Ensuring TOS Accounts Belong to Project ID on Order

1. Ensuring TOS Accounts Belong to Project ID on Order

2. Associating TOS Funding Accounts to Projects • The aim of this feature is to begin the process of enforcing that: • All orders belong to a Project, • All accounts are associated with the identified Project, and • Proper account types are used to fund orders (flow-through, fees). • This feature will be more restrictive for new orders and funding mods going forward and somewhat less restrictive for existing orders that may be funded by older accounts having no Project affiliation.

3. New Orders • All new orders created after January 11, 2008 must have a Project ID identified before funding estimate information can be entered. • Accounts used to fund the order, both flow-through and fees, must already be associated with the Project ID in OMIS. • The proper account type must be used to fund flow-through and fees. • A pick list of accounts will be provided vice the current mechanism of typing account information. This pick list will only display accounts (flow through, fee or mixed) that have available funding. If an account balance is zero, the account will not display in the pick list.

4. Modifications to Existing Orders • All modifications created by the PM, must be associated with a Project ID. • When a modification is created, TOS will continue to display the account(s) used to fund the previous award(s). • If additional funding is added to these existing accounts, the account must be associated with the Project ID identified on the order. • If additional funding is added to a NEW account, the account must be associated with the Project ID identified on the order. • These new accounts must also be of the proper account type • The Project ID check WILL NOT APPLY to de-obligating funding from existing accounts.

5. Other Modifications • DO NOT check for account/Project ID association for: • Contracting initiated administrative and vendor change modifications • Closeout modifications • Inactive Order Modifications: • Regardless of modification type, when an Inactive Order modification is created, the Project ID must be identified before the PM can submit. • TOS WILL check for Project ID/account association Inactive Order modifications marked as Change Amount.

6. Changes to Financial Management Document The current Financial Management Document requires that the account be typed into the requisite fields. A Pick List Of Funded Flow through (or mixed) Accounts For Project ID will be provided. The Account Number and Title will also display On the main Financial Management Page when Saved.

7. Changes to Financial Management Document A Pick List Of Funded Fee (or mixed) Accounts For Project ID will be provided.

8. Step-by-Step

9. Select Project ID to the Order Request

10. Available Accounts The table below shows all non-labor accounts associated with this Project ID. The accounts in yellow cannot be used since they have no funding. The accounts in green are available for use as either flow through or fees on this order.

11. Enter Estimate Information Click here to generate a Pick List Of Funded accounts that can be used for flow through.

12. Adding a Flow Through Account Highlight the account to be selected and click to display the account number and title. Once Displayed, enter Amount.

13. Adding a Fee Account Highlight the fee account to be selected and click to display the account number and title. Once Displayed, enter Amount.

14. Financial Management Documentafter Account Selection