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Grants

Introduction

Use a Grant to record revenues and expenditures for a particular situation or period. Grant records help to track multi-year revenues and expenditures or those that cross fiscal years. Reports can be run in IBIS and in Online Reporting that will show the Grants your agency has.

Refer to Grants.gov for grant terminology, reporting and oversight, etc.

STARS controls transaction postings to the Grant File record using indicators and data elements stored in the Grant Control Table (29). Start and End Dates are used to open and close the Grant in order to post transactions.
The Grant Control Table uses other tables in STARS:

the Grant Descriptor Table (D47)
if a Project is looked up, the Project Control Table (27)
the Grant CFDA Number Descriptor Table (40) to identify the federal ID numbers, their titles, and the name of the responsible Federal agency.

If you control posting by Grant budgets, do so at the Phase level. Cash Control, on the other hand, can be set at the Grant, the Grant Phase, or the Fund. Grants can post to the General Ledger for Trial Balance information.

Grant Phase

A Phase defines the Grant in more detail. A Grant number requires a Phase, so if you do not need detail for posting or reporting, use 00 for the Phase. You can set up budgets for Grant Phases to track or control the amount of expenditures for each Grant Phase.

The Grant Control Table can be set to determine whether transactions posting to the Grant Phase can exceed the amount of the Grant budget.
Your agency determines whether it wants the Grant Phase to post to the General Ledger File for reporting purposes. Trial balances can be obtained by Grant Phase, if the Grant Control Table shows that the Grant posts to the GL file.
Cash control indictors allow you to control the cash at the Grant, Grant Phase, or Fund level.
Budget Controls are allows set at the Grant Phase level. Indicators allow you to enter Grant budgets that are advisory (no control), or with fatal or warning messages.

Grant Descriptor Table – D47

You can set up a six-character Grant Number and a Title on the Grant Descriptor Table (D47) so that the Title will be printed on STARS DAFR reports. Otherwise, the message ‘No Title on File’ will be printed in the Grant title area of a report. In addition, when you request a Grant report at the Grant Phase level, the title of the report will come from the Grant Control Table (S029). It is optional to use the D47 table.

The KEY DATA must begin with your three digit agency number, and then followed by a six-character Grant number.

Grant CFDA Number Descriptor Table – D40

The Grant CFDA number descriptor table (D40) is required to identify the Federal catalog numbers and the responsible Federal agency related to Federal grant awards. The Federal ID number must be on this table before you can enter this catalog number on the Grant Control Table.

Project Control Table – 27 - Optional

If a project is associated with your Grant, the Grant can automatically look up the Project using the LOOKUP PROJ-NO and LOOKUP PROJ-PH NO fields. See the Projects documentation for more information on the Project Control Table.

Transaction Codes that Post to the Grant File

See the DAFR8640 Transaction Code Decision Table report, or the DAFR8740 GL to TC report.

Grant Control Table Maintenance/Inquiry S029

Use the Grant Control Table Maintenance/Inquiry S029 screen to create, edit, and inquire on Grant numbers. The various indicators and data elements on this table affect how STARS processes transactions and stores financial information related to the Grant. If you do not enter Grant information in STARS yourself, submit a GRANT-29 form to the Division of Statewide Accounting.

VERSION 3.1 STARS--GRANT CONTROL TABLE MAINTENANCE/INQUIRY S029

FUNCTION: (A=ADD C=CHANGE D=DELETE N=NEXT R=RECALL)

AGCY:000 GRANT-NO: GRANT-PHASE: FEDERAL ID:

DESCRIPTION: GRANT-TYPE: PRI:

START-DATE: END-DATE: LOOKUP PROJ-NO: PROJ-PH:

OBJ-POST-LEVEL: REV-POST-LEVEL: BUDGET-CTL-TYPE: CAT: PI:

CASH-POST-LEVEL: CASH-CTLTYP: GL-BY-GRANT: INT:

GRANT-MANAGER: ORC:

* * * * * * * * * BILLING INFO * * * * * * * * *

METHOD:0CYCLE:0MMDD: 1 2 3 4

RANGE: LOW EXP-SOBJ-DTL: HIGH EXP-SOBJ-DTL: RATE:

