Learn how to modify Award information in response to amendments, no cost extensions, and other project changes in MSU's new research administration system.
Web & Social Media Analytics Previous Year Question Paper.pdf
Award Modifications in KC
1. Award Modifications in KC
Amendments, No Cost
Extensions, and Changes
Requiring Sponsor Approval
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2. Today’s Goals
1. Provide information on the basics - KC101
2. Review procedural differences between
Award activities in Account Explorer and KC
3. Review information on how to Search for an
Award document, process No Cost
Extensions, Amendments and Changes
Requiring Sponsor Approval in KC
4. Practice what you’ve learned today!
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4. Common Workflow Action Buttons
Approve: Signifies you consent to the document/project as outlined in the
e-Doc.
Reject: Returns the document to the document Initiator when the
reviewer has identified changes that are required for approval.
Disapprove: Signifies that you do not consent to document/project
continuing. Be aware that disapproving an e-Doc prevents any further
action to the e-Doc.
FYI: Indicates review of an e-Doc that has been routed to you for
informational purposes.
Acknowledge: Signifies you have reviewed an e-Doc that has been routed
to you as the result of a change in the data, attachments, or status of the
e-Doc.
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6. Locating an Award in KC
Click the Central Admin tab
From the Post-Award channel, click the Awards lookup
icon
• Enter Award ID or use search functionality
• Award appears below lookup table, select option in
Actions column to access
OR
Click the Institutional Proposal lookup icon
• Enter Institutional Proposal number
• Enter search criteria
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8. No Cost Extension (NCE) - Current State
2. Review
request for
agency
requirements
3. Approve
via Expanded
Authority or
send request
for NCE to
Sponsor
4. Receive
amendment
or notice
from Sponsor
5. Amend
account in
KFS and
Account
Explorer
6. Send
notification
to PI
1. Receive
request for
NCE from PI
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9. No Cost Extension - KC
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2. Review
request for
sponsor
requirements
3. Approve
via Expanded
Authority or
send request
for NCE to
Sponsor
4. Receive
approval
notice from
Sponsor
5. Amend
Award dates
in KC
1. Receive
request for
NCE from PI
6. Amend
Account
dates in KFS
10. Changing End Date
1. From the Award document click time & money
2. Click edit (Note: The Edit button will need to be selected for any
entries following the initial entry)
3. From the Award Hierarchy panel, select No Cost
Extension from the Transaction Type Code drop down
menu
4. Enter Comments as necessary
5. Update the Obligation End Date and Project End Date
6. Click Submit
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12. Amendments - Current State
2. Review
Amendment
3. Amend
account in
KFS
4. Amend
account in
Account
Explorer
1.
Amendment
received
from funding
agency
5. Send
notification
of amended
account to
PI/Dept.
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13. Amendments - KC
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2. Review
Amendment
3. Edit Award
in KC
4. If
applicable,
create and
submit time
& money
document
1.
Amendment
received
from funding
sponsor
5. Edit
account in
KFS
6. If
applicable,
create,
submit, and
post award
budget in KC
7. If
applicable,
submit KFS
budget
allocation
document
8. Send
notification
of amended
award to
PI/Dept
14. Review the Amendment
Locate the existing Award document
Review the Amendment/notification and Award
document
Determine if there is a need to request additional
information or documentation from the PI
• Budgets
• Compliance approvals
• Subawards
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15. Edit the Award document
From the KC Award document, click edit
Make necessary changes
Attach the Award notice
Submit the Award document
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16. Update Time & Money Details
Click time and money
On the Award Hierarchy panel, Transaction Type
Code field, select Continuation (Amendment) from the
drop down menu
Enter Notice Date and Comments, if any
Update dates and amounts and click submit
Edit the Account in KFS and submit into routing
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17. Update Budget Details
If the modifications require a new budget, click the
Budget Versions tab
Add a new budget in the Budget Versions panel
Open the new budget and enter the new information
When complete, from the Budget Actions tab, click
submit
Post the budget to create the KFS budget reallocation
document
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18. Send Notifications
Via email or notifications on the Award Actions tab:
PI of details related to the modified account, including
details of change
Cash management personnel of account modifications
Reports Personnel of reporting modifications
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20. Changes Requiring Sponsor Approval -
Current State
2. Review
account for
agency/
university
requirements
3. Send
request to
agency for
change
4. Process
amendment
or notify PI of
disapproval
1. Request
for change
received
from PI/unit
5. If
approved,
amend
account in
KFS
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6. Amend
account in
Account
Explorer
7. Send
notification
of amended
account to
PI/unit
21. Changes Requiring Sponsor Approval –
KC
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2. Review
