STATE OF FLORIDA
FLORIDA ACCOUNTING INFORMATION
RESOURCE
CONTRACTS AND GRANTS PROCEDURES MANUAL
Office of the Chief Financial Officer
Department of Financial Services
FLAIR Education and Training
Fletcher Building
101 E Gaines Street
Tallahassee, Florida
TABLE OF CONTENTS
CHAPTER 1 ............................................. 1
OVERVIEW OF THE CONTRACTS AND GRANTS SUBSYSTEM ............... 1
CHAPTER 2 ............................................. 1
CONTRACT INFORMATION FILE .................................... 1
CONTRACT INFORMATION MINI MENU ............................... 1
ADDING CONTRACT INFORMATION RECORDS .......................... 4
INQUIRING INTO THE CONTRACT INFORMATION FILE ................. 7
INQUIRING INTO THE CONTRACT INFORMATION CONTRACTOR SCREEN ... 10
INQUIRING INTO THE CONTRACT STATUS HISTORY SCREEN ........... 12
UPDATING THE CONTRACT INFORMATION FILE ...................... 14
CONTRACT CORRELATION TABLE .................................. 18
ADDING CONTRACT TO ACCOUNT CODE CORRELATION TABLE RECORDS ... 18
INQUIRING INTO THE CONTRACT CORRELATION TABLE ............... 20
UPDATING THE CONTRACT CORRELATION TABLE ..................... 21
CONTRACT AMENDMENT FILE ..................................... 23
ADDING CONTRACT AMENDMENT RECORDS ........................... 23
INQUIRING INTO THE CONTRACT AMENDMENT FILE .................. 25
UPDATING THE CONTRACT AMENDMENT FILE ........................ 27
STATE CATALOG NUMBER – TITLES ............................... 28
CHAPTER 3 ............................................. 1
GRANT INFORMATION FILE ....................................... 1
GRANTS INFORMATION MINI MENU ................................. 1
ADDING GRANT INFORMATION RECORDS ............................. 3
INQUIRING INTO THE GRANT INFORMATION FILE .................... 9
UPDATING THE GRANT INFORMATION FILE ......................... 12
GRANT TO FUND CORRELATION TABLE ............................. 15
ADDING GRANT TO FUND CORRELATION TABLE RECORDS .............. 15
INQUIRY INTO THE GRANT TO FUND CORRELATION TABLE ............ 17
UPDATING THE GRANT TO FUND CORRELATION TABLE ................ 18
GRANT TO CONTRACT CORRELATION TABLE ......................... 20
ADDING GRANT TO CONTRACT CORRELATION TABLE RECORDS .......... 20
INQUIRING INTO THE GRANT TO CONTRACT CORRELATION TABLE ...... 21
UPDATING THE GRANT TO CONTRACT CORRELATION TABLE ............ 23
GRANT AMENDMENT FILE ........................................ 24
ADDING GRANT AMENDMENT RECORDS .............................. 24
INQUIRING INTO THE GRANT AMENDMENT FILES .................... 27
UPDATING THE GRANT AMENDMENT FILE ........................... 29
LETTER OF CREDIT FILE ....................................... 32
ADDING LETTER OF CREDIT RECORDS ............................. 33
INQUIRING INTO THE LETTER OF CREDIT FILE .................... 35
UPDATING THE LETTER OF CREDIT FILE .......................... 38
FEDERAL CATALOG NUMBER TITLE FILE ........................... 41
STATE CATALOG NUMBER TITLE FILE ............................. 42
CHAPTER 4 ............................................. 1
DIRECTOR/MANAGER FILE ........................................ 1
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Table of Contents
Page 1
DIRECTOR/MANAGER FILE MINI MENU ..............................
ADDING A RECORD TO THE DIRECTOR/MANAGER FILE .................
INQUIRY INTO EXISTING DIRECTOR/MANAGER FILE RECORDS BY NUMBER
INQUIRY INTO EXISTING DIRECTOR/MANAGER FILE RECORDS BY NAME ..
UPDATING EXISTING DIRECTOR/MANAGER RECORDS ...................