VENDOR #: NAME 1:

NAME 2:

ADDR:

CITY: ST: ZIP:

* * * * * * * * * RECOVERY INFO * * * * * * * * *

CUR DOC: SFX: TC: INDEX:

EXPSBJ: ED: PCA: FUND: FD:

REVSBJ: RD: REF-DOC: RSFX:

For each Grant Phase, the Grant Control Table maintains informational fields and control indicators:

Informational fields maintain the Grant Phase name, federal identification number, description, Grant type, and Grant manager. These fields do not have a control function within STARS.
Control indicators affect how STARS processes transactions related to a Grant. For example, they determine whether you can over-expend a Grant's budget.
See the How to Adjust section if you incorrectly enter or change the elements.

The following tables describe the fields of the Grant Control Table Maintenance screen.

Data Element

Description

FUNCTION

A – ADD a new record

C – CHANGE an existing record

DELETE is not used. You can remove Grant records through the Grant purge process.

The following elements are referred to as Control Keys. Once added, they cannot be changed.

Data Element

Description

AGENCY

Your three-digit agency code

GRANT NUMBER

GRANT PHASE

Enter the six-character Grant Number and the two-alphanumeric Grant Phase assigned by your agency. If you are not dividing the Grant into Phases, enter zeros (00) in the Grant Phase field.

The following are Information or Lookup elements used to reduce manual data entry.

Data Element	Description
FEDERAL ID	Enter the twenty-character Federal ID Number or leave blank. You should enter this number if this is a federal grant. You usually find the number on your grant award notification.
DESCRIPTION	Enter the Grant Description, up to forty characters.
GRANT TYPE	Enter the one-digit GRANT TYPE: 1 – Federal Grant 2 – State Grant 3 – Other Grant
PRI	Y – Yes. Will show on IPOPS or I-TIME N – No. Will not show on IPOPS or I-TIME
START DATE	Enter the six-digit Grant Start Date (MMDDYY) or leave blank. If entered, this date identifies the effective start date for posting to the Grant. You cannot make postings to this Grant before the effective start date. If you do not enter a start date, postings can begin at any time.
END DATE	Enter the six-digit Grant End Date (MMDDYY) or leave blank. If entered, this date identifies the effective end date for posting to the Grant. You cannot make postings to this Grant after the effective end date. If you do not enter an end date, you can make postings at any time.
LOOKUP PROJ-NO PROJ-PH	Enter the six-character Lookup Project Number and the two-alphanumeric Lookup Project Phase or leave both fields blank. STARS uses the Lookup Project Number/Phase to associate a Project/Phase with the Grant Phase defined in the Grant Control Table. You must have the project set up on your agency’s Project Control (27) Table before you can enter this lookup.

The following factors will influence your decision about which level of Expenditure and Revenue Object Post Level Indicator to use.

Once you enter these indicators, you should not change them, even at year-end, since Grants are not restricted to fiscal years. If you need to make a change, we recommend that you make the change on the Grant for the new Grant year.
The level on the Grant Control Table will be the level displayed on the online Grant File Inquiry screens (66 and 77).
The indicator must reflect the lowest level of detail that you need for your reports. Reports can give information at more summarized levels, but you cannot order reports for a lower level of detail then what is posted to the file.

Data Element	Description
OBJ-POST-LEVEL	Enter the one-character Expenditure Object Posting Level indicator. This determines the Expenditure Object level that STARS will post transactions to the Grant File and if it posts with a Fund. The valid indicators are as follows: FUND OBJECT LEVEL 0 – No FUND, No Exp Object 1 – No FUND, EXP OBJECT level 2 – No FUND, EXP SUMMARY OBJECT level 3 – No FUND, EXP SUBOBJECT level 4 – No FUND, EXP SUBOBJECT DETAIL level -OR- A – FUND, No Exp Object B – FUND, EXP OBJECT level C – FUND, EXP SUMMARY OBJECT level D – FUND, EXP SUBOBJECT level E – FUND, EXP SUBOBJECT DETAIL level
REV-POST-LEVEL	Enter the one-digit Revenue Object Posting Level indicator that identifies the level of Revenue Object that STARS will post a Grant in the Grant File. The types of indicators are as follows: OBJECT LEVEL 0 – No Rev Object 1 – REV OBJECT level 2 – REV SUMMARY OBJECT level 3 – REV SUBOBJECT level 4 – REV SUBOBJECT DETAIL level
BUDGET-CTL-TYPE	Enter the one-digit Budget Control Type indicator. This identifies whether STARS will set the Grant Expendable Budget Control with a fatal, a warning message, or no message/no control. 0 – NONE - No Control. All transactions will post and STARS will not display error messages. You can make postings in excess of the Grant budget. 1 – FATAL - Fatal Control. Expenditures over the Grant budget will not post and STARS will display a fatal error message. You must enter a large enough grant expendable budget to allow an expenditure transaction to post against the Grant. 2 – WARNING - Warning Control. Expenditures over the Grant budget will post and STARS will display a warning message. You can change the budget control type without problems to the reporting or online screens.
CAT	Enter the eight-character Catalog (CFDA) Number or leave blank. You should use catalog numbers on all Federal grants and subgrantees. The CFDA number normally includes a two-character federal agency code, a period (.), and an additional three characters. See the Catalog of Federal Domestic Assistance.
PI	Enter the one-character Purge Indicator. N – Grant not ready for purge. Use for new Grant setups. Y – Grant closed, ready for purge.
CASH-POST-LEVEL	Enter the one-digit Grant Cash Control Posting Level indicator that identifies whether the Grant Cash will post to the Grant level on the Cash Control File (63). The indicator types are as follows: 0 – No separate Grant Cash Control. Cash can be spent up to the amount of the cash in the fund or fund detail, not restricted by Grant. CASH CTL TYPE must be ‘0’, No control. 1 – Maintain separate Grant Cash Control. Only this Grant/Fund can use the cash posted to this Grant/Fund. If there is not enough cash available in the Grant and Fund, STARS will not process expenditures. 2 – Maintain separate Grant Phase Cash Control. Only this Grant Phase/fund can use the cash posted to this Grant Phase/fund. If there is not enough cash available in the Grant Phase and fund, STARS will not process expenditures. Also posts Grant/Grant Phase to the Average Daily Cash File.
CASH-CTLTYPE	Enter the one-digit Cash Control Type indicator to control the cash at the Fund or Grant level. 0 – NONE – No Control. All transactions will post and STARS will not issue any error messages. CASH POST LEVEL must be ‘0’, no separate Grant Cash Control. 1 – FATAL - Fatal Control. Expenditures in excess of the cash balance will not post and STARS will issue a fatal error message. CASH POST LEVEL must be ‘1’ (maintain cash at Grant level) or ‘2’ (maintain cash at Grant Phase level). 2 – WARNING – Not Available.
GL-BY-GRANT	Enter the one-digit General Ledger Grant Level Posting indicator. 0 – Post transaction to the GL file at the fund/fund detail level only. Grant information will not post to the General Ledger file. Trial Balances will not generate down to the Grant level. 1 – Post transactions to the GL file at the Fund/Fund Detail Grant level. Grant information will post to the General Ledger file. You can get trial balance reports down to the Grant level. You can see on-line postings to the Grant on the General Ledger files. (You can view cash balances (GL 1003) by Grant on Inquiry Screen 76.) 2 – Post transactions to the GL file at the fund/fund detail Grant/Grant Phase level (NEW) Grant and Grant Phase information will post to the General Ledger file. You can get trial balances down to the individual Grant Phase level.
INT	Enter the one-digit Interest indicator. Should be set to “N” - No unless the DSA Helpline has authorization and clarification from STO.

The following are information or ‘lookup’ elements. Start and End Dates are included to open and close the Grant for posting financial transactions:

Data Element	Description
GRANT MANAGER	Enter the name of the Grant Manager up to forty characters or leave blank. Identifies the Grant manager or other optional information.
ORC	Enter the four-digit Organization Reporting Category or leave blank. Provides a statewide code that may be used for accumulating Grant information across organization or program boundaries.

The BILLING INFO defines if, how, and when the Grant will be billed. Although this billing function is not currently used, the following default values are described: