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Activations Job Aid January 1, 2018

Activations Job AidAdvantage & Coeus Data Entry

ASU – Research Operations of 41


TABLE OF CONTENTS

The purpose of this job aid is to provide detailed Coeus and Advantage data entry instructions for the successful setup and management of sponsored accounts. This job aid is not intended to be read from start to finish. Rather, utilize the fully-integrated document links to jump back and form to the sections needed to complete the task at hand. To effectively use this tool, a basic understanding of Coeus is required.

1. Coeus New Account Setup a. Standard Process b. Dummy-Parent c. Child & Grandchild d. Pre-Award At-Risk e. ASU Foundation f. Cost Share – Sponsored Companion g. Cost Share – State Companion Shell h. Fixed Price Residual i. Program Income j. Mayo k. NIH – Kirschstein NRSA l. NSF REU m. Plant Fund

i. Used for awards obtained to remodel/renovate space, new lab setup or for new construction of building.

n. Subawards

2. Coeus Changes to Existing Accounts a. No-Cost Extension b. At-Risk c. Post-Award At-Risk d. Budget Changes

i. Incremental Funding ii. Revision – Single Account

iii. Revision – Related Accounts e. Intra-University Consulting Pay f. COI Management Plan g. Cost Accounting Standards (CAS) Exceptions h. Key Personnel / Allocation Changes i. Lead Unit Change j. RID Unit Change k. IDC Rate Changes l. Documenting Interrelatedness m. Voiding an Account



n. Un-voiding an Account 3. Coeus Non-Account Specific Updates

a. Rolodex b. Reports c. Generating Reporting Requirements on Child Accounts d. Coeus Master Data Feed e. Creating New IDC Rates f. Unlocking a Proposal

4. Advantage Entry a. A1, RB, EB & SI b. Suborgs c. Correcting the Appropriation Unit Linked to an Object or Revenue Code d. Manually Creating the ORG2 and GDES

5. Appendix a. Coeus Icons b. Award Type Definitions c. Account Type Definitions d. Activity Type Definitions e. CFDA f. Prime Sponsor & Prime Award Numbers g. Sponsor Award Number Entry h. NACUBO Codes i. Activations Detailed Training Guide


https://ovprea.sharepoint.asu.edu/researchadmin/orspa/Awards/AMT/Shared%20Documents/Award%20Setup%20Documents/Activations_DetailedTrainingGuide.pdf

https://ovprea.sharepoint.asu.edu/researchadmin/orspa/Awards/AMT/Shared%20Documents/Award%20Setup%20Documents/Forms%20and%20Reference%20Docs/NACUBO%20Code%20Table.xls


NEW ACCOUNT SETUPStandard Process

This section describes how to setup a standard account in Coeus. These instructions are geared for employees who have already had basic Coeus training.

1.a. Standard Process

Account Creation Method [back to TABLE OF CONTENTS]

1. Confirm that the account has not already been setup on at-risk status.2. Determine whether the new account can be copied from an existing account

2.1. The most common scenario in which using the account-copy function would be advisable is in the creation of child and grandchild accounts.

2.1.1. For an account that can be copied off of an existing account, go to Account Creation – Copy

2.1.2. For an account that will not be copied from an existing account, go to Account Creation – Non-Copy

Account Creation – Copy [back to TABLE OF CONTENTS]

1. Open the Award Module2. Search for the account that will be copied3. Highlight the account to be copied and select “Award Hierarchy”4. Click “Copy”

4.1. Select “Copy as New” unless the account being created is intended to be a child account of the selected account – in that case, select “Copy as Child”

4.2. Click “Correct”5. Go to Proposal Funding

Account Creation – Non-Copy [back to TABLE OF CONTENTS]

1. Open the Award Module1.1. Close the “Award Search” screen

2. Click the “Create New Award” button2.1. The “Select Proposal” screen will appear, close the screen.

3. Go to Award Detail Tab

Proposal Funding [back to TABLE OF CONTENTS]Note: For awards funded from an ERA proposal, there will be no proposal in Coeus to link, therefore, this step can be skipped.1. Open the Account in the Award Module2. Select the “Details” tab & select “Funding Proposals”3. Click “Add” and search for the appropriate proposal, clicking “Find” once search criteria has

been entered4. Select the appropriate proposal and click “OK”5. Review and click “OK” on the “Funding Proposals” screen6. Go to Award Detail Tab



Award Detail Tab : [back to TABLE OF CONTENTS]

1. Change “Status” of new account to “Hold”1.1. “Hold” status prevents the activation information in Coeus from feeding to Advantage

while changes and reviews are being made1.2. Coeus will automatically assign a system generated award (Coeus) number.1.3. Coeus will automatically assign a sequence number.

2. Update the following fields per the NOA/activation task:2.1. Sponsor Award Number

2.1.1. See Appendix Sponsor Award Number Entry for additional guidance2.1.2. For requesting the addition of a new Sponsor to ERA/Coeus, please use the

template New ERA Sponsor Request and send to [email protected] . Change the template as needed for Coeus request.

2.2. Confirm the “Sponsor” is correctly listed2.2.1. NSF, NIH, and NASA funded awards should list the center awarding the funds,

not the generic “NSF”, “NIH”, or “NASA” sponsor code2.3. Begin Date2.4. Effective Date2.5. Award Type

2.5.1. See Award Type Definitions 2.6. Account Type

2.6.1. See Account Type Definitions 2.7. CFDA No.

2.7.1. Must be entered for federal/sub-federal funds. See CFDA appendix for details and formatting.

2.8. Title2.8.1. Adjust to match the one listed on the NOA/ ERA Proposal if necessary.

2.8.1.1. Please Note, NOA title takes precedence over the ERA proposal. ERA proposal title should only be used if there is no apparent title on the NOA.

2.8.2. Remove any “” from the title – it causes load issues between Advantage & STAR. Commas also should be removed as they cause the same issue.

3. Go to Other Header Tab

Other Header Tab : [back to TABLE OF CONTENTS]

1. Note the information listed in the “Prime Sponsor / ASU Consortium” field if present2. Select the appropriate template (note that once a template is selected, any prime sponsor data

entered in the field below will disappear)2.1. Choose “Default Template (No Terms)” if no other template is appropriate

2.1.1. If the wrong template is selected and another one is chosen, then the following tabs will need to be ‘synced up’ to populate the correct information. This is done simply by clicking on the ‘Sync’ button on these tabs: Contact, Reports, and Comments.

3. Re-populate the “Prime Sponsor /ASU Consortium” data if information found in Step 14. Update the “Basis”, “Method”, and “Payment/Invoice Frequency” fields per the agreement5. Go to Money and End Dates Tab


mailto:[email protected]

https://researchadmin.asu.edu/documents


Money and End Dates Tab : [back to TABLE OF CONTENTS]

1. Update the following fields per the agreement/activation task:1.1. “Obligated”

1.1.1. Funds flow to and from parent accounts when changes to child accounts occur. The addition of funds to a child requires the funds to be first placed in the parent so that they can flow down to the child. A subtraction of funds to a child account automatically flow the funds up to the parent account.

1.2. “Anticipated”1.2.1. See 1.1.1

1.3. “Oblg. exp"1.4. Final exp

2. Go to Contacts Tab

Contacts Tab : [back to TABLE OF CONTENTS]

1. Select “Add or Modify” and search for contact(s) listed in NOA.1.1. In cases where the contact does not exist, see Rolodex for guidance

1.1.1. Note award sponsor code on Award Detail tab before going to Rolodex Updates – New Entry

2. Go to Reports Tab

Reports Tab : [back to TABLE OF CONTENTS]

1. Update this tab per the NOA for Fiscal, Intellectual Property and Property reports.1.1. See Reports for detailed instructions

2. Go to Special Review Tab

Special Review Tab1. Update this tab per the task instructions.

a. For example, insert approval dates/protocol numbers for special review items that have not yet been updated.

2. Go to Investigator Tab

Investigator Tab : [back to TABLE OF CONTENTS]

1. This information should match the ERA proposal.1.1. Verify that the appropriate lead unit is identified on the Proposal Information and agrees

to the lead unit and PI checked on this tab.2. Go to Comments Tab

Comments Tab : [back to TABLE OF CONTENTS]

1. Insert the type of report(s) required and detailed submission instructions in the following tabs, as applicable:1.1. Fiscal Report Comments: Invoices and Financial Reports



1.2. Intellectual Property Comments: Patent Reports1.3. Property Comments: Property Reports

2. Insert any other comments as indicated on the NOA/activation task3. Go to Other Tab

Other Tab : [back to TABLE OF CONTENTS]

1. Update the followings tabs per the NOA1.1. ORG3_1

1.1.1. This section should be populated by either 7 Federal/Sub-Federal Direct Sponsored Costs, or 8 Non-Federal Direct Sponsored Costs (this will depend on whether the funds are coming from a federal or non-federal sponsor.)