1
2
5
6
8
CHAPTER 5 ............................................. 1
PROJECT INFORMATION FILE ..................................... 1
PROJECT INFORMATION MINI MENU ................................ 1
ADDING PROJECT INFORMATION RECORDS ........................... 3
INQUIRING INTO THE PROJECT INFORMATION FILE .................. 7
UPDATING THE PROJECT INFORMATION FILE ........................ 8
INQUIRING INTO THE PROJECT INFORMATION CONTRACTOR SCREEN .... 10
PROJECT AMENDMENT FILE ...................................... 12
ADDING PROJECT AMENDMENT RECORDS ............................ 12
INQUIRING INTO THE PROJECT AMENDMENT FILE ................... 14
UPDATING THE PROJECT AMENDMENT FILE ......................... 15
PROJECT TO FUND CORRELATION TABLE ........................... 17
ADDING PROJECT TO FUND CORRELATION TABLE RECORDS ............ 17
INQUIRING INTO THE PROJECT TO FUND CORRELATION TABLE ........ 19
UPDATING THE PROJECT TO FUND CORRELATION TABLE .............. 20
PROJECT TO CONTRACT CORRELATION TABLE ....................... 22
ADDING PROJECT TO CONTRACT CORRELATION TABLE RECORDS ........ 22
INQUIRY INTO THE PROJECT TO CONTRACT CORRELATION TABLE ...... 23
UPDATING THE PROJECT TO CONTRACT CORRELATION TABLE .......... 25
CHAPTER 6 ............................................. 1
GENERAL LEDGER TRANSACTION TYPES FOR CONTRACTS & GRANTS ...... 1
TR11 - MASTER FILE LTD ADJUSTMENTS ........................... 3
ENTERING TR11 TRANSACTIONS ................................... 3
INQUIRING INTO TR 11 TRANSACTIONS ............................ 8
UPDATING TR 11 TRANSACTIONS ................................. 10
THE AVAILABLE BALANCE FILE FOR CONTRACTS, GRANTS & PROJECTS . 12
CHAPTER 7 ............................................. 1
CONTRACTS AND GRANTS ACCOUNTING CYCLE ........................ 1
CHAPTER 8 ............................................. 1
CONTRACTS AND GRANTS - REPORTS ............................... 1
APPENDIX .............................................. 1
CONTRACTS, GRANTS, AND PROJECT INFORMATION FILE DATA CODE
DICTIONARY ................................................... 1
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Table of Contents
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 1
OVERVIEW OF THE CONTRACTS AND GRANTS SUBSYSTEM
The Contracts and Grants Subsystem is designed to provide
agencies with a means of monitoring and reporting on specific
Contracts, Grants, and/or Projects. It can be used to record
and maintain accounting and non-accounting (informational) data
that is unique to Contracts, Grants, and/or Projects. The
unique data maintained on this subsystem is:
1)
2)
3)
4)
Non-accounting data for contracts, grants, and/or
projects that is not carried on the FLAIR History
(Detail) and Master Files.
A Letter of Credit Subsidiary that maintains letter of
credit draws and available balances.
Year-to-date accounting and non-accounting data for
the fiscal year of individual contracts and/or grants.
Life-to-date accounting and non-accounting data for
individual contracts, grants, and/or projects that may
include more than one fiscal year.
There are four Contract and Grant Functions available.
They are: the Contract Information Function (CI), the Grants
Information Function (GI), the, Director/Manager File (DM), and
the Project Information File (PJ).
The Contract Information Function (CI) is used to record
and maintain non-accounting or informational data that is
necessary to manage and report on contracts. Included in this
informational data are records of official amendments to
specific contracts, beginning and ending dates, contract status
codes, date awarded, method of payment, etc. Also, a
correlation table is available which may be used to validate
Account Codes (funds) to a contract. To access the Contract
Information Function, an operator must have inquiry and/or
update capability for the “CI” function assigned to her security
access.
The Grants Information Function (GI) is used to record and
maintain non-accounting or informational data that is necessary
to manage and report on grants. Included in this informational
data are records of official amendments to specific grants,
grant type, indirect cost rate, service type, manager’s name,
etc. There are also correlation tables that may be used to
validate account codes (funds) or contracts to a grant.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 1
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
If Letter of Credit information and reimbursements are to
be maintained separately on the Letter of Credit Subsidiary,
then this informational data must be recorded through the “GI”
function prior to entering letter of credit receipt and
disbursement transactions. To access the Grants Information
Function, an operator must have inquiry and/or update capability
for the “GI” function assigned to his security access.
