Once an agency’s Customer Contract, Grant Award, Project, and Activities have been established in SFS and Project Budgets are created, agencies are able to start spending against the grant award via the project.

As expenditures are recorded against the grant award via the project, those transactions will get collected into the Project Costing (PC) module. Once the contract that the grant award and project are linked to is set to ACTIVE status, the billing process is initiated. To allow the state to take advantage of discounts on payments to vendors under the Procure to Pay Initiative (P2P) and still remain in compliance with the State’s CMIA Treasury State Agreement, AP vouchers will be held in the billing process systematically until such time that the payment date of the voucher has been reached. For additional CMIA information see Section 12 - Cash Management Improvement Act (CMIA) of this Chapter.

Billing for Federal grant drawdown is set up at the project level via the Project Guide. See Chapter VI.1 Budget Control of this Guide for details on this setup. At least one Federal fund must be set up in the Project Budget Control section in order to properly bill the Federal Government for reimbursement.

Guide to Financial Operations

REV. 2/01/2022