1.2. ORG3_21.3. ORG3_3

1.3.1. Same as “Activity Type” field under “Award Detail” tab1.4. NCUBO

1.4.1. Reference NACUBO Codes for detailed information1.4.1.1. If ERA Proposal shows “7101- Scholarships & Fellowships- Research”

please select NACUBO Code “7100- Scholarship/Fellowship” in Coeus.1.4.2. Related to the “Activity Type”

1.5. Prime Agreement Number1.5.1. Reference the Prime Sponsor & Prime Award Numbers appendix for detailed

information1.5.1.1. Enter for Federal prime sponsors1.5.1.2. Leave blank if not identified in agreement

1.6. Strategic Initiative1.7. Umbrella Agreement1.8. Umbrella Agreement Party1.9. Initial Receipt Date

1.9.1. Date agreement was received1.10. Special Programs

1.10.1. Do not change if not listed in activation task1.11. Tuition Remission

1.11.1. “P” for Percent/”R” for Flat Rate1.11.2. Select “R” for all awards effective July 1st, 2009 and after

1.12. PMS Award Number1.12.1. For an HHS award, this is the Document Number under Fiscal Information on

NOA.1.13. ERE Rate

1.13.1. Choose “FY2011 ERE Rate” if proposal transmittal date is on or before March 31st, 2011

1.13.2. Choose “Current FY ERE Rate” if proposal transmittal date is on or after April 1st, 2011

1.14. Proposal Number1.14.1. Leave this field blank if the proposal number is the 8-digit proposal number

assigned by Coeus.



1.14.2. Enter “FP########” if the proposal number is the new FP number assigned through ERA.

2. Go to Cost Sharing Screen

Cost Sharing Screen : [back to TABLE OF CONTENTS]

1. Complete the following steps only if cost-sharing is required in per the proposal/agreement:1.1. Select “Details” tab and click “Cost Sharing”1.2. Click “Add” if no lines are present – modify existing lines if present.

1.2.1. Choose “Type” as indicated in pre-award cost sharing form or in activation task1.2.2. Insert fiscal year that the award started in the “Fiscal Year” field1.2.3. Insert account where the revenue is coming if known in Source Account; enter

“TBD” if unknown (to be determined)1.2.4. Insert how the cost share will be tracked if known in Destination Account; enter

“TBA” if unknown (to be announced)1.3. Insert amount of cost share in “Amount” field1.4. Add additional lines as needed to reflect the how cost share will be met.1.5. Add clarifying “Comments”

2. Go to Indirect Cost Screen

Indirect Cost Screen : [back to TABLE OF CONTENTS]

1. Select “Details” tab and click “Indirect Costs”2. “Indirect Costs” screen will appear. Select add to enter indirect costs information per the

F&A Review Info tab in the ERA Proposal.3. Insert F&A rate, Type, Fiscal Year, Start Date, End Date, and Recovery Type.

3.1. Set start date as the beginning of the fiscal year in which the “Begin Date” of the award occurred

3.2. Ensure that the IDC rate line farthest into the future does not have a date in the “End Date” field

4. Add additional lines as needed to reflect the IDC rates in future fiscal years.5. Click the “OK” and then click “Save”6. Periodically, an error stating “There is no IDC Series Code setup…” will appear. This error

signifies that the Indirect Cost Rate assigned to the account has not been assigned a Series Code which is needed to properly assess IDC in Advantage. When this error appears, save your changes and complete the “Request to Setup New FA Rate or MTDC Base” email template which is located in Sharepoint at Request to Setup Ne F&A Rate or MTDC Base. A notification will be sent back to you when the IDC Series Code has been setup.

7. Go to Allocation Tab


https://ovprea.sharepoint.asu.edu/researchadmin/orspa/Awards/AMT/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2Fresearchadmin%2Forspa%2FAwards%2FAMT%2FShared%20Documents%2FAward%20Setup%20Documents%2FForms%20and%20Reference%20Docs&FolderCTID=&View=%7B6280FDA5-36A9-4E83-88ED-A3B54665C0F2%7D


Allocation Tab : [back to TABLE OF CONTENTS]

1. Confirm the following items:1.1. For each fiscal year:

1.1.1. Listed information (Investigator, Unit, Center, and rates) matches ERA Proposal.1.1.2. Fiscal Year Totals equal 100

1.2. Allocation Start Date is one year earlier than the Award Being Date1.3. Allocation End Date is two years after the Final Expiration date.1.4. Click the “Save” button

2. Quick Tip: Editing the Allocations tab for multiple years and multiple PIs can be very tedious and labor intensive. In order to make this process much easier do the following steps:2.1. Change the “Allocation End Date” to one month after the “Allocation Start Date”. This

should make the list of Fiscal Years on the left side of the screen only show one year.2.2. Click ‘Save Dates’ and also save your work in Coeus.2.3. Edit the list of PIs and their allocations to match the ERA proposal.2.4. Save your work in Coeus2.5. Edit the “Allocation End Date to be 2 years after the Final Expiration Date again.2.6. Click ‘Save Dates’ and then save Coeus.This will auto populate all the years with the information from the first year and reduce the amount of time spent on this tab.

3. Go to AGENCY/ORG Request

AGENCY/ORG Request : [back to TABLE OF CONTENTS]

1. Click on “Award Account Maintenance” button2. Review “Award Account Number Screen” to ensure the generated “Agency” and “Fund” is

appropriate3. Click “Create Account” and confirm4. Change Status to one of the following based upon activation task:

4.1. At-Risk Approval: Pending (301B/UPAS)4.2. Fully-Executed Agreement on File: Active4.3. Dummy-Parent: Hold

5. Click the “Save” button6. Go to Advantage Entry



NEW ACCOUNT SETUPSpecialized Instructions

This section describes how to setup accounts in Coeus that deviate from the standard account process. These instructions are geared for employees who have proficiency in setting up

standard accounts.

1.b: Dummy-Parent [back to TABLE OF CONTENTS]

1. Follow the New Account - Standard Process except for the following:1.1. Award Detail

1.1.1. Account Type: Award Clearing1.1.2. Status: Hold

1.2. Reporting1.2.1. Fiscal – “None”

2. Do not request agency/org3. Follow the Account Creation – Copy process to create children under the dummy-parent

1.c: Child & Grandchild [back to TABLE OF CONTENTS]

1. Starting at Account Creation – Copy , follow the New Account – Standard Process1.1. Any deviations away from the parent account information that was copied into the

account should be noted in the activation task instructions

1.d: Pre-Award At-Risk [back to TABLE OF CONTENTS]

1. Follow the New Account - Standard Process except for the following:1.1.1. Select “Pending (301B/UPAS)” Status on Award Detail tab1.1.2. Sponsor award # is “OAF”1.1.3. Note the “Prime Sponsor” listed on the Other Header Tab, if any1.1.4. Select the “Preactivation” template on the Other Header tab

1.1.4.1. Re-enter the “Prime Sponsor”, if applicable1.1.5. Add funds to “preactivation” section, not to the money & end date tab1.1.6. Do not modify the Contacts tab.1.1.7. Enter a fiscal report requirement of “none” on the Reports tab

2. Go to Post-Award At-Risk – Modification and follow steps 1 - 3

1.e: ASU Foundation [back to TABLE OF CONTENTS]

1. Follow the New Account - Standard Process except for the following:2. Award Detail Tab: Update the following fields per the NOA/ERA proposal:

2.1. Sponsor Award Number2.1.1. This could be a letter, email, or other notice. Ex: “Letter dated 11/30/15”.

2.2. List the sponsor number as: 0001933. Other Header Tab

3.1. Select the ASU Foundation Template unless the award is a result of a USEED proposal.



3.2. List the funder or donor providing the funding to ASUF as the prime sponsor.3.3. Update the payment terms if they are non-standard.3.4. Include any special invoicing notes for CMT in the “Invoice Instructions” field.

4. Contacts4.1. Enter any additional contacts necessary for the administration of the award.

[email protected] is listed by default.5. Other Tab:

5.1. Prime Agreement Number5.1.1. If available, enter the IFAS account number. Otherwise, CMT will add this

information once it is made available.6. Indirect Cost Screen

6.1. Review the NOA/ERA proposal to determine the total allowable IDC rate.6.2. See the Best Practices for Administering ASUF Awards Guide to calculate the ASUF

and OKED portions of IDC.6.3. Once determined, add a new line and list the percentage of IDC allowable to ASUF. Fill

the remaining fields as follows:6.3.1. Rate: Total allowable ASUF rate up to 5%6.3.2. Type: TDC or MTDC depending on NOA/ERA6.3.3. Fiscal Year: Current FY6.3.4. Start Date: This field should be two days prior to the start date of the award. Ex: If

the award begins on 11/30, the start date field of the ASUF rate line should be 11/28.

6.3.5. End Date: This field should be one day prior to the start date of the award. Ex: Begin date is 11/30, ASUF rate line end date should be 11/29.