The General Accounting (TR10) and Allotments (TR 20)
transaction codes are used to record general accounting and
allotment data on the Grants Master File, and/or on the FLAIR
General Ledger Master File when an appropriate Flow-Through
Indicator is used. Master File life-to-date adjustments are
recorded using TR11 for contracts and projects on the FLAIR
General Ledger Master File.
When an agency receives a grant funded by a letter of
credit, the letter of credit draws are recorded using TR 30
(Direct Deposit Cash Receipts). TR30 entries update the FLAIR
General Ledger Master File, the Grants Master File and the
Letter of Credit Subsidiary when the Letter of Credit Indicator
field is marked with an “X”, and a grant containing a LOC record
on the Grant Information record is entered on the transaction.
Those transactions affecting contracts and/or projects will
update the FLAIR General Ledger Master File. On the other hand,
transactions affecting grants will update the Grants General
Ledger Master File, and/or the FLAIR General Ledger Master File;
one master file or both will be affected for transactions
involving grants depending on factors such as the transaction
type used and whether a flow-through-indicator is included with
the transaction.
The Director/Manager File is used to record and maintain
informational data that is necessary to manage the Project
Information and Contract Files. These records include names and
addresses of the agency project and contract directors. To
access the Director/Manager File (DM), the operator must have
inquiry and/or update capability for the “DM” function.
The Project Information File is used to record and maintain
informational data for projects. Included in this informational
data are records of official amendments for the project, project
type, project status, beginning and ending dates, etc. There
are also correlation tables that can be used to validate
contracts to a project as well as account codes (funds) to a
project. To access the Project Information file, the operator
must have inquiry or update capability for the “PJ” function on
her security access.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 1
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 2
CONTRACT INFORMATION FILE
The Contract Information File is an on-line source of
information for those contracts entered into by an agency. A
contract must first be set up on the information file before it
may be used in a transaction. Any contract added to the
information file also creates a record on the Title File. A
contract may not, however, be added through the Title File. It
can only be added and updated through the Contract Information
File.
When Contract Information File records are created, they
are established at the agency's Operating Level (L1 L2 L3).
Information that is recorded on the Contract Information File is
static in nature and will not be used in cost distribution or
other cost accounting functions unless performed through an
agency’s Natural Reporting processes.
A semiannual purge in January and July of each year will
purge Contract Information File records that have been marked
for deletion for longer than 12 months. The General Ledger
Master File records related to those purged contracts will also
be purged at that time.
CONTRACT INFORMATION MINI MENU
The Contract Information Mini Menu is used to access
appropriate screens to add, inquire, or update records of the
Contracts Informational File. This mini menu may be accessed by
entering “CI” in the TYPE field at the bottom of any FLAIR
screen. The Contracts Information Mini Menu as shown on the next
page will display.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Contract Information Mini Menu Screen
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CIMU
07/18/2002
08:49:20
CONTRACT INFORMATION MINI MENU
REC TYPE
A
B
C
D
DESCRIPTION
SEL OPTIONS
CONTRACT INFORMATION FILE
CONTRACT AMENDMENT FILE
CONTRACT TO ACCOUNT CODE CORRELATION
STATE CATALOG NUMBER - TITLES
REC TYPE
SEL OPTION
CONTRACT STATUS HISTORY
CONTRACT NUM
CSFA NUM
AMD
A, I, U
A, I, U
A, I, U
M
CONTRACTORS
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MAIN RFRSH
Procedures for using this screen are described below:
1.
On lines 6-18 of the Contract Information Mini Menu, the
Contract record types and their corresponding available
selection options are listed. The record types and
selection options are:
REC. TYPE
A
B
C
D
DESCRIPTION
SEL OPTIONS
Contract Information
Contract Amendments
Contract to Account Code Correlation
State Catalog Number –Titles
(CSFA Listing)
A,I,U
A,I,U
A,I,U
M
The selection option codes available for input in the SEL
OPTION field are:
SEL OPTION
A
I
U
M
Effective Date
October 1, 2003
DESCRIPTION
Add a record to the file
Inquiry into records currently on file
Update records currently on file
Multiple Inquiry into records on file
Supersedes:
January 7, 2003
Chapter 2
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
3.
Lines 20 and 21, the “access lines,” are provided to make a
requested selection of Contract screens. To make a
request, enter the appropriate data to the right of the
following field titles:
REC TYPE
Record Type; enter the appropriate record
type of the Contract record desired.
