped or deleted. Screen 115 - Project Reporting Requirements 115 Project Reporting Requirements 02/13/09 15:27 FY 2009 CC 02 Screen: ___ Project: 0000455515 AAHPERD-MOTOR IDEATION IN CHILDREN Rpt Form First Last Modify Modify Cat Type Frq Copies Number Due Date Due Date UserID Date TE PRG S __2 ________ 09/30/2005 03/31/2006 KxxxxxP 05/11/2005 TE ___ F __1 ________ 04/15/2006 04/15/2006 KxxxxxP 05/11/2005 FI ___ F __1 ________ 04/15/2006 04/15/2006 KxxxxxP 05/11/2005 __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ __ ___ _ ___ ________ __________ __________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CrTrk Basic Steps • Enter a project number in the Project field and press to display existing project information. If the number is not known, you may type an asterisk (*) in this field to select from a list in the pop-up window. • To add a segment, press PF10 and fill in the category (Cat), frequency (Frq), and the First Due Date fields. • Type additional data in the available fields, as desired, and press to record your data. Screen 115 – Project Reporting Requirements (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number. Screen Information “Cat/Rpt Type” together make up a segment. . Cat: ? Help 2 characters Enter the category associated with the report. Rpt Type: 3 characters Indicate the type of report for this project. You may view valid codes for Report Type using the ? Help on the Cat field. . Frq: ? Help 1 character Identify the frequency with which reports will be provided. Copies: 3 digits Enter the number of copies needed. Form Number: PF2 Help 8 characters/digits Indicate the form number required when reporting for federal projects. . First Due Date: 8 digits Enter the date the report is first due. Last Due Date: 8 digits Enter the date that the last report is due. Modify User ID: 8 characters/digits Shows the user ID of the last person who modified this entry. Modify Date: 8 digits Indicates the date on which the last user modified this entry. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. PF10 Create Report Tracking CrTrk Creates a new segment or if the segment already exists, creates a sequence. Project Report Tracking You may track project report sequences in FAMIS using Screen 127. A sequence is an iteration of a segment. The sequence has different dates connected with it. All entries from this screen are kept for an audit trail. You may delete an entry that was entered online, but you may not delete sequences that were created by the batch program. To “disallow” them, you can change the status to “S” (SKIP) in the St field. Will not automatically put data on this screen. You must use PF10 on Screen 115. Only update and delete functions are allowed on this screen. If you want to add a project report, use Screen 115. Screen 127 - Project Report Tracking 127 Project Report Tracking 02/13/09 15:37 PEACHES FY 2009 CC AB Screen: ___ Project: 0000000006 Cat: __ Rpt Type: ___ Date: __________ Include Only: Due/Overdue: _ Completed/Skipped: _ Rpt Form Date Rcvd Date Sent S Seq. F Cat Type Due Date Frq Number Copies from PI to Sponsor t No. _ IN 01/29/2005 S __________ __________ _ 1 Note: _____________________________________________________________________ _ IN CON 06/30/2005 A 23456 22 __________ __________ _ 1 Note: _____________________________________________________________________ _ IN CON 06/30/2005 A 23456 22 __________ __________ _ 2 Note: _____________________________________________________________________ _ IN CON 01/01/2005 S 123456 100 __________ __________ _ 1 Note: _____________________________________________________________________ _ IN CON 07/01/2006 S 123456 100 __________ __________ _ 1 Note: _____________________________________________________________________ IN CON 07/01/2006 S 123456 100 __________ __________ S 2 Note: _____________________________________________________________________ ** Press Enter for More Reports ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Can use for corrections or change/orders Project Report Tracking Process The status of a sequence changes to “Complete” when an entry is made in the Date Sent to Sponsor field. Segment/Sequence A segment is a unique combination of a category/report type/frequency. Multiple reports can be required for a segment. You can copy or create a new sequence that identifies a different set of dates to be reported for the same segment. The sequence numbers appear under the Seq. No. column. Screen 127 – Project Report Tracking (cont’d) Sequence You can create a new sequence using the PF10 key on Screen 115. If a segment already exists, a sequence is created. In the following example, the segment exists so a new sequence will be created. +---------------------------------------------------------+ | | | | | Create Report Segment: | | Project: 0000000006 Cat: IN Type: CON Frq: S | | First Due Date: 07/01/2000 | | Last Due Date: | | | | Next Due Date: 07/01/2006 Segment(s) Exist | | | | ** Press to Quit ** | +---------------------------------------------------------+ Status The following are valid status entries: B = Not Specified C = Complete D = Delete (Batch-Created records only) S = Skip Basic Steps • Enter a project number in the Project field and press to display existing project information. If the number is not known, you may type an asterisk (*) in this field to select from a list in the pop-up window. • Provide the category (Cat), report type (Rpt Type), due date (Date) in the fields provided, and indicate if you want to include Due/Overdue or Complete/Skipped project reports. • Type additional data in the available fields, as desired. • Press to record your data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number. “Cat/Rpt Type” together make up a segment. . Cat: ? Help 2 characters Enter the category associated with the report. Screen 127 – Project Report Tracking (cont’d) Rpt Type: 3 characters Indicate the type of report for this project. You may view valid codes for Report Type using the ? Help on the Cat field. Date: 10 digits Include a date to filter the list to be displayed. Include Only: 1 character Due/Overdue: Type “Y” to include reports that are due and/or overdue. Completed/ 1 character Skipped: Type “Y” to include reports that have a status of completed or skipped. Screen Information F: 1 character Type the described function code. U = Update D = Delete Use Screen 115 to add a segment or sequence. Cat: PF2 Help 2 characters Displays the category code. Examples: IN = Invention PR = Property TE = Technical Rpt Type: 3 characters Shows the report type. Examples: CON = Invention-Upon Conception INT = Invention-Interim AWP = Technical-Annual w/Proposal Due Date: 8 digits Identifies the due date for the project report. . Frq: PF2 Help 1 character Indicates the frequency with which reports will be provided. Form Number: 8 characters/digits Displays the form number required when reporting for federal projects. Copies: 3 digits Identifies the number of copies of the report needed. . Date Rcvd From PI: 8 digits Enter the date that the report is received from the Principal Investigator. Screen 127 – Project Report Tracking (cont’d) Date Sent to 8 digits Sponsor: Enter the date the report was sent to the Sponsor. Entering a date in this field completes the tracking. St: PF2 Help 1 character Record the status of the project report. B = Not Specified C = Complete D = Delete (Batch-created records only) S = Skip If you use “Skip” you won’t be able to work with the sequence again. Seq. No.: 1 digit Identifies the sequence number of the report. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Project Due/Overdue Report Tracking Screen 143 is used to track project report segments that are due or overdue. This screen is in date, category and type order. Selecting a project from this screen will advance you to Screen 127, which will show you all the sequences and additional detail about the report segment. Screen 143 – Project Due/Overdue Report Tracking 143 Project Due/Overdue Report Tracking 02/13/09 15:41 FY 2009 CC 99 Screen: ___ Date: __________ Include Only: Due/Overdue: _ Cat: __ Rpt Type: ___ Rpt Form Dt Rcvd Seq S Due Date Cat Typ Project Title Frq Number Copies from PI Nbr _ 09/30/97 TE PRG 4810010000 TEXAS-LOUISIANA C 10/31/97 1 Note: ////////////////// _ 03/01/06 FI 4550810000 CP VIOLATION IN Q SF272 1 1 Note: _ 03/15/06 FI 4515410000 ASSIMILATING SAT Q 272 1 1 Note: _ 03/15/06 TE PRG 4729600000 AUTOMATED VMS ME M 1 Note: _ 03/15/06 TE PRG 4747900000 TRANSPORTATION P M 3 1 Note: _ 03/28/06 FI 4817210000 ALTERNATIVE SPLI F FINALINV 1 Note: ** Press Enter for More Reports ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Select a tracking segment by typing “X” in the S (Select) field and pressing to proceed to Screen 127. • To filter the project display, type the desired information in the fields provided. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Date: 8 digits Enter the desired due date. Include Only: 1 character Due/Overdue: Type “Y” to include reports due and/or overdue. . Cat: ? Help 2 characters Enter the desired category. Rpt Type: 3 characters Indicate the type of report requested for this project. You may view valid codes for Report Type typing a question mark in the Cat field. Screen 143 – Project Due/Overdue Report Tracking (cont’d) Screen Information S: 1 character Type “X” to select a tracking segment and proceed to Screen 127 to view the detail. Due Date: 8 digits Identifies the due date for the project report. Cat: PF2 Help 2 characters Displays the category code. Examples: IN = Invention PR = Property TE = Technical Rpt Type: 3 characters Shows the report type. Examples: CON = Invention-Upon Conception INT = Invention-Interim AWP = Technical-Annual w/Proposal Project: 10 digits Identifies the project number. Title: PF2 Help 16 characters Displays the title of the project. . Frq: PF2 Help 1 character Indicates the frequency with which reports will be provided. Copies: 3 digits Shows number of copies of the report needed. . Date Rcvd From PI: 8 digits Shows the date that the report is received from the Principal Investigator. Seq. No.: 1 digit Identifies the sequence number of the segment for a report. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Add/Modify Project Researcher Information You may view information for the researchers and departments by using Screen 119. This screen is available to maintain project researcher information. This data must be entered to view “Projects by Researcher” on Screen 142. Screen 119 - Project Researcher Information 119 Project Researcher Information 02/16/09 08:50 FY 2009 CC 02 Screen: ___ Project: 0000404142 A NANOSCALE MICROFLUIDIC SAMPLER: P F I Researcher Dept SDept Researcher Name Dept Name _ 1 6uuuuuuu9 OCNG_ _____ BIERS, BRENDA B OCEANOGRAPHY _ 2 8uuuuuuu7 CLGE_ _____ SELLERS, SAMUEL S COLLEGE GEOSCIENCE _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ _ _ _________ _____ _____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Enter the desired function (F), investigator level (P), the researcher’s UIN (Researcher), and the department codes (Dept) and (SDept) in the appropriate fields. • Press to record the data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the researcher information you are adding or updating. Screen Information . F: ? Help 1 character Indicate whether to add, update, or delete researcher information. . PI: ? Help 1 digit Enter the principal investigator level of the researcher. . Researcher: ? Help 9 digits Type the researcher's identification number taken from researcher files. Screen 119 – Project Researcher Information (cont’d) . Dept: ? Help 5 characters Specify the department code the researcher is associated with. SDept: 5 characters Include the researcher's sub-department, if applicable. Researcher Name: 30 characters Displays the researcher's full name, as taken from the researcher file. Dept Name: 4 characters Shows the name of the department associated with the researcher, as taken from the department code entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Limitation of Cost Information Use Screen 120 to enter the limitation of the cost, amount, and days of a project. “Limitation of Cost” is when the sponsor wants to know in advance (usually 30 days) when the project gets to a certain percentage of cost - example, 75% of cost. Private sponsors often use this function. Screen 120 - Project Limitation of Cost 120 Project Limitation of Cost 02/13/09 15:47 FY 2009 CC 99 Screen: ___ Project: 4724310000 REVIEW OF 'AMERICANS WITH DISABILITIES Flag: Y Percent: __ Amount: ______________ Days: ___ Comment: 30 DAYS_________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Include additional data in the fields available and press to record the data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number. Screen Information Flag: ? Help 1 character Enter “Y” to indicate that there is a limitation of cost associated with this project. Leave this field blank if not applicable or unknown. Percent: PF2 Help 2 digits Include the percent of the project for the limitation of cost. Amount: PF2 Help 14 digits Enter the amount the project is limited to. Screen 120 – Project Limitation of Cost (cont’d) Days: 3 digits Indicate the number of days before the end of the contract to notify the sponsor if limitation has been reached. Comment: 40 characters Enter any comments to help identify the limitations of cost for the project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Project Compliance Codes Screen 121 allows you to enter and maintain codes, indicating compliance with various regulations for a project. Use this screen to enter the type of project and other comments as desired. Screen 121 - Project Compliance Codes 121 Project Compliance Codes 02/13/09 15:49 FY 2009 CC 99 Screen: ___ Project: 4361010000 EFFECT OF DIETARY FAT SOURCE ON F Committee Committee Type Typ S Date Comment Comment AS _ __________ HAS FORMS ON DISK - MKB_________________ RATS________________ RD _ __________ NEEDS FORMS_____________________________ ____________________ RD _ __________ 7/2/96: SENT FOLLOWUP MEMO TO BH. DJH___ ____________________ RD _ __________ PI HAS FORMS PER DH MEMO - BH - 7/2/96__ ____________________ AS Y __________ RECEIVED FORM/SENT FOR APPROVAL - BH____ 7/8/96______________ RD Y __________ RECEIVED FORM/SENT FOR APPROVAL - BH____ 7/8/96______________ AS _ __________ PER TRACY/LARR - SENT MEMO ASKING JIANG_ ____________________ AS _ __________ TO MODIFY FORM -- TO DATE HAS HAD NO__ ____________________ AS _ __________ RESPONSE - BH_- 7/26/96_______________ ____________________ RD _ 09/07/1996 APPROVED 9/7/96--KDM____________________ ____________________ __ _ __________ ________________________________________ ____________________ __ _ __________ ________________________________________ ____________________ __ _ __________ ________________________________________ ____________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Include compliance data in the fields available and press to record the data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for award information you are adding/modifying. Screen Information Typ: ? Help 2 characters Indicate the type of subjects and/or substances to be used in the research. FS: 1 digit Indicate if the form status is complete, or leave blank. Committee Date: 8 digits Enter the date of a committee action. Committee 40 characters Comment: Include the committee’s comments on action taken, decision made, etc. Screen 121 – Project Compliance Codes (cont’d) Type Comment: 20 characters Enter additional comments about the type of research. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according the information on Screen 821. NSF and THECB Codes FAMIS allows you to enter and maintain codes that facilitate reports to the National Science Foundation (NSF) and The Coordinating Board (THECB). Screen 122 allows you to make modifications to your report. Screen 122 - Project NSF and THECB Codes 122 Project NSF and THECB Codes 02/13/09 15:50 FY 2009 CC 99 Screen: ___ Project: 4436710000 (URI) EXPLORING THE INTERFACE OF URBAN D National Science Foundation & Texas Higher Education Coordinating Board Codes Activity: 1A_ Science and Engineering Field: 2A3 NSF Category: NSF_____ Special Areas of Interest: ___ Character of Work: 4A_ Selection Process: 5A_ Addtn'l Special Areas of Interest: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ Federal Demonstration Project: Y Other Related Projects __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next NOTE: The Activity, Science and Engineering Field, Character of Work, and Selection Process fields are required at the project level, but not to the proposal. If any of the four THECB fields (Activity, Science/Engineering Field, Character of Work, or Selection Process) are filled in, then the other 3 fields must also be filled in. This information is displayed on FRS Screen 9. Determination of NSF Category The NSF Category field will be filled in automatically from the CFDA code table when: 1) The NSF Category field has not been changed by the person entering information on the screen. This includes blanking out the field. 2) The Sponsor has a Sponsor Type of “F” (Federal) or the Fed Flow Sponsor field is filled in (Screen 111). 3) If the CFDA Code is filled in, the CFDA Code will be checked at the Agency level to see if a default category exists. For example, programs with a CFDA Code of 10.xxx are associated with the USDA. Therefore, CFDA Code 10.000 will have a default NSF Category of USDA. When a code such as “10.058” is entered on Screen 11 or Screen 111, the CFDA code “10.000” will be checked and the NSF Category will be filled in with “USDA.” Screen 122 – Project NSF and THECB Codes (cont’d) If the CFDA Code (on the Table) does not have a default category, the Sponsor will be checked to see if it is a Sponsor Type “F”. If it is, the classification information for the sponsor will be checked to see if one of the NSF category levels exists. If so, the NSF Category will be filled in with that category. Otherwise, “OTHER” will be entered in the NSF Category field. 4) If no CFDA Code is entered, the Sponsor and Fed Flow Sponsor fields will be checked as described above. Basic Steps • Type a project number in the Project field and press . • Enter project information in the fields provided. • Press to record the data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the codes being entered and updated. Screen Information . Activity: ? Help 3 digits/characters Indicate the type of research activity for the National Science Foundation and Texas Higher Education Coordinating Board. . Science and ? Help 3 digits/characters Engineering Field: Enter the code, which indicates the science, or engineering impact of the research. NSF Category: ? Help 8 characters Indicate the category for split-out on the NSF report. This facilitates separating the NSF report into categories for reporting of federal agencies: USDA, DOD, DOE, DHHS (includes NIH), NASA and NSF. . Special Areas of ? Help 3 digits/characters Interest: Enter the area of special interest the project is concerned with as defined by the Coordinating Board. . Character of ? Help 3 digits/characters Work: Include the code for the type of research associated with the project. . Selection Process: ? Help 3 digits/characters Type the code for the selection process by which the research was awarded. Addtn’l Special ? Help 3 digits/characters Areas of Interest: Enter up to 14 additional areas of special interest the project is concerned with. Screen 122 – Project NSF and THECB Codes (cont’d) Federal ? Help 1 character Demonstration Enter “Y” if this is a Federal Demonstration Project. Project: Other Related PF2 Help 10 digits Projects: Include up to 10 additional project numbers related to this project. They may or may not be Federal Demonstration projects. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Project Comments You will be able to include comments about the project by using Screen 123. These comments are freeform and can be used for historical information. However, the comments do not print, and are only used as a resource of additional information about the project. There is no word wrap feature when entering text. To avoid splitting a word between two lines, use the TAB key to advance to the next available text line. Screen 123 - Project Comments 123 Project Comments 02/13/09 15:52 FY 2009 CC 99 Screen: ___ Project: 4724310000 REVIEW OF 'AMERICANS WITH DISABILITIES Position at line: 1__ of 3 Line Project Notes 1 OBLIGATED THROUGH 1/14/97 $145,726.00____________________________ 2 TO BE OBLIGATED $37.047__________________________________________ 3 TOTAL PROJECT $182,773___________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Bkwd Frwd Basic Steps • Type a project number in the Project field and press . Use the search feature if the project number is not known by typing an asterisk (*), part of the name, or part of the project number and pressing . • Enter comments about the project in the space provided and press to record the data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number requiring additional comments. Position at line __ 3 digits of __ Type a line number in this field to position a specific line number at the top of the display. Comments can be added in spaces provided. The comment entry is not tagged with audit information such as time, date and person entering. Line: 2 digits Displays the line number for the project notes displayed. Screen 123 – Project Comments (cont’d) Project Notes: 55 characters Include notes about the project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Project Activity Log Notes of project activity are kept in chronological order on Screen 124. This provides a history of activity on the project. Each time an update is made, you must enter the date. However, the User ID will automatically be filled in by the system. There is no word wrap feature when entering text. To avoid splitting a word between two lines, use the TAB key to advance to the next available text line. Screen 124 - Project Note Log 124 Project Note Log 02/13/09 15:59 FY 2009 CC 99 Screen: ___ Project: 4724310000 REVIEW OF 'AMERICANS WITH DISABILITIES Position at line: 1_ of 13 Ln Date Comment Userid 1 02/08/1995 M500119 03 RELEASE OF FUNDS $52,602_________________ 2 06/20/1994 M406759 02 RELEASE OF FUNDS $28,871_________________ 3 05/10/1994 M406743 01 94-108 RFP $182,773._____________________ 4 02/25/1998 CLOSING STARTED_____________________________________ HxxxxxP 5 02/25/1998 CLOSE-OUT DOCUMENTS FORWARDED TO ACCTG MGMT/J PORCH_ WxxxxxP 6 03/02/1998 CLOSEOUT FORWARDED TO HANNA HARRISON _______________ PxxxxxP 7 03/16/1998 CLOSEOUT FORWARDED TO MELINDA MARTIN________________ WxxxxxP 8 03/16/1998 C/O FORWARED TO TREASURY____________________________ PxxxxxP 9 03/16/1998 TREASURY HOLDING, INV#R004804 FOR $164.24 OUTSTANDIN SxxxxxP 10 __________ ALSO SCREEN 019 OUT OF BALANCE______________________ SxxxxxP 11 03/18/1998 FRS 019 CORRECTED___________________________________ SxxxxxP 12 04/09/1998 PAYMENT REC'D, TREASURY SIGNED AND FORWARDED TO RA__ SxxxxxP 13 04/13/1998 CLOSEOUT COMPLETED__________________________________ HxxxxxP __________ ____________________________________________________ __________ ____________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Bkwd Frwd Basic Steps • Type a project number in the Project field and press . • Include the Date and Comments in the available fields and press to record the project notes. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for which notes are being made. Position at line __ 3 digits of __ Type a line number in this field to position a specific line number at the top of the display. Screen Information Ln: 2 digits Displays the line number for the information displayed. Date: 8 digits Type the date you are entering the comment. Screen 124 – Project Note Log (cont’d) Comment: 55 characters Include comments about the project. There is no word wrap feature when entering the text. User ID: 8 characters Displays the identification number of the person entering the comment. This is automatically assigned by the system. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Project Keywords FAMIS allows you to set up keywords that can be used for project information. When you enter standard keywords for your projects on Screen 125, you can then use Screen 145 to find related projects. It is suggested that you define and use a set of standard words to use in order to ensure the best search results. Keywords must be set up on Screen 809. Screen 125 - Project Keywords 125 Project Keywords 02/13/09 16:02 FY 2009 CC 02 Screen: ___ Project: 0000000933 NTIA/PTFP GRANT 90206 Keywords: KAMU___________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ Roll-up Group: _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Enter Keywords for the project in the fields provided and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be associated with specific keywords to be entered. Screen Information Keywords: Help 15 characters/12 lines Enter the keyword(s) for the search. Screen 809 must be set up. Roll-Up Group: 5 characters/12 lines This field is not used by FAMIS at this time. Screen 125 – Project Keywords (cont’d) Additional Functions PF Keys: See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Project Contact Information Screen 128 provides a list of contacts for a project. This screen shows the contact type, name, title and phone number. You may select a contact on this screen and advance to Screen 129 to view more details about the contact. Contact information displayed on this screen is entered on Screen 129. Screen 128 - Project Contact Information 128 Project Contact Information 02/13/09 16:04 FY 2009 CC 02 Screen: ___ Project: 0000001031 DOCTORIAL TRAINING-HISPANIC CHILD Sponsor: 0000203 U. S. DEPARTMENT OF EDUCATION * ----- Contacts ----- * Sel Type Name Title Phone Ext. _ A RANDY ROBBINS EDUCATION PROGRAM ST _ A CARLA CARSON EDUCATION GRANTS STA 202-222-2222 _ F DEPARTMENT OF EDUCATION FINANCIAL MANAGEMENT 202-444-3333 *** End of list *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • If the project number is not known, type an asterisk (*), part of the project number, or part of the project name in this field, and press to view a list of available projects. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the contact information to be displayed. Screen Information Sponsor: PF2 Help 7 digits/30 characters Shows the seven-digit ID number and name of the sponsor associated with the project. Sel: 1 character Type an “X” to select a contact and press to proceed to Screen 129 where detailed project contact information is displayed. Type: 1 character Indicates level or position type of the contact. For example, administrative, financial or technical, etc. as entered on Screen 129. Screen 128 – Project Contact Information (cont’d) Name: 35 characters Shows the name of the contact that was entered on Screen 129. Title: 20 characters Identifies the contact’s position title, provided on Screen 129. Phone: 10 characters Displays the contact’s phone number entered on Screen 129. Ext: 4 characters Provides the contact’s phone extension number, if available. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Add/Modify Project Contact Information Contact information for a project are entered, modified and deleted on Screen 129. Contacts added on this screen are displayed on Screen 128. Screen 129 - Project Contact Maintenance 129 Project Contact Maintenance 02/13/09 16:10 FY 2009 CC 02 Screen: ___ Project: 0000001021 Contact Type: A_ IMPROVEMENT OF ELEM SCHOOL SCIE TEACHING Sponsor: 0000203 U. S. DEPARTMENT OF EDUCATION Contact Number: 1 Delete this Contact: _ (Y/N) Name: DONNA D DREW_____________ Title: NEGOTIATOR_______________ Address: DEPARTMENT OF EDUCATION_______ GRANTS AND CONTRACTS SERVICE__ ______________________________ City: WASHINGTON__________ State: DC Zip: 20202____ Phone: 202-777-2222 Ext: ____ Country: US_ Fax: ____________ >>> Press PF10 for a list of Project Contacts <<< Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next List To view a list of contacts for the project, press PF10. PF10 Key (View sponsor contacts for the project) +---------------------------------------------------------------+ | | | Screen: ___ ** Contact List ** | | | | Sel Type Name Title | | --- ---- ------------------------- ------------------------- | | _ A JILL JONES EDUCATION PROGRAM STAFF | | _ A RITA RAYNES EDUCATION GRANTS STAFF | | _ F DEPARTMENT OF EDUCATION FINANCIAL MANAGEMENT SERV | | | | | | | | | | | | | | | | ** 3 Contacts displayed ** | +---------------------------------------------------------------+ Basic Steps • Type a project number in the Project field and press . • Use the fields provided to add or modify the contact information. • Press to record the data. • To delete a contact, type “Y” in the Delete this Contact field. Screen 129 – Project Contact Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the contact information you are adding or updating. Contact Type: ? Help 2 characters Indicate the level or position type of the contact person; i.e., administrative, financial or technical, etc. Screen Information Sponsor: 7 digits Displays the ID number and name of the sponsor associated with the project. Contact 2 digits Number: Indicates the number that was assigned when the contact person was entered. Delete this 1 character Contact: Type “Y” if this contact information should be deleted. Name: 25 characters Enter the name of the project contact person. Title: 25 characters Indicate the contact person’s position title. Address: 3 lines/30 characters Enter the contact person’s address. City: 20 characters Enter the city address for the contact person. State: ? Help 2 characters Identify the contact’s State address. Zip: 9 digits Provide the ZIP code for the contact person’s address. Phone: 10 digits Enter the contact person’s phone number in this field. The valid sequence is xxx-xxx-xxxx. Ext: 4 digits Indicate the phone extension number of the contact person’s phone number, if applicable. Screen 129 – Project Contact Maintenance (cont’d) Country: ? Help 3 characters Enter the country location of the contact person. FAX: 12 digits Type the contact person’s FAX number. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. PF10 Contact List List Displays the contacts for the project. Delete Project FAMIS allows you to delete a project from the SPR module with the use of Screen 190. A pop-up window will be displayed to confirm the deletion. If awards exist on the project, it cannot be deleted. Screen 190 - Project Delete S6301 Awards exist for this Project - Cannot Delete 190 Project Delete 02/13/09 16:24 FY 2009 CC 02 Screen: ___ Project: 0000003096 Enter 'Y' to Delete: _ Title: S/G INDUSTRIAL - ROSATI Long Title: S/G INDUSTRIAL - ROSATI Sponsor: 0001038 Last Award: 1 Total Awards: 27953.00 Sponsor Name: NATIONAL OCEANIC AND ATMOSPHERIC ADMIN. Award Number: NA56RG0388 Status: A Previous Project: Begin Date: 07/01/1997 Parent Project: End Date: 06/30/1998 Project Type: S Instrument Type: G Instrument Sub-Type: OTHR Funding Type: R Function: 15 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • If there are no awards for the project, type “Y” in the Enter ‘Y’ to Delete field and press to delete the project. • Enter “Y” in the pop-up window to confirm the project deletion and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be deleted. Enter ‘Y’ to Delete: 1 character Type “Y” to delete the project. A pop-up window will appear to allow you to confirm the deletion of the project. Screen Information Title: PF2 Help 40 characters/digits Displays the project title. Long Title: PF2 Help 130 characters Shows the complete title of the project. Screen 190 – Project Delete (cont’d) Sponsor: PF2 Help 7 digits Displays the sponsor’s identification number. Last Award: PF2 Help 2 digits Indicates the number assigned to the last award made to the project. Total Awards: PF2 Help 20 digits Shows the total dollar amount awarded to this project. Sponsor Name: PF2 Help 50 characters Displays the sponsor’s name. Award Number: PF2 Help 20 digits/characters Provides the award number. Status: PF2 Help 1 character Shows the status of the project. Previous Project PF2 Help 15 digits Provides the previous project number, if any. Begin Date: PF2 Help 8 digits Shows the start date for the project. Parent Project: PF2 Help 15 characters Indicates the parent project, if applicable. End Date: PF2 Help 8 digits Provides the estimated completion date for the project. Project Type: PF2 Help 1 character Indicates the type of project; single, parent or child. Instrument Type: PF2 Help 1 character Identifies the project’s instrument type. Instrument PF2 Help 5 characters Sub-Type: Displays the category of the type of instrument. Funding Type: PF2 Help 1 character Identifies the funding type chosen for the project. Function: PF2 Help 2 characters/digits Shows the function chosen for the project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Delete Award An award can be deleted using Screen 191. A pop-up window will be displayed to confirm the deletion. The award amount and the amount reported must be zero to delete an award. Screen 191 - Award Delete S6293 Award Amt and Amt Reported must be zero to delete Award 191 Award Delete 02/13/09 16:27 FY 2009 CC 02 Screen: ___ Project: 0000404142 Award Nbr: 001 Enter 'Y' to Delete: _ Title: A NANOSCALE MICROFLUIDIC SAMPLER: Long Title: A NANOSCALE MICROFLUIDIC SAMPLER: APPLICATIONS IN ENVIRONMENTAL AGRICULTURAL SAMPLING OF E. COLI Sponsor: 0000245 Sponsor Name: SEA GRANT - NOAA Sponsor Awd: NA06OAR4170076 Last Award: 001 Award Amount: 10000.00 Total Awards: 10000.00 Begin Date: 04/01/2008 End Date: 10/31/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Enter the project number to be deleted in the Project field and press . • Verify that the award amount and amount reported are zero, then type “Y” in the Enter ‘Y’ to Delete field and press . • Type “Y” in the pop-up window to confirm the deletion of the award. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number of the award information being deleted. . Award Nbr: 3 digits Type the award number to be deleted. . Enter ‘Y’ to Delete: 1 character Enter “Y” to delete the award. A pop-up window will appear to allow you to confirm the deletion. Screen Information Title: PF2 Help 40 characters Displays the title of the project. Screen 191 – Award Delete (cont’d) Long Title: PF2 Help 130 characters Shows the long title for the project. Sponsor: PF2 Help 7 digits Displays the sponsor’s identification number. Sponsor Name: PF2 Help 50 characters Identifies the name of the project’s sponsor. Sponsor Awd: PF2 Help 20 characters/digits Shows the project number assigned by sponsor. Last Award: PF2 Help 3 digits Displays the number assigned to the last award associated with the project. Award Amount: 12 digits Provides the total dollar amount of the award to be deleted. Must bring the award amount to zero before you can delete. Total Awards: PF2 Help 12 digits Indicates the total dollar amount awarded to the project. Begin Date: PF2 Help 8 digits Shows the beginning date of the award. End Date: PF2 Help 8 digits Displays the date the award ends. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Screen 191 – Award Delete (cont’d) Section V Project Inquiry Project Inquiry Menu The following menus show the list of screens that pertain to departmental accounting profiles in FAMIS. On the accounting side (FRS) the menu is M07. Menu M12 in the SPR module is the SPR Project Inquiry Menu Screen. This menu provides a list of inquiry screens that can be used to view project information. Menu M12 – SPR Project Inquiry Menu M12 SPR Project Inquiry Menu 02/13/09 16:28 FY 2009 CC 02 Screen: ___ Project Inquiry Screens --- General Project and Award Data --- ----- Accounting Data ------------ 140 Awards for a Project 150 Project Summary By Budget Pool 141 Project High Level Summary 151 Project Indirect Cost Assessed 142 Projects for a Researcher 152 Account Summary for a Project 143 Project Due/Over Report Tracking 153 Revenue for a Project 144 Parent Project Inquiry 154 Accounts for a Project 145 Project Browse by Keyword 155 User Defined Categories 146 Projects for a Sponsor 156 Project Summ by Target Budget 147 Awards for a Researcher 157 Project Summ by User Category 148 Awards for a Sponsor 158 Project Summ by Acct/Budget Pool --- Departmental Planning Budgets -- 159 Dept Defined Profile Inquiry 160 Proj Dept Defined Budget Pool 161 Project Summ by Target Budget 162 Project Summ by User Category Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Display Awards for a Project Screen 140 displays all awards for a project. It also displays the total award amount. When the Report field is blank, the “lock” process has been run and the award information cannot be updated. Screen 140 - Awards for a Project 140 Awards for a Project 02/13/09 16:29 FY 2009 CC 02 Screen: ___ Project: 0000404124 A COASTAL COMMUNTIES PLANNING ATL Long Title: COASTAL COMMUNITIES PLANNING ATLAS FOR DECISION MAKERS AND Sponsor: SEA GRANT - NOAA Ttl Award Amt: 172388.00 Sel Awards Begin End Type Award Amount Report --- ------ ---------- ---------- ---- ---------------- ------ _ 001 05/01/2008 08/31/2008 B 9617.00 _ 002 02/01/2008 01/31/2009 B 9617.00- _ 003 02/01/2008 01/31/2009 C 96048.00 _ 004 02/01/2008 01/31/2010 C 76340.00 Y Total Award Amount: 172388.00 Screen Amount: 172388.00 *** End of Award list *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Select an award by typing an “X” in the Sel (Select) field next to the desired award, and press . You will advance to Screen 113 (Award Information Maintenance), where detailed award information is provided. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be displayed. Screen Information Long Title: 50 characters Shows the complete title of the project. Sponsor: 50 characters Displays the name of the sponsor associated with the project. Ttl Award Amount: 12 digits Indicates the total amount of all awards on this project on Screen 113. Screen 140 – Awards for a Project (cont’d) Sel: 1 character Type an “X” to select an award and view additional information on Screen 113. Awards: 3 digits Shows the number assigned to the award. Begin: 8 digits Displays the date the award is to begin. End: 8 digits Indicates the date the award is to end. Type: PF2 Help 1 character Shows the type of action or reason for the change or addition. Award Amount: 15 characters Indicates the amount of money awarded to the project. Report: 1 character “Y” indicates the award information needs to be reported as part of the month end process. If “Y,” the award information has not been locked and can be updated. When blank, the “lock” process has been run and the award information cannot be updated. Total Award 15 characters Amount: Displays the total dollar amount awarded for this project. Screen Amount: 15 characters Indicates the total amount of money listed on this screen for this project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display High Level Summary for a Project FAMIS provides a high level summary for a project on Screen 141. This screen is used to view the current project data. Screen 141 - Project High Level Summary 141 Project High Level Summary 02/13/09 16:31 FY 2009 CC 02 Screen: ___ Project: 0000404142 Title: A NANOSCALE MICROFLUIDIC SAMPLER: APPLICATIONS IN ENVIRONMENTAL AGRICULTURAL SAMPLING OF E. COLI Sponsor: SEA GRANT - NOAA Status: A Begin Date: 04/01/2008 End Date: 10/31/2009 Number Awards: 1 Total-Awarded: 10000.00 Bill Type: Bill Mode: N Bill Freq: Ind-Freq: M Researcher Dept Name --------- ----- ---------------------------------------- 6uuuuuuu9 OCNG BROWN ,BERTHA B 8uuuuuuu7 CLGE STONE ,STEVEN S ** End of list - 2 Researcher(s) found ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Press PF5 to advance to the next screen which shows additional information about the project. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be displayed. Screen Information Title: ? Help 50 characters Shows the title of the project. Sponsor: ? Help 50 characters Indicates the name of the sponsor associated with the project. Status: 1 character Shows the status of the project. Begin Date: 8 digits Identifies the date the project is to begin. End Date: 8 digits Displays the date the project is to end. Screen 141 – Project High Level Summary (cont’d) Number Awards: ? Help 3 digits Indicates the number of awards for the project. Total-Awarded: ? Help 15 digits Shows the total dollar amount of all awards made to the project. Bill Type: 1 character Shows the type of billing used for the project. Bill Mode: 1 character Provides the method of billing used. Bill Freq: 1 character Displays the frequency of billing that was selected for the project. Ind-Freq: 1 character Indicates the frequency with which the indirect cost is calculated. Researcher: 9 digits Displays the personal ID of the researcher responsible for the project. Dept: 4 characters Identifies the researcher’s department associated with the project. Name: 50 characters Shows the full name of the researcher responsible for the project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Projects for a Researcher To view all projects related to a researcher, use Screen 142. There are two panels of information associated with this screen. There is also an option available to view the support accounts for the project. Screen 119 must be filled in to view data on Screen 142. Screen 142 - Projects for a Researcher (Panel 1) 142 Projects for a Researcher 02/13/09 16:33 FY 2009 CC 02 Screen: ___ Researcher: 8uuuuuuu7 STONE ,STEVEN S Support Acct Display: Y Panel: 01 More >> Sl Project ID Project Title Sponsor Name Acct SAcct -- ---------- ---------------------------- ----------------------- ------ ----- _ 0000000118 SEA GRANT PUBLICATIONS VARIOUS PRIVATE SPONSOR 553051 00000 553051 10000 _ 0000002619 SEA GRANT-RAPID RESPONSE-(95 SEA GRANT - NOAA _ 0000002903 SEA GRANT ADMINISTRATION SUP STATE OF TEXAS - STATE 153011 00000 153011 04524 _ 0000002904 SEA GRANT ADVISORY STATE OF TEXAS - STATE 153013 00000 153013 04352 153013 04537 153013 21054 153013 26038 _ 0000002905 SEA GRANT INFORMATION SERVIC STATE OF TEXAS - STATE 153014 00000 _ 0000003295 SEA GRANT RAPID RESPONSE 98- SEA GRANT - NOAA *** press ENTER to view more Projects *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Left Right Screen 142 - Projects for a Researcher (Panel 2) 142 Projects for a Researcher 02/13/09 16:36 FY 2009 CC 02 Screen: ___ Researcher: 8uuuuuuu7 STONE ,STEVEN S Support Acct Display: Y << More Panel: 02 Sl Project ID Sponsor Award Number -- ---------- ---------------------------------------- _ 0000000118 FAMIS ACCOUNT 553051 _ 0000002619 NA56RG0388 _ 0000002903 _ 0000002904 _ 0000002905 _ 0000003295 NA86RG0058 *** press ENTER to view more Projects *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Left Right Screen 142 – Projects for a Researcher (cont’d) Basic Steps • Type a researcher identification number in the Researcher field and press . • To view the support account information, type “Y” in the Support Acct Display field. • Select a project by typing an “X” in the Sl (Select) field next to the Project ID and press . This will take you to Screen 111 (Project General Information - Page 1), where detailed project information is provided. Page 2 of the Project General Information is found on Screen 112. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Researcher: * Help 9 digits/30 characters Enter the UIN number of the researcher. Support Account 1 character Display: Type “Y” to display the support accounts. Screen Information . Panel 1 Sl: 1 character Type an “X” to select a project. Advances to Screen 111 to view detail project information. Project ID: PF2 Help 10 digits Shows the project number assigned. Project Title: PF2 Help 30 characters Displays the title of the project. Sponsor Name: PF2 Help 20 characters Shows the name of the person/agency associated with the project. Acct: PF2 Help 6 digits Displays the subsidiary ledger account number. SAcct: 6 digits Provides the Support Account number. . Panel 2 Sponsor Award 40 characters/digits Number: Shows project number assigned by the sponsor. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Browse Projects by Parent Project You may view all “child” projects associated with a “parent” project. Parent projects are created to accommodate projects with multiple sponsors. Parent projects are discussed under Screen 111 (Add/Modify Project Information). Screen 144 displays the sponsor’s number, name, number of awards and the total dollar amount funded for the project. Screen 144 - Parent Project Inquiry 144 Parent Project Inquiry 02/13/09 16:43 FY 2009 CC AB Screen: ___ Parent Project: 0000000061 AGREER Nbr of Sel Project Sponsor Sponsor Name Awards Total Funded --- ---------- ------- ---------------------------------- ------ -------------- _ 0000000001 0000081 BROWN FAMILY BENEVOLENT TRUST 001 75,000.00 ***** Total ***** 001 75,000.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a number in the Parent Project field and press . • Select a project by typing an “X” in the Sel (Select) field next to the project and press . The user will be taken directly to Screen 111 (Project General Information - Page 1), where detailed project information will be provided. Page 2 of the Project General Information is found on Screen 112. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Parent Project: * Help 10 digits Enter the identification number for a specific group of projects to be viewed. Screen Information Sel: 1 character Type an “X” to select a specific project and to view additional information on Screen 111. Project: 10 digits Provides the number assigned to the “child” project. Screen 144 – Parent Project Inquiry (cont’d) Sponsor: 7 digits Displays the sponsor’s number associated with this project. Sponsor Name: 50 characters Identifies the name of the sponsor of the projects. Nbr of 3 digits Awards: Displays the number of awards associated with the “child” projects. Total Funded: 14 digits Shows the total dollar amount of awards made to the child projects. Total: 14 digits Shows the total dollar amount awarded to the parent project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Browse Projects by Keyword Screen 145 is used to find a project by using a keyword. You may enter a complete or partial keyword to view a listing with all projects that use the keyword entered. Matching keywords must have been previously entered using Screen 125. Screen 145 - Project Browse By Keyword 145 Project Browse By Keyword 02/13/09 16:44 FY 2009 CC 02 Screen: ___ Keyword: KAMU___________ Sel Project Keyword Sponsor Sponsor Name --- ---------- -------------- ------- ---------------------------------------- _ 0000000933 KAMU 0000240 DOC *** End of Project List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a word or portion of a word in the Keyword field and press . • Select a project by typing an “X” in the Sel (Select) field next to the project and press . You will advance to Screen 111 (Project General Information - Page 1), where detailed project information will be provided. Page 2 of the Project General Information is found on Screen 112. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Keyword: 15 characters Enter a keyword associated with the name of the project, or a portion of the name, to be used to search for the project. The word must have been previously entered on Screen 125. Screen Information Sel: 1 character Type an “X” to select a specific project and to view additional information on Screen 111. Project: PF2 Help 10 digits Displays the number assigned to the project. Screen 145 – Project Browse by Keyword (cont’d) Keyword: 14 characters Provides the project keyword identified by the search word used. Sponsor: PF2 Help 7 digits Displays the number of the sponsor associated with the project by viewing this field. Sponsor Name: PF2 Help 50 characters Shows the sponsor’s name. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Projects for a Sponsor A list of all projects for a specific sponsor is found on Screen 146. This screen shows the project number, short title, awards, and total dollars awarded for a sponsor. After selecting a project, you will be advanced to Screen 111 and can view additional information about the project. Screen 146 - Projects for a Sponsor 146 Projects for a Sponsor 02/13/09 16:47 FY 2009 CC 02 Screen: ___ Sponsor: 0000120 BRAZOS COUNTY Sel Project Short Title Awards Total Awarded End Dt --- ---------- ------------------------------ --- -------------- ---------- _ 0000001231 RESERVE FOR AIRPORT EXPANSION- 001 300000.00 08/31/1999 _ 0000002671 BCCSCD-ADULT PROBATIONERS-4500 006 08/31/2005 _ 0000002679 BRAZOS COUNTY - JUVENILE SERVI 002 18844.48 08/31/1997 _ 0000002680 BRAZOS COUNTY - SHELTERING ARM 002 18244.48 08/31/1997 _ 0000002937 BCCSC-ADULT PROBATION 001 4000.00 08/31/1997 _ 0000002940 BCCSC-SUBSTANCE ABUSE & RELATE 001 37278.08 08/31/1997 _ 0000450112 BCCSCD-EVALUATION OF SPECIALTY 001 35000.00 08/31/2004 _ 0000450114 BCCSCD-EVALUATION OF BRAZOS CO 001 30000.00 07/31/2005 _ 0000450121 CWS-BRAZOS COUNTY*TCR* 001 08/31/2010 Total Awards Amount: 443367.04 Screen Total: 443367.04 ** END OF LIST- 9 PROJECT(S) FOUND ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a sponsor number in the Sponsor field and press to display projects for the sponsor. • Select a project by typing an “X” in the Sel (Select) field next to a project, and press . You will advance to Screen 111 to view detailed project information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor: * Help 10 digits Enter the sponsor’s number to view project information associated with a particular sponsor. Screen Information Sel: 1 character Type an “X” to select a specific project and view additional information. This takes you to Screen 111. Project: PF2 Help 10 digits Shows the project number. Screen 146 – Projects for a Sponsor (cont’d) Short Title: PF2 Help 30 characters Displays a short title for the project. Awards: 3 digits Indicates the number of awards made to the project. Total Awarded: 14 characters Shows the total dollar amount of the award. End Dt: 8 digits Shows the end date of the project. Total Awards 13 digits Amount: Indicates the total dollar amount of all awards associated with the sponsor. Screen Total: 13 digits Displays the total dollar amount of awards listed on the screen. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Awards for a Researcher FAMIS provides a list of all awards for a researcher on Screen 147. There are two panels of information available. Screen 113 (Add/Modify Award Information) must be filled in to have data displayed on Screen 147. Screen 147 - Awards for a Researcher (Panel 1) 147 Awards for a Researcher 02/13/09 16:49 FY 2009 CC 02 Screen: ___ Researcher: 8uuuuuuu7 STONE, STEVEN S Panel: 01 More >> Project Award Beg Date Amount Dept Sponsor Name ---------- ----- -------- -------------- ----- ---------------------------- 0000000118 001 04/03/70 SEAG VARIOUS PRIVATE SPONSORS 0000002619 029 05/01/98 59560.00 SEAG SEA GRANT - NOAA 030 10/01/98 14393.00- SEAG SEA GRANT - NOAA 031 09/01/98 169769.96- SEAG SEA GRANT - NOAA 032 09/01/98 2032041.57- SEAG SEA GRANT - NOAA 033 09/01/98 850750.49- SEAG SEA GRANT - NOAA 034 09/01/98 67333.28- SEAG SEA GRANT - NOAA 035 09/01/98 1011521.00- SEAG SEA GRANT - NOAA 036 09/01/95 SEAG SEA GRANT - NOAA 0000002903 001 05/31/96 1000.00 CLGE STATE OF TEXAS - STATE APPRO 0000002904 001 08/16/96 CLGE STATE OF TEXAS - STATE APPRO 0000002905 001 05/01/96 1000.00 CLGE STATE OF TEXAS - STATE APPRO Screen Amount: 4084249.30- Total Award Viewed: 4084249.30- *** Press ENTER to view more Projects *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Left Right Screen 147 - Awards for a Researcher (Panel 2) 147 Awards for a Researcher 02/13/09 16:50 FY 2009 CC 02 Screen: ___ Researcher: 8uuuuuuu7 STONE, STEVEN S << More Panel: 02 Project Award Sponsor Award Number ---------- ----- ---------------------------------------- 0000000118 001 FAMIS ACCOUNT 553051 0000002619 029 NA56RG0388 030 NA56RG0388 031 NA56RG0388 032 NA56RG0388 033 NA56RG0388 034 NA56RG0388 035 NA56RG0388 036 NA56RG0388 0000002903 001 0000002904 001 0000002905 001 Screen Amount: 4084249.30- Total Award Viewed: 4084249.30- *** Press ENTER to view more Projects *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Left Right Basic Steps • Type a researcher identification number in the Researcher field and press to view the awards for the researcher. • Press PF11 to see additional information displayed on Panel 2. Screen 147 – Awards for a Researcher (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Researcher: * Help 9 digits Enter the UIN number of the researcher who is assigned to the project. Screen Information . Panel 1 Project: 10 digits Shows the number assigned to the project. Award: 3 digits Indicates the award number associated with a project. Beg Date: PF2 Help 8 digits Shows the date the award begins. Amount: 15 digits Indicates the dollar amount of the award attributed to the researcher selected. Dept: 4 characters Displays the researcher’s department. Sponsor Name: 30 characters Provides the name of the person/agency associated with the project. Screen Amount: 15 digits Shows the total dollar amount of the awards shown on the screen. Total Award 15 digits Amount: Displays the total dollar amount of all awards associated with the researcher selected. . Panel 2 Sponsor Award 50 characters/digits Number: Indicates the award number assigned by the sponsor. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Awards by Sponsor Screen 148 displays a list of all awards for a sponsor. There is also an option to display the Support Account. Screen 148 - Awards for a Sponsor (Panel 1) 148 Awards for a Sponsor 02/13/09 16:56 FY 2009 CC 02 Screen: ___ Sponsor: 0003702 DREYFUS FOUNDATION, INC. Support Acct Display: Y Include Only: Active: _ Sponsor Award Nbr: ______________________ Panel: 01 More >> Project Award Amount Dept Researcher Name Account Sup Acct --------- ----- ------------- ---- ----------------------- ------- -------- 0000455438 001 8333.33 CHEN FINN, FRANK F 8333.33 CHEN ROLAND, ROBBY R 8333.34 CHEN MATHERS, MARTIN M 0000455438 003 CHEN FINN, FRANK F CHEN ROLAND, ROBBY R CHEN MATHERS, MARTIN M 0000455438 005 CHEN FINN, FRANK F 0000455504 001 40000.00 CHEM GAGE, GARY G 455504 00000 0000455504 002 10000.00 CHEM GAGE, GARY G 0000455504 003 CHEM GAGE, GARY G 0000455557 001 50000.00 CHEM HAINES, HELEN H 455557 00000 0000455634 001 75000.00 CHEN UNDERWOOD, URIE U 455634 00000 *** End of Award List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Left Right Screen 148 - Awards for a Sponsor (Panel 2) 148 Awards for a Sponsor 02/13/09 16:57 FY 2009 CC 02 Screen: ___ Sponsor: 0003702 DREYFUS FOUNDATION, INC. Support Acct Display: Y Include Only: Active: _ Sponsor Award Nbr: ______________________ << More Panel: 02 Project Award Action Beg Date Sponsor Award Number --------- ----- ------ -------- ---------------------------------------- 0000455438 001 N 06/01/01 AWARD LETTER DATED 3/21/2001 0000455438 003 X 06/01/04 AWARD LETTER DATED 3/21/2001 0000455438 005 X 06/01/06 LETTER SIGNED 03/21/01 0000455504 001 N 01/01/05 TERMS & CONDITIONS SIGNED 10/15/04 0000455504 002 M 01/01/05 STATEMENT SIGNED 10/15/04 0000455504 003 E 01/01/05 STATEMENT SIGNED 10/15/04 0000455557 001 N 09/01/06 LTR DATED 07/21/06 0000455634 001 N 07/01/08 7/9/08 *** End of Award List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Left Right Basic Steps • Type a sponsor number in the Sponsor field. • Type “Y” in the Support Acct Display field to display the Support Account. • Include other criteria in the fields provided, as desired, and press . • Press PF11 to scroll right and view additional information on Panel 2. Screen 148 – Awards for a Sponsor (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Sponsor: * Help 7 digits Enter the sponsor’s number to be displayed. Support Acct 1 character Display: Type “Y” to view the support account number. Include Only: 1 character Active: Enter “Y” to view only active projects. Sponsor Award 22 characters/digits Nbr: Include the award number to be used to filter the data displayed Screen Information . Panel 1 Project: 10 digits Shows the number assigned to the project. Award: 3 digits Displays award number assigned to a project. Amount: 15 digits Indicates the dollar amount for the award. Dept: 4 characters Shows the researcher’s department. Researcher Name: 35 characters Displays the name of the researcher assigned to the project. Account: PF2 Help 7 digits Displays the account number for the project. Sup Acct: 8 digits Shows the support account associated with the account number. (This will only be shown if “Y” was entered in the Support Account Display field). . Panel 2 Action: 1 character Designates the reason for the change or addition. Beg Date: 8 digits Shows the date the award begins. Screen 148 – Awards for a Sponsor (cont’d) Sponsor Award 50 characters Number: Displays the award number assigned to the project by the sponsor. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Project Summary by Budget Pool Screen 150 provides a project summary by budget pool. An option is available to display information for either the “Budget Pct Spent” or the “Budget Pct Available.” Additional information is available on Panel 2. Screen 150 - Project Summary By Budget Pool (Panel 1) 150 Project Summary By Budget Pool 02/13/09 17:05 A COASTAL COMMUNTIES PLANNING ATL FY 2009 CC 02 Screen: ___ Project: 0000404124 Fiscal Year: 2009 Budget Avail Option: N Thru Month: 2_ February FY/PY/IN to Date: FY ABR Rule: ___ Sponsor: SEA GRANT - NOAA Bottom Line Exclusion: 0.00 Res.Adm: BARRON, BRENDA B Net Dir BBA: 73601.12 Beg: 02/01/08 End: 01/31/10 ABR: 909 Unprotected Available: 73601.12 Budget Obj Description Budget Actual Encumbrances Available Pct Spent ---- --------------- ----------- ----------- ----------- ----------- --------- 0001 Revenue Pool **** Total Revenue 1100 Salaries - Pool 57250 18843 7100 31307 32.91 1700 Wages, etc - Po 390 390- 1800 Fringe Benefits 19682 2603 826 16253 13.22 1900 Other Expenses 1781 3920 2139- 220.10 3000 Travel Pool 8544 1957 6586 22.91 4000 Supplies and Ma 8903 59 8844 0.67 5900 Scholarships Po * Partial Acct Total 96160 27773 7926 60461 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right If “N,” Budget Pct Spent is displayed; if “Y” Budget Pct Avail is displayed. Screen 150 - Project Summary By Budget Pool (Panel 2) 150 Project Summary By Budget Pool 02/13/09 17:06 A COASTAL COMMUNTIES PLANNING ATL FY 2009 CC 02 Screen: ___ Project: 0000404124 Fiscal Year: 2009 Budget Avail Option: N Thru Month: 2_ February FY/PY/IN to Date: FY ABR Rule: ___ Sponsor: SEA GRANT - NOAA Bottom Line Exclusion: 0.00 Res.Adm: BROWN, BRENDA B Net Dir BBA: 73601.12 Beg: 02/01/08 End: 01/31/10 ABR: 909 Unprotected Available: 73601.12 Obj Budget CM Actual Actual Encumbrances Available ---- ------------ ----------- ------------ ------------ ------------ 0001 **** 1100 57250.28 18843.40 7100.00 31306.88 1700 390.38 390.38- 1800 19681.68 2602.65 825.61 16253.42 1900 1781.00 3920.00 2139.00- 3000 8543.73 68.00 1957.49 6586.24 4000 8903.00 23.31 59.46 8843.54 5900 * Pa .00 .00 .00 .00 .00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Type a project number in the Project field and press . • Use the Budget Avail Option field to display either the “Budget Pct Spent” or the “Budget Pct Available.” • Designate the month and the time period you wish to view and press . Screen 150 – Project Summary by Budget Pool (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the costs being researched. . Fiscal Year: 4 digits Enter the fiscal year in which the cost sharing period is covered. Budget Avail 1 character Option: This field controls the column to be displayed: type “N” to display the Budget Pct Available; type “Y” to display the Budget Pct Spent. Thru Month: 2 digits Enter the month through which the information is to be displayed. FY/PY/IN to Date: 2 characters Indicate the time period over which information is to be shown (fiscal year, project year, or inception to date). ABR Rule: ? Help 3 digits Displays the ABR rule number. Screen Information . Panel 1 Sponsor: 30 digits/characters Identifies the sponsor’s number and name. Bottom Line 12 digits Exclusion: Displays the amount of budget excluded from the total direct budget (held in reserve). Res.Adm: 25 characters Shows name of the research administrator for the project. Net Dir BBA: 12 digits Identifies the dollar amount of the net direct budget balance available. Beg: 6 digits Shows the date of the beginning budget year. End: 6 digits Displays the end date of the budget year. Unprotected 12 digits Available: Identifies the dollar amount of unprotected budget available. Obj: 4 digits Indicates the object code used for the posting of the indirect costs. Screen 150 – Project Summary by Budget Pool (cont’d) Description: 35 characters Provides a description of the account. Budget: 20 digits Designates the original plus revised budget by object code. Actual: 10 digits Provides the actual dollar amount spent/received on an object code item. Encumbrances: 10 digits Displays the dollar amount committed for specified object codes Available: 10 digits Shows the dollar amount available, in relation to the budget, for specified object codes. Budget Pct 5 digits Spent: Identifies the percentage amount of budget available that has been spent on the project. . Panel 2 CM Actual: 12 digits Displays the current month revenue activity. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Display Project Indirect Cost Information All indirect costs collected for a project is displayed on Screen 151. You may also select the time period to be displayed. Screen 34 in the FRS Module has a flag which permits you to see a projection of indirect costs that will be applied to the account. Screen 151 - Project Indirect Cost Assessed 151 Project Indirect Cost Assessed 02/16/09 09:15 FY 2009 CC 02 Screen: ___ Project: 0000404129 S/G-2008-2010-TEXAS SEA GRANT SUPPORT Thru Month: 2_ February FY/PY/IN to Date: FY Total Acct Obj Account Description Budget CM Expensed Expensed ------ ---- ------------------------ ------------- ------------- ------------- 404129 9600 Indirect Cost Budget 18776.33 404129 9610 Indirect Cost - Federal 4774.43 4774.43 ** Project Total ** 23550.76 .00 4774.43 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Indicate the month and the time period to be displayed and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number for the costs being researched. Screen Information Thru Month: 2 digits Enter the month through which the information is to be displayed. FY/PY/IN to Date: 2 characters Indicate the time period over which information is to be shown: fiscal year (FY), project year (PY), or inception to date (IN). Acct: 6 digits Shows the account number to which the project is linked. Screen 151 – Project Indirect Cost Assessed (cont’d) Obj: 4 digits Indicates the object code used for the posting of the indirect costs. Account 35 characters Description: Displays a description of the account object code used for indirect cost. Budget: 20 digits Designates the original plus revised budget by object code. CM Expensed: 20 digits Identifies the current month indirect cost assessed. Total Expensed: 20 digits Shows the total indirect cost assessed. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Account Summary for a Project In FAMIS, you can view summary information about a project for each account associated with the project. SPR Screen 152 provides a view that parallels the account statement on FRS Screen 19. Screen 152 - Account Summary for a Project (Panel 1) 152 Account Summary for a Project 02/16/09 09:18 S/G 2008-2010 TEXAS SEA GRANT SUPPORT FY 2009 CC 02 Screen: ___ Project: 0000404138 Account: ______ _____ Thru Month: 2_ February FY/PY/IN to Date: FY Support Acct: N Account: 404138 1 of 1 Account Desc: S/G UTILITY OF SALT MARSH VEGETATIO Support: Resp Person: ANSON, ARLENE A ABR: 909 Obj Description Budget Actual Encumbrances Available ---- -------------------- ------------ ------------ ------------ ------------ 1100 Salaries - Pool 3932 3932 **** Total 3932 3932 1700 Wages, etc - Pool 400- 400- 1740 Wages - Student 400 400 **** Total 400 400- 1800 Fringe Benefits Pool 392 392 1945 Worker's Compensatio 1 1 1950 Unemployment Compens **** Total 393 1 392 ** Press ENTER to continue ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 152 - Account Summary for a Project (Panel 2) 152 Account Summary for a Project 02/16/09 09:18 S/G 2008-2010 TEXAS SEA GRANT SUPPORT FY 2009 CC 02 Screen: ___ Project: 0000404138 Account: ______ _____ Thru Month: 2_ February FY/PY/IN to Date: FY Support Acct: N Account: 404138 1 of 1 Account Desc: S/G UTILITY OF SALT MARSH VEGETATIO Support: Resp Person: ANSON, ARLENE A ABR: 909 Obj Budget CM Actual Actual Encumbrances Available ---- ------------- ------------- ------------- ------------- ------------- 1100 3932.00 3932.00 **** 3932.00 3932.00 1700 400.00- 400.00- 1740 400.00 400.00 400.00 **** 400.00 400.00 400.00- 1800 392.04 392.04 1945 .60 .60 .60 1950 .36 .36 .36 **** 393.00 .96 .96 392.04 ** Press ENTER to continue ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Type a project number in the Project field and press . • Enter the desired account number, through month, and identify whether you want the summary for the fiscal year (FY), project year (PY), or from inception (IN). • Type “Y” in the Support Acct field if you want to include it in the summary displayed and press . Screen 152 – Account Summary for a Project (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to view the accounting associated with the project. Account: 11 digits Include the desired account number to limit the displayed information. Thru Month: 2 digits Enter the month through which the information is to be listed. FY/PY/IN to Date: 2 characters Shows the time period over which information is shown (fiscal year, project year, or inception to date). Support Account: 1 character Enter “Y” to display the support account. Screen Information . Panel 1 Account: 6 digits Shows the account number to which the project is linked. Account Desc: 35 characters Provides a description of the account. Support: 5 digits If “Y” is entered in the Support Account field the Support Account number will be displayed. Resp Person: 35 characters Identifies the responsible person for the account. Obj: 4 digits Displays the object code for the project. Description: 35 characters Shows a description of the object code. Budget: 10 digits Designates the original plus the revised budget by object code. Actual: 10 digits Provides the actual dollar amount spent/received on an object code item. Encumbrances: 10 digits Displays the dollar amounts committed for specified object codes. Screen 152 – Account Summary for a Project (cont’d) Available: 10 digits Shows the dollar amounts available, in relation to the budget, for specified object codes. . Panel 2 CM Actual: 10 digits Displays the actual dollar amount for the current month. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Display Revenue Summary for a Project Screen 153 is used to view budgeted, current month actuals, and total actual revenues received for a project. Screen 153 - Revenue for a Project 153 Revenue for a Project 02/16/09 09:22 FY 2009 CC 02 Screen: ___ Project: 0000425402 NAA-BEN GREGG LIBRARY Thru Month: 2_ February FY/PY/IN to Date: FY Total Acct Obj Account Description Budget CM Actuals Actuals ------ ---- --------------------------- ------------ ------------ ------------ 425402 0001 Revenue Pool 111447- 425402 0250 Federal Contracts & Grants 897632- 1246- 897632- * Project Total 1009079- 1246- 897632- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • If desired, enter a through month and indicate whether the information to be displayed is for the fiscal year (FY), project year (PY) or inception to date (IN) and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be displayed. Screen Information . Thru Month: 2 digits Enter the month through which the information is to be listed. FY/PY/IN to Date: 2 characters Identify the time period over which information is to be shown (fiscal year, project year, or inception to date). Acct: 6 digits Displays the account number where the revenue is posted. Obj: 4 digits Allows you to view the object code for the revenue. Screen 153 – Revenue for a Project (cont’d) Account 35 characters Description: Provides a description of the object code. Budget: 12 digits Designates the original plus the revised budget by object code. CM Actuals: 12 digits Displays the current month revenue activity. Total Actuals: 12 digits Shows the total actual revenues for the project. Project Total: 12 digits Displays total dollar amount for each column. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Accounts for a Project All the accounts and account information pertaining to a project is displayed on Screen 154. This screen has additional information displayed on Panel 2. Screen 154 - Accounts for a Project (Panel 1) 154 Accounts for a Project 02/16/09 09:30 A COASTAL COMMUNTIES PLANNING ATL FY 2009 CC 02 Screen: ___ Project: 0000404124 Support Acct Display: N Account Rate SAcct Dept Account Description Responsible Person ------- ------ ----- ----- ------------------------------ -------------------- 404124 46.50 CLAR S/G 2008-2010-PLANNING ATLAS-R ROBERTS, RUDY R *** End of Account List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 154 - Accounts for a Project (Panel 2) 154 Accounts for a Project 02/16/09 09:31 A COASTAL COMMUNTIES PLANNING ATL FY 2009 CC 02 Screen: ___ Project: 0000404124 Support Acct Display: N Direct Direct Alt Account Rate SAcct Dept ABR Budget BBA CC ------- ------ ----- ----- --- ------------- ------------- -- 404124 46.50 CLAR 909 123795.00 73601.12 *** End of Account List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Enter a project number in the Project field and press . • Type “Y” in the Support Account Display field to view the support account for the project account. Screen 154 – Accounts for a Project (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to view project information. Support Acct 1 character Display: Type “Y” in the field if you wish to display the support account number associated with the project. Screen Information . Panel 1 Account: PF2 Help 7 digits Displays the account number used for the revenue. Rate: 6 digits Shows the indirect cost rate. SAcct: 5 digits Provides the Support Account associated with the account number (Displayed only if Support Account Display is “Y”). Dept: PF2 Help 4 characters Indicates the department to which the account/support account belongs. Account PF2 Help 35 characters Description: Provides a short description of the account. Responsible PF2 Help 20 characters Person: Displays the name of the person responsible for maintaining the account. . Panel 2 ABR: PF2 Help 3 digits Displays the Automatic Budget Reallocation (ABR) rule number. Direct Budget: 10 digits Shows the dollar amount of direct budget for the account. Direct BBA: 10 digits Identifies the dollar amount of direct budget balance available attributed to direct expenses. Screen 154 – Accounts for a Project (cont’d) Alt CC: 2 digits Identifies the alternate campus code on the project/account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. User-Defined Budget Allocation Pools FAMIS uses the Budget Allocation process in categorizing revenues and expenses. The ABR rule on each account identifies the categories for the “accounting records” of the A&M System member. Screen 155 allows you to define your own set of revenue and expense categories. Often, there are individuals who require that the revenues and expenses be grouped in different categories than the official records. Screen 155, Screen 156, and Screen 157 allow for multiple presentations of project data. Screen 155 - User Defined Category Maintenance 155 User Defined Category Maintenance 02/16/09 09:37 FY 2009 CC 02 Screen: ___ Project: 0000000753 SEA GRANT SALINITY INTRUSIONS - WARD Target F Description Low High Budget Message _ REVENUE_____________ 0001 0999 ________1000.00 _ EXPENSES____________ 1000 8999 ________5000.00 _ IDC_________________ 9000 9999 _________200.00 _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ _ ____________________ ____ ____ _______________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Add or modify the category information displayed and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number. Screen Information F: 1 character Type the desired maintenance function: A (Add), U (Update), or D (Delete). Description: 20 characters Provide a short description of the user-defined category. Screen 155 – User-Defined Category Maintenance (cont’d) Low: 4 digits Enter the starting object code of the range for the category. High: 4 digits Designate the ending object code of the range for the category. Target Budget: 15 digits Enter the dollar amount for the target budget for the user-defined category. Message: 20 characters Displays a message regarding an error detected on a line during processing, if any. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Project Summary by Target Budget FAMIS displays a summary of a project and shows how the current revenue and expenses relate to the target budget entered on Screen 155. Basically, FAMIS gets the revenue and expenses and then reorganizes them into newly defined categories. Screen 156 - Project Summary by Target Budget 156 Project Summary by Target Budget 02/16/09 09:39 FY 2009 CC 16 Screen: ___ Project: 0000000013 BIOMOLECULAR SCIENCES INTERNS Sponsor: 0000277 DEPT OF RESEARCH Begin Date: 05/01/1998 End Date: 08/31/1998 Target Pool Name Budget Actual Encumbrances Available -------------------- ------------ ------------ ------------ ------------ NON POOLED REVENUE 0 57500- 0 57500 NON POOLED EXPENSE 0 67076 0 67076- ** TOTAL EXPENSES ** 0 67076 0 67076- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Press PF5 to advance to Screen 112 to view additional project information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be displayed. Screen Information Sponsor: PF2 Help 30 digits/characters Shows the number and name of the project sponsor. Begin Date: PF2 Help 8 digits Indicates the date the project begins. End Date: PF2 Help 8 digits Displays the date the project ends. Pool Name: PF2 Help 20 characters Shows the pool name from the description field on Screen 155. Target Budget: 12 digits Displays the target budget entries from Screen 155. Screen 156 – Project Summary by Target Budget (cont’d) Actual: 12 digits Indicates the actual dollar amount spent/received on the object code item. Encumbrances: 12 digits Provides dollar amounts committed for specified object codes. Available: 12 digits Shows dollar amounts available, in relation to the budget, for specified object codes. Total Expenses: 12 digits Displays the total dollar amount for each column. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen if set up on Screen 821. Project Summary by User-Defined Category FAMIS used Screen 155 to display a summary of the project and shows categories defined by the user. Basically, FAMIS takes the revenues and expenses and then reorganizes them into newly defined categories. Screen 157 - Project Summary by User Defined Category 157 Project Summary by User Defined Category 02/16/09 09:45 FY 2009 CC 02 Screen: ___ Project: 0000415099 A RANDOMIZED CONTROL TRIAL TO ASSESS THE Sponsor: 0000203 U. S. DEPARTMENT OF EDUCATION Begin Date: 01/01/2009 End Date: 02/28/2009 Pool Name Budget Actual Encumbrances Available -------------------- ------------ ------------ ------------ ------------ NON POOLED REVENUE 145005- 0 0 145005- NON POOLED EXPENSE 145005 1506 6014 137484 ** TOTAL EXPENSES ** 145005 1506 6014 137484 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Press PF5 to advance to Screen 112 to view additional information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be displayed. Screen Information Sponsor: PF2 Help 7 digits/30 characters Provides the number and name of the project sponsor. Begin Date: PF2 Help 8 digits Shows the date the project begins. End Date: PF2 Help 8 digits Displays the date the project ends. Pool Name: PF2 Help 20 characters Indicates the name of the pool. Screen 157 – Project Summary by User-Defined Category (cont’d) Budget: 12 digits Designates the original plus the revised budget by object code. Actual: 12 digits Displays the actual dollar amount spent/received on an object code item. Encumbrances: 12 digits Shows the dollar amounts committed for specified object codes. Available: 12 digits Gives the dollar amounts available, in relation to the budget, for specified object codes. Total Expenses: 12 digits Displays the total dollar amount for each column. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen if set up on Screen 821. SL/SA Summary for a Project by Budget Pool Screen 158 is used to view summary information of the subsidiary ledger/support account data for a project by budget pool. Options are provided to view information for a period of time, and whether or not to display the Support Account. Screen 158 – SL/SA Summary for a Project by Budget Pool (Panel 1) 158 SL/SA Summary for a Project by Budget Pool 02/16/09 09:46 A RANDOMIZED CONTROL TRIAL TO ASSE FY 2009 CC 02 Screen: ___ Project: 0000415099 Account: ______ _____ Thru Month: 2_ February FY/PY/IN to Date: FY Support Acct: Y Account: 415099 1 of 1 Account Desc: ED-BALANCED LEADERSHIP PROGRAM Support: 00000 1 of 1 Resp Person: ORSON, OLIVIA O ABR: 909 Obj Description Budget Actual Encumbrances Available ---- -------------------- ------------ ------------ ------------ ------------ 0001 Revenue Pool 145005- 145005- **** Total Revenue 145005- 145005- 1100 Salaries - Pool 17310 1500 6000 9810 1700 Wages, etc - Pool 1800 Fringe Benefits Pool 8480 4 14 8462 3000 Travel Pool 33000 33000 4000 Supplies and Materia 6000 6000 1900 Other Expenses - Poo 6000 3 5997 5900 Scholarships Pool 4496 4496 6032 Grants - Student Tui 6401 Subgrants/Subcontrac Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 158 – SL/SA Summary for a Project by Budget Pool (Panel 2) 158 SL/SA Summary for a Project by Budget Pool 02/16/09 09:48 A RANDOMIZED CONTROL TRIAL TO ASSE FY 2009 CC 02 Screen: ___ Project: 0000415099 Account: ______ _____ Thru Month: 2_ February FY/PY/IN to Date: FY Support Acct: Y Account: 415099 1 of 1 Account Desc: ED-BALANCED LEADERSHIP PROGRAM Support: 00000 1 of 1 Resp Person: ORSON, OLIVIA O ABR: 909 Obj Budget CM Actual Actual Encumbrances Available ---- ------------- ------------- ------------- ------------- ------------- 0001 145005.00- 145005.00- **** 145005.00- 145005.00- 1100 17310.00 1500.00 1500.00 6000.00 9810.00 1700 1800 8480.00 3.60 3.60 14.40 8462.00 3000 33000.00 33000.00 4000 6000.00 6000.00 1900 6000.00 2.52 5997.48 5900 4496.00 4496.00 6032 6401 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Type a project number in the Project field, and include an account number if needed. • Type “Y” in the Support Account field to display the support account number. • Fill in the additional fields provided to limit the information displayed and press . Screen 158 – SL/SA Summary for a Project by Budget Pool (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be displayed. Account: 11 digits Enter desired account number. Screen Information . Panel 1 Account: 6 digits Shows the account number. Account Desc: 35 characters Displays a description of the account number. Support: 5 digits If “Y” is entered the Support Account: number will be displayed. Resp Person: 35 characters Identifies the responsible person for the account. ABR: 3 digits Shows the ABR rule for the account. Obj: 4 digits Displays the object code for the project. Description: 35 characters Shows a description of the object code. Budget: 10 digits Designates the original plus the revised budget by object code. Actual: 10 digits Provides the actual dollar amount spent/received on an object code item. Encumbrances: 10 digits Displays the dollar amounts committed for object codes. Available: 10 digits Shows the dollar amounts available, in relation to the budget, for specified object codes. . Panel 2 CM Actual: 12 digits Displays the actual dollar amount for the current month. Screen 158 – SL/SA Summary for a Project by Budget Pool (cont’d) Section VI Cost Sharing Maintenance Cost Sharing Menu Menu M13 in the SPR module is the Cost Sharing Maintenance and Inquiry Menu. Screens listed in the Cost Sharing Maintenance section are used to modify or create account information. Menu M13 – SPR Cost Sharing Menu M13 SPR Cost Sharing Menu 02/16/09 09:50 FY 2009 CC 02 Screen: ___ --------Cost Sharing Maintenance---------- 130 Cost Sharing Period Maintenance 131 Cost Sharing Req. Account Maintenance 132 Cost Sharing Transaction Entry 133 Cost Sharing Req. Account Delete 134 Cost Sharing Period Delete -------- Cost Sharing Inquiry------------ 136 Cost Sharing All Period Summary 137 Cost Sharing Period Acct. Summary 138 Cost Sharing Transaction Detail 139 Cost Sharing Requirements by SL Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Cost Sharing Basics Cost Sharing or matching means that a portion of a project or program costs is not borne by the Federal Government or sponsoring agency. Cost sharing is a term typically associated with federal grants, or cooperative agreements, rather than contracts. This relates to the notion that grants and cooperative agreements represent “financial assistance,” rather than the acquisition of goods or services for the government. In order to qualify as cost sharing, the costs in question: • Must be directly identifiable with the project. • Must represent costs incurred during the period of performance of the grant or cooperative agreement. Mandatory vs. Non-mandatory Cost Sharing can be “Mandatory” (required by statute or program requirements as a condition of award) or “Voluntary” (offered by the grantee when not specifically required by the sponsor. The most common example of mandatory cost sharing occurs with the National Science Foundation’s unsolicited grant program. NSF requires that each grantee share in the cost of research projects that result from the submission of unsolicited proposals. Qualifying Costs Cost sharing typically takes the form of either “in kind” contributions or “cash.” “In kind” cost sharing may include: • Salaries • Associate employee benefits • Equipment • Supplies • Indirect costs associated with these costs “Cash” cost sharing includes: • Funds contributed from unrestricted institutional sources Third party contributions may take the form of either in-kind or cash contributions. The term “third party” refers to an organization other than the prime recipient that is participating in the costs of the project. The most common instance of third party contributions would occur when a university receives a grant with cost sharing requirements and also subcontracts a portion of the project to another university that is also required to make cost sharing contributions. Cost Sharing Basics (cont’d) Unrecovered Indirect Costs and Cost Sharing You should make every effort to recover full indirect costs. However, in the event that an agreement includes a mandatory cost sharing requirement and the sponsor is not fully reimbursing the institution’s indirect costs, unrecovered indirect costs can serve as another way to meet a mandatory cost sharing requirement. Using Cost Share in FAMIS The Cost Share screens allow you to enter, display and report cost share records. This entry does not post accounting transactions, but are for memo purposes only. The records are useful to indicate the various cost share accounts for one project. This aids in determining that the same dollars are only cost shared one time. To use the Cost Share screens, take the following steps: 1. Add the Cost Share Period on Screen 130. 2. Add the Cost Share Accounts on Screen 131. 3. Enter the Cost Share Transactions on Screen 132. Once these steps are taken, you can view the Cost Share information for the project on the Cost Share Inquiry screens. The following pages detail the entry necessary on each of these screens. Cost Sharing Period Maintenance FAMIS allows you to define the cost sharing period, as well as unrecovered indirect cost information for the period. Screen 130 will allow you to add or modify the information regarding the cost sharing period. Before entering cost sharing period maintenance modifications, you should first make certain that the Mandatory Cost Share flag on Screen 112 is set to “Y” FAMIS only picks up activity for the current month. To input past lump sum activity, use Screen 132. Screen 130 - Cost Sharing Period Maintenance 130 Cost Sharing Period Maintenance 02/16/09 09:54 FY 2009 CC 02 Screen: ___ Project: 0000003338 Period: 001 Add Period: _ Begin Date: 09/01/1998 End date: 03/15/1999 Period Status: T * ---------- Unrecovered Indirect Cost applied as Cost Sharing -------------- * Cost Sharing Required: 632.82________ To delete, use Screen 133. Calculated with indirect Rate: 44.00_ Base: MTDC____ * ------------- Total Period Requirements - Display Only ------------------ * Total Cost Sharing Required: 632.82 Total Cost Sharing Actuals: 632.82 Total Remaining Requirement: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---------PF10--PF11--PF12--- Hmenu Help EHelp Next This is for the project. See Screen 131 for total required by account. Basic Steps • Type a project number in the Project field and press . • Enter an existing number in the Period field and press . • To add a period, type “Y” in the Add Period field and press . FAMIS will assign a new period. • Add or modify the cost sharing data in the fields provided and press to record the information. Unrecovered Indirect Cost as Cost Share Some sponsors will not pay the Federal IDC rate and instead negotiate a lower rate for the grant. The difference is the “unrecovered IDC” and can apply as Cost Sharing since it is a cost to the A&M System member. Screen 130 – Cost Sharing Period Maintenance (cont’d) The amount of unrecovered indirect cost is entered on Screen 130. This sets up the “000000 00000” requirement account for the cost sharing period. The “000000 00000” account can then be seen on Screen 137. Screen 137 - Cost Sharing Period Summary 137 Cost Sharing Period Summary 08/28/13 11:13 FY 2013 CC 02 Screen: ___ Project: 0000003338 Period: 001 Period Begin Date: 09/01/1998 Period Total Required: 632.82 Period End Date: 03/15/1999 Period Total Actual: 632.82 Period Total Remaining: Acct Total Total Total Sel CC Account Account Description Required Actual Remaining ------------------------------------------------------------------------------- _ 00 000000 00000 UNRECOVERD INDIRECT C 632.82 632.82 *** End of List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the desired project number. . Period: 3 digits This number is automatically assigned by FAMIS to define time period for the cost sharing. . Add Period: 1 character Enter a “Y” to have the system add a time period. Screen Information . Begin Date: 8 digits Enter the estimated date the cost sharing period will begin. . End Date: 8 digits Include the estimated date the cost sharing period will end. . Period Status: 1 character Indicate whether the period is active (A) or terminated (T). Screen 130 – Cost Sharing Period Maintenance (cont’d) Unrecovered Indirect Cost Applied as Cost Sharing (Dollar amount and rate that would have been earned if able to take full amount) . Cost Sharing 14 digits Required: Enter the cost sharing required for project. Calculated with 6 digits Indirect Rate: Displays the indirect cost rate (normally calculated by OSP.) Base: ? Help 8 characters On Screen 801, indirect cost subcode exclusions are entered. This notifies FAMIS to exclude these subcodes from use in determining the indirect cost amount. These subcodes indicate the direct costs associated with the proposal. Total Period Requirements - Display Only Total Cost Sharing PF2 Help 12 digits Required: Displays the total cost sharing required for the project, calculated from the amounts required from each account associated with the project. (See Screen 131 for total required by account.) Total Cost Sharing PF2 Help 12 digits Actuals: Indicates the actual total cost sharing amounts posted to the accounts associated with the project. Total Remaining 12 digits Requirement: Shows the total cost sharing required minus total cost sharing actuals. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen if set up on Screen 821. Cost Sharing Requirement Accounts FAMIS allows you to define the accounts that will pay the cost share for the period for the project. The cost share account can be an account from another A&M System member. In this case, the account and Account Campus Code are for informational purposes only. Before entering Cost Sharing Req. Account modifications, you should first make certain that the Cost Sharing period has been added on Screen 130. All accounts for a specific project can be viewed on Screen 154. All accounts for a particular period can be viewed on Screen 137. The account number entered in the Account field must exist in the FRS Module of FAMIS. Screen 131 - Cost Sharing Req. Account Maintenance 131 Cost Sharing Req. Account Maintenance 02/16/09 10:11 FY 2009 CC 99 Screen: ___ Project: 4199210000 Period: 002 Account: 110505 19921 Acct CC: 05 Period Begin Date: 09/01/1996 Period End Date: 08/31/1998 Requirement Description: SALARIES___________________________ Total Required: 66975.00____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and period number in the Period field and press . • Use the fields available for entering the requirement information and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number associated with the specified proposal to be displayed. . Period: 3 digits Identify the time period assigned by FAMIS to define time slots for the cost sharing. Screen 131 – Cost Sharing Req. Account Maintenance (cont’d) . Account: 11 digits Enter the account number assigned to the project. Acct CC: 2 digits Indicates the account Campus Code. This can be an account from another A&M System member. Field is for information purposes only. Screen Information Period Begin Date: 8 digits Displays the date the cost sharing period will begin. Period End Date: 8 digits Provides the date the cost sharing period will end. Requirement 35 characters Description: Enter the account description for the last sharing period. Total Required: 12 digits Indicate the total cost sharing required from a specific account for a specific project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen if set up on Screen 821. Enter Cost Sharing Transactions FAMIS will allow you to record cost sharing “transactions” on Screen 132. This screen is used to enter the account number, object code, campus code, amount and calendar month of the transaction. You may also enter a lump sum amount for prior year(s) and/or one amount for each month of current year to “catch up” to the current month. This screen does not “post” financial transactions. It is a “memo” entry transaction to record cost share activity and has no financial impact. See Screen 137 for uses of Screen 132. Screen 132 - Cost Sharing Transaction Entry 132 Cost Sharing Transaction Entry 02/16/09 10:02 FY 2009 CC 02 Screen: ___ Project: 0000404124 Period: 001 This account must be defined on Screen 131. Account: ______ _____ ____ Account Campus CD: __ Date: __________ Reference: _______ Amount: ______________ Debit/Credit: _ Description: ___________________________________ Calendar Month: __ (e.g. September=09,January=01,Month13=13) Fiscal Year: 2009 The Calendar month must be the same as the Date field. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Enter the account number, account campus code, amount and the calendar month in the fields provided and press . • Use the fields available to enter additional data needed and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to display cost sharing transactions to be added or updated. Screen 132 – Cost Sharing Transaction Entry (cont’d) Period: 3 digits Shows the time period automatically assigned by FAMIS to define time slots for the cost sharing. Screen Information . Account: 15 digits Enter the requirement account number assigned to the project in this field. This account must be defined on Screen 131. . Account Campus 2 digits Cd: Enter the campus code for the account. Date: 8 digits Indicate the date of the transaction. Reference: 7 characters Include a reference number for the transaction entry. . Amount: 14 digits Enter the dollar amount of the cost sharing transaction entry. Debit/Credit: 1 character Designate whether the transaction is a debit or credit to the account. Description: 35 characters Provide a short description of the transaction entry. . Calendar Month: 2 digits Enter the month the transaction entry is to be processed. The month must be the same as in the Date field. Fiscal Year: 4 digits Displays the current fiscal year the project will be developed. This may be changed if necessary. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen if set up on Screen 821. Delete Cost Sharing Account Requirements Screen 133 is used to delete an account requirement for a project and period. It is also used to delete “Unrecovered Indirect Cost applied as Cost Sharing” information for the period that is displayed on Screen 130. Accounts actual funds must be zero to delete. Screen 133 - Cost Sharing Req. Account Delete S6277 Accounts actual funds must be zero to delete. 133 Cost Sharing Req. Account Delete 02/16/09 10:13 FY 2009 CC 99 Screen: ___ Project: 4199210000 Period: 002 Account: 110505 19921 Acct CC: 05 Total Required Funds: 66,975.00 Total Actual Funds: 16,892.56 Enter 'Y' to Delete: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field, a period in the Period field and an account number in the Account field. • Press to display the cost sharing information. • To delete the requirement, verify that the total actual funds is zero, then type “Y” in the Enter ‘Y’ to Delete and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be displayed. Period: 3 digits Identify the time period assigned by FAMIS. . Account: 11 digits Enter the account number assigned to the project to be deleted. Acct CC: 2 digits Displays the account Campus Code. Screen 133 – Cost Sharing Req. Account Delete (cont’d) Screen Information Total Required 12 digits Funds: Displays the total cost sharing required for account in the period. Total Actual 12 digits Funds: Indicates the total cost-sharing amount that has been posted to the account in the period. Must be zero to delete. Enter ‘Y’ to 1 character Delete: Enter “Y” in this field to delete the cost sharing account information from the period for the project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen if set up on Screen 821. Delete Cost Sharing Period FAMIS allows you to delete the cost sharing information for a specific project and period, using Screen 134. If cost share requirements/transactions exist, delete is not allowed. Screen 134 - Cost Sharing Period Delete S6305 Cost Share Requirements/Transactions exist - no Delete allowed 134 Cost Sharing Period Delete 02/16/09 10:08 FY 2009 CC 99 Screen: ___ Project: 4199210000 Period: 002 Enter 'Y' to Delete: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field, enter the period in the Period field, and press . • If cost share requirements/transactions exist, a warning message will be displayed at the top of the screen and the delete will not be allowed. • If the delete is allowed, type “Y” in the Enter ‘Y’ to Delete field and press . • Press PF5 to advance to Screen 112 to view additional project information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to be processed. . Period: 3 digits Enter a valid cost sharing period. Screen Information . Enter ‘Y’ to 1 character Delete: Type “Y” to delete the cost sharing portion. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen if set up on Screen 821. Screen 134 – Cost Sharing Period Delete (cont’d) Section VII Cost Sharing Inquiry Display All Cost Sharing Periods for a Project Cost sharing requirements for all periods for a project is displayed on Screen 136. Select a cost sharing period on this screen to view summary data on Screen 137. Screen 136 - Cost Sharing All Period Summary 136 Cost Sharing All Period Summary 02/16/09 10:09 FY 2009 CC 99 Screen: ___ Project: 4199210000 Begin End Total Total Total Sel Period Date Date Required Actual Remaining ------------------------------------------------------------------------------- _ 001 09/01/95 08/31/96 _ 002 09/01/96 08/31/98 108,820.35 55,439.79 53,380.56 *** End of List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number in the Project field and press . • Select a cost sharing period by typing an “X” in the Sel (Select) field and pressing . This will take you to Screen 137 where detailed cost sharing period summary information is displayed. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to display cost sharing requirements. Screen Information Sel: 1 character Type “X” in this field to select cost sharing period to view additional information on Screen 137. Period: 3 digits Displays the time period assigned by FAMIS to define time slots for the cost sharing. Begin Date: 8 digits Provides the estimated date the cost sharing period will begin. Screen 136 – Cost Sharing All Period Summary (cont’d) End Date: 8 digits Shows the estimated date the cost sharing period will end. Total Required: 12 digits Displays the total dollars required for the cost sharing period. Total Actual: 12 digits Provides the actual dollars accumulated in the cost sharing period. Total Remaining: 12 digits Indicates the total dollars remaining in the cost sharing period. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Display Cost Sharing Period Summary Screen 137 allows you to view specific account requirements for the cost sharing period. The dollar amount in the Total Actual column is obtained from: 1) Running the Cost Sharing programs 2) Screen 132 when entered manually for another TAMUS Part 3) Screen 132 if the Cost Sharing programs are not run 4) Manual entry of historical data Screen 137 - Cost Sharing Period Summary 137 Cost Sharing Period Summary 02/16/09 10:10 FY 2009 CC 99 Screen: ___ Project: 4199210000 Period: 002 Period Begin Date: 09/01/1996 Period Total Required: 108,820.35 Period End Date: 08/31/1998 Period Total Actual: 55,439.79 Period Total Remaining: 53,380.56 Acct Total Total Total Sel CC Account Account Description Required Actual Remaining ------------------------------------------------------------------------------- _ 00 000000 00000 UNRECOVERD INDIRECT C 41,845.35 38,547.23 3,298.12 _ 05 110505 19921 SALARIES 66,975.00 16,892.56 50,082.44 *** End of List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type a project number and period in the fields provided and press . • Select an account by typing an “X” in the Sel (Select) field and pressing . This will take you to Screen 138 where you can view detailed account information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: * Help 10 digits Enter the project number to display cost sharing period information. . Period: 3 digits Enter valid cost sharing period. Screen 137 – Cost Sharing Period Summary (cont’d) Screen Information Period Begin Date: 8 digits Indicates the date the cost sharing period will begin. Period Total 12 digits Required: Shows the total dollar amount required for the cost sharing period. Period End Date: 8 digits Displays the date the cost sharing period will end. Period Total 12 digits Actual: Provides the total dollar amount accumulated in the cost sharing period. Period Total 12 digits Remaining: Shows the total dollar amount remaining in the cost sharing period. Sel: 1 character Type “X” to select a project account. Acct CC: 2 digits Shows the campus code for the account. Account: 11 digits Displays the assigned account number for the project. Account 21 characters Description: Provides the line description for the project. Total Required: 12 digits Indicates the total dollar amount required in the cost sharing period. Total Actual: 12 digits Displays the total dollar amount accumulated in the cost sharing period. Total Remaining: 12 digits Shows the total dollar amount remaining in the cost sharing period. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Cost Sharing Transactions by Project, Period, and Account Screen 138 provides transaction detail associated with a specific project, period and account. The information displayed on this screen is a detailed list of the Total Actual amount on Screen 137. Screen 138 - Cost Sharing Transaction Detail 138 Cost Sharing Transaction Detail 02/16/09 10:19 FY 2009 CC 99 Screen: ___ Project: 4199210000 Period: 002 Account: 000000 00000 Acct CC: 00 Fiscal Yr: ____ Month: __ Period Begin Date: 09/01/1996 Account Total Required: 41,845.35 Period End Date: 08/31/1998 Account Total Actual: 38,547.23 Account Total Remaining: 3,298.12 Proc FY MM Obj Ref D/C Date Description Amount ------------------------------------------------------------------------------- 1998 5 9610 419921 D 05/31 UNRECOVERED INDIRECT - 05009 1464.90 1998 6 9610 419921 D 06/30 UNRECOVERED INDIRECT - 05009 1755.01 1998 7 9610 419921 C 07/31 UNRECOVERED INDIRECT - 00009 1.16- 1998 7 9610 419921 D 07/31 UNRECOVERED INDIRECT - 05009 1528.50 1998 8 9610 419921 C 08/31 UNRECOVERED INDIRECT - 00009 28.42- 1998 8 9610 419921 C 08/31 UNRECOVERED INDIRECT - 03009 48.45- 1998 8 9610 419921 C 08/31 UNRECOVERED INDIRECT - 04009 179.15- 1998 8 9610 419921 D 08/31 UNRECOVERED INDIRECT - 05009 1657.77 1998 8 9610 D 08/31 IDC CORRECTION 29728.00 1998 8 9610 D 08/31 SAL/WAGE 3387.09 *** Press ENTER to Continue *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Other screens which provide additional information: Screen 154 – View all accounts for a project Screen 137 – View all accounts for a cost sharing period Basic Steps • Type a project number and period in the fields provided and press . • Enter the desired account number and account campus code, if other than displayed and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Project: Help 10 digits Enter the project number to display cost sharing transactions to be viewed. . Period: 3 digits Enter valid cost sharing period. . Account: 11 digits Enter the account number assigned to the project. . Account CC: 11 digits Enter the campus code for the account. Screen 138 – Cost Sharing Transaction Detail (cont’d) . Fiscal Yr: 4 digits Enter the fiscal year of the cost sharing period. . Month: 2 digits Enter the month of the cost sharing period to be displayed. Screen Information Period Begin 8 digits Date: Displays the estimated date the cost sharing period is to begin. Account Total 12 digits Required: Shows total dollar amount required for cost sharing period for the account. Period End Date: 8 digits Provides the estimated date the cost sharing period is to end. Account Total 12 digits Actual: Shows total dollar amount accumulated in cost sharing period for the account. Account Total 12 digits Remaining: Displays total dollar amount remaining in account for the cost sharing period. FY: 4 digits Shows the fiscal year of the cost sharing period. Proc MM: 2 digits Provides the month the transaction is processed. Obj: 4 digits Indicates the object code of the specified transaction. Ref: 6 digits Displays the user-defined reference number for the cost sharing transaction. D/C: 1 character Designates whether the transaction is a debit or credit to the specified account. Date: 4 digits Shows the date of the transaction. Description: 25 characters Provides the line description of the transaction entry. Amount: 12 digits Displays the dollar amount of the transaction entry. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to next screen that follows as shown on Screen 821. Cost Sharing Requirements by Account FAMIS provides cost sharing requirements information for an account on Screen 139. This screen shows all projects for an account, or has had requirements associated with it. Screen 139 - Cost Sharing Requirements by SL 139 Cost Sharing Requirements by SL 02/16/09 10:19 FY 2009 CC 99 Screen: ___ SL Account: 000000 Account Campus Cd: 00 Support Begin End Total Total Account Project Period Date Date Required Actual ------------------------------------------------------------------------------- 00000 4862410000 1 09/15/93 08/31/95 00000 4869810000 1 07/01/94 06/30/95 00000 4869820000 1 07/01/95 08/31/95 00000 4899910000 1 07/01/95 06/30/96 5,968.00 00000 4906610000 1 04/15/95 08/31/95 00000 4861220000 1 09/30/94 08/31/95 00000 4306210000 1 09/01/95 08/31/98 24,699.00 7,325.68 00000 4306610000 1 09/01/95 08/31/98 24,701.00 23,863.88 00000 4300310000 1 09/01/95 08/31/99 92,195.00 90,864.32 00000 4302310000 1 09/01/95 08/29/97 34,890.00 2,654.50 00000 4305310000 1 09/01/95 08/31/98 26,421.00 8,636.25 00000 4319610000 1 12/01/95 12/31/98 37,720.00 37,830.52 00000 4315310000 1 09/01/95 02/28/99 70,745.00 59,387.57 ***** Press ENTER for more ***** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Type an account number and campus code in the fields provided and press . • Use PF5 to advance to Screen 112 to view additional information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . SL Account: 6 digits Enter the SL account number to be displayed. . Account 2 digits Campus Cd: Include the campus code for the SL account number. Screen Information Support Account: 5 digits Displays the support account number. Project: 10 digits Indicates the project number associated with the specified account. Period: 3 digits Defines the time period assigned by FAMIS to define time slots for the cost sharing. Begin Date: 8 digits Provides the date the cost sharing period begins. Screen 139 – Cost Sharing Requirements by SL (cont’d) End Date: 8 digits Shows the date the cost sharing period ends. Total 12 digits Required: Indicates the total dollar amount required for the cost sharing. Total Actual: 12 digits Displays the total dollar amount accumulated in the cost sharing period. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Section VIII Processing Control Table Maintenance SPR System Table Menu The Processing Control Table Maintenance and System Control Record Maintenance screens are displayed on Menu S01. Menu S01 – SPR System Table Menu S01 SPR System Table Menu 02/16/09 10:21 FY 2009 CC 99 Screen: * Processing Control Table Maintenance * 801 Indirect Cost Table 815 Coordinating Board Code Table 802 Distribution Code Table 816 Letter of Credit Table 804 Federal Domestic Assistance Table 805 GL Subcode Descriptions 850 Person Information 806 SL Subcode Descriptions 860 Department Table Maintenance 807 Award Estimates by Department 899 Maintain Dictionary Values 808 Proposal Estimates by Department 809 Keyword Table Maintenance * System Control Record Maintenance * 821 Control Record 882 Campus Code Change Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Indirect Cost Table Screen 801 defines the indirect cost bases available. Each A&M System Member can define as many indirect cost bases as needed. The subcode ranges entered on this screen show the subcodes that will be EXCLUDED from indirect cost calculations. “MTDC” is now controlled at the System level and is not modifiable by the members. Screen 801 – Indirect Cost Table 801 Indirect Cost Table 02/16/09 10:22 FY 2009 CC 99 Screen: ___ Base: MTDC____ Description: MODIFIED TOTAL DIRECT COST______________ ---- Subcode Exclusions ---- Page: 1 of 6 Func Code Low High Error Message _ 3511 3511 _ 3521 3521 _ 4702 4702 _ 4712 4712 _ 4723 4723 _ 4751 4751 _ 4782 4782 _ 5399 5399 _ 5554 5554 _ 5567 5567 ** press ENTER to view more Entries ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next PF2 Help Pop-Up Window for Base Field +----------------------------------------------------+ | S2202 Mark field with an "X" to select | | Screen: ___ Search: ________ | | | | Base Description | | _ ADMN FEE ADMINISTRATIVE FEES MANUAL | | _ ALLSTIPE INDIRECT ON STIPENDS 5991 & 6151 | | _ COMPLETE IDC TURNED OFF, ALL IDC HAS CHARGED | | _ IDC CAP CAP ON IDC HAS BEEN MET | | _ LIVALLOW INDIRECT ON 7141 LIVING ALLOWANCE | | _ MANUAL MANUAL INDIRECT COST | | _ MTDC MODIFIED TOTAL DIRECT COST | | _ MTDC-S&F MTDC WITH SALARY & FRINGE EXEMPT | | _ MTDC-TRV MTDC WITH ALL TRAVEL EXEMPT | | _ NONE NO INDIRECT COST | | _ PART EXP INDIRECT ON PARTICIPANT EXPENSE 6152 | | _ PART STI INDIRECT ON PARTICIPANT STIPENDS 6151 | | _ PART SUP INDIRECT ON PARTICIPANT SUPPORT 6150 | | ** More entries ** | | | +----------------------------------------------------+ Screen 801 – Indirect Cost Table (cont’d) Basic Steps • Enter an indirect cost base code table in the Base field and press . • Type the desired function code in the F field, enter a subcode range to be excluded, and press . • Modify or add additional subcode ranges and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Base: * Help 8 characters Enter the name of the indirect cost table, or select one from the pop-up window. Screen Information Description: 40 characters Enter or modify the description of the indirect cost base selected. Func Code: 1 character Indicate the desired function code to add or modify a range of subcode exclusions: Add (A), Update (U), or Delete (D) Low: 4 digits Enter the starting subcode of the range for exclusion. High: 4 digits Enter the ending subcode of the range for exclusion. Error Message: 30 characters Displays message regarding an error detected on a line during processing data entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Indirect Distribution Table Screen 802 is used to define the distribution of the indirect cost. This allows for the distribution of the indirect cost across multiple accounts. There is no limit to the number of Distribution Codes. Each Distribution Code can have up to 30 accounts. You can distribute many accounts, but the percentages entered must total “100.” In some cases, the distribution will go to one account and the research administrator will decide who gets what part of the IDC. For revenue accounts, the amount is posted with the revenue object code on Screen 9 of the offset grant account, or on Screen 51 if a support account. The total percentage entered on this screen must equal “100 percent.” Screen 802 – Indirect Distribution Table 802 Indirect Distribution Table 02/16/09 10:25 FY 2009 CC 02 Screen: ___ Dist Code: STATE_____ Delete: N Description: STATE INDIRECT COST REVENUE_____________ Func Page: 1 of 1 Code Percent Account Account Description _ 100.00 230002 00000 STATE GRANTS - INDIRECT COST _ ______ ______ _____ _ ______ ______ _____ _ ______ ______ _____ _ ______ ______ _____ _ ______ ______ _____ _ ______ ______ _____ _ ______ ______ _____ _ ______ ______ _____ _ ______ ______ _____ TOTAL: 100.00 ** End of list ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Enter the distribution table code in the Dist Code field and press . This window will list distribution code information in alphabetical order. • If this distribution table code is to be deleted, type “Y” in the Delete field and press . • If adding or modifying the percent of distribution for an account number, place the cursor in the Func Code field and type the desired function code: Add (A), Update (U) or Delete (D). • Enter the percentage to be distributed in the Percent field and the account number in the Account field. The amount entered must total to 100 percent. • Press to record the information. Screen 802 – Indirect Distribution Table (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Dist Code: * Help 10 characters Enter the code for the indirect cost distribution. Delete: 1 character Type “Y” to delete the distribution code. Description: 40 characters Displays the description of the indirect distribution code selected. Screen Information Func Code: 1 character Designate the function desired: A (Add), U (Update), or D (Delete). Percent: 5 digits Enter the percentage of indirect cost to be distributed. Account: 11 digits Enter the account number for the indirect cost distribution. Account Description: 30 characters Displays the description of the account number for the distribution code selected. Total: 5 digits Displays total percentage of distribution. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Federal Domestic Assistance Table The codes to be used for Federal Domestic Assistance are shown on Screen 804. CFDA (Catalog of Federal Domestic Assistance) codes are used in preparation of Schedule D-5 of the TAMUS Annual Financial Report. The letter codes in parentheses indicate that these CFDA codes can only be used by certain projects. By agreement, this table is maintained by TAMRF. Security on this screen for all System members has been set to “inquiry only.” For updates/corrections/additions contact: SRS/Texas A&M Research Foundation at srscfda@tamus.edu. Screen 804 – Federal Domestic Assistance (CFDA) Table 804 Federal Domestic Assistance (CFDA) Table 02/16/09 10:26 FY 2009 CC 02 Screen: ___ CFDA Code: _______ NSF CFDA Default F Code Description Category _ 02.000_ INVALID - 07/31/07 - DO NOT USE____________________________ USDA____ _ 08.000_ INVALID - 07/31/07 - DO NOT USE____________________________ OTHER___ _ 10.000_ DEPARTMENT OF AGRICULTURE__________________________________ USDA____ _ 10.001_ AGRICULTURAL RESEARCH_BASIC AND APPLIED RESEARCH___________ _ 10.025_ PLANT AND ANIMAL DISEASE, PEST CONTROL, AND ANIMAL CARE____ _ 10.028_ WILDLIFE SERVICES__________________________________________ _ 10.051_ COMMODITY LOANS AND LOAN DEFICIENCY PAYMENTS_______________ _ 10.052_ INVALID - 05/31/01 - DO NOT USE____________________________ _ 10.053_ DAIRY INDEMNITY PROGRAM____________________________________ _ 10.054_ EMERGENCY CONSERVATION PROGRAM_____________________________ _ 10.055_ DIRECT AND COUNTER-CYCLICAL PAYMENTS PROGRAM_______________ _ 10.058_ INVALID - 05/31/01 - DO NOT USE____________________________ _ 10.059_ INVALID - 05/31/01 - DO NOT USE____________________________ _ 10.062_ INVALID - 07/31/07 - DO NOT USE____________________________ *** PRESS ENTER FOR MORE ENTRIES *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Dload Basic Steps • Type the CFDA Code number you wish to be displayed at the top of the list, or press to scroll through the list of available codes. • Enter the desired function in the F field: Add (A), Update (U), or Delete (D). • Add, modify or delete a code and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CFDA Code: 6 digits Enter the Catalog of Federal Domestic Assistance (CFDA) Code under which the project is classified, or scroll through the list by pressing to find the code desired. Screen 804 – Federal Domestic Assistance (CFDA) Table (cont’d) Screen Information Func: 1 character Type the desired function for the selected CFDA Code: Add (A), Update (U), or Delete (D). Press to process function. CFDA Code: 6 digits Enter or modify the Catalog of Federal Domestic Assistance Code under which the project is classified. Description: 60 characters Include a description of the CFDA Code. NSF Default Help 8 characters Category: Indicates the agency code for split-out on the NSF report. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. PF9 Download Dload Used to download information using Entire Connection. Coordinating Board Code Table Information regarding the Coordinating Board Code is found on Screen 815. Coordinating Board Codes are used in preparation of the TAMUS reports to the Texas Higher Education Coordinating Board (THECOB). Screen 815 – Coordinating Board Code Table 815 Coordinating Board Code Table 02/16/09 10:27 FY 2009 CC 02 Screen: ___ Table Type: THECOBFIELD____ Func Code Description _ 2A1 ENG - AERONAUTICAL & ASTRONOMICAL___________________________ _ 2A2 ENG - CHEMICAL______________________________________________ _ 2A3 ENG - CIVIL_________________________________________________ _ 2A4 ENG - ELECTRICAL____________________________________________ _ 2A5 ENG - MECHANICAL____________________________________________ _ 2A6 ENG - METALLURGICAL & MATERIALS_____________________________ _ 2A7 ENG - OTHER_________________________________________________ _ 2A8 ENG - BIOENGINEERING/BIOMEDICAL_____________________________ _ 2B1 PHYS - ASTRONOMY____________________________________________ _ 2B2 PHYS - CHEMISTRY____________________________________________ _ 2B3 PHYS - PHYSICS______________________________________________ _ 2B4 PHYS - OTHER________________________________________________ _ 2C1 ENV - ATMOSPHERIC___________________________________________ _ 2C2 ENV - EARTH SCIENCES________________________________________ *** PRESS ENTER FOR MORE ENTRIES *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • In the Table Type field, type “THECOB” and append one of the following valid values: ACT, FIELD, AREA, WORK, or PROC. (Example: THECOBACT) • Type the desired function code in the Func field: Add (A), Update (U), or Delete (D), to add, modify or delete items from this table and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Table Type: 15 characters Enter one of the valid table type values appended to “THECOB:” ACT, FIELD, AREA, WORK, or PROC. (Example: “THECOBACT”) Screen Information Func: 1 character Enter the desired function code: Add (A), Update (U), or Delete (D) and press . Code: PF2 Help 3 digits/characters Enter or modify an existing code. Screen 815 – Coordinating Board Code Table (cont’d) Description: 60 characters Provide a description of the Coordinating Board Code. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Letter of Credit Table Letters of Credit are defined on Screen 816. This screen is used primarily by the TAMU Research Foundation, but is available for anyone who might find it useful. This table should be maintained by only one or two people at each campus. FAMIS personnel do not have update access to this screen. Screen 816 – Letter of Credit Table 816 Letter of Credit Table 02/16/09 10:27 FY 2009 CC 99 Screen: ___ Credit Func Type Description _ AID___ AGENCY FOR INTERNATIONAL DEVELOPMENT________________________ _ CBA___ CASH BALANCE ACCOUNTS - FULLY FUNDED________________________ _ CSW___ CENTER FOR THE STUDY OF WSTRN. HEM. TRADE___________________ _ DED___ DEPARTMENT OF EDUCATION_____________________________________ _ DOI___ U.S.DEPARTMENT OF THE INTERIOR______________________________ _ DOI-PV U.S.DEPARTMENT OF THE INTERIOR______________________________ _ DOIMMS U.S.DEPARTMENT OF THE INTERIOR, MINERAL MANAGEMENT SERVICE__ _ DOJ___ U.S. DEPARTMENT OF JUSTICE__________________________________ _ DOL___ U.S. DEPARTMENT OF LABOR____________________________________ _ DOS___ U.S. DEPARTMENT OF STATE____________________________________ _ ECD___ DEPARTMENT OF ENERGY - CHICAGO______________________________ _ ECDC__ DEPARTMENT OF ENERGY - COLORADO_____________________________ _ EID___ DEPARTMENT OF ENERGY - IDAHO________________________________ _ EPA___ ENVIRONMENTAL PROTECTION AGENCY_____________________________ *** Press enter for more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next There are three reports available using the letter of credit information: FBAR140 (Letter of Credit Report), FBAR141 (Estimated Cash Report), and FBAR335 (Unbilled Receivables for Sponsored Research). The SBAR302 (Download of Project Information) is also available for downloading. Basic Steps • To modify or delete a letter of credit type listed on this table by typing the desired function code in the Func field: Update (U) or Delete (D). • To add a type of credit to the existing table type “A” (Add) in the Func field and include the FAMIS Letter of Credit type code in the Credit Type field. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Func: 1 character Indicate the desired function code: Add (A), Update (U), or Delete (D). Credit Type: 6 characters Enter the FAMIS credit type or add additional types. Screen 816 – Letter of Credit Table (cont’d) Description: 60 characters Include the description of the FAMIS assigned credit type. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Award Estimates by Department Table Screen 807 is used to track the estimated and actual dollars awarded by a department. This screen displays the information reported by month for the fiscal year selected. Screen 807 – Award Estimates By Department Table 807 Award Estimates By Department Table 02/16/09 10:34 FY 2008 CC 02 Screen: ___ Dept: CHEM Fiscal Year: 2008 ------- Estimate ------- -------- Actual -------- Count Amount Count Amount ------------------------ ------------------------ September ___ ______________ _1 _____112579.98 October ___ ______________ ___ ______________ November ___ ______________ ___ ______________ December ___ ______________ ___ ______________ January ___ ______________ ___ ______________ February _9_ _13222245.00__ 11_ __15432900.00 March ___ ______________ ___ ______________ April ___ ______________ ___ ______________ May ___ ______________ ___ ______________ June ___ ______________ ___ ______________ July ___ ______________ ___ ______________ August ___ ______________ ___ ______________ ** YTD Total 0 0.00 0 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Enter a department code in the Dept field, or press PF2 or type a question mark (?) in this field and select a code from the pop-up window. Type an “X” in the Select field next to the desired code to pass it back to the Dept field on Screen 807. To exit the pop-up window without making a selection, press PF4. Tracking Award Estimates Research Information Tracking by Department Some of The Texas A&M System members are using the Research Information Tracking by Department feature in FAMIS as a tool for their reporting needs. There are currently two types of tracking in place: one is “Awards by Department,” and the other is “Proposals by Department”. These two processes are similar in that they allow you to enter estimated counts and dollars, run FAMIS programs to “lock” and display the “actual” counts and dollars for comparison. It is necessary to run the FAMIS programs one month at a time and then to lock down the data. This is the only way that the year-to-date (YTD) figures will tie on the hard copy reports that are generated from this process. Screen 807 – Award Estimates By Department Table (cont’d) Chart of Research Information by Department: Process Awards Proposals Enter estimates Screen 807 Screen 808 Request reports for a month Each month must be reviewed and locked down separately. SBMR400 SBMR440 Review reports before lock-down There is no unlock feature. Request lock-down programs This prevents changing reported data. SBMU401 SBMU421 Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Dept: ? Help 5 digits Enter the department code to which the awards are made. Screen Information Fiscal Year: 4 digits Displays the current fiscal year. Change the year to display a different year’s information. Estimate Count: 3 digits Enter the estimated count for the month. Amount: 14 digits Indicate the estimated dollar amount of the award for the month. Actual Count: 3 digits Provide the actual count for the month. Amount: 14 digits Enter actual dollar amount of award for month. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Proposal Estimates By Department Table Use Screen 808 to track the estimated and actual proposal dollars for a department. This screen displays the amount reported by month for the designated fiscal year. Screen 808 – Proposal Estimate By Department Table 808 Proposal Estimate By Department Table 02/16/09 10:39 FY 2009 CC 99 Screen: ___ Dept: 41816 Fiscal Year: 2009 ------- Estimate ------- -------- Actual -------- Count Amount Count Amount ------------------------ ------------------------ September ___ ______________ ___ ______________ October ___ ______________ ___ ______________ November ___ ______________ ___ ______________ December ___ ______________ ___ ______________ January ___ ______________ ___ ______________ February ___ ______________ ___ ______________ March ___ ______________ ___ ______________ April ___ ______________ ___ ______________ May ___ ______________ ___ ______________ June ___ ______________ ___ ______________ July ___ ______________ ___ ______________ August ___ ______________ ___ ______________ ** YTD Total 0 0.00 0 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Next Basic Steps • Type a department code in the Dept field and press . • Enter data in the fields available and press to record the information. Tracking Proposal Estimates Research Information Tracking by Department Some A&M System members are using the Research Information Tracking by Department feature in FAMIS as a tool for their reporting needs. There are currently two types of tracking in place: one is “Awards by Department,” and the other is “Proposals by Department”. These two processes are similar in that they allow you to enter estimated counts and dollars, run FAMIS programs to “lock” and display the “actual” counts and dollars for comparison. It is necessary to run the FAMIS programs one month at a time and then to lock down the data. This is the only way that the year-to-date (YTD) figures will tie on the hard copy reports that are generated from this process. Screen 808 – Proposal Estimate by Department Table (cont’d) Chart of Research Information by Department: Process Awards Proposals Enter estimates Screen 807 Screen 808 Request reports for a month Each month must be reviewed and locked down separately. SBMR400 SBMR440 Review reports before lock-down There is no unlock feature. Request lock-down programs This prevents changing reported data. SBMU401 SBMU421 Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Dept: ? Help 5 digits Enter the department code to which the proposals are associated. Screen Information Fiscal Year: 4 digits Shows the current fiscal year for displaying the proposal estimates. Change date to view a specific year. Estimate Count: 3 digits Enter the estimated count of the proposal for the month. Amount: 14 digits Indicate the estimated dollar amount of the proposal for the month. Actual Count: 3 digits Include the actual count of the proposal for the month. Amount: 14 digits Indicates the actual dollar amount of the proposal for the month. YTD Total: 3 digits/14 digits Displays the year-to-date totals of the columns. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Keyword Table Maintenance FAMIS allows you to maintain a tax code table and the messages concerning these codes. (This functionality is currently not used.) This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 809 – Keyword Table Maintenance 809 Keyword Table Maintenance 02/16/09 10:41 FY 2009 CC 99 Screen: ___ Keyword: EUROPE_________ Description Search: N (Y/N) Table: R (P=Part Defined, R=Rodman's Thesaurus) Func Code Description _ 0101000________ AFRICA__________________________________ _ 0101001________ AFRICA, CENTRAL_________________________ _ 0101002________ AFRICA, EASTERN_________________________ _ 0101003________ AFRICA, NORTHERN________________________ _ 0101004________ AFRICA, SOUTHERN________________________ _ 0101005________ AFRICA, WESTERN_________________________ _ 0101006________ AFRICA, SUB-SAHARA______________________ _ 0102000________ ANTARCTICA______________________________ _ 0103000________ ASIA____________________________________ _ 0103001________ ARABIAN PENINSULA_______________________ _ 0103002________ ASIA, CENTRAL___________________________ _ 0103003________ ASIA, EAST (FAR EAST)___________________ _ 0103004________ MIDDLE EAST_____________________________ _ 0103005________ ASIA, NORTHERN__________________________ *** Press ENTER for More Entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Enter a keyword for either the tax code number or the description in the Keyword field. If the keyword is the description, type “Y” in the Description Search field. • In the Table field, indicate if the table for the keyword is Part Defined (P) or Rodman’s Thesaurus (R) and press . • Enter the desired function code in the Func field: Add (A), Delete (D), or Update (U). • Include an additional code or modify an existing code and description then press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Keyword: 15 digits/characters Enter a keyword to add, modify or delete. Description Search: 1 character Type “Y” to search by description. Table: 1 character Identify whether you are maintaining a Part Defined table or Rodman’s Thesaurus. Screen 809 – Keyword Table Maintenance (cont’d) Screen Information F: 1 character Indicate the desired function code: Add (A), Delete (D), or Update (U). Code: 15 digits Enter a numeric code to identify the tax code. Description: 50 characters Include the description of the keyword. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Person Information Use Screen 850 to add a new researcher to FAMIS. This screen also allows you to modify a researcher’s personal data. Screen 850 – Person Information 850 Person Information 02/16/09 10:47 CC 99 Screen: ___ Person: 7uuuuuuu8 Inactive: _ Delete: _ (Y/N) Person's Name: (Last) ABRAMS_________ (First) ALAN______ (MI) A (Suffix) _____ (Prefix) _____ SSN: 2ss-ss-sss0 Title Code: 7360 RESEARCH ASSOCIATE Phone: 979-845-0000 ____ Date Hired: 08/27/2003 Gender: M FAX: ____________ Adloc Part: 08 Acct: 132000 Suffix: _ BPP phone: 979-845-0000 Home CC Dept S-Dept Address: ______________________________ Mail Cd: _____ 02 AERO_ _____ ______________________________ __ _____ _____ ______________________________ __ _____ _____ City: _______________ State: __ Zip: _________ Country: ___ Routing Email Prefs *** EPA PI/Researcher: _ Email from BPP: Y Notify Freq: _ _ E-Mail: aaaa@neo.tamu.edu_________________________________ Type: N N Printer Default: ______________________________ Voided Apps: N N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp If you type a person’s name in the Person field, the following pop-up screen will appear to allow you to make a selection. Screen 850 – Person Information Pop-Up Window +----------------------------------------------------------------------------+ | S2201 Mark Person with an "X" to select | | Screen: ___ Search: ABRAMS______________ Type: N (N=Name, I=UIN) | | Inactive: N | | S Name UIN SSN Alias CC Dept SDept In | | _ ABRAMS, ALAN A L 1uuuuuuu4 4sssssss0 N 05 CLUC | | _ ABRAMS, LANNY l 8uuuuuuu4 5sssssss0 N | | _ ABRAMS, LYN L 8uuuuuuu7 2sssssss3 N 21 DNSTU | | _ ABRAMS, MAURY M 7uuuuuuu2 4sssssss5 N 02 HLKN | | _ ABRAMS, MAVIA M 4uuuuuuu9 3sssssss5 N 02 INEN | | _ ABRAMS, RAUL 2uuuuuuu4 4sssssss4 N 05 NURS | | _ ABRAMS, ROGER R 9uuuuuuu9 4sssssss6 N 02 CLAR | | _ ABRAMS, TITO T 5uuuuuuu9 6sssssss3 N 02 FAID | | | | | | | | | | | | ** END OF LIST - 8 PERSON(S) FOUND ** | | PF4=Exit | +----------------------------------------------------------------------------+ Basic Steps • Enter the personal identification number (UIN) for the new researcher, or search and select a researcher from a pop-up list by typing an asterisk (*) in the Person field and pressing . This pop-up window will also be displayed when you type a researcher’s name in this field. • Enter “Y” in the Delete field to delete the specified researcher’s personal information. Screen 850 – Person Information (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Person: * Help 9 digits Enter the researcher’s personal identification number. Screen Information Inactive: 1 character Type “Y” to inactivate the personal identification number entered in the Person field. Delete: 1 character Type “Y” to delete the personal identification number entered in the Person field from the system. OSRS: 1 character “Y” identifies this is an SRS employee. Person’s Name: Last: 15 characters Type the last name of the researcher. First: 10 characters Include the first name of the researcher. MI: 1 character Enter the initial of the middle name of the researcher. Suffix: 5 characters Type the suffix of the researcher. Prefix: 5 character Include the prefix of the researcher. SSN: 9 digits Displays the researcher’s Social Security Number. Only visible with proper security level. Title Code: ? Help 4 digits Provide the title code of the researcher. Phone: 14 digits Indicate the phone number and extension number where the researcher can be reached. Date Hired: 8 digits Include the date the researcher was hired. Gender: ? Help 1 character Enter the gender of the researcher: F (Female) or M (Male). Screen 850 – Person Information (cont’d) FAX: 10 digits Provide the fax number where faxes can be sent to the researcher. Adloc Part: ? Help 2 digits Enter the campus code for payment of salary. Acct: 6 digits Identify the account number to be used for payment of salary. Suffix: 1 character Provide the suffix associated with the Adloc Part code. BPP Phone: 10 digits Displays the office phone number for the researcher. Home CC: ? Help 2 digits Enter the researcher’s campus code. Dept: PF2 Help 5 characters Type the department associated with the researcher; used to cross-reference with other TAMUS parts. S-Dept: PF2 Help 5 characters Provide a cross-reference for the researcher’s sub department information with other TAMUS parts. Address: 3 lines/30 characters Include the researcher’s mailing address. Mail Cd: ? Help 5 character/digits Indicate the mail stop code for the researcher’s department. City: 15 characters Provide the home city of the researcher’s address. State: ? Help 2 characters Enter the home state of the researcher’s address. Zip: 9 digits Indicate the Zip code for the researcher’s address. Country: ? Help 3 characters Identify the home country for the researcher’s address. PI/Researcher: 1 character Type “Y” if the researcher is a Principal Investigator. E-Mail from BPP: PF2 Help 1 character Displays “Y” if current email address was obtained from the BPP employee file. It shows “N” if it is changed on Screen 850, Screen 001, or through Canopy. Screen 850 – Person Information (cont’d) Email: 50 characters Enter the person’s email address. Printer Default: 30 characters Identify the printer default information for reports and printouts. Routing Email Prefs *** / EPA Notify Freq: PF2 Help 1 character Displays the frequency for inbox email notification: daily, every document, or weekly. Type: PF2 Help 1 character Identifies the type of email documents sent to the researcher’s inbox: approvals only:“N” for none (no email), “Y” for all (includes notifications). Voided Apps: 1 character Determines if email notification is sent for voided applications. Y = Send email notification N = Don’t send email notification Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Department Table Maintenance FAMIS provides a table of valid departments for each campus. These department codes are used extensively throughout FAMIS. Both FRS and FFX modules utilize this table. Screen 860 is used to add a new department to FAMIS by authorized personnel. You can also modify information on existing departments and expire a department to make it inactive. Departments cannot be deleted. Other important information includes the following: • School/College - This is the only screen where you can update this field. It will not be a protected field for anyone who has update access to the screen. The School/College field is also protected if you are trying to modify it on a sub-department. Remove it from the department and all its sub-departments by taking the college off of the department (FISA or FISC). The change will ripple to all of the sub-departments. • EPA Allow Flag – This flag controls the creation on EPA documents and was added for Form 500 processing. Entering “Y” allows the department to create EPA documents, which will be routed through the department. If the flag is off (“N” or blank), you will still be able to view payroll data in CANOPY, provided you have the appropriate security clearance to do so. • Purchasing Trn Flag – If not set to “Y” on this screen, FAMIS does not recognize that routing of purchasing documents exists for the department. • Exec Level – This field is a code that can be used as a sort field by many of our reports to group all accounts that report to a specific level (such as a report of all accounts for a particular Vice President). The values are campus specific so each campus assigns their own values. This screen is maintained and updated by each campus. The information is campus specific. Screen 860 – Department Table Maintenance 860 Department Table Maintenance 07/09/09 09:53 CC 02 Screen: ___ Department: METR_ Sub Dept: _____ Dept Name: ATMOSPHERIC SCIENCES____________________ Head/Director ID: 4uuuuuuu5 Alt APO ID: 6uuuuuuu9 WINSTON, WILMA REINER, RITA Head/Director Phone: 979-862-4444 Alt APO Phone: 979-862-3333 Mail Code: C3150 Building Number: 00443 Exec Level: AA Building Campus: 02 Division: CD Room: ______ School/College: GE Group Cd: _____ Off Campus Flag: N Other Loc: ____________________ Budget Sort Dept Nbr: _____ Approx. Inv. Count: _______ Allow Flags: FRS: Y EPA: Y DBR: Y DCR: Y SciQuest: _ FFX: Y TDP: _ Purch Trn Flag: Y FFX Cert. Month: 4_ Surplus: _ Maestro: Org Unit: 8441______ Parent Dept: _____ Center/Institute: __ Atmospheric Sciences Mail to Dept Head: _ Other Part Nbr: __ Dept Office: METOFFICE General Comments: Y Other Part Dept: _____ Dept View: METOFFI CE Hit Other Part Sub Dept: _____ Exec Office: FFX Comments: Y Dept Expiration Date: __________ Exec View: Hit Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit Dload GenCm FFXCm A department can’t be deleted, it can only be “expired” by entering the expiration date in the Dept Expiration Date field. Screen 860 – Department Table Maintenance (cont’d) Basic Steps • Enter a department code in the Department field, and include a Sub Department, if needed. You may also type an asterisk (*) in the Department field to view a list of available departments and subdepartments. If the department is not listed in the pop- up box, enter an “i” in the Type field to search by Department ID. This will allow you to find what you are searching for if it is an active department or subdepartment. • Press to view the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Department: * Help 5 characters Enter a valid department code. Sub Dept: 5 characters Enter the sub-department, if needed. Screen Information Dept Name: 50 characters Enter the full name of the department. . Head/Director ID: ? Help 9 digits Provide the Social Security number. The name will be displayed when you press . Alt APO ID: ? Help 9 digits Enter the name and ID of the alternate APO (accountable property officer). Head/Director 10 digits Phone: Indicate the phone number of the head/director of the department. Alt APO Phone: 10 digits Provide the phone number of the alternate APO. Mail Code: ? Help 1 character Enter the mail code for the department. Building Number: ? Help 5 digits Identify the building that the department is located in. Exec Level: ? Help 2 characters Include the executive level of the department. Building Campus: 2 digits Identify the campus code for the building. Screen 860 – Department Table Maintenance (cont’d) Division: ? Help 2 characters Provide division code reflecting the structure of the campus. Room: 6 digits Include the room or the floor of the department. School/College: ? Help 2 characters Provide the level of organizational structure. College Dept: 5 characters Indicates the department that represents the college dean. Group Cd: 5 characters Used for grouping departments together for special purposes, perhaps security or reporting. Off Campus Flag: 1 character Identify whether or not the department is located off campus. Other Loc: 20 characters Provide information as to whether or not the department is located in more than one location. Budget Sort Dept ? Help 4 characters Nbr: Used for AL-RSCH budget sort number. Approx. Inv. Count: 6 characters Use for the entry of approximate inventory numbers. Allow Flags FRS: 1 character Indicate whether this department is valid for accounting in FRS. EPA: PF2 Help 1 character Indicate whether or not (“Y” or “N”) the department is allowed to create EPA documents. DBR: 1 character Indicate whether or not the department is allowed to create Departmental Budget Records. DCR 1 character Type “Y” if the department is allowed to initiate a Departmental Correction Request for an accounting event that has previously posted. SciQuest: 1 character Type “Y” to identify this department is using the SciQuest application. FFX: 1 character Indicate whether this department is valid for asset control in FFX. Screen 860 – Department Table Maintenance (cont’d) TDP: 1 character Signify whether or not the department is allowed to initiate Departmental Property Transfers. Purch Trn Flag: 1 character Identify whether this department has been fully trained and is ready to use the Purchasing system. FFX Cert Month: 2 digits Indicate the month for inventory certification for this department. Maestro Org Unit: 10 digits Identify the number of the organization unit. (as determined by TEES). This is used to group departments together for reporting. Parent Dept: ? Help 5 characters Enter a valid FAMIS department. This allows FAMIS to identify the departmental hierarchy along with the current standard hierarchy levels (executive, department, division, college, etc.) By default the department is the parent department for a department with a subdepartment and is not modifiable. Center/Institute: ? Help 2 characters Used to determine if a department is a Center or Institute and to group departments together for reporting. Blank = Regular department CA = Center – Board Approved CG = Center – Grandfathered CN = Center – Not Board Approved IA = Institute – Board Approved IG = Institute – Grandfathered IN = Institute – Not Board Approved Surplus: 1 character Identify if this is a designated Surplus department. Other Part Nbr: 2 digits Include another campus code that owns part of the department inventory. Mail to Dept Head: 1 character Identify if the department head or director wants to receive a statement. Other Part Dept: 5 characters Enter the department on another campus code that owns part of the department inventory. Dept Office: PF2 Help 10 characters Shows the office for Routing & Approvals that governs this department. Other Part Sub Dept: 5 characters Enter the other FAMIS member’s sub-department, if needed. Screen 860 – Department Table Maintenance (cont’d) Dept View: PF2 Help 10 characters Indicates the electronic view within the electronic office for Routing & Approvals that governs this department. Exec Office: PF2 Help 10 characters Shows the executive office for Routing & Approvals that governs this department. Dept Expiration 8 characters Date: Shows the date the department will expire. This date can be removed to reuse a Department Code. Exec View: 10 characters Shows the electronic view within the executive office for Routing & Approvals that governs this department. General 1 character Comments: Indicates whether or not (“Y” or “N”) comments have been entered. FFX Comments: 1 character Indicates whether or not (“Y” or “N”) comments have been entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF7 Audit Information Audit Displays the departmental table audit information. PF9 Download Dload Download information from this screen using Entire Connection. PF10 General Comments GenCm View general comments. PF11 Fixed Assets Comments FFXCm View Fixed Assets comments. Section IX System Control Record Maintenance Control Record Maintenance Screen 821 controls the institution information of the FAMIS Sponsored Research module. The rate used in calculating the indirect cost comes from FRS Screen 9. There are accounts tied to the project and the rate can be different for each account. You will need to check FRS Screen 9 for each account listed on SPR Screen 137 to see what rate has been used. The information in the TAMUS Indirect Base and TAMUS Indirect Rate fields is used by SBMR281 (Cost Sharing Transaction Generator) to include the unrecovered exclusion table information as part of the process when generating cost sharing transactions. Some System Members use these fields and some do not. Screen 821 – Control Record Maintenance 821 Control Record Maintenance 02/16/09 10:57 FY 2009 CC 99 Screen: ___ Campus Name: TEXAS A&M RESEARCH FOUNDATION___________ TAMUS Indirect Base: ________ TAMUS Indirect Rate: ______ Sponsor Campus Cd: 99 User Assign Proposal Format: NNNNNNN Researcher Campus Cd: ** Last Sponsor Number: 2947___ Last Project Number: 4_________ Last Proposal Number: _____ Last YR Last Proposal Number: _____ Proposal Screens: 011 012 013 014 015 016 017 019 021 022 ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ Project Screens: 110 111 112 113 114 116 118 119 121 122 129 ___ ___ ___ ___ ___ ___ ___ ___ ___ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Add a campus name or make modifications to the Campus Name field. • Enter information in the available fields and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Campus Name: 40 characters Enter or modify the name of the campus or agency. TAMUS Indirect 8 digits Base: Indicate the indirect cost base as set by the individual A&M member. TAMUS Indirect 6 digits Rate: Include the cost rate as set by TAMUS. This is used by the SBMR281. Screen 821 – Control Record Maintenance (cont’d) Sponsor 2 digits Campus Cd: Include the campus code for the sponsor table. The sponsor table is shared by TAMUS members. Sponsor 2 digits Campus Cd: Include the campus code for the sponsor table. The sponsor table is shared by TAMUS members. Researcher 2 digits Campus Cd: Enter the campus code for the researcher. User Assign 7 digits Proposal Format: Enter the first two digits (usually fiscal year) and FAMIS generates the rest of the number. Last Sponsor 7 digits Number: Indicates the number of the last sponsor created. Last Project 10 digits Number: Identifies the last project number automatically assigned by FAMIS system. Last Proposal 5 digits Number: Displays the number of the last proposal created. Last YR Last 5 digits Proposal Number: Provides the number of the last proposal for the previous year. Proposal Screens: 3 digits Enter the screen sequence to be used when a new proposal is added to FAMIS. Project Screens: 3 digits Include the screen sequence to be used when a new project is added to FAMIS. Additional Functions PF KEYS: See the Appendix for explanation of the standard PF keys. PF5 Next Next Goes to the next screen that follows according to information shown on Screen 821. Campus Code Change FAMIS allows you to work in different campuses and various fiscal years, provided you have the appropriate security clearance to do so. To change either the campus and/or the current year use Screen 882. Screen 882 –Campus Code Change 882 Campus Code Change 02/16/09 10:58 FY 2009 CC 02 Screen: ___ Active Campus: 02 Active Fiscal Year: 2009 Valid for Inquiry: **** Valid for Updates: **** Active Processing Month: 2_ February Month of Fiscal Year: 6 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next If you do not have the proper security to change the Active Processing Month, the field will be “display only.” Basic Steps • Enter the desired campus code, fiscal year, and/or processing month in the fields available. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Active Campus: 2 digits Enter the campus code you are currently accessing. Active Fiscal Year: 4 digits Displays the current fiscal year that you are accessing. To change, type the desired year and press . Valid for Inquiry: 4 characters Identifies the data by years you may view as set in your security. CCCC = Current year only **** = all years YYY = a specific year, such as “1996” allows viewing of only 1996 data Generally, this is not recommended. Screen 882 – Campus Code Change (cont’d) Valid for Updates: 4 characters Identifies the data by years you may update as set in your security. CCCC = Current year only **** = all years YYY = a specific year, such as “1996” allows viewing of only 1996 data Generally, this is not recommended. Active Processing 2 digits Month: Allows you to change the processing month for transactions being entered on the FAMIS screens. If you do not have the proper security to change this date, the field will be “display only.” Month of Fiscal 2 digits Year: Displays the current month of the fiscal year. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Section X Appendix Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information. Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient. 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS. These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using. Contact your computer support person if you do not know how to identify the following keys on your computer. PF Keys When a key is listed as PFn, “PF” represents Program Function. Many PCs use the function keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys, for example, on a Memorex emulation, a combination of the ALT key and the number 1 will represent the PF1 key. At the bottom of the FAMIS screens, there are PF keys listed that can assist in the use of the screen. For example, at the bottom of Screen 164 (Voucher Inquiry by PO Number) there is a PF11 key with the word “Right” under it. This means that by pressing PF11, the screen listing will scroll to the right for an additional panel of information. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys, instead of the TAB keys, to move around the screen may lock the computer keyboard. Use the RESET key, then the TAB key, to position the cursor and unlock the keyboard. CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or refresh, the screen before typing. RESET Key After pressing to process data information, note the status bar at the bottom of the screen. When the system is processing information, the symbol "X ( )" or hour glass icon ( . ) will appear. You cannot enter additional information until the system is finished processing. If any other symbols appear, press your RESET key -- often the ESCAPE key on a PC. Appendix – Instructions (cont’d) ERASE END OF FIELD Key To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is helpful. For example, a vendor name is held in context when moving from screen to screen. To change to a different vendor, use this key and the current vendor name on the Action Line will be removed. Now the new vendor name can be input. On most PCs, the correct key to use is the END key on the numeric keypad. HOME Key From anywhere on the screen, the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work. Protected Area The Protected Area is the area of the screen that will not allow the user to enter information. Typing information in the protected area may freeze the screen. Use your reset key and then tab key to release your system when it freezes. Action Line/Context The Action Line is usually the first line of information on each screen. The Screen field is used to navigate from screen to screen by entering the number of the screen desired. Fields such as screen, vendor, voucher number, account, etc. are often found on the Action Line. Data that is entered on the Action Line will be carried in “context” from screen to screen until changed. For example, the GL account number 032365 is entered on the Action Line of the screen below. That account will be carried in “context” until the user keys a different account in the field. The key must be pressed after entering Action Line data. If a user does not follow this step, all information entered on the screen may be lost and must be re-entered. After pressing , a message will be given at the top of the screen asking for modifications or providing further processing instructions. F0002 Record has been successfully added 002 GL 6 Digit 08/01/11 09:17 FY 2011 CC 02 Screen: ___ Account: 032365 ____ NAVSO, INC Account Title: NAVSO, INC.___________________ __ SRS: _ Appendix – Instructions (cont’d) Message Line The line above the Action Line is used to display messages to the user. These messages may be error messages or processing messages, such as the one below. F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01/20/92 11:26 Scrolling Through Data Pressing will scroll through information listed on a screen. On some screens, there are PF keys to use to scroll forward, backward, left and right. These PF keys are displayed at the bottom on the screens with that function. Help HELP functions are available for many screen fields in FAMIS. Typing a question mark (?) in the blank beside the desired field and pressing will access a pop-up window with specified field information. Another way is to place your cursor in the desired field and press PF2. To get out of the HELP function, either select a value and press or press PF4. The distinction on which key to use will normally be designated in the pop-up window (EX: PF4 = Exit). Escaping from a Pop-Up Window When in a pop-up window, pressing PF4 will usually take you back to the original screen. There are a few screens when pressing will take you back to the original screen. Appendix – Instructions (cont’d) Field Help Using the F2 Program Function Key On selected fields, additional information can be displayed using the PF2 key. This HELP information is accessed by moving the cursor to the field in question and pressing PF2. For example, place the cursor in the Year-end Process field and press PF2. The first screen displayed explains the purpose of the field. Sometimes you will be shown the values immediately, without a definition or explanation. Screen 2 - GL 6 Digit 002 GL 6 Digit 08/01/11 09:17 FY 2011 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ SRS: _ Resp Person: 5uuuuuuu4 MASON, MOLLY M Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: ?_ Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N Fund Source: __ ________________________________________ Account Letter: Y Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION Setup Dt: 08/26/1991 ________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next The first help screen describes the field. Field: FS-MJR-FUND-SRC File: IAFRS-GENERAL-SUBSIDIARY-LEDGER This attribute specifies the major funding source for this account. i.e. General operation fund, loan funds. This attribute is also used for roll-up reporting breakdowns by funding source in programs FBMR046 and FBMR047. Press to display the valid values for the field. | *** D I C T I O N A R Y - H E L P *** | | VALUES MEANING | -------------------------------- ----------------------------- | BLANK NOT SPECIFIED | 01 EARNINGS ON ENDOWMENT | 02 GIFTS OR DONATIONS | 03 TRANSFER FROM ANOTHER ACCOUNT | 04 INTEREST ON TIME DEPOSITS | 05 STATE GENERAL REVENUE | 06 AVAILABLE UNIVERSITY FUND | 07 GRANT OR CONTRACT | | Lookup Value / . Menu ________________________________ | Rule : IAFRS-FS-MJR-FUND-SRC Default value is: | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | Field: FS-MJR-FUND-SRC | | PF1=Menu PF4=Exit Appendix – Instructions (cont’d) Question Mark (?) or Asterisk (*) Help FAMIS has a Help feature on some screen fields that will display a field definition and/or values that may be entered. To use the Help feature, type a question mark (?) or asterisk (*) in the field and press . If Help is available for the field, a pop-up window will appear displaying a definition and/or valid values. To make a selection, type an “X” next to a value and press to pass it back to the previous screen. This is called the “Passback” feature. Screen 204 - Vendor Purchasing Add/Create (Panel 1) 204 Vendor Purchasing Add/Create 05/17/12 16:20 FY 2012 CC 02 Screen: ___ Vendor: *__________ External VID: Page: 1 >>> Hold: Freeze: Delete: Name: __________________________________________________ PIN: ___________ ___ Send New Setup to TINS: _ Send Changes to TINS: _ Tax-ID: _________ *------- Purchasing Bid To -----------* *------ Accounts Payable Remit To ----* Address: ______________________________ Address: ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ City: ____________________ State: __ City: ____________________ State: __ Zip: _____ ____ Country: __ Zip: _____ ____ Country: __ Phone: ____________ Ext: ____ Phone: ____________ Ext: ____ FAX: ____________ FAX: ____________ Zone: Contact: _________________________ Contact: _________________________ ------------------------------------------------------------------------------- Vendor Type: __ Ownership Cd: _ 1099: _ W9 Date: __________ Disadv: _ Ethnic Orig: ___ Gender: _ TAMUS Part: __ Bus size: _ TAMUS Employee: _ Ck Limit: 0 Retain Mths: 0_ Established: By: Modified: By: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp HUB Stats NxVn Notes Order Left Right Pop-Up Window with available vendors to select | F0043 Mark Vendor with an 'X' to select | | Screen: ___ Search: ____________________ Type: N (N,V) | | Include Frz/Del Vendors: N | | | | Vendor Name Vendor ID Alias Frz Del SHld HUB SQ | | X ACCURA FOOD SERVICES 1vvvvvvvvv1 Y N N | | _ ADDIE ANSON 1vvvvvvvvv0 N N N | | _ ADOSET TECHNOLOGIES COPORATION 1vvvvvvvvv0 N N N | | _ ADVENGE RENT-A-CAR 1vvvvvvvvv0 N N N | | _ ARETA LIFE & CASUALTY CO 1vvvvvvvvv0 N N N | | _ ARETA LIFE & CASUALTY CO 1vvvvvvvvv1 N N N | | _ ABG PUBLICATIONS 1vvvvvvvvv1 N N N | | _ AGGIELAND STONE COMPANY 1vvvvvvvvv1 N N N | | _ AGGIELAND STONE COMPANY 1vvvvvvvvv2 N N N | | _ AGGIELAND STONE COMPANY 1vvvvvvvvv3 N N N | | _ AGGIELAND STONE COMPANY 1vvvvvvvvv4 N N N | | _ AGGIELAND STONE COMPANY 1vvvvvvvvv5 N N N | | _ AGGIELAND STONE COMPANY 1vvvvvvvvv6 N N N | | ** More Vendors - Press to View ** | | PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main | Appendix – Instructions (cont’d) After making a selection from the pop-up window of available vendors, you will be returned to the main screen and the information for the selected vendor will be displayed. Screen 204 – Vendor Purchasing Add/Create 204 Vendor Purchasing Add/Create 05/17/12 16:25 ANN’S CLEANING SERVICE FY 2012 CC 02 Screen: ___ Vendor: 2vvvvvvvvv0 External VID: 00341253 Page: 1 >>> Hold: N Freeze: N Delete: N Name: ANN’S CLEANING SERVICE____________________________ PIN: 2xxxxxxxxx7 ___ Send New Setup to TINS: _ Send Changes to TINS: N Tax-ID: 4xxxxxxx5 *------- Purchasing Bid To -----------* *------ Accounts Payable Remit To ----* Address: 5777 PRATER WAY_______________ Address: 5777 PRATER WAY_______________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ City: COLLEGE STATION_____ State: TX City: COLLEGE STATION_____ State: TX Zip: 77845 ____ Country: __ Zip: 77845 ____ Country: __ Phone: ____________ Ext: ____ Phone: ____________ Ext: ____ FAX: ____________ FAX: ____________ Zone: Contact: _________________________ Contact: _________________________ ------------------------------------------------------------------------------- Vendor Type: BU Ownership Cd: S 1099: _ W9 Date: 02/23/2012 Disadv: _ Ethnic Orig: ___ Gender: _ TAMUS Part: __ Bus size: _ TAMUS Employee: _ Ck Limit: 0 Retain Mths: 18 Established: 02/18/2008 By: THBR02P Modified: 02/24/2012 By: THBR02P Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp HUB Stats NxVn Notes Order Left Right Sponsored Research Screens List PAGE 001 SPR Main Menu ................................................................................................................................... I-9 Provides a list of all the menus available to use SPR function 004 Sponsor Maintenance ......................................................................................................................... II-3 Used to inquire and update sponsor information. 005 Sponsor Contact Maintenance ............................................................................................................ II-7 Used to inquire and update sponsor information. 006 Researcher Maintenance .................................................................................................................. II-19 Used to inquire and update researcher information of a specific researcher. 007 Sponsor Alias Maintenance ............................................................................................................... II-11 Used to create/modify/drop alternate names for a sponsor. 008 Sponsor Levels Maintenance ............................................................................................................. II-13 Used to enter and update sponsor classification levels. 009 Sponsor Levels Inquiry ...................................................................................................................... II-15 Used to view a sponsor for a particular type and/or level. FRS 009 SL Grant/Contract Attributes.............................................................................................................. IV-3 Used to create/modify/display Subsidiary Ledger (SL) grant/contract data. 101 Project/Award Create from Proposal ................................................................................................. III-4 Used to create a project and the first award from an existing proposal. 102 Award Create from Proposal .............................................................................................................. III-7 Used to create an award from an existing proposal. 103 Proposal Create from Project/Award ................................................................................................. III-9 Used to create a proposal from an existing project and award. 110 Project Add Begin............................................................................................................................... IV-7 Used to start adding a new project. 111 Project General Information - Page 1 ................................................................................................. IV-9 Provides the first part of general information for a project. 112 Project General Information - Page 2 ............................................................................................... IV-17 Provides the additional general information for a project. 113 Award Information Maintenance ..................................................................................................... IV-20 Used to view and maintain award information. 114 Researcher Award Distribution ........................................................................................................ IV-23 Used to view and maintain distribution of award dollars among researchers. 115 Project Reporting Requirements ...................................................................................................... IV-38 Used to view and maintain reporting requirements for a project. Sponsored Research Screens List (cont’d) 116 Project Billing Information ............................................................................................................... IV-28 Used to create, maintain and view billing schedules for a project. 117 Project Installment Schedule ............................................................................................................ IV-34 To create and maintain a sponsor defined installment schedule, when applicable. 118 Project Bill to Address ...................................................................................................................... IV-36 Used to input the project bill to address as to be displayed on the invoice. 119 Project Researcher Information ....................................................................................................... IV-46 Used to view and maintain project researcher information. 120 Project Limitation of Cost ................................................................................................................. IV-48 Used to enter project limitation of cost. 121 Project Compliance Codes ................................................................................................................ IV-50 Used to enter and maintain codes indicating compliance with various regulations. 122 Project NSF and THECB Codes .......................................................................................................... IV-52 Used to enter and maintain codes pertaining to the National Science Foundation (NSF) and The Texas Higher Education Coordinating Board (THECB). 123 Project Comments ............................................................................................................................ IV-55 Provides a free-form section for comments about the project. These comments do not print. 124 Project Note Log .............................................................................................................................. IV-57 Used to keep notes on project activity by date. 125 Project Keywords ............................................................................................................................. IV-59 Used to perform keyword searches on project information. 127 Project Report Tracking .................................................................................................................... IV-40 Used to view report project tracking detail. 128 Project Contact Information ............................................................................................................. IV-61 Used to view information on sponsor contacts for a project. 129 Project Contact Maintenance ........................................................................................................... IV-63 Used to enter and maintain project sponsor contacts. 130 Cost Sharing Period Maintenance ...................................................................................................... VI-6 Used to define the cost sharing period and unrecovered indirect cost information for the period. 131 Cost Sharing Required Account Maintenance ..................................................................................... VI-9 Used to update screen that defines the accounts that will be used to meet the cost sharing requirements for the period. 132 Cost Sharing Transaction Entry ......................................................................................................... VI-11 Used to post cost sharing transactions. 133 Cost Sharing Required Account Delete ............................................................................................. VI-13 Used to delete an account requirement for a specific project and period. 134 Cost Sharing Period Delete ............................................................................................................... VI-15 Used to delete an established cost sharing period for a project. Sponsored Research Screens List (cont’d) 136 Cost Sharing All Period Summary ...................................................................................................... VII-3 Used to inquire on the cost sharing requirements periods for the project. 137 Cost Sharing Period Summary ........................................................................................................... VII-5 Used to inquire on the specific account requirements for the cost sharing period. 138 Cost Sharing Transaction Detail ......................................................................................................... VII-7 Used to inquire on the transaction detail associated with a specific project, period and account. 139 Cost Sharing Requirements by SL ...................................................................................................... VII-9 Used to inquire on the cost sharing requirements for a specific account. This screen will show all projects the account has or has had requirements associated with it. 140 Awards for a Project............................................................................................................................ V-4 Displays all awards pertaining to specific project. 141 Project High Level Summary ................................................................................................................ V-6 Displays high level information related to a specific project. 142 Projects for a Researcher .................................................................................................................... V-8 Displays all projects pertaining to a specific researcher. 143 Project Due/Overdue Report Tracking.............................................................................................. IV-44 Used to track projects that are due or overdue. 144 Parent Project Inquiry ....................................................................................................................... V-10 Displays all projects associated with a specific parent project. 145 Project Browse by Keyword .............................................................................................................. V-12 Entering a complete or partial keyword will bring up a listing with all projects containing the entered data. 146 Projects for a Sponsor ....................................................................................................................... V-14 Provides a list of all projects pertaining to a specific sponsor. 