6.3.6. Campus: On/Off depending on NOA/ERA.6.3.7. Recovery Type: ASUF FY156.3.8. Series Code: Autofills

6.4. Add an additional rate line. This line will indicate the IDC rate allowable for OKED.6.4.1. Rate: Add any amount of the allowable IDC above the 5% provided to ASUF.6.4.2. Type: TDC/MTDC per the NOA/ERA6.4.3. Fiscal Year: Current FY6.4.4. Start Date: Begin date of the award.6.4.5. End Date: Leave blank.6.4.6. Campus: On/Off depending on NOA/ERA.6.4.7. Recovery Type: Approved Agency Limited.

1.f: Cost Share – Sponsored Companion [back to TABLE OF CONTENTS]

1. Follow the New Account - Standard Process except for the following:1.1. Award Detail Tab

1.1.1. Sponsor Award No.: “C/S [Parent Account #]”1.1.2. Sponsor:

1.1.2.1. 000958: Department funded only or Department and OKED funded1.1.2.2. 000965: OKED funded only1.1.2.3. Contributing Company: Third-Party Cost Share

1.1.3. Award Type: “Other”


https://researchadmin.asu.edu/files/best-practices-for-administering-asuf-awards



1.1.4. Account Type:1.1.4.1. Cost Share – VPR: For accounts setup for OKED cost share only1.1.4.2. Cost Share – Other: Mixed Cost Share Funding1.1.4.3. Cost Share – 3rd Party: Funding from a 3rd Party

1.1.5. C/S for Account: “[Parent Account #]1.1.6. CFDA No: N/A1.1.7. Title: Add “C/S:” to front of title

1.2. Other Header1.2.1. Template: Cost Share Companion Account (unless C/S 3rd Party)1.2.2. Prime Sponsor: N/A

1.3. Other1.3.1. ORG3_1: 6 – Non-Sponsored Direct Costs1.3.2. ORG3_2: Match related account1.3.3. ORG3_3: Match Main Acct1.3.4. NACUBO: Match Main Acct1.3.5. Initial Receipt Date: Date account was setup

1.4. Allocation1.4.1. 100% REC, RID, & IIA to Lead PI

1.5. Agency/Org Generation1.5.1. Fund Codes

1.5.1.1. Cost Share – VPR: 39991.5.1.2. Cost Share – Other: 39981.5.1.3. Cost Share – 3rd Party: Fund code will generate based upon lead unit (i.e.,

the fund code will not be 3998 or 3999 as with other cost share accounts).

1.g: Cost Share – State Companion Shell [back to TABLE OF CONTENTS]

1. Follow the New Account - Standard Process except for the following:1.1. Do NOT use the copy function1.2. Award Detail Tab

1.2.1. Sponsor Award No.: “C/S [Parent Account #]”1.2.2. Status: “Hold” (Stays on “Hold”)1.2.3. Sponsor Code: 010816 (ASU Cost Share – State)1.2.4. Award Type: “Other”1.2.5. Account Type: Cost Share-State1.2.6. Account: Type in State Account #

1.2.6.1. Field is editable once at time of creation when the account type “Cost Share-State” is selected

1.2.7. Being & Effective Dates: Match related account1.2.8. Activity Type: Matches related account1.2.9. C/S for Account: “[Parent Account #]1.2.10. CFDA No: N/A1.2.11. Title: Add “C/S” to front of title

1.3. Other Header1.3.1. Template: Cost Share Companion Account1.3.2. Prime Sponsor: N/A



1.4. Money and End Dates Tab1.4.1. Obligated/Anticipated: Leave at Zero1.4.2. Oblg/Final Exp: Matches related account

1.5. Other1.5.1. ORG3_1: 6 – Non-Sponsored Direct Costs1.5.2. ORG3_2: Match related account1.5.3. ORG3_3: Match Main Acct1.5.4. NACUBO: Match Main Acct1.5.5. Initial Receipt Date: Date account was setup1.5.6. Tuition Remission: R

1.6. Indirect Costs1.6.1. 0.00%, TDC, Waiver of Potential F&A –No IIA/No RID, Series Code 996

1.7. Allocation1.7.1. 100% REC, RID, & IIA to Lead PI

1.h: Fixed Price Residual [back to TABLE OF CONTENTS]

1. Follow the Account Creation – Non-Copy except the following:1.1. Award Detail Tab

1.1.1. Sponsor Award No. should be: Residual: PI Name1.1.2. Begin and Effective Dates should be date account was created1.1.3. Sponsor should be: 012257 – OTHER: Fixed Price Residual1.1.4. Activity Type should be: Departmental Research 1.1.5. Award Type should be: Fixed Price Residual1.1.6. Account Type should be: Regular1.1.7. Title should be: Residual: PI Name

1.2. Other Header1.2.1. Template: Select Fixed Price Residual

1.3. Money and End Dates1.3.1. Obligation Date & Final Exp Date: June 30th, five years from set up date

1.4. No need to fill out Contacts, Terms, or Special Review tabs1.5. Investigator

1.5.1. Add only main PI and lead unit associated with PI.1.6. Other

1.6.1. ORG3_1: 6: Non-Sponsored Direct Costs1.6.2. ORG3_3: H: Instruction & Departmental Research1.6.3. NACUBO: 1101 – Instruction - Departmental Research1.6.4. Do not list an FP#

1.7. Allocation1.7.1. 100% RID/REC/IIA to PI

1.8. Indirect Cost1.8.1. 0% MTDC1.8.2. Recovery Type: Waiver of Potential F&A: No IIA/No RID



1.i: Program Income [back to TABLE OF CONTENTS]

1. Follow the New Account - Standard Process except for the following:1.1. Copy the parent account and update the following tabs:

1.1.1. Award Detail:1.1.1.1. Sponsor Award No: “P/I ABC1234”, the related account number1.1.1.2. Sponsor Code: 002512 or 0025111.1.1.3. Award Type: Other1.1.1.4. Account Type: Program Income-Additive, Deductive, Cost Share, or

Investment Income1.1.1.5. CFDA No: None – leave blank1.1.1.6. Title: “P/I: the same title as the related account”

1.1.2. Other Header:1.1.2.1. Template: Default Template (No Terms)1.1.2.2. Payment Basis: Cost Reimbursable or Fixed Price (match related account),

always NonFederal1.1.2.3. Payment Method: Program Income Receipts

1.1.3. Money and End Dates:1.1.3.1. Obligated and Anticipated fields should match revenue received

1.1.4. Reports Tab1.1.4.1. No reporting on Program Income account; it gets reported on the parent

level1.1.5. Other Tab

1.1.5.1. ORG3_1: Non-Federal Direct Sponsored Costs1.1.6. Allocation:

1.1.6.1. 100% REC, RID & IIA for the Lead PI

1.j: Mayo [back to TABLE OF CONTENTS]

1. Follow the New Account - Standard Process except for the following:1.1. Funding Proposals: Add proposal #14061648, which is the Mayo Master Agreement

Number for Seed, CMVB and Innovation awards.1.2. Award Detail: Sponsor Award Number is LTR MM/DD/YYYY using date of award

letter (unless PO is received, then use PO <PO Number>)1.3. Sponsor:

010486 for ASU-Mayo Seed Grant Program Use 001137 for Mayo Clinic Scottsdale Use 007958 for Mayo Clinic Jacksonville Use 009850 for Mayo Clinic Rochester

1.4. Money and End Dates: Obligated funds are for “ASU funding amount” only.1.5. Reports: Monthly ASU Invoices due via e-mail by the last day of the month, final

invoice due 90 days after final expiration date Comments: Update “Fiscal Report Comments” section with the following

Mayo Seed Grant Standard Operating Procedures can be found in Sharepoint 2010 at OKED KEEP Page > RSG > Mayo Clinic Partnership.



Send Invoices to Dee Gallagher [email protected], Karen Bogner [email protected], Laura Kuhn, [email protected]

1.6. Indirect Cost Tab: F&A is 0% IW (AVP approved a blanket waiver for the ASU/Mayo seed grant proposals)

1.7. Other: 1.7.1. 10. Umbrella Agreement = “Y”. 1.7.2. 11. Umbrella Agreement Party = “Mayo”

1.8. Advantage: RB – 5340 revenue code

1.k: NIH – Kirschstein NRSA [back to TABLE OF CONTENTS]


1.1.1. Award Type: Grant1.1.2. Account Type: Scholarships/Fellowships

1.2. Other Header1.2.1. Template: NIH – Fellowship (F30,31,32,33 grants)1.2.2. Payment Basis: Cost Reimbursement Federal1.2.3. Method: Letter of Credit Draw1.2.4. Payment/Inv Freq: As required1.2.5. Invoice # of Copies: N/A1.2.6. Final Invoice Due: N/A

1.l: NSF REU [back to TABLE OF CONTENTS]

1. Follow the Child & Grandchild accounts process except for the following:1.1. Award Detail Tab

1.1.1. Award Type: Grant1.1.2. Title: “REU” placed in front of title

1.2. Indirect Costs1.2.1. IDC Rate is at 0% and the Recovery Type is “Approved Agency Limited”. Please

enter into comments section only if still follows old process of 25% IDC: “Administrative allowance, limited to 25% of line F.1 (Participant Support Costs: Stipends) of the proposal budget, is allowed for REU Site and Supplement awards in lieu of Indirect costs”.