SEL OPTION
Selection Code; enter the appropriate
selection option of the record type desired.
CONTRACT NUM
Enter the contract number for which add,
inquiry, or update is desired; required for
all requests except Contract Information
File inquiry (REC TYPE A, SEL I).
AMD
Amendment Number; not allowed for Amendment
File Add requests; optional for Inquiry or
Update Amendment File requests.
CONTRACTORS
Used to inquire on up to five contractors
who are servicing any one particular
contract.
CONTRACT
STATUS
HISTORY
Used to inquire into the history of contract
status changes.
CSFA NUM
Catalog of State Financial Assistance. When
inquiring using REC TYPE D, a CSFA # may be
entered to retrieve the State Catalog Title
record of the CSFA indicated. If no CSFA is
entered, the inquiry will display from the
numerical beginning of the list of CSFA
titles.
PAGE
Page number for inquiry into or update of a
specific contract information record; pg. 1,
2, or 3 may be used; defaults to page 1.
On line 22, the following fields are available for use:
TYPE
Used to enter the transaction type or
function type desired when transferring to
another accounting function or transaction
(see Chapter 8 of the FLAIR Procedures
Manual).
SEL
Used in conjunction with TYPE to identify
the selection code desired when transferring
to another screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 3
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
The Program Functions are given on lines 23 and 24.
available from this mini menu are:
Those
PF4 - returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it
appeared before any input was made.
The access lines are carried on all Contract Information
Screens. Use of these lines allows the operator to
transfer directly from one screen to another without first
returning to the Contract Information Mini Menu.
5.
Once the desired screen has been requested, depress the
ENTER key and the requested screen will display.
ADDING CONTRACT INFORMATION RECORDS
To establish a contract on the Contract Information File,
the following procedures should be used.
1.
If an “A” is entered in the REC TYPE field, an “A” is
entered in the SEL OPTION field, and a contract number is
entered in the CONTRACT NUM field, the Contract
Information Add screen as shown below will display.
Contract Information Add Screen
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CI01
CONTRACT 5678A
LONG TITLE
CNTRT MGR ID
BEGINNING DATE
MV REQUIREMENTS
CNTRT STATUS
CNTRT TYPE
DT ADVERTISED
CONTRACTORS (1)
(3)
CONTACT
AGENCY USE (1)
(2)
(3)
(8)
CONTRACT INFORMATION - ADD - PAGE 1
SHORT TITLE
07/18/2002
09:33:21
ORIGINAL AMT
PY CONTRACT
ENDING DATE
PROCUREMENT APPROVAL
STATUS CHANGE DATE
SERVICE TYPE
DT EXECUTED
DATE AWARDED
EMER.CERT.DATE
METHOD OF PAYMENT
METHOD OF PROCUREMENT
DT LET
(2)
(4)
(4)
(9)
(5)
CONTACT PHONE NUMBER (
(5)
(10)
(6)
(11)
)
-
(7)
(12)
NEXT: REC TYPE A
SEL OPTION A CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE 1
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 4
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
Lines 4 - 11 on the Contract Information File Add Screen
should be completed as required and/or desired:
SHORT TITLE
The agency assigned short Contract
Title; required.
ORIGINAL AMOUNT
The original contract amount; optional.
LONG TITLE
Agency assigned long Contract Title;
required.
CNTRT MGR ID
Identification number of Contract
Manager; if input, this field will be
edited against the Director/ Manager
File; optional.
PY CONTRACT
For continuing contracts, identifies
Prior Year Contract Number; if input,
this field will be edited against the
Contract Information File with no
regard to status; optional.
BEGINNING DATE
Date Contract becomes available;
required.
ENDING DATE
Contract ending date; required.
DATE AWARDED
Date contract was given; optional.
MV REQUIREMENTS
Minority Vendor Requirements; valid
input is: Y=Yes, N=No, O=Other;
optional.
PROCUREMENT
APPROVAL
Approval number for procurement;
optional.
EMER.CERT.DATE
Emergency Certification Date identifies
date retroactive certification signed;
optional.
CNTRT STATUS
Agency assigned field to denote the
stage or status in which a contract is
currently defined; if input, this field
will be edited against the Title File;
optional.
