Enterprise Services Automation (ESA) is a group of PeopleSoft modules that includes Project Costing, Grants Management, and Customer Contracts. Agencies that have not yet started using ESA are considered to be Non-Onboarding agencies.

Non-Onboarding agencies:

• Establish their own Federal Grant Projects, Customer Contracts and Awards in SFS
• Have their Projects and Customer Contracts under their own agency PCBU
• Use the Commitment Control Module in SFS to budget for Federal Grant Projects
• Split costs manually on source transactions against an award for Federal and State share if applicable, but are required to set up Funds Distribution to determine what charges will go through the Federal Billing Process
• Do not interface LATS information into SFS

Once a non-onboarding 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 project. As expenditures are recorded against the projects, those transactions will get collected into the Project Costing module.

For OSC cash managed projects the Contract that the Project is linked to is set to ACTIVE status. Upon cost collection general ledger journals and expense reports will flow to billing while AP Vouchers will wait for payment date to begin billing. Upon billing, these transactions will create temporary bills that will then get approved systematically by SFS, which then results in the temporary bills being changed to actual bills. The system will automatically invoice these actual bills, which then results in an outstanding Accounts Receivable Item (AR) for the award. This AR Item amount then populates OSC’s drawdown worksheets. The drawdown worksheets are then used to process the drawdowns on the federal system. Once the funds are received, the OSC BSAO Federal Payment Management Team will post the receipt.

For non-OSC cash managed projects, these transactions will not create any bills or AR Item amounts and the Contract status is set to PENDING. Agencies are responsible for tracking reimbursable costs, performing their own drawdowns, and recording the receipt in SFS. See Chapter VII, Section 2 - Miscellaneous Receipts/Accounts Receivable Receipts of this Guide.

Guide to Financial Operations

REV. 2/01/2022