1.3. Go to “Advantage Docs”1.3.1. Only object codes 7700, and 8201 will be setup. Object codes 7320, 7510, & 7520

can be setup if requested by department.1.3.2. After the account is setup in Advantage, send an email (REU Template) to the Award

Management students only if follows the old process of 25% IDC (AwardMgmt.Students [email protected]) to process a J1 to charge the entire Administrative Allowance to IDC.







1.m: Plant Fund [back to TABLE OF CONTENTS]


1.1.1. Activity Type: “Other NonCurrent Plant Fund or Revenue Only Accounts”1.1.2. Award Type: “Plant Construction Fund”1.1.3. Title: Add “P/F” in front of the title

1.2. Other Tab1.2.1. ORG3_1: “Unclassified Costs (Non-Base)”1.2.2. ORG3_2: “Unclassified Activity”1.2.3. ORG3_3: “Non-Operating Accounts

2. Confirm that the fund number is not 3000, 3001, 3002, or 3003 when generating an account number

1. n: Subawards [back to TABLE OF CONTENTS]

1 Follow the Child & Grandchild account process except for the following:1.1 Award Detail Tab

1.1.1 Account Type: Select either ASU Issued Subcontract or ASU Issued Subgrant

1.1.2. Title: Add "SC Subawardee Name:" to the front of the title.1.2. Go to the "Advantage Docs"

1.2.1. Only object codes 7314, 7315, and 8201 will be set-up.



CHANGES TO EXISTING ACCOUNTS

2.a: No-Cost Extension [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Create a new sequence by clicking the “Award New Entry” button3. Perform the following updates in the referenced tabs:

3.1. Award Detail3.1.1. Change status to “Hold”3.1.2. Enter modification/amendment number in “Modification No.” field if available; if

not available, enter “OAF” for NCE requests submitted via an OAF.3.1.2.1. Leave blank if the previous scenarios are not applicable

3.2. Money and End Dates3.2.1. Enter extension date in Obligation Expiration field.3.2.2. Enter extension date in Final Expiration field if it is earlier than the new

obligation expiration date3.3. Allocation

3.3.1. Verify that the allocation period is one year before the start date and two years past the new end date.

3.4. Award Detail3.4.1. Change status back to “Active”

4. Save5. Click the “Reporting Requirements” button to ensure the work schedule reports were

extended correctly.

2.b: Post-Award At-Risk [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Create a new sequence by clicking the “Award New Entry” button3. Update the following fields according to the approved OAF:

3.1. Award Detail3.1.1. Change status to “Hold”3.1.2. Modification No: OAF for Pre-Award At-Risk Requests3.1.3. Pre-Award Eff. Date3.1.4. Pre-Award Authorized Amount

3.2. Money and End Dates Tab3.2.1. Do NOT add any funds to the Obligated & Anticipated Budget fields3.2.2. Oblig. Exp Date3.2.3. Final Exp Date

3.3. Award Detail3.3.1. Change status back to “Pending” for Pre-Award At-Risk Requests and “Active”

for Post-Award At-Risk Requests.4. Go to Advantage Entry when at-risk approval involves budget changes.



2.c: Pre-Award [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Create a new sequence by clicking the “Award New Entry” button3. Perform the following updates in the referenced tabs:

3.1. Award Detail3.1.1. Change status to “Hold”3.1.2. Change “Begin Date” field to approved pre-award start date.3.1.3. Confirm that the “Effective Date” field matches the initial approved start date of

the award3.1.4. Change status back to “Active”

2.d: Budget Changes [back to TABLE OF CONTENTS]

2.d.i: Incremental Funding1. Search for and select the account in the Award Module2. Create a new sequence by clicking the “Award New Entry” button3. Perform the following updates in the referenced tabs:

3.1. Award Detail3.1.1. Change status to “Hold”3.1.2. “Modification No”3.1.3. Confirm that pre-award authorized amount is $0.00 and that the Effective date

field is cleared.3.2. Other Header

3.2.1. Select appropriate template (should not be preactivation)3.3. Money and End Dates

3.3.1. All fields as needed.3.4. Other

3.4.1. Update “Prime” as needed3.5. Award Detail

3.5.1. Change status back to “Active”4. Save5. Click the “Reporting Requirements” button to ensure the work schedule reports were

extended correctly.6. Go to Advantage Entry to complete the A1, RB, & EB.

2.d.ii: Revision – Single Account1. Search for and select the account in the Award Module2. Create a new sequence by clicking the “Award New Entry” button3. Update Mod# field on “Award Detail” tab, is applicable4. Go to Advantage Entry to complete the EB.

2.d.iii: Revision – Related Accounts1. Search for and select the account that will be receiving an increase in funds in the Award

Module2. Create a new sequence by clicking the “Award New Entry” button



3. Perform the following updates in the referenced tabs:3.1. Award Detail

3.1.1. Change status to “Hold”3.2. Money and End Dates

3.2.1. Obligated/Anticipated3.2.1.1. NOTE: Moving funds between a child/parent is done by making the

changes to the child only.3.2.2. Award Detail

3.2.2.1. Change status back to “Active”4. Save5. Go to Advantage Entry to complete the A1, RB, & EB

2.e: Intra-University Consulting Pay [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Click the “Correct Award” button3. Enter in Coeus on “Special Review” tab, choose “Intra-University Consulting Pay (ORSPA

310)” from the drop-down box.4. Select Approved.5. In the “Protocol No” field enter the person’s ID.6. The “Appr Date” is the date that FOT approved the IUCP.7. In “Special Review Comments” enter the name of the person, amount, time period, and copy

and paste FOT’s approval from Activation Task.8. Save

2.f: COI Management Plan [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Click the “Correct Award” button3. Perform the following updates in the referenced tabs:

3.1. Special Review3.1.1. Add COI review

3.2. Investigator3.2.1. Change Lead PI to “administrative PI” from e-mail from ORIA or “Management

Plan”4. Go to Advantage Entry to create two SI documents: one which removes the original ORG

manager and one which lists the administrative PI as the ORG manager.

2.g: Cost Account Standards (CAS ) Exceptions [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Click the “Correct Award” button3. Select the “Special Review” tab.

3.1. Click “Add” button and select “Cost Accounting Standards Exception”.3.2. Type in Approval, type in Approved, Disapproved, etc. and the Approval Date.



3.3. Type in date, what was requested, and who it was approved by in the “Special Review Comments” section.

4. Go to “Other” tab and select “Y” for what CAS was approved, if any.5. “Save” Changes.

2.h: Key Personnel / Allocation Changes [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Click the “Correct Award” button3. Change “Mod Number” on award detail tab if applicable4. Change status to “Hold”5. Select the “Investigator” tab.

5.1. Use the “Add” button to add key personnel lines5.1.1. Never use the “Delete” button to remove investigators that were previously

associated with the project. Just ensure both PI/Faculty boxes are unchecked5.2. For lead PI changes, double-click the “PI” box to change the lead PI and double-click

the “Lead” box to change the lead unit6. Open the “Allocation” tab.

6.1. Change the “Allocation End Date” field to the fiscal year in which the changes are first occurring. Click “Save Dates,” selecting Yes for pop-up messages.

6.2. Use the “Add/Del Line” buttons to add/remove PI lines and update REC/RID/IIA percentages.

6.3. Once complete, save.6.4. Update the “Allocation End Date” to two years after the final expiration date and click

“Save Dates”. This copies the changes made in the current fiscal year.7. Select the “Award Detail” tab.

7.1. If the RID unit is changing, click the # icon.7.2. Click on the magnifying glass next to the “RID Unit” field, search and select the new

unit name, and click “OK”.8. Change status back to original state9. Save.10. Go to Advantage Entry in cases of a Lead PI change to create two SI documents: one which

removes the original ORG manager and one which lists the new Lead PI as the ORG manager.

2.i: Lead Unit Change [back to TABLE OF CONTENTS]

1. Search for and select the account at the -001 level in the Award Module.2. Click the “Correct Award” button3. Perform the following updates in the referenced tabs:

3.1. Investigator3.1.1. Add new unit to lead PI.3.1.2. Click the box in front of the lead unit.



3.2. Allocation3.2.1. Change allocation information for lead PI if requested.

2.j: RID Unit Change [back to TABLE OF CONTENTS]

1. Search for and select the account at the -001 level in the Award Module.2. Click the “Correct Award” button3. Perform the following updates in the referenced tabs:

3.1. Investigator3.1.1. Verify that the new RID unit is a unit on the Lead PI. Add if not already present.

3.2. Allocation3.2.1. Change allocation information for lead PI if requested.

4. Select the ‘#’ icon (labeled Account) and search to select the new “RID Unit”.5. Save & exit.

2.k: IDC Rate Changes [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Click the “Correct Award” button3. Choose Details/Indirect Costs from the menu.4. Add new line for new IDC rate and enter changes.