147 Awards for a Researcher ................................................................................................................... V-16 Provides a list of all awards pertaining to a specific researcher. 148 Awards for a Sponsor ........................................................................................................................ V-18 Provides a list of all awards pertaining to a specific sponsor. 150 Project Summary By Budget Pool ...................................................................................................... V-21 Provides a project summary by budget pool. 151 Project Indirect Cost Assessed ........................................................................................................... V-24 Displays all the indirect cost collected for a specific project. 152 Account Summary for a Project ......................................................................................................... V-26 Displays summary information about a project for each account associated with the project. 153 Revenue for a Project ........................................................................................................................ V-29 Used to view budgeted, current month actuals and total actual revenues received for a specific project. 154 Accounts for a Project ....................................................................................................................... V-31 Displays all the accounts and account information pertaining to a specific project. Sponsored Research Screens List (cont’d) 155 User Defined Category Maintenance ................................................................................................. V-34 Used to inquire and update the user-defined budget allocation pools. 156 Project Summary by Target Budget ................................................................................................... V-36 Displays a summary of a project and how the current revenue and expenses relate to the target budget entered on Screen 155. 157 Project Summary by User Defined Category ...................................................................................... V-38 Displays a summary of a project and shows categories that the user defines. 158 SL/SA Summary for a Project by Budget Pool .................................................................................... V-40 View summary information of the subsidiary ledger/support account data for a project by budget pool. 190 Project Delete .................................................................................................................................. IV-66 Used to delete a project from SPR. 191 Award Delete ................................................................................................................................... IV-68 Used to delete an award from SPR. 192 Sponsor Delete.................................................................................................................................. II-17 Used to delete a sponsor. 801 Indirect Cost Table ........................................................................................................................... VIII-4 Used to define the valid indirect cost bases. 802 Indirect Distribution Table ............................................................................................................... VIII-6 Used to define valid indirect cost distribution. 804 Federal Domestic Assistance (CFDA) Table ....................................................................................... VIII-8 Lists the codes for Federal Domestic Assistance. 807 Award Estimates by Department Table .......................................................................................... VIII-14 Tracks estimated and actual award dollars by department reported by month in a fiscal year. 808 Proposal Estimate by Department Table ........................................................................................ VIII-16 Tracks estimated and actual proposal dollars by department reported by month in a fiscal year. 809 Keyword Table Maintenance .......................................................................................................... VIII-18 Used to maintain keyword information. 815 Coordinating Board Code Table ...................................................................................................... VIII-10 Lists the codes for the Coordinating Board Code. 816 Letter of Credit Table ..................................................................................................................... VIII-12 Defines valid letters of credit. 821 Control Record Maintenance ............................................................................................................. IX-3 Used to control institution information of SPR system. 850 Person Information ........................................................................................................................ VIII-20 Used to enter a new researcher into FAMIS. 860 Department Table Maintenance .................................................................................................... VIII-24 Used to maintain departmental information. Sponsored Research Screens List (cont’d) 882 Campus Code Change ......................................................................................................................... IX-5 Used to change the campus code to view records of another institution or year. M10 SPR Project Proposal Transfer Menu ............................................................................................ I-9, III-3 Lists the available project/proposal transfer screens to use the SPR application functions. M11 SPR Project Maintenance Menu ......................................................................................................... I-10 Lists the available project maintenance screens to use the SPR application functions. M12 SPR Project Inquiry Menu............................................................................................................ I-10, V-3 Lists the available project inquiry screens to use the SPR application functions. M13 SPR Cost Sharing Menu ............................................................................................................. I-11, VI-3 Lists the available cost sharing maintenance and inquiry screens to use the SPR application functions. SO1 SPR System Table Menu ........................................................................................................... I-11, VIII-3 Lists the available system table screens to use the SPR application functions. Standard PF Keys PF Keys are used in FAMIS to access additional information. Wherever possible the same assignment has been given to the same PF key, such as PF2 always being the key used for HELP. Occasionally this has not been possible and a different assignment has been made. The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in the purchasing modules of FAMIS. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen and pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Typically, exiting a pop-up window is done by pressing PF4 to return to the previous window or inquiry screen. If multiple windows have been opened pressing PF3 will return you directly to the screen where you started. From within many of the pop-up windows an additional set of extended function keys may appear to further inquire on the document or item. Extended Function Keys EHelp Not Used in FAMIS Help On-Line Help On selected fields, additional information may be displayed. This information is accessed by moving the cursor to the field in question and pressing the PF2 key for Help. The first screen accessed will describe the field; pressing will display any valid values available for the field (see below). DESCRIPTION: AN INSTITUTIONALLY DEFINED CODE THAT GROUPS CURRENT FUND EXPENDITURES ACCORDING TO THE PURPOSE FOR WHICH COSTS WERE INCURRED. +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | AS ACADEMIC SUPPORT | | AX AUXILIARY | | BLANK NOT SPECIFIED | | IN INSTRUCTION | | IS INSTITUTIONAL SUPPORT | | PL OPERATION & MAINT OF PLANT | | PS PUBLIC SERVICE | | RR MAJOR REPAIRS & REHABILITATIO | | | | Lookup Value / . Menu ________________________________ | | Rule : IAFRS-FG-FS-PURP Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-PURP | Appendix – Standard PF Keys (cont’d) HMenu Not Used in FAMIS. Left Scroll Screen Left Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. Print Print Account Information Used to print account information from FAMIS using Entire Connection. See the FAMIS Entire Connection for Windows User’s Manual for greater detail. Right Scroll Screen Right Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. Glossary A ABR See Automatic Budget Reallocation. ABR Pool Table A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool. Account A functional unit, identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts (SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s Office is an example of a Subsidiary Ledger account. Account Control The last four digits in the ten-digit account number for a General Ledger account. The account control designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control. Account ID A 6-digit identification number for an account. Account Number A 10-position ID within the master file of the Financial Records System. The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account (GL) and the object code for a revenue or expenditure account (SL). Accounts Payable An application of the Financial Records System (FRS). AP processes vendor payments and keeps track of financial activity involving vendors. Action/Context Line The screen line (usually fourth from the top) or lines where the screen to be accessed and the key of the data to be addressed are input and displayed. Alias A commonly used name for a vendor, other than the formal customer name (primary name) that prints on the check. The Purchasing System also offers a commodity alias name and permits you to define any number of alias names, once a vendor has been created. AP See Accounts Payable. Attributes Descriptive data associated with a record. Examples are school, department, function, name and responsible person. Attributes support a variety of sophisticated reporting techniques. Automatic Budget Reallocation (ABR) When transactions are entered, a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes. B Bank Transfer A movement of cash from one bank account to another. This allows expenditures at specific object codes to share in a single pool of money. Appendix – Glossary (cont’d) Batch/Session A collection of related transactions input to the system with a header record and control totals, usually prepared by one person or subsystem feed. Batch Interface A type of interface where one system generates transactions to be batched for input into another system. BBA See Budget Balance Available. Beginning Balance Balances posted during implementation. Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms. Budget Balance Available (BBA) That portion of budget funds that is unspent and unencumbered. Budget Fiscal Year Budgets are prepared in one fiscal year for the next fiscal year. The default is always the next fiscal year when using any Budget Preparation screen. Budget Pattern Used to group individual object codes (or ranges), into budget categories to establish new fiscal year budget. Tracks current and past year account activity in order to develop the new fiscal year budget. Budget Pool A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by specific object codes. Budget Version Various versions of a budget can be created and names for comparative purposes. Buying Account Account which is allowed to “purchase” from a specific selling account via an interdepartmental transfer. C Capital Assets, cash, means, property, resource. Cash Coins, currency, checks, and anything else a bank will accept for immediate deposit. Cash Disbursement A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other assets. Cash Receipt Cash received from cash sales, collections on accounts receivable and sale of other assets. Chart of Accounts A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts at the 10-digit level as well. Appendix – Glossary (cont’d) Check Override The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers. Claim-On-Cash The share of ownership that an account has in the institution’s money. Clearing Account A temporary summary account (such as a payroll account) which is periodically set to zero. COA See Chart of Accounts. Compound Journal Entry A two-sided transaction that posts debits and credits. Context The information that identifies the record being displayed or to be displayed by the system. Copy The process that creates a new pattern from an existing version (specified on the Action Line) or ABR (specified in the resulting pop-up screen). Credit Memo The reduction of a payable previously paid or still open. A credit memo may result from overpayment, overbilling, or the return of goods. Currency Code A code that identifies a record in the Tax Currency Table. This record provides the factor to calculate foreign currency conversion costs or gains and the liability account used. The code is translated through a table into a conversion rate. Cycle Two or more programs that are run in a specific sequence. D Data Data are representations, such as characters, to which meaning might be assigned. They provide information and can be used to control or influence a process. This term is not synonymous with information. Information is data to which meaning has been assigned. Database The collected information that is accessible to the computer for processing. Data Control The tracking of input, processing and output, and the comparing of actual results to expected results in order to verify accuracy. Data Element HELP An on-line feature that assists the user by providing immediate information about any particular field on a screen. Data Entry A means for adding information into the system. Default The value that the system will assign if no other value is entered. Appendix – Glossary (cont’d) Default Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail lines for this field, the transfer will be flagged with the default value after pressing . Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle. Demand Voucher Voucher to be paid during the next Check Cycle. Diagnostic Message HELP An on-line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take. Diagnostics The messages that describe the results of processing. These messages may indicate an error and provide information about a process by noting what action to take to correct the error. Digit 3 of TC The third digit of the Transaction Code (Entry Code) which specifies the type of transaction. Disbursement Record money paid out by the institution from GL, SL and SA or bank account. Can reverse an encumbrance. A payment for goods received, services rendered, reduction of debt or purchase of other assets that does not go through the AP/voucher system. Discount Account The account credited for discounts taken by the system when a check is written. Discount Table A table containing user-defined values representing discount terms for vendors. Dollar Data A record of the dollar amount and the type of financial transactions posted to an account. Dollar Limit A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater than this value, the check will not be generated. Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately. E Encumbrance An obligation incurred in the form of a purchase order or contract. Also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Endowment Income The income generated by investing the principal of an Endowment Fund. Appendix – Glossary (cont’d) Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code. Expended Depleted, used up. Expense Cost, disbursement, payments. F FA See Financial Accounting. Feed Transactions from other systems that are transferred to the FRS. Field That part of a control record, transaction or established for displaying or entering information. File A storage area established within a computer system or database for organizing similar kinds if data. Financial Accounting (FA) A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions. Financial Records System (FRS) A system that supports the financial record-keeping and reporting of a college or university. Flag A data element used to set controls or conditions on a process or program. Freeze Flag A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or invoice postings for this document. FRS See Financial Records System. FTE Full-time Equivalents. Used by the B/P/P System. Function Purpose. Fund An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording assets, liabilities, a fund balance and changes in the balance. Fund Balance The equity of a fund (the difference between assets and liabilities). Fund Group A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency. Appendix – Glossary (cont’d) Fund Group ID A one-digit identification number representing the fund group with which an account is associated. Fund Transfer A movement of dollars from one fund balance to another. G General Ledger (GL) A balance sheet account for the institution. All GL account numbers begin with “0” (zero). GL See General Ledger. GL/SL Relationships User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL) fund accounts. Global Subcode Edit (GSE) A system edit that checks each new 10-digit account against a table that specifies valid combinations of 6- digit accounts and subcodes. GSE See Global Subcode Edit. H Header That portion of a Purchasing document containing basic information such as the document’s number, the date and amount. HEAF Indicates a Higher Education Assistance Fund code number. HELP An online feature which accesses PREDICT in order to supply descriptions, valid values and suggested actions. I IDT Interdepartmental Transfer. Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction. Inquiry Screen A screen which only displays information and cannot be used for entering data. Interface A communication link between data processing systems or parts of systems that permits sharing of information. Interfund Borrowing The transfer of an asset or liability from one fund to another. J JCL See Job Control Language. Appendix – Glossary (cont’d) Job Control Language (JCL) A problem-oriented language, used in IBM that expresses the statements of a processing job. It is also used to identify the job or describe its requirements, usually to an operating system. Journal Entry A non-cash transfer of dollars between two or more accounts. L Ledger A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and the SL (revenue and expense). See also General Ledger and Subsidiary Ledger. Liability Account In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that accepts a transaction creating a liability. Liquidate Reduce encumbrance through payment; pay off debt. M Map Code A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates. Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail line(s) for this field, the transfer will be flagged with the default value after pressing . Memo Bank Account An account that represents the balances of demand deposits for operating accounts. Menu A screen containing a list of available processes, screens or other menus. N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports. O Object Code A four-digit number identifying specific items of revenue/expense or attribute records. Open Commitment An encumbrance. P Parameter A variable that is assigned a constant value for a specific purpose or process. It provides the user with defined choices for report selection, processing or output requirements. Purpose The function. R Receipts Cash received from cash assets, collections on account receivable and sale of other assets. The purpose is to record money received by the institution to the GL, SL and SA or bank accounts. Appendix – Glossary (cont’d) Recommendation The budget projection version that is submitted to the Budget Office for approval. Regular Order A type or purchase order that denotes a typical order. Remit-To Address The address to which the check for goods and/or services rendered will be sent. Requisition A type of document that internally requests goods and/or services to be acquired. It must be authorized before being converted to a purchase order. Retention Months A data element defined when creating a vendor. This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled. Revenue Income or receipts. Run Parameter A parameter from a control record or a program control transaction (as opposed to a file maintenance transaction). S Save The process that creates a budget version. 6-Digit Account For GL: An entity that consists of a self-balancing set of 10-digit accounts. For SL: An entity of revenues and/or expenses Screen HELP An on-line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen. Secondary Vendor The vendor record holding the multiple addresses that are used periodically, as opposed to the primary address. Secured Submitted Version Submitted budget version that has been locked. It can be flagged to indicate it is an “official” version. Selling Account Account which is allowed to “sell” to specified buying accounts via interdepartmental transfers. Session A control mechanism to track real-time posting of a group of financial transactions is order to provide an audit trail. SL See Subsidiary Ledger. Split Encumbrance An encumbrance which applies to several accounts. Appendix – Glossary (cont’d) Standing Order A type of purchase order used for reoccurring services like those provided by the telephone and electric companies. Subcode Four digits appended to the account ID to identify attributes and dollar records within an account. Submit The process that attached a budget version to a budget account as a budget of an account. Submitted Version Version of the budget submitted for approval as the official budget of an account. Subsidiary Ledger Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number of 1 through 9. Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File. T 1099 Vendor A vendor (usually a consultant or professional service hired by an institution) whose payments must be reported to the IRS on Form 1099. 1099 Voucher A voucher that must be reported to the IRS on Form 1099. 10-Digit Account The six-digit account ID combined with the four-digit subcode, i.e. an account control or object code. Tax Code A code that identifies a record in the PO Tax Table (for the Purchasing System) and in the Tax Currency Table (for Accounts Payable). The code must be the same for both tables. This record contains the tax percentage and the tax liability account to be used. Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation. Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice. Temporary Vendor A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are expected. Transaction Code A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated. Appendix – Glossary (cont’d) U Update Screen A screen that allows a user to enter data for updating the files. V Valid Value A value of a data element that has been defined for input. Value-Based A mechanism used to restrict operator access to information by comparing operator security authorization with the value stored in the field. Vendor A provider of goods and/or services. Vendor Addresses See Order-From Addresses and Remit-To Addresses. Vendor Automatic A feature that automatically assigns a specific Number Assignment to the vendor on the Action/Context Line. Vendor Commodity A good or service purchased from a specific vendor. Vendor File A record of all attributes, dollar data, and control information for all vendors. Version Account Budgets created by departments. These can later be submitted as the budget recommendation for the account. Once a version is locked, it will be called a “secure version” and can never again be changed. Appendix – Glossary (cont’d) K:\FA\DOC\WRKNPRCS\SPR\Projects\SPRProjcurrjNF.docx Revised 3/11/2014 2:52 PM