Requesting Grant ChartFields

Overview

Agencies are responsible for completing and submitting grant ChartField requests. Grant ChartField requests are created and maintained in OAKS FIN using the ChartField Request page. Approval is required for all ChartField requests in OAKS FIN; designated approvers will vary by ChartField type and multiple levels of approval may be required for specific ChartFields.

A grant attributes table allows users to add grant attributes at the same time the ChartField requests are established. Once the ChartField request is approved and activated, the user may add more attributes or update existing attributes in OAKS FIN.

An agency cannot encumber against a grant without a notification letter from the grantor.

Grant Identifications

State agencies are occasionally required to provide the state‘s taxpayer identification information to businesses. The state taxpayer identification may be required for payments made to the state and to other outside entities when applying for federal grants and when performing other state business. Please respond to such requests with the following IRS information used by the state:

• Taxpayer Name: State of Ohio.

• Employer Identification Number: 31-1334820.

Grants identifications should follow this format:

• First three characters are the agency code.

• The fourth character is F (Federal), S (State) or O (other) -- indicating origin of grant.

• Last four characters are agency defined.

For reporting purposes, OAKS FIN includes only information for active grants. The Catalog of Federal Domestic Assistance (CFDA) number is a numeric code set by the federal government.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Request

1. Enter "State" in the SetID.

2. Enter "PROJECT_ID" (for Grant/Project) in the Field Name.

3. Enter the Field Value.

• Use the format outlined above. For example, with an agency code of "LIB" and a federal grant ("F") and agency-defined final four characters, it might be "LIBF16G2."

4. Click Add.

• The ChartField Request page displays.

Core Information

5. Enter the End Date.

   • The End Date must occur in the future when submitting a request for adding a new grant ChartField value.

   • When there are both a budget period end date and performance period end date, use the budget period end date. 

6. Enter the Start Date.

   • The Start Date must be set to the date when the grant is authorized to begin. This date could be in the past or occurring in the future. It cannot be greater to or equal to the End Date.

   • When there are both a budget period start date and performance period start date, use the budget period start date. 

7. Enter a Description.

   • Do not use any special characters (i.e., anything not a number or alpha value with the exception of a hyphen {-} or an underscore { _ }).

Business Justification

8. Click the Federal Grant checkbox  for Grant ChartFields (i.e., when the fourth character of the Field Value is "F").

9. Enter a CFDA# (Assistance Listing Number - ALN) (required for Grant ChartFields <i.e., when the fourth character is "F">).

10. Enter a Department (DEPTID) ChartField (required for Grant ChartFields <i.e., when the fourth character is "F">).

11. Enter a FAIN (Federal Award Identification Number).

• Required if a federal award.
• If a grant ID is being set up ahead of receiving the Notice of Award, then "to be determined" or "not yet known" may be entered instead of an award number.
• In the event there is no FAIN, the legal authority, such as, a House or Senate Bill number (General Assembly number e.g. 135th GA HB 33) or a Controlling Board number needs to be entered.

12. Enter a Grant Award Amount (required for Grant ChartFields <i.e., when the fourth character is "F">).

1. If a grant ID is being set up ahead of receiving the Notice of Award or the award amount is not yet known, then $1.00 should be entered into the Grant Award Amount.

13. Add Attachments as necessary.
    1. Select the Attachments to add a Business Justification.
    2.  Click Add Attachment.
    3. Browse to find the appropriate item.
    4. Click Upload.
    5. Click OK.

• The ChartField Request page re-displays and the number of attachments is listed next to the Attachments link.

14. Click Save.

15. Select "Submit For Approval" from the Request Action dropdown menu.

16. Click Go.

17. Select View Approval Flow to see designated Approvers.

• The Approval Flow page displays.

• Once the activation of a ChartField Request has been submitted, the list of approvers is visible.

18. Select Return.

• Activation of the ChartField has been requested. Approvers will receive an email notification and new item in their worklist.
• Once the ChartField has been approved, refer to the "Adding, Updating Grant Attributes" topic to add attributes which will enable additional reporting and analysis of the ChartField.