Installment Modification DFF

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Installment Modification DFF - UBO

Distribution

Comptroller

GM Administrator

GM Billing Specialist

GM Setup Specialist

GM OSP Setup Specialist

Ownership

The Director of the University Budget Office (UBO) is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Award Types Covered

Type	Description
SA	State Auxiliaries
SE	State Equipment Trust Fund (ETF)
SG	State Educational and General Resources-Tuition, Appropriations, Fees
SR	State Restricted
SS	State Sales & Services
LA	Local Auxiliaries
LC	Local Chair
LG	Local General
LO	Other Local Sources
LS	Local Sales & Services

Create or Modify Installment

1. An Installment Creation or Modification (ICOM) request should be completed by the GM Award Manager. The electronic ICOM is in the UVA Forms Directory, as:
ICOM Request.

If an award installment is to be reduced, the GM Project Manager must FIRST reduce the award and project budgets to a level equal to or less than the new award installment. Then, the GM Award Manager may reduce the project's funding.

Installment Modification DFF - UBO

2. The GM Set Up Specialist will review the request and assign an ICOM # to the ICOM request. The ICOM # is an alphanumeric field. The first character will indicate if the ICOM is entered into IS by:

C = the College
M = School of Medicine
W = Wise
0 = University Budget Office (numerical).

Note For the University Budget Office they will assign the ICOM # to avoid duplication.

3. Open the Award Management Screen and find the award to be decreased.

4. Scroll to the right on the Installment line to the Direct Cost field. Enter the revised (new) total installment amount (not the amount of the change) in the 'Direct Cost' field. This is the only field that should be changed on the actual installment line.

5. Click the FlexField Indicator to open the GMS Installments DFF.

6. Users must complete these fields carefully. The Flexfields will open with the information from the prior installment modification still populating the fields. The new data must be entered into the DFF in order to store the information correctly in the IS database tables.

Note: It is strongly recommended that you make a note of the beginning FTE amount (which will need to be re-entered), then hit the CLEAR button to ensure that all the information is cleared out and re-entered to be saved in the database trigger correctly.

7. Enter the following in the UBO Flexfields:

Modification Number – enter the ICOM # assigned in step 2 above. This will allow the database trigger to sort for all the awards modified with this particular ICOM. The UBO requires that this field be updated with each installment modification. But, it is not a field required by IS.
Modification Type – Enter the commitment type from the List of Values. The possibilities include:

Type	Full Name	Description
MP	Modification – Permanent	Used to make a permanent adjustment to an installment. This will be reflected in an ongoing installment.
MT	Modification – Temporary	Used to make a one-year adjustment to an installment. This will not be reflected in an ongoing installment.
MC	Modification – Carryforward	Used to make a one-year adjustment related to the carryforward of a surplus balance or deficit from the prior year. This will not be reflected in an ongoing installment.
OI	Original Installment	Only used by UBO. To load an original installment amount.
TI	Target Installment	Only used by UBO. To load the target award installments.
TM	Target Modification	Only used by UBO. To load modifications to the target award installments.

FTE – Enter the amount of revised total FTEs (not the change amount). This is a numeric field with two decimal places.
Is This a Negative Installment? – Use this field to indicate if an installment amount should be read as a negative number for reporting purposes. Since a negative installment cannot be entered in the award installment line, this gives the UBO some flexibility to enter an award and designate that it is negative by selecting “Y” in this field. It is expected that only this field will be “N” in most situations. GM Setup Specialists outside the UBO who are working on UBO awards (see "Award Types Covered") and who believe their installment amount should be a negative number (field value = Y) must contact the Director of the University Budget Office to discuss the situation.
Description – Use this free form, 150-character field for a detailed description of the budget change.

Important! These Flexfields are to be used only by the Office of Sponsored Programs (OSP):

Carry Forward
Modified Start Date
Direct Cost FY02
Indirect Cost FY02

8. Double check your work before exiting the screen. It is not easy to make changes.

9. Click “OK” on the FlexField screen.

10. Attach a copy of the ICOM request (spreadsheet referenced in step 1) to the installment region using the paperclip (attachment) icon.

11. Save your work.

12. Repeat steps 3-11 for the offsetting award to be increased.

13. Inform the award managers of the award change and the related ICOM #.

Reports

A report to review installment modifications is available through Discoverer: IS.BU_Budget Installment Modification Report. You can enter the parameters for the beginning and ending date range to print a report showing budget modifications for the UBO-owned awards.

Effective: 03/30/09

Revision: 4 dhw

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