4.1. Add end-date to the previous line of 1 day prior to change date.4.2. Add notes to IDC “Comments” field regarding change.4.3. Save

4.3.1. Action complete.5. Select IDC rate line with error.

5.1. Make corrections to existing line as needed.5.2. Save

5.2.1. Action complete.

2.l: Documenting Interrelatedness [back to TABLE OF CONTENTS]

1. Verify AMT AD’s approval is noted in the Notes field of the Activation Task. The approval should note which accounts were approved for interrelatedness.

2. Search for and select the account in the Award Module3. Click the “Correct Award” button4. Select “Special Review” tab

4.1. Choose “Interrelatedness Approved” from the drop-down box. 4.2. Select “Approved” in the Approval field.4.3. In the Appr. Date field enter the approval date noted in the activation task notes.4.4. In Special Review Comments field, enter today’s date followed by your initials, then the

following statement “approved for interrelatedness allocation method with <agency/orgs



for other accounts which were approved>”. Example: 10/28/13 TS: approved for interrelated allocation method with APS0019.

5. Save changes

2.m: Voiding an Account [back to TABLE OF CONTENTS]

1. Confirm that all budget and encumbrances have been removed and no expenses and revenue have posted at any point by reviewing the G210, 611E, and 611R.1.1. Prepare ADV docs to remove budget lines if still in existence. Work with the department

as needed to address any lingering encumbrances.2. Search for and select the account in the Award Module3. Create a new sequence by clicking the “Award New Entry” button4. Change the following fields to Void:

4.1. Status4.2. Sponsor Award Number4.3. Account Type

5. Change the Title to "Void Initials Date".6. Note the “Begin Date” of the account.7. Make the required changes on the following tabs:

7.1. Other Header7.1.1. Change the Template to "Voided Coeus Award Template (No Terms)".

7.2. Money and End Dates7.2.1. Click on the Distributable tab and note the current Oblg Amt, Antip Amt, Oblig

Exp Date, Final Exp Date7.2.2. Click the Change button and reverse the Oblig & Antip amounts

7.2.2.1. End Result should be to have $0 as the balance.7.2.3. Change the Obligated and Final Expiration Dates to be one day after the Begin

Date of the award. 8. Click the "Sync" button on the Contacts, Reports, & Terms tabs, clicking "yes" to any pop-

ups that occur9. Click on the Details menu and then select Indirect Cost.

9.1. Change the Rate to 0 (zero) and close the window10. Click on the Details menu and then select Award Closeout.

10.1. Enter today's date in the Closeout Date field and close the window11. Save Changes and close the award12. Open Medusa – the account has been fully voided if there is only one award line listed13. Proceed to Unlocking a Proposal if there is a proposal number listed14. Save the new sequence created from the void in the Coeus Award Number folder and put

“void” after the sequence number (ex: Seq 1.2 Void):14.1. Save the Advantage documents showing funds have been removed (GSUM

screen/APP2 screen, GDE2 screen, etc) in the appropriate task folder14.2. Account void process is complete with the award voided in Award Module and

the proposal no longer linked to the voided account.



2.n: Un-voiding an Account [back to TABLE OF CONTENTS]

1. Search for and select the account in the Award Module2. Create a new sequence by clicking the “Award New Entry” button3. Change the following fields from Void:

a. Status ( to Active)b. Sponsor Award number c. Account Type

4. Change the title from "Void [Initials Date]".5. Change the Template from "Voided Coeus Award Template (No Terms)" to an appropriate

template.6. Update Money and End Dates

a. Obligated and Anticipated award fundsb. Obligated and Anticipated end dates

7. Add necessary contact information8. Update IDC rate9. Remove Closeout date10. Relink proposal to account if needed.



NON-ACCOUNT SPECIFIC COEUS UPDATES

3.a: Rolodex [back to TABLE OF CONTENTS]

1. For searching, go to “Rolodex Usage2. For new entries, go to “Rolodex Updates – New Entry”3. For updates of existing entries, go to “Rolodex Updates – Modifying New Entry”

Rolodex Usage [back to TABLE OF CONTENTS]

1. Select “Maintain” and choose “Rolodex…”2. Search for the appropriate contact, clicking “Find” once search criteria has been entered3. Double-click on appropriate search line to open and view record

Rolodex Updates – New Entr y [back to TABLE OF CONTENTS]

1. Select “Maintain” and choose “Rolodex…”2. Close the “Rolodex Search” screen3. Click the “Add” button4. Insert appropriate information and click “OK” when complete

4.1. Click the “Sponsor” button to search for existing sponsors to upload information into the Rolodex

Rolodex Updates – Modifying New Entry [back to TABLE OF CONTENTS]

1. Select “Maintain” and choose “Rolodex…”2. Search for the appropriate contact, clicking “Find” once search criteria has been entered3. Select appropriate search line and click the “Edit” button4. Update fields as necessary

3.b: Reports [back to TABLE OF CONTENTS]

1. Select the report “Class” (Fiscal, Intellectual Property, Property and Technical/Management) that needs a workschedule requirement.

a. Go to Step 2 to Add Requirementsb. Go to Step 3 to Delete Requirementsc. Go to Step 4 to Modify Requirements

2. Adding Requirementsa. Click the “Add” buttonb. Select the Type of report requiredc. Select the appropriate frequency (how often the report is required)

i. Selecting “As Required” will require a fixed due date and will not create a rolling requirement

d. Select the appropriate OSP Distribution (how the report is to be submitted)e. Select the appropriate Frequency Base (select “As Required” for a rolling

requirement or “Final Expiration Date” for a fixed end-of project report)



f. Insert the appropriate due datei. Nonrecurring Reporting: Enter the Due Date of the report

ii. Reoccurring Reporting: Determine what the due date is for the first report to be submitted. Subtract the listed Frequency time and insert that date in the field

1. Example: An interim financial report is due 30 days after the end of every quarter. The first one is due 07/31/14. Frequency = Quarterly, Due Date = 04/30/14 (07/31/14 minus Quarter).

g. Click “OK” to complete report class type.3. Deleting Requirements

a. Select appropriate Class & Type and select the Detail Line required for deletion.b. Click “Delete”

4. Modifying Requirementsa. Select Class & Type in question, and select the required Detail Lineb. Click “Modify”

3.c: Generating Reporting Requirements on Child Accounts [back to TABLE OF CONTENTS]

1. Open the award module2. Search for the child account that needs to have reporting requirements generated on it3. Select the account line and go to the “Edit” tab and click “Generate Reporting

Requirements”4. Click OK5. Click the “Reporting Requirements” button to confirm that the reports are accurate

3.d: Coeus Master Data Feed [back to TABLE OF CONTENTS]

Processing Feeds (standard feeds are done 3 times daily, around 10am, 1pm, and 4pm)1. Click Central Admin > Generate Master Data Feed.

1.1. Click OK if prompt indicates that changes have been made to Sponsor table, generate a Sponsor Feed before generating the Master Data Feed by following steps 1.2 – 1.7. Otherwise, continue to step 2.

1.2. Close the Generate SAP feed box.1.3. Click Central Admin > Generate Sponsor Feed.1.4. Verify Production is selected under the Target Directory1.5. Click Generate button.1.6. Click Close button.1.7. Reopen the Generate Mater Data Feed box.

2. Verify Production is selected under the Target Directory.3. Click on Generate Feed button in Generate SAP feed box.

3.1. Error message “Please select a valid target directory for the Feed” followed by “Unknown Error, Contact Coeus Support Team” are generally caused by invalid characters in the award title. Review the newly created entries for bad characters and retype or remove them. When it doesn’t help, contact RTS or Server Administrator in OPS Systems & Security for assistance.



4. Click Close button5. Wait 10-15 minutes for the feed to go through before opening Feed Maintenance and

reviewing the batch for errors.When Batch Id numbers start approaching 999, contact the IT Server Administrator in OPS Systems & Security office to initiate the reset job (current contact is Malgorzata “Goska” Zapolska). All feed errors must be cleaned up prior to the reset.

Resolving Feed Errors1. Click Central Admin > Feed Maintenance.2. The transaction information within the highlighted batch will appear under Details for batch.3. Ensure the most recent batch generated is highlighted.4. Under Details for batch, review the transactions and ensure the Status of each transaction has

changed from Fed to Accepted or N/A.5. For transactions highlighted in red, click on the red feed lines one at a time and review the

Error messages which will appear below the Details for batch. The most common errors are described after Step 17.

6. Take note of the Award Numbers located to the right of the Transaction ID and the errors.7. Minimize the Feed Maintenance screen.8. Within the Awards Module, search by the award number and open it in Edit mode.9. Review the record, make corrections if needed, and click Save. Close out of the award.10. Exit the Award Module.11. Repeat steps 7 through 9 for each Award Number with the error message.12. Maximize the Feed Maintenance screen. 13. Within the proper batch, highlight the transaction line that was in error, click Edit, and select

Mark Feed Resolved.14. Click Yes in box asking, Are you sure you want to mark the feed from Error to Resolved?

Coeus will change the Status from Error to Resolved.15. Repeat steps 13 through 14 until all errors have been resolved.16. Click Save and close Feed Maintenance.17. When the next feed has been performed, all resolved awards from the earlier batch should

now be properly fed.

The most common errors in Batch Feed:1. Award does not have a valid account number: either the Award Number without an

Agency/Org is in “Active” status OR the Award Number was voided before an Agency/Org was assigned.

2. Advantage Reject FYXX(13): DB23 Record Not Found: the end date was entered before the Begin date. The correction has to be manually done in Advantage/Exceed. After manual correction in Exceed, the feed status can be marked as Resolved.

3. No error message appears but the status continues to remain Fed: a date issue (review the account for the date issue) OR a glitch in the system and Coeus didn’t catch it (find out if UTO can push it through, if not, it has to be manually entered into Exceed.) After manual updates in Exceed, go to Edit, select Mark Feed Rejected, and only then Mark Feed Resolved. This is the only way to get it off the error report because Fed status cannot be changed to Mark Feed Resolved.



3.e: Creating New IDC Rates [back to TABLE OF CONTENTS]

At times, an activation is received that does not have an IDC rate established in Coeus and Advantage. Submit the “Request to Setup New FA Rate” email template saved in Sharepoint at Award Management > Shared Documents > Award Setup Documents > Email Templates. The AMT AD will use the information in the email to setup the new IDC rate in Coeus and Advantage.

Access Requirements:o Coeus – ASU Code Table Maintainero Advantage – SPN 5

1. When email is received, confirm the following information before preceding to step 2:1.1. The rate requested is stated, not calculated.1.2. TDC or MTDC is defined. Most agency limited rates are applied on a TDC basis. 1.3. RID should be distributed. RID should be distributed on Agency Limitations and not be

distributed on IDC waivers.2. Check Coeus to confirm the rate does not exist.

2.1. Go to Admin > ASU Tables > IDC Series2.2. Click on Rate column to sort by rate and confirm the rate %, with the appropriate RID

and Rate Type (TDC/MTDC) doesn’t exist.3. Setup rate in Coeus.

3.1. Sort on a column Series code. Check for the next available series code starting from 101. For example, codes 101 to 134 have all been used so the next available code is 135.

3.2. Click Add button.3.3. Enter new rate info.

3.3.1. Series Code – Number selected from step 3.3.1.3.3.2. Rate Type – MTDC vs. TDC. Usually new IDC rates are on TDC basis.3.3.3. RID Automated Dist – Yes if RID will be distributed for rate.3.3.4. Valid – Set to Yes

3.4. Click OK to save changes. This will close the table.3.5. Go back to Admin/ASU Tables/IDC Series to make sure the new rate saved properly.

4. Setup rate in Advantage.4.1. In Advantage, navigate to AENT screen and search for series code created in Coeus to

verify it’s not already in use. If series code is found, delete series code setup in Coeus and setup a new series code following step 2.

4.2. On the AENT screen, set up new automated entries 01 and 02 to draw IDC automatically in Advantage.

4.2.1. Search (S) for an existing rate series (for TDC rate, use 619, for MTDC, use 101) and enter current fiscal year, rate series, and Entry No= 01 to bring up the record for entry 01.

4.2.2. Change the Action field to A (add a record) and change the following fields to coincide with the new IDC series code: Series, Percent and Description. All other fields should be the same. Hit enter.

4.2.3. Search (S) for entry 02 for the series used previously, example 619 or 101. 4.2.4. Add a record, just change the fields: Series, Percent and Description. All other

fields should be the same. Hit Enter.



4.3. For rates which are distributing RID enter the 03 and 04 automated entries on the AENT screen.

4.3.1. Search (S) for an existing RID eligible rate series (if establishing a TDC rate, use 631, for MTDC, use 101). Enter current fiscal year, rate series, and entry 03 to bring up the record.

4.3.2. Change the Action field to A (Add a record) and change the fields: Series and Percent (10% of the IDC amount). All other fields should be the same. Hit Enter.

4.3.3. Search (S) for entry 04 for the other series (Example 631 or 101).4.3.4. Change the Action field to A (add a record) and change the fields: Series and

Percent (10% of the IDC amount). All other fields should be the same; # indicates to use the responsible fund’s agency/org.

4.4. For MTDC rate types, setup IDC exclusions on the AEXC table. 4.4.1. Go to scan (S) for AEXC. 4.4.2. Pull up 101 series, which has the standard MTDC exclusions4.4.3. Add a record (command A). For all items in the list with series 101, change to the

new series number, then hit enter. Error messages (Add Key Found) will appear at the bottom of the screen because other series are listed on the page but these errors can be ignored.

4.4.4. Scan for the new IDC series to ensure it was added properly. 4.4.5. For series codes using non-standard MTDC exclusions, update the Series Codes

Using Non-Standard MTDC Exclusion document (here). Currently, Coeus does not offer the ability to track series codes using non-standard MTDC exclusions so these codes must be tracked manually.

5. Using the email received, reply to the individual requesting the new IDC rate that it has been set-up. Indicate the new Series #, MTDC vs. TDC, RID or No RID to verify the proper set-up occurred.

6. Save email sent at the following SharePoint location using naming convention “Series Code <###> <IDC RATE> <RATE TYPE-TDC, MTDC, XDC> <RID CODE, AL OR IW>.

AMT SharePoint > Shared Documents > Award Setup Documents > Forms and Reference Docs > FA Rate Setup - AD USE

3.f: Unlocking a Proposal : [back to TABLE OF CONTENTS]

1. Open the proposal in the Proposal module2. Click the "Edit with a Stick" button to create a new entry for the proposal3. Click on the File menu and then select the Unlock Proposal option.4. Click the line for the account that is being disassociated from the proposal and then click

“OK”, clicking Yes to any pop-up windows that appear5. Save


https://ovprea.sharepoint.asu.edu/researchadmin/orspa/Awards/AMT/Shared%20Documents/Award%20Setup%20Documents/Forms%20and%20Reference%20Docs/FA%20Rate%20Setup%20-%20AD%20USE


4.a: Advantage Entry[back to TABLE OF CONTENTS]

1. Complete the following Advantage documents based upon applicable scenario (see the Activations Detailed Training Guide for detailed instructions):1.1. New Account

1.1.1. A1, RB, EB, & SI is required1.2. Modification to Account

1.2.1. Net Increase/Decrease Budget Changes1.2.1.1. A1, RB, & EB is required

1.2.2. Net Budget Changes of $01.2.2.1. EB is required

1.2.3. Lead PI Changes1.2.3.1. SI is required

2. Review and approve the completed screens, taking pictures of each one using the “print multiple screens” under File

3. Leaf to the ORG2, GSUM, & APP2 screens for the account, taking pictures of each one, and confirming the accuracy of the following fields3.1. ORG2

3.1.1. Confirm “Status” is “A” for active if project period has not ended3.2. GSUM

3.2.1. Confirm the “Date” fields and “Current Budget Amount” are correct3.3. APP2

3.3.1. Confirm “Current Amounts” match the budget and that the “Status Ind” is “A” for active if project period has not ended

4. Print to pdf and save to task file

4.b: Suborgs [back to TABLE OF CONTENTS]

1. Leaf to the “SORG” screen2. Enter current FY3. Enter Account number4. Clear rest of the line5. Hit “enter”6. Confirm that the sub-org is not already setup up.

a. If not, go to step 77. Enter “N” in Function and hit “enter”8. Enter the following fields

a. FYb. Agency Orgc. Sub Orgd. Namee. Short Name




9. Hit “home”10. Enter “A” in Function to add the suborg11. Leaf to the “SORG” screen and check to confirm that the sub-org was added.

4.c: Correcting the Appropriation Unit [back to TABLE OF CONTENTS]

The purpose of this section is to document the process for correcting the Appropriation Unit code (APPR UNIT) tied to either an object code or revenue code. Under normal circumstances, the APPR UNIT linked to an object or revenue code matches the Agency/Org. However, during the account setup process, an EB or RB document was approved linking the incorrect APPR UNIT to an object or revenue code.

During award monitoring or as part of the final closeout review, the AMT GCO may notice that the expenses and revenue shown on the GSUM screen don’t match the Actual Receipts and Expended amounts on the APP2 screen. When these amounts don’t match, the following process can be used to correct the errors.

1. Determine whether the APPR UNIT discrepancy affects the expenses or revenue. The easiest way to do this is by comparing the revenue and expenses on the GSUM and APP2 screens against each other.

If GSUM Expended Amount </> APP2 Expended Amount then discrepancy affects expenses.

If GSUM Current Recognized Amount </> APP2 Actual Receipts then discrepancy affects revenue.

2. Locate the discrepancy and calculate dollar amount.

For revenue code APPR UNIT discrepancies:

2.1. Look up the APPR UNIT for the revenue code on the REV2 screen by filling in the Budget FY, Fund, Agency, and Organization fields.

2.2. On the REV2 screen, verify the Appropriation field does not match the Agency and Organization field.

2.3. Capture the screen for REV2, GSUM, and APP2 and print.

2.4. Calculate the discrepancy by subtracting the GSUM Current Recognized Amount from the APP2 Actual Receipts.

For object code APPR UNIT discrepancies:

2.5. Look up the APPR UNIT for the object code on the EXP2 screen by filling in the Budget FY, Fund, Agency, and Organization fields.



2.6. With an R in the Action field and starting with object code 7110, compare the Agency and Organization fields to the Appropriation Unit field. Take a screen print of the comparisons that don’t match.

2.7. In addition, capture the screen for the GSUM and APP2 for account and print.

2.8. Using the screen printouts produced on steps 2.5 and 2.6, calculate the discrepancy by subtracting the GSUM Expensed Amount from the APP2 Expended Amount then verify that amount totals the amount on the EXP2 Expended field.

3. Process a J1 to temporarily move all expenses, revenue or encumbrances from the offending object or revenue code to the balance sheet. Use the following standards when producing the J1.

J1 Comment should be “APPR CORR”. J1 Description should state “temp move to BS Acct”. Lump-sum transfers can be used up to the sub-revenue and sub-object code level. Use A-

400 Web Report to determine revenue/expenses/encumbrances that need to be transferred.

For encumbrance removal, use Action code “21”, credit the offending object and sub-object code shown on the EXP2 screen printouts, and BS Account “9330”.

For expense removal, use Action code “22”, credit the offending object and sub-object code shown on the EXP2 screen printouts, and BS Account “1100”.

For revenue removal, use Action code “31”, credit the offending revenue and sub-revenue code and BS Account “1100”.

Error message of “cash accounts are not equal” will appear. Proceed with approval and print J1 to PDF.

On PDF copy of J1, add note “Correcting APPR Unit pointer so temporarily moving encumbrance/expenses/revenue to balance sheet”, apply electronic signature, and save changes.

4. On the REV2 or EXP2 screen, verify all encumbrances, expenses and revenue have been removed from offending object or revenue code.

5. Prepare, approve and print to PDF an EB or RB document to correct the APPR UNIT.

The first line should delete (line action D) the incorrect APPR UNIT. Use the incorrect object or revenue code on this line.

The second line should add (Line Action A) the correct APPR UNIT. After saving, the line amounts should equal the budgeted amount on the ESUM or

RSUM. Sometimes Advantage will not allow you to process all changes on one document.

Separate documents may need to be prepared for each change.



6. Check the Appropriation Unit field on the EXP2 or REV2, to verify the APPR UNIT has been updated and is correct. Remember, the APPR UNIT on the offending revenue or object code should match the Agency/Org.

7. Process a J1 to reverse the encumbrance, expense or revenue transfers done in step 3.

J1 comment should be “APPR CORR”. J1 Description for all lines should be “Reverse J1 <doc # from step 3>”. For expenses and encumbrances, debit the Agency Org and object code. For revenue,

credit the Agency Org and revenue code. Offset the debit/credit with the opposite action to fund and balance sheet. The fund will

match the Agency Org fund and the balance sheet will be 9330 for encumbrances or 1100 for expenses and revenue.

Error message of “cash accounts are not equal” will appear. Proceed with approval and print J1 to PDF.

On PDF copy of J1, add note “Corrected APPR Unit pointer so returning encumbrances/expenses/revenue to account”, apply electronic signature, and save changes.

8. Check the ESUM and EXP2 or RSUM and REV2 to verify the encumbrances, expenses or revenue have been placed back on account.

9. Check the APP2 to verify the revenue or expenses are now showing. Verify the unobligated/uncommitted amount on the APP2 and the ESUM and RSUM available amounts match.

10. Save J1s, EB, and RB documents produced in the Advantage Document folder on ACCTG > Advantage Documents. Discard of screen prints produced in steps 2.3, 2.6 and 2.7.

4.d: Manually Creating the ORG2 and GDES [back to TABLE OF CONTENTS]1. On a rare occasion, these documents need to be input manually, possibly at the time of fiscal

year end or when re-opening a closed account.2. See the Activations Detailed Training Guide for detailed instructions.




Appendix[back to TABLE OF CONTENTS]

5.a: Coeus Icons

Is Used For

New

Adding a new award.

Correct

Making changes besides time or money, or correcting a mistake, to an existing award. Does not generate a new sequence.

Display

Displaying an existing award, in view-only mode.

New Entry

Making a new entry for an existing award. Generates a new sequence.

Hierarchy

Displaying the parent award with its associated children, adding a child award, copying a parent or child award, and making new entries for a parent or child award.

Notepad

Displaying the Notepad for the award, where non-editable notes can be made regarding the award. This function is continues to be used less as time goes on.

Reports

Displaying reporting requirements for the award.

Medusa

Displaying information about relationships between Institute Proposals, awards, development proposals, and subcontracts.

Sort

Sorting the awards in the displayed list. Add the columns in the order the sort should occur.

Summary

Displaying the Award Summary window for the highlighted award. The Award Summary window shows more detail about the award than can be displayed in the list.



5.b: Award Type Definitions [back to TABLE OF CONTENTS]

ASU Issued Subcontract or ASU Issued Subgranto A contract issued under a prime contract, agreement, purchase order, or grant for

the procurement of services or program-related tasks over $10,000. Purchase orders for the procurement of goods and supplies do not qualify as subcontracts under policy RSP 112, Subcontracts, and fall under the purview of the Purchasing Department. Issuance of subgrants under federal prime award are subject to compliance with federal law and all subcontracts are subject to the terms and conditions of the non-federal prime award (contract/agreement/purchase order) and the normal purchasing requirements of the State of Arizona.

Skysong Innovations, LLC Agreemento Used when Skysong Innovations, LLC (http://www.azte.com/) signs the

contractual agreement. Contract

o A contract is an agreement to acquire services that primarily benefit the sponsor. For an award to be considered a contract, it normally must contain all of the following elements:

Detailed financial and legal requirements must be included with a specific statement of work to be performed.

A specific set of deliverables and/or reports to the sponsor is required. Separate accounting procedures are required. Legally binding contract clauses must be included. Benefits of the project accrue first to the sponsor, then to the university,

then to the nation. Cooperative Agreement

o A funding mechanism which can be used by federal agencies when a program requires more agency involvement. More restrictions than a grant, but requires less agency supervision than a contract.

Granto An agreement to transfer money, property, services, or anything of value to

accomplish a purpose, such as support or assistance in an area of interest to the grantor. For an award to be considered a grant, it normally will contain the following elements:

The statement of work allows the project director significant freedom to change emphasis within the general area of work as the project progresses.

Deliverables are minimal, usually consisting of reports only. Separate accounting procedures are required.

o Other Default, if none of the previous listed “award type” are applicable


http://www.azte.com/


Account Type Definitions [back to TABLE OF CONTENTS]

Clearing/Revenue Consortium – Admin Costs

o Consortium membership fees are used to support administrative expenses only. Child account to the manager (prime) consortium account.

A consortium is two or more institutions working on the same research project, either funded directly by the supporting agency or one prime institution subcontracting out the funds to the other members of the consortium.

Consortium – Funded Projecto Consortium membership fees are used to support research projects. Child account

to the manager (prime) consortium account. Consortium Manager

o Consortium dummy (prime) account to flow membership fees to related consortium projects. (Admin Costs; Funded Project; Cost Share)

Consortium Membero Consortium membership fees – stand alone account – one for each consortium

member. Cost Share – Third Party

o The portion of project costs not borne by the sponsor. Cost sharing should not be confused with other commitments of university resources to the project director's program, staff, equipment or facilities that are not specifically or solely related to a specific project. Acceptable cost sharing contributions must meet the following criteria:

The contributions to be cost shared are verifiable by ASU records. The contributions to be cost shared are allowable, allocable, reasonable,

and necessary for proper and efficient accomplishment of specific project or program objectives.

Federal funds, directly or indirectly, are not used for cost sharing on other federally funded projects, except where authorized by federal statute to be used for cost sharing or matching.

The contributions to be cost shared are not included as contributions for any other project.

