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Award Modifications in KC

Amendments, No Cost Extensions, and Changes

Requiring Sponsor Approval

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!2

KC 101-The Basics:Terminology, Common Features and Actions

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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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Searching for anAward in KC

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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 accessOR

Click the Institutional Proposal lookup icon• Enter Institutional Proposal number• Enter search criteria

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Locating an Award in KC

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Locating an Award in KC

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Locating an Award in KC

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No Cost Extensions

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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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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

Changing End Date1. From the Award document click time & money2. 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 necessary5. Update the Obligation End Date and Project

End Date6. Click Submit

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No Cost Extension – Changing End Date

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Amendments

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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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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

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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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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Edit the Award Document

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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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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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Send NotificationsVia 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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Update Award, Dates and Amounts

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Changes Requiring Sponsor Approval

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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

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

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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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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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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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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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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Send NotificationsVia 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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Rebudgeting

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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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For more information

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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

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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Questions?

Thank you for your attention and participation!

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