STATUS CHANGE
DATE
Date contract status changed;
not allowed if Contract Status is
blank; if left blank and Contract
Status is not blank, then it will
default to current date; optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 5
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
METHOD OF PAYMENT
Identifies how funds are received by
the contractor; if input, this field
will be edited against the Title File;
optional.
CNTRT TYPE
Denotes the type of contract; if input,
this field will be edited against the
Title File; optional.
SERVICE TYPE
Type of service to be performed with
contract funds; this field will be
edited against the Title File;
required.
METHOD OF
PROCUREMENT
System of procurement used by the
contractor; if input, this field will
be edited against the Title File;
optional.
DATE ADVERTISED
Date agency advertised for bids on
contract; optional.
DATE EXECUTED
The date that the contractor starts
work on the project; optional.
DATE LET
Date the agency let bids out (after
advertising) released specifications of
contract; optional.
Lines 13 - 19 contain other Contract information.
Procedures for input are described below:
CONTRACTORS
Up to five contractors (by vendor
number) may be input; if input, these
fields will edited against the vendor
file; optional.
CONTACT
Agency assigned field identifying
contractor’s contact person; optional.
CONTACT PHONE
NUMBER
Telephone number for contractor’s
contact person; optional.
AGENCY USE
These twelve fields may be used at the
discretion of the agency for any
narrative or comments desired;
optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 6
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
Line 21 may be used to enter the REC TYPE, SEL, and
CONTRACT NUM for the next screen desired. Once the data
has been as filled in as described in numbers 1-3 above,
and line 21 utilized (if desired) depress the ENTER key.
The Contract information on the screen will be processed
and the requested screen displayed.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Contract Information
Add screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF12- escapes and does not process current screen.
The Contract Information File contains two more pages of
informational fields which are optional to use. Only the items
indicated above as required must be included when adding a
contract. Once a contract has been added to the Contract
Information File, the user has the option of adding data to the
additional informational fields contained on pages 2 and 3 of
the record. The procedure for adding (updating) the fields on
pages 2 and 3 of the record are described in this chapter in the
section dealing with updating contract records. An example of
pages 2 and 3 of the contract information record are also shown
in the following section.
INQUIRING INTO THE CONTRACT INFORMATION FILE
Inquiry into the Contract Information File may be made in
one of the following three ways:
1.
If a REC TYPE of "A" and a SEL OPTION of “I” are entered on
the access line of the Contract Information Mini Menu or
any Contract screen, the Contract Information File Inquiry
screen Page 1 as shown on the next page will display.
2.
If a REC TYPE of "A", a SEL OPTION of “I”, and a PAGE of
“2” are entered on the access line of the Contract
Information Mini Menu or any Contract screen, the Contract
Information File Inquiry screen Page 2 as shown on page 9
will display.
3.
If a REC TYPE of “A”, a SEL OPTION of “I”, and a PAGE of
“3” are entered on the Access Line of the Contract
Information Mini Menu or any Contract screen, the Contract
Information File Inquiry screen Page 3 as shown on page 9
will display.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 7
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Note: The specific Contract Number for the record desired
may also be included in the CONTRACT NUM field so as to
retrieve that record directly. Otherwise, the system will
retrieve the first record on file and the operator may page
forward from that point. Additionally, the PAGE field on a
request defaults to Page 1 if left blank.
Contract Information Inquiry Screen, Page 1
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CI04
CONTRACT INFORMATION - INQUIRY - PAGE 1
07/18/2002
10:43:49
SC A
ORIGINAL AMT
65500.00
CONTRACT 5678A
PY CONTRACT
AMENDED AMT
65500.00
SHORT TITLE SYS TRAIN
CORRELATED AMT
LONG TITLE
SYSTEM TRAINING CONTRACT
CNTRT MGR
DAVID NICHOLS
PHONE
555-1234
BEG DATE
10/01/2002
ENDING DATE
06/30/2004
DATE AWARDED
MV REQUIREMENTS
PROCUREMENT APPROVAL
EMER.CERT.DT
CNTRT STATUS
B1
SERVICE TYPE
907000
METHOD OF PAYMENT
CNTRT TYPE
Z1
DT EXEC
METHOD OF PROCUREMENT
DT ADV
DT LET
CONTRACTOR NAME
SOFTWARE DEVELOPMENT CORPORATION
CONTACT
JENNIFER JONES
PHONE
AGENCY USE (1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
NEXT: REC TYPE A
SEL OPTION I CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Status Code (SC)
The following Status Codes appear on the Contract
Information Inquiry screens.
A
C
I
D
–
–
–
–
Active Record
Closed Record
Inactive Record
Deleted Record
When a contract is first added to the Contract Information
File, it is in “A” status. The status may be changed through the
update screens. See page 15 for information about updating
status codes.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 8
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Contract Information Inquiry Screen, Page 2
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CI05
07/18/2002
10:48:28
CONTRACT INFORMATION - INQUIRY - PAGE 2
SC: A
CONTRACT NUMBER
BILLING CODE
TYPE FUNDING
CNTRT EVAL
COUNTY
37
5678A
I
A1
SYSTEM TRAINING CONTRACT
CFDA
CSFA
FEDERAL DOLLARS
MATCHING AMT
CONTRACTOR FY END
OUTCOME MEASURES
RECIPIENT TYPE
FINAL EXP REPORT
MATCHING FUNDS
PROTESTED
64022
B
SERVICE AREA
ORG
AU
95100202211
ORG
AU
95200000000
ORG
AU
ORG
AU
ORG
AU
NEXT: REC TYPE A
SEL OPTION I CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE 2
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Contract Information Inquiry Screen, Page 3
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CI06
07/18/2002
10:49:53
CONTRACT INFORMATION - INQUIRY - PAGE 3
SC: A
CONTRACT NUMBER 5678A
ADMINISTRATIVE: MONITORING
MONITORING
MONITORING
MONITORING
MONITORING
PROGRAM: MONITORING
MONITORING
MONITORING
MONITORING
MONITORING
MONITORING
SYSTEM TRAINING CONTRACT
EXCLUSION
SCHEDULED DATE
COMPLETED DATE
CORRECTIVE ACTION DUE DATE
CORRECTIVE ACTION REC/APP DATE
EXCLUSION
SCHEDULED DATE
COMPLETED DATE
CORRECTIVE ACTION
CORRECTIVE ACTION DUE DATE
CORRECTIVE ACTION ACTUAL DATE
COMPL AUDIT DATE
BUDGET ENTITY 951000100
COMPL AUDIT
IBI 01
5H
01152003
05152004
INVENTORY REQUIRED
INVENTORY DATE
N
NEXT: REC TYPE A
SEL OPTION I CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE 3
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 9
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The Information File Inquiry data retrieved for Contract
records is protected and cannot be changed. The AMENDED AMOUNT
field is seen on the Page 1 Inquiry Information screen only. It
is the total of the original amount plus any monetary amendments
entered on the Contract Amendment File.
Once a Contract record is retrieved on an Information File
Inquiry Screen, the operator may page through the file one
record at a time beginning with the requested Contract record.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. Once the
NEXT lines are completed, the system will retrieve the requested
Contract Information screen. To access a new function, the TYPE
and SEL fields may be entered.
Lines 23 and 24 on the Contract Inquiry screens indicate
the following available Program Functions that may be utilized:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
INQUIRING INTO THE CONTRACT INFORMATION CONTRACTOR SCREEN
If an “X” is entered in the CONTRACTORS field and a
Contract Number is entered in the CONTRACT NUM field on the
access line of the Contract Information Mini Menu or on the NEXT
line of any Contract Information screen, the Contract
Information Contractor Inquiry screen as shown on the next page
will display. All fields displayed on this screen are
protected.
Note: The contractor screen will display if at least one
contractor has previously been entered into the contract record.
This is done by updating the Contract Information File and
including a vendor ID in the appropriate field. See Updating
the Contract Information File, page 13.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 10
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Contract Information Contractor Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI16
CONTRACT
CONTRACT INFORMATION CONTRACTOR INQUIRY
5678A
SC
A
07/18/2002
11:14:16
SYSTEM TRAINING CONTRACT
CONTRACTOR NUMBER VF596758453001
33345 EAST MONROE STREET
NAME
SOFTWARE DEVELOPMENT CORP
PHONE
555-1234
TALLAHASSEE
FL 32349
CONTRACTOR NUMBER
NAME
PHONE
CONTRACTOR NUMBER
NAME
PHONE
CONTRACTOR NUMBER
NAME
PHONE
CONTