Page 1 - How do I Setup a LOC NON_LOC and PREPAID Contracts

Setting up a LOC NONLOC and PREPAID Contracts

How do I Setup a LOC NON_LOC and PREPAID Contracts?

Overview

The award generation process writes award information to the Contracts module. This process creates a
contract, adds a contract line, associates grant projects and activities to the contract line and creates Billing
and Revenue recognition plans. No major changes are made to the contract at this point however, you need to
review the contract billing information. You also need to review and validate critical contract details such as
Contract Type, Product, Billing Sponsor, Billing Limit and additional billing details to ensure correct downstream
billing. Special care must be taken to review and validate billing and revenue plans to ensure correct billing
attributes such as Bill Type, Invoice Form, Bill by ID and Billing Inquiry populates in the contract.

 Primarily, you will review and validate the contract setup and perform very limited data entry (specific to Billing). If you have
to change any information in the contract and refer back to FGC or OSP analysts for further guidance, then exit the contract
setup process.
A Contract with a Product of LOC utilizes a draw down process of receiving funding based upon expenses;
therefore, there are LOC fields that must be entered that do not apply to other Products. A Contract with a
Product of NON_LOC will bill the sponsor based upon actual expenses and will either receive an electronic
transfer of fund or a check as payment for these expenses. The bill plan setup for this may vary greatly
depending on the sponsor/contract type, so it is important to verify this information very closely.

A Contract with a Product of PREPAID will bill the sponsor for a lump sum of funding based upon a Scheduled
Payment or completion of a task. These funds will be received independently of expenses; therefore Prepaid
Lines must be added with Bill Plans associated to them to be able to bill the sponsor in the lump sum. The Bill
Plan on the Prepaid Contract Line will be used for utilizing the Amount available from the lump sum based
upon actual expenses incurred.

Navigation

 Navigator > Worklist

 Navigator > Grants > Emory Award Setup > Emory Award Setup Entry Page

How to Use Job Aid for Multiple Types of Requests

This job aid will be used for multiple Types of Requests; therefore, it utilizes abbreviations and boxes to draw
attention to where a specific action might be different depending on the type of request. The Steps utilize a grid
that uses these abbreviations and meanings:

 LOC – Steps may be completed for LOC (Letter of Credit)
 NLOC – Steps may be completed for NLOC (Non Letter of Credit)
 P – Steps may be completed for Prepaid (i.e SCHED_PAY, AUTO_SCHED_PAY, SCHED_PAY_TASK)

In some cases, user knowledge and discretion will still need to be used to determine whether or not the
Grant/Contract requires a specific action.

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Emory Confidential and Proprietary Last Revised on 2/19/2018 Return to Table of Contents