KFS Purchase Order Amendment (POA) for Subawards

Transcription

1 Step 1: Go to ZotPortal ( Step 2: Login 1. Enter your UCInetID 2. Enter your Password 3. Click Login 1

2 Step 3: Locate Original Approved PO (Note: There are several ways to find the PO) Option 1: Subaward ID Option 2: PO Number 1. Click on the Faculty & Staff tab 2. Click on KFS subsection 3. Under KFS Purchasing Accounts Payable 4. Click on Custom Document Search 5. Under the Custom Document Search drop down list click on Purchase Orders Subsection 3A: Finding the 8 digit subaward number and/or the PO number 1. Locate E-Synopsis from the from received from Nina Crow/Grace Park. 2

3 Step 3 Continued (Option 1: Subaward ID) Option 1: Subaward ID 1. Under the Subaward Information section on the E-synopsis 2. Find Subaward ID 3. There, find the 8 digit subaward number Purchase Order Look up 1. Find the Organization Document Number field Enter in the 8 digit subaward number (ex: ) provided on the e-synopsis 2. Click Search 3

4 Step 3 Continued (Option 2: PO Number) Option 2: PO Number 1. Under the Subaward Information section on the E-synopsis 2. Find PO # 3. There you will find the PO number Purchase Order Look up 1. Find the Purchase Order # field Enter in the PO Number (ex: 6060) provided on the e-synopsis 2. Click Search 4

5 Step 3 Continued 1. Under Purchase Order Status Description 2. Status reads OPEN 3. Under Document/Notification Id 4. Click on the Document/Notification Id link to open the PO (Keep in mind if there are multiple POs/POAs, click on the Purchase Order with the Status Description OPEN ). Step 4: Amending a PO 1. Scroll all the way down to the bottom of the PO 2. Click Amend 5

6 Step 4 Continued 1. Provide a reason for the amend and be as specific as possible i.e. List amendment number, Continuation funding increase amount of $10,000, and/or NCTE extend additional 6 months end 12/31/14, or etc. NOTE: The POA in KFS should correspond with a subcontract amendment from our office. 2. When your are finished entering a reason, click yes You can now edit the fields on the PO (all fields are now editable) 6

7 Step 4 Continued 3. Under Notes and Attachment Section 4. Reason for the Amendment appears Step 5: Amending for (Option 1) No Cost Time Extension (NCTE), (Option 2) Continuation, and/or (Option 3) Incremental Funding Option 1: NCTE 1. Go to Items Section 2. Find the Description field 3. Change the Period of Performance (POP) to match the Subaward Amendment 7

8 Step 5 Continued Option 2: Continuation A: For Line Item with object code 6500 (Maximum amount $25K) *Within the 25K threshold 1. Go to Items Section 2. Under description field 3. Change the Period of Performance (POP) to match the Subaward Amendment 4. Under Unit Cost field, 5. Change the amount in accordance with the Subaward Amendment For changes in dollar amounts, do the math separately and add to the line items (do not add more line items) *If 25K threshold is met, continue to next section (B). Option 3: Incremental Funding A: For Line Item 6500 (Maximum amount $25K) *Within the 25K threshold 1. Go to Items Section 2. Under Unit Cost field 3. Change the amount in accordance with the Subaward Amendment For changes in dollar amounts, do the math separately and add to the line items (do not add more line items) *If 25K threshold is met, continue to next section (B). 8

9 Step 5 Continued B: For Line Item with object code 6550 (In excess of $25K) 1. Go to Items field 2. Under Add Item subsection 3. Item Type category 4. Select No Qty, nontaxable from the drop down list 5. Under Commodity Code category 6. Type in SUBAWARD *Note: Subaward-Sponsored Projects will appear under SUBAWARD 7. Under description field 8. Add the Period of Performance (POP) to match the Subaward Amendment and Line Item 1 9

10 Step 5 Continued 9. Under Unit Cost field 10. Change the amount to match the Subaward Amendment-Excess of the $25K from Line Item #1 (Line Item #1 and #2 should add up and match the total amount on the Subaward Amendment) EXAMPLE: If Year 2 cumulative total is $100,000 (Year 2 amendment increases funds by $85,000) and $15,000 was awarded for year one, then line item 1 unit cost is changed to $25, 000 and line item 2 unit cost is changed to $75, Under Action column 12. Click Add 10

11 Step 6: Submitting a completed POA 1. Once done, scroll all the way down the page and click Save 2. Then click Calculate 3. Then click Submit This will put the POA in workflow *Note: If you are the initiator as well as the Fiscal Officer for the department, you are next in workflow Step 7: Checking the Route Log 1. Then find the POA that was just submitted by entering either the Subaward Number or PO number 2. Click search 3. Under Purchase Order Status Description 4. MUST read Awaiting Purchasing Approval Signifies that the POA was successfully submitted to SPA and waiting for SPA finalization 5. Under Document/Notification Id 6. Click on the Document/Notification Id link to open the PO 11

12 Step 7 Continued 7. Scroll all the way down to Route Log section 8. Click show Here you can check status of the POA. 12

13 Step 7 Continued *Note: Once the POA has completed workflow, it will be routed to SPA for finalization. The pending action request section will display IN ACTION LIST APPROVE with the contract manager s name. 13