Perform a Budget Data Change Admin Action


Concept

In this topic, you will learn how to perform a Budget Data Change Administrative Action.


Steps:

  1. Click the Initiate Actions menu item to begin the process of initiating an administrative (admin) action.

    Step 1

  2. Next, enter the appropriate search criteria to retrieve the award for which you wish to perform the admin action.

     

    You can search by the Fiscal Year and CFDA/Subprogram, PR/Award Number, or UEI.  We will search by the PR/Award Number in this example.

    Step 2

  3. Enter the award number in the PR/Award No. field.

     

    In this example, enter "P011B240012".

    Step 3

  4. Click the Search button to search for the award you entered.

    Step 4

  5. Click the Select button to mark the award information which displays.

    Step 5

  6. Click the Continue button to move to the Admin Action Types tab.

    Step 6

  7. Click the Select checkbox to select the Budget Data Change option.

    Step 7

  8. Click the Continue button to move to the next tab.

    Step 8

  9. Click the Mark as Incomplete button to edit the budget data.

    Step 9

  10. The button will change to "Mark as Complete".

     

    Click the vertical scrollbar to scroll down the page.

    Step 10

  11. Click the Modify Worksheet button to view the budget worksheet.

    Step 11

  12. The budget worksheet displays the budget categories from the ED 524 form.

     

    The Federal Funding Requested fields (and Non-Federal Funds fields if applicable) will be populated with the values the grantee entered on the grant application.

     

    You can modify the totals for each budget category but the Grand Total must remain equal to the amount that was obligated for budget period.

    Step 12

  13. Click in the appropriate fields to modify the amounts as necessary.

     

    In this example, click in the Personnel field in the Federal Funding Requested column to edit the amount.

    Step 13

  14. In this example, enter "150000" in the Personnel field.

    Step 14

  15. Continue to edit the appropriate fields as necessary.

     

    The Equipment field has been edited for you in this example.

    Step 15

  16. After editing the Federal Funding Requested fields, you can click the Copy to Recommended button to copy the Requested amounts to the corresponding fields in the Recommended Amount column or enter them manually.

     

    In this example, click the Copy to Recommended button.

    Step 16

  17. The Recommended Amount column will then populate.

     

    If you need to edit the Requested Amounts for future budget periods, you can click the Period Number dropdown list to select and edit that information. 

    Step 17

  18. Click the Vertical scrollbar to scroll down the page.

    Step 18

  19. Click the Continue button to return to the Budget Data tab.

    Step 19

  20. Click the Mark as Complete button to change the budget to complete status.

    Step 20

  21. The button will then change to Mark as Incomplete and the Complete status will change to Yes.

    Step 21

  22. Click the Vertical scrollbar to scroll down the page.

    Step 22

  23. Click the Continue button to move to the Clauses tab.

    Step 23

  24. There is no standard clause for this admin action.  You can create a unique clause to explain this change.

     

    Click the Add Unique button to create a unique clause.

    Step 24

  25. Enter the appropriate information into the Title field.

     

    In this example, enter "Budget Data Change".

    Step 25

  26. Note: Next, enter the unique clause in the Clause Text field.  The text has been entered for you in this example.

    Step 26

  27. Click the Continue button to return to the Clauses tab.

    Step 27

  28. Note: The clause now appears in the Optional/Unique Award Clauses section.

     

    If you need to edit or delete the clause, use the available buttons.

    Step 28

  29. Click the Continue button to move to the Packet Information tab.

    Step 29

  30. Note:  The Signature Type defaults to Electronic Signature.

     

    To issue a GAN in hard copy, users must select the "Hard Copy Signature" option.  Selecting the "Hard Copy Signature" option will require users to enter a comment justifying their decision to override the default.

    Step 30

  31. Click the Continue button to continue.

    Step 31

  32. After the GAN is generated, a link to the GAN PDF will appear.  Click the link to view and print the GAN.

     

    In this example, click the GAN-P011B240012 link to view the GAN.

    Step 32

  33. Review the GAN to confirm the appropriate changes have been made.  The clause(s) you added will appear in Block 10 of the GAN.

     

    Additionally, you can view the placeholder for your electronic signature.

    Step 33

  34. After reviewing the GAN for accuracy, click the Close icon (X) to close the PDF tab.

    Step 34

  35. Click the Initiate eSignature button to start the eSignature process.

    Step 35

  36. A message will appear confirming that the GAN has been submitted to Adobe.

     

    Click the Sign GAN button.

    Step 36

  37. The GAN will open in a new Adobe Acrobat Sign tab.

     

    Click the Continue button to acknowledge the terms of use.

    Step 37

  38. You can either click the Start button or scroll down and click the Sign With Acrobat field to continue.

     

    In this example, click the Start button.

    Step 38

  39. Click the Submit and Proceed to Sign button.

    Step 39

  40. Click the Download Document button to download the GAN.

     

    Note: Downloading the GAN is required to complete the eSignature process but you must delete the GAN from your computer afterward.

    Step 40

  41. Navigate to your Downloads folder where the GAN is saved.

     

    Click the file name to open the GAN PDF.

    Step 41

  42. Click the vertical scrollbar to scroll down to the Signature field in Block 10.

    Step 42

  43. Click in the Click here to sign field.

    Step 43

  44. The Sign with a Digital ID window will open.

     

    Ensure your name is selected then click the Continue button.

    Step 44

  45. Click the Sign button.

    Step 45

  46. Click in the PIN field to enter your PIN.

    Step 46

  47. Next, enter your PIN in the Smart Card window.

     

    This step has been completed in this example.

    Step 47

  48. Click the OK button to submit your PIN.

    Step 48

  49. A window will appear confirming that you have successfully signed the GAN.

     

    Click the OK button to continue.

    Step 49

  50. Your signature now appears on the GAN.

    Step 50

  51. Click the Close icon (X) to close the Adobe window.

    Step 51

  52. You will be asked if you want to save the GAN.

     

    Click the No button to continue.

    Step 52

  53. After signing the GAN, you must return to the folder where you downloaded the GAN and delete the file.

     

    Right-click in the Name field.

     

    Note: Electronically signed GANs must be deleted from your computer after completing the eSignature process.  Additionally, users should never distribute the GAN saved on their local computers.

     

    Electronically signed GANs are saved in the award's Grant File in G5.  The GAN will appear in the grant file within two hours of the time the GAN is submitted.

    Step 53

  54. Click the Delete menu.

    Click the Delete menu item.

    Step 54

  55. Click the Yes button to confirm you want to delete the file.

    Step 55

  56. After deleting the file, return to the G5 page.  Note that G5 now indicates the GAN has been signed.

     

    Note:  If you see the Sign GAN button on this page after performing the e-signature in Adobe, please click the Sign GAN button again to refresh the page.  The status should then update to "Signed".

    Step 56

  57. You can click the GAN link to view the signature.

     

    In this example, click the GAN-P011B240012 link to view the GAN.

    Step 57

  58. Your signature now appears on the GAN.

    Step 58

  59. Click the Close icon (X) to close the PDF tab.

    Step 59

  60. Click the Submit button to complete the process and save your data.

    Step 60

  61. A message will appear confirming that the admin action has been saved.

     

    Click the vertical scrollbar to scroll down.

    Step 61

  62. Note:  If you want to prepare additional awards and print their GANs, you may click the Done button and return to the search screen to repeat the process.

    Step 62

  63. Click the Go to Home button to return to the homepage.

    Step 63

Congratulations!

 

You have learned how to perform a Budget Data Change admin action.

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