The contributions to be cost shared are directly identifiable with the sponsored project as outlined in the proposal budget and/or budget justification, and thus incorporated in the award notice.

Cost Share – Othero Combination of local funds from the department; college; VPR

Cost Share – VPRo Funding support from the Office of the Vice President for Research and

Economic Affairs. Non-Monetary

o No award dollars received. Plant Construction Fund



o All expenditures of current operating funds for the operation & maintenance of the physical plant, in all cases net of the amount charged to auxiliary enterprises, hospitals, & independent operations. It includes all expenditures for operations established to provide services & maintenance related to grounds & facilities. Also included are utilities, fire protection, property insurance, and similar items. It does not include expenditures made from the institutional plant fund accounts. As the college guide prohibits recording depreciation in the current funds, this category does not include depreciation.

Plant Equipment Fundo Equipment items to which the University obtains title will be capitalized into the

"Equipment" account if the items have a unit cost (or fair market value, for gifts) of $5,000 or more and a life expectancy of two or more years. Included in the cost of an equipment item are any freight charges paid, insurance charges and duty charges, when assessed.

Pooled Spending Managero Limited use – check with Award Management Team prior to using.

Pooled Spending Membero Limited use– check with Award Management Team prior to using.

Program Incomeo Program income is gross income earned by a research grant recipient from the

activities, part or all of which are borne as a direct cost by the grant. Examples are fees for services performed under the grant, rental or usage fees charged for use of equipment purchased with grant funds, third party patient reimbursements for hospital or medical services paid from the grant, funds generated by the sale of commodities, such as cell lines or research animals developed from or paid for from the grant, and patent or copyright royalties.

Program Income – Additiveo Additional funds that the project could generate which are added to the sponsor’s

award dollars. The additional funds need to be kept in a separate account and reported to the sponsor.

Program Income – Cost Shareo Additional funds that the project could generate that are allowed to meet the cost

share commitments. The additional funds need to be kept in a separate account and reported to the sponsor.

Program Income – Deductiveo Funds that the project could generate, but the sponsor deducts the amount of

program income from the sponsor award dollars. The additional funds need to be kept in a separate account and reported to the sponsor.

Regularo Default, if none of the previous listed “account type” are applicable

Voido Error in award setup, so the record information has been deleted



5.d: Activity Type Definitions [back to TABLE OF CONTENTS]

Academic Supporto Funds expended primarily to provide support services for the institution's primary

missions including: (1) the retention, preservation, and display of educational materials (e.g., libraries, museums and galleries); (2) the provision of services that directly assist the academic functions of the institution, such as demonstration schools associated with a department, school, or college of education; (3) media such as audiovisual services and technology such as computing support; (4) academic administration (including academic deans but not department chairmen) and personnel development providing administrative support and management direction to the three primary missions; and (5) separately budgeted support for course and curriculum development.

Auxiliary Enterpriseso Self-Supporting activities which provide non-instructional support in the form of

goods and services to students, faculty, and staff upon payment of a specific user charge or fee that is at least equal to the full direct and indirect cost of providing the goods and services.

Institutional Supporto This category should include expenditures for:

central executive activities concerned with management and long-range planning of the entire institution;

fiscal operations; administrative data processing; space management; employee personnel and records; logistical activities that provide procurement, storerooms, safety, security,

printing, and transportation services to the institution; support services to faculty and staff that are not operated as auxiliary

enterprises; and, activities concerned with community and alumni relations, including

development and fund raising. Instruction

o Includes all activities that are part of an instruction program for credit and noncredit courses; academic vocational and technical instruction; remedial and tutorial instruction and regular, special and extension session.

Operation and Maintenance of Planto Consists of those activities related to maintaining existing grounds and facilities,

providing utility services, planning and designing future plant expansions and modifications, and campus safety and security. This includes all expenditures of current operating funds for the operation and maintenance of the physical plant, net of the amount charged to auxiliary enterprises and independent operations.

Organized Researcho All research development activities of an institution that are separately budgeted

and accounted for on a project by project basis. 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.

Other: NonCurrent Plant Fund or Revenue Only Accountso Sponsored Plant Equipment or Construction Funds

Public Serviceo Non-instructional services primarily beneficial to groups outside the University.

This includes conferences, advising, publications, consulting, entertainment, and workshop and seminar for non-credit.

o Scholarships/Fellowshipso Intended to provide a subsistence allowance while the student performs specified

services and it is also to promote the academic pursuit of vocational and professional objectives.

o Student Services and Activitieso Represents services outside the formal instruction program to promote student's

intellectual, cultural and social development. Includes student services or advising, counseling, admissions, registration, financial aid counseling and administration, athletics, student union, health services, housing services, etc.

[back to TABLE OF CONTENTS]



5.e: CFDA [back to TABLE OF CONTENTS]

What is a CFDA number?o A CFDA number is the number that is assigned to a Federal program per the

Catalog of Federal Domestic Assistance. CFDA numbers and descriptions can be found at www.cfda.gov.

o The CFDA# consists of two numbers, a period, and three more numbers. (i.e., 84.116)

o The first two numbers identify the federal agency. (i.e. 84 = U.S. Dept. of Education)

o The last three numbers identify the title of the program within the agency that is associated with the award. (i.e., .116 = Fund for the Improvement of Postsecondary Education)

How to enter a CFDA number into Coeus and Advantageo General Cases –

When typed in Coeus, the CFDA# should consist of ONLY two numbers, the period, and three more numbers. The following steps should be taken regardless of what type of award (i.e. grant, contract) or of whether or not the Sponsor Type is Federal or Sub-Federal. If the information is entered into Coeus, the CFDA number will be auto-populated when a feed is processed.

If the award states the CFDA #, enter this CFDA# into Coeus. (i.e., 84116) You do not enter spaces or a period when entering this into Coeus.

If the award does not state a CFDA#, the award indicates that the funds are from a Federal sponsor or our sponsor received the funds from a Federal sponsor, enter the first two digits (that recognize the agency), the period, then RD for research and CNT for a contract. (i.e., 84RD or 84CNT)

o Special Cases AID-Agency for International Development: use 98.UNK if you cannot

find the specific CFDA number PEACE CORPS: use 08.CNT Some agencies, like DOI-Dept of Interior, sometimes use three letters after

the period instead of numbers. (i.e., 15.FFB) Do not enter the letters. Enter the first two digits and RD or CNT as appropriate for the award.

Department of Education will use three numbers and a letter after the period. (i.e. 84.325D) Do not enter the letter. The CFDA number listed is correct if you simply drop the letter. (i.e., 84325)



http://www.cfda.gov/


5.f: Prime Sponsor & Prime Award Numbers [back to TABLE OF CONTENTS]

What is a Prime Sponsor?o A Prime Sponsor is an entity that provides an award to another entity that, in turn,

passes a portion of that award onto a sub recipient. For example, ASU has an award with JPL to do some research. Parts of

the funds that ASU is receiving from JPL come from a contract that JPL has with NASA. In this case, NASA is the prime sponsor.

What is a Prime Award Number?o The Prime Award Number is the grant/contract number that is given to the prime

agreement. For example, ASU received an award from JPL. The award number given

to the agreement with ASU by JPL is 0012345. The contract JPL has with NASA has an agreement number of NAG5-22335, which was given to the JPL agreement by NASA. In this case, the Prime Award # is NAG5-22335.

When do we recognize the Prime Sponsor and Prime Award # in Coeus?o We recognize the Prime Sponsor whether the award is Federal or Non-Federal

If the Sponsor indicates that they are receiving funds for the award to ASU from another source, we enter the source of funds for the prime sponsor. If the award is sub-federal, then there should ALWAYS be a prime sponsor entered in the database.

Certain federal sponsors, like NASA, have numerous procurement centers that have their own grantor code. Each grantor code has a different fund number related to it (i.e. NASA Goddard relates to fund 3570, NASA Johnson relates to fund 3575).

For this reason, please be specific when entering sponsor in the Prime Sponsor field.

o We recognize the Prime Award Number in the Award database if the prime is a Federal sponsor.

The Federal prime award number should be entered if the award is Sub-Federal.

If the award document does not list this information, please make an effort to find it.

If the Federal prime award number is not available, enter “UNKNOWN”.




5.g: Sponsor Award Number Entry [back to TABLE OF CONTENTS]

NSFo Award # Example: IBN971234-003o Coeus Data Entry: 971234

ONRo Award # Example: N000149710134-005o Coeus Data Entry: N00014-97-1-0134

EDo Award # Example: P155A97001198o Coeus Data Entry: P155A970011

NIHo Award # Example: 1R01MH24131-01o Coeus Data Entry: R01 MH24131

Sponsor that does not have a Sponsor Numbero Letters

Letter Receipt Date Example: 05/15/2015 Coeus Data Entry: LTR 05/15/15

o Agreements Agreement Fully-Executed Date: 05/15/2015 Coeus Data Entry: AGR 05/15/15
