When entering expenses in AP/GL, if the user moves the program and task columns before the BARS account, the BARS pick will be restricted to the fund the grant belongs to.
Enter Payables
- Use the detail lines to select the Grant Project and Task (both must be selected). Use Remark to include the description of the item on the voucher. If 'Match' needs to be attached to a line, use the 'Cash Match' option in the toolbar.
Go to Grant Management > Grants > Program tab
Enter Paycards
- Click Paycards tab
- Select Employee
- Click Paycards
- Program, Task, Activity and Match if applicable.
- Enter Date
- Enter Program
- Enter Task
- Enter Hours
- Enter Chg To
- Click Save
Go to: Grant Management > Timecard Periods
Record any cost re-allocations in a GL transaction that are necessary, except for overhead.
- Ex: copier or printing allocations, travel, etc.
Make sure the composite rate is correct for the month that is being processed.
Vouchers use these values, not the values in the employee data. The employee data is used to assign these values by default.
Go to: Grant Management > Grants > Program tab > Vouchers tab
Calculate Vouchers
- Click either Add New or Edit
- When Add is selected, BIAS allows months to be cycled through, or a quarter can be selected. Vouchers are tied to the ending date. While it is not recommended, a non-month/quarter combination can be used. However, the dates must be typed in manually to see the results.
- Calculate will pull all GL entries, calculate payroll costs and overhead. This can be done as many times as needed. If a wrong composite rate is found, go back and fix the values, then calculate again. Each time this is done, the existing lines are deleted and new ones are recalculated.
When recalculating - any values put in the adjustment column will be lost.
- Cash expenses that show as 'unknown' can be fixed by going to the Grant Setup and assigning Voucher classes to all expense accounts in the Expense Setup tab.
- If any adjustments are needed that are not in the GL or paycards, click Add in the charges list. It will be marked as a manual adjustment and will not be deleted when calculate is ran.
- If a report is needed for a month and there is no activity, check the No Activity box.
- Once the steps above are completed, click the Invoice button. This will write an invoice to receipt the money received. Any time the voucher is adjusted, the invoice will be kept in sync. DO NOT EDIT THE INVOICE OUTSIDE OF THIS SCREEN!
- If the granting agency does not pay the full amount and will not be making any more payments, make a manual adjustment to reduce the voucher to the amount paid. BIAS will then mark the invoice as paid.
- A user with supervisor rights can check the Close box in the voucher list to prevent modifications. It can be unselected and the voucher fixed if necessary, but only by a supervisor.
- If a test voucher is ran to see the results, and the period is not complete, delete the voucher when finished. A partial voucher will break the budget monitoring logic!
