How to Create and Edit a Funding Commitment
How to Create a Funding Commitment
Click All Operations.
Select "Funding Commitment"
Select "New Commitment"
Fill in all required fields according to the commitment line item you are creating.
Adding Line Item Information:
Select Category
- Category: Select the relevant category for your Funding Commitment document
- Related Commitment: This field lists the commitments in the system. Browse the list to select, or begin typing a commitment number to associate a 'related commitment' with the funding commitment you are creating
- Ongoing: Use the Ongoing switch to indicate that this commitment is "ongoing", and will have line items added in the future
Add Line Item
- Department/Program: select, or begin typing the name of the H&S unit you are creating the line item for
- Cluster: this will be automatically completed based on the Department/Program you select
- [New]Line Item Recipient: in this version of Handson - you may create line items at the recipient level, thereby creating a funding commitment with multiple recipients. Select, or begin typing the name of the recipient for the funding commitment line item
- Sub-Category: select, or begin typing the subcategory for the line item you are creating
- Fiscal Year: this will default to the current fiscal year. Select, or begin typing the fiscal year for the line item you are creating.
- Funding Unit:
- Funding Unit will default to H&S Dean's Office for HSDO staff.
- Funding Unit will default to H&S Depts and Progs for H&S Department and Program staff.
- Alternatively, select or begin typing the name of the funding unit that is appropriate for the line item you are creating.
- Transfer Status: this will default to Hold. Select a different transfer status as needed.
- Hold Reason: If the transfer status is Hold, this field will be visible, and you will be required to enter a Hold Reason. [[New]] Hold Reason: Pending Review.
- Source/Destination PTA: enter the source and destination PTAs for the line item you are creating, or select the magnifying glass icon to search for a PTA. See PTA Search for more information. ( link to PTA Search instructions )
- Summer Ninths: if Summer Ninths is a selectable sub-category, and is entered as the sub-category for the line item, the Summer Ninths field will be editable. Input the number of Summer Ninths for the line item
- Sync (Summer Ninths): The Sync checkbox is used to synchronize the Summer Ninths line item with any changes in a faculty salary. You will see an up-to-date 9th of Salary on the line item, however you will need to toggle off/on the sync checkbox in order for the Amount to reflect the updated 9th of Salary.
- Expense Area: Enter the appropriate expense area for the line item you are creating
- Amount: enter the $ amount for the line item you are creating.
- If the sub-category for the line item is Summer Ninths, the amount should be populated based on 1/9th of the faculty's salary x the number of Summer Ninths
- [New] Spread: you may proactively create and spread a $ amount over multiple fiscal years when creating a line item. This is a time save in that it will create multiple line items for a single sub-category over multiple fiscal years. Selecting Spread will open the Spread Tool. See Funding Commitment Line Item Spread for more information. ( link to Spread Tool instructions ).
- Line Item Note: enter a note for the line item if needed.
Contingency Information
Add contingency information if the Hold Reason for the line item is Contingency
- Start Date: enter or use the calendar icon to select a start date for the contingency.
- End Date: enter or use the calendar icon to select an end date for the contingency. A contingent line must have either an end date or be Outstanding.
- Outstanding: if you do not select an end date, you must indicate that the contingency is Outstanding.
- Description of Event or Condition: a description of the contingency is required. Enter the text of a description as needed.
Click the Add Line Item button
Remember to select the Add Line Item button! The line item will not be saved or added to the funding commitment until you complete this step.
Add as many line items as necessary to create the funding commitment line items you need. You may also come back to the funding commitment to add line items before or after selecting the Save or Submit Commitment buttons. Once you select the Submit Commitment button, the funding commitment will be routed for approval workflow.
Click Continue
Add Attachment: To add an attachment and/or data source, select Add Attachment or Data Source.
Here you can select the attachment type, the viewing restriction, select 'Browse' to upload the file, indicate if the attachment is a data source, and add a description for the attachment.
Click "Save" once you've input your information and attached the file.
All Funding Commitments require at least one data source
You must select a file to upload when using the following Attachment Types:
- Recruitment Letter
- Retention Letter
- Governance Letter
- Memo
- MOU
You must add a description when using the following Attachment Types:
- Faculty Record
- TAS Record
- Other
You will receive an additional prompt to save the Funding Commitment if you have unsaved changes, or if it is a brand new commitment that has not been saved yet.
Add Line Item Note: To add a line item note, click "Add Note"
Select the view restriction, enter the text of your note, and click "Save"
Click "Continue" to move to the final Review step
Review: On the Review page, you can review the entirety of your Funding Commitment including document and line item level details, and attachments before submitting the funding commitment for approval workflow
Submit Commitment: To create the funding commitment, select Submit Commitment. This will route the commitment for approval workflow. You may also select Back to Attachments & Notes or click on any either of the Category & Line Items or Attachments & Notes tabs at the top of the page to go directly to that step in the creation process
If you don't want to submit the commitment for approval workflow, you can select Save Progress to save a Draft of the commitment and continue your work to complete the commitment at a later time.
Once you have selected Submit Commitment, you can select Commitment Details to go directly back to the commitment you have just created, or choose to Return to the Funding Commitment Search/Home Page.
How to Edit a Funding Commitment
Edit a Single Line
1. Once you have opened a funding commitment, find the line item you want to edit, then select the pencil icon.
2. On the Edit Line Item screen, you can make your intended line item changes.
3. Then click Save Changes on the Edit Line Item screen.
Click on the Save button at the bottom of the main page of the commitment to save all changes
Bulk Line Edit
1. Once you have opened a funding commitment, to do a bulk edit select the desired line items using the checkbox on the left.
2. Select Bulk Edit
3. Input your desired edits and click Save & Next to save your changes and go to the next line item.
4. Select Save & Close once you've completed your bulk edits.
Click on the Save button at the bottom of the main page of the commitment to save all changes