award for
sponsor/
university
requirements
3. Send
request to
sponsor for
change
4. Amend
award in KC
based on the
sponsor reply
1. Request
for change
received
from PI/unit
5. If
applicable,
amend
account in
KFS
22. List of Items Requiring Sponsor Approval
The changes listed below may require sponsor approval,
depending on the sponsor and their specific guidelines
• Revised Budget
• Change in Personnel
• Change in Scope of Work
• Request for Carryover Funds or Unobligated Balances
• Addition of, or changes to Subawards
• F&A Rate Adjustments
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23. Processing Requests
The steps for requesting approval from the sponsor is
very similar to the current process
Actions taken after a denial are the same as steps
currently used
Actions taken after an approval will vary and are based
on the actual process requested
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24. Review the Change Request
Locate the existing Award document
Review the change request and Award document
Determine if there is a need to request additional
information or documentation from the PI
• Budgets
• Compliance approvals
• Subawards
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25. Rebudgeting
The Rebudgeting process is required when the
distribution of funds needs to be shifted from one budget
category to another and the total award amount does not
change.
In KC, editing a budget can only be done with budget
versions that have a “final” document status
Only one budget version can be in process at any
given time
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26. Create a New Budget Version
From the Budget Versions tab, add a new budget
Open the new budget and enter the new information
When complete, from the Budget Actions tab, click
submit
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27. Send Notifications
Via email or using the Notification option on the Award
Actions tab:
PI of the approved details related to the change request
Cash Management personnel of account modifications
Reports Personnel of reporting modifications
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28. Award Activity Exercises
Use the handouts provided to practice what’s been
presented today
We are here to help!
Please don’t hesitate to ask questions
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29. For more information
The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-resources to
aid you in modifying awards:
Modifying an Award budget job aid
Creating Award Hierarchies job aid
Updating to Report Tracking Information job aid
Updating to Report Tracking Information video
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30. After today’s class you will
1. Be more comfortable navigating the KC system
2. Will have a better understanding about new
processes
3. Back at your office you will be able to use the
classroom exercises to get your work done in KC
4. Know who to ask for help
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There is a Quick Guide that covers this information we will be covering in the “Basics” section in detail that you can reference after the class; at the close of the presentation we will provide information on how to find this and other guides and videos related to today’s training topics.
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The PI/Department Administrator sends a request for a no cost extension to the CGA-Post Award office.
The CGA-Post Award office determines if the request meets agency requirements.
The no cost extension request or notice of extension is sent to the funding agency. Notification or a copy is also sent to the PI/Department Administrator.
If the funding agency approves the no cost extension, an amendment to the award is sent extending the project end date. If the request is rejected the process ends and the PI/Dept are notified.
The CGA-Post Award office amends the account in KFS and the change routes to the fiscal officer for approval.
The CGA-Post Award office amends the account in Account Explorer.
The CGA-Post Award office sends notification to the PI and the Department Administrator related to the no cost extension including the updated project end date.
The PI/Department Administrator receives a request for missing documentation from the CGA-Post Award office.
The award amendment is reviewed by the CGA-Post Award Office. Important information is added to the account notes and PI notification message.
The CGA-Post Award office sets up or amends an account in KFS.
The CGA-Post Award office sets up or amends an account in Account Explorer and updates the account notes.
Notification received by the PI and Dept Admin.
Review amendment received by funding agency – is it a modification to an existing award?
Determine if all required documents and approvals are complete
Edit the Award
Create and submit time and money document
Edit account in KFS
Create, submit and post Award budget
Submit KFS budget allocation document
Send notification to PI/Dept
The PI sends a request requiring sponsor approval to CGA
The award is reviewed by CGA for applicable terms and conditions regarding notice and documentation requirements
The request for change and related documentation is prepared and sent to the sponsor by CGA
If the sponsor approves the change, a notification (or amendment) is sent to CGA
CGA will amend the award in KC to reflect the approved changes
If the sponsor disapproves the changes, a disapproval letter is sent to CGA
PI receives notification that the change was/ was not approved by the sponsor
If approved, modification are made in KC and KFS