shifting funds on the grantee share side from within expense reports

(Financial Reporting for Commission Staff)

TABLE OF CONTENTS

• Enabling the Feature
• How It Works on the Subgrantee Side
• What Happens When You Approve Expense Reports with these Special Reallocations

If you want subgrantees to be able to move funds between the Grantee Cash to Grantee In-kind columns from within expense reports (cutting down on the number of budget modifications that need to be submitted and approved), follow the steps below.

Enabling the Feature

To enable the feature:

1. From your Mission Control, click Financial Reporting.
   
   
2. On the right, click Create and manage program years.
   
   
3. At the bottom of the page, select the program year at issue.
   
   
4. In the section, Grantee Columns on Budgets & Expense Reports, under Grantee Cash and In-Kind, select the checkbox, “On expense reports, allow subgrantees to move funds between Grantee Cash and In-Kind without a formal budget modification.”

That’s it! The feature is enabled.

How It Works on the Subgrantee Side

Step 1:

Within expense reports, when subgrantees reallocate money from one Grantee Share column to another, they’ll see the prompt in the screenshot below.  Once they click the Yes link, the total remaining cash from the column they’re pulling from will be deducted from that column and added to the corresponding column.

In this example, we’re pulling $100 from Grantee Cash.

Step 2:

Once Yes is selected in the pop-up illustrated above, $100 will be debited from Grantee Cash and added to Grantee In-Kind. Note that subgrantees can adjust these numbers before submitting the report.

What Happens When You Approve Expense Reports with these Special Reallocations

#1: A Budget Modification Will Generate Automatically

A formal budget modification will auto-generate.  You’ll be able to pull up that document on your dashboard.

On the modification form, you’ll see notes for line items where funds were moved.

#2: Expense Report Audit Trail

The audit trail will update to inform you that a budget modification was automatically generated to account for funds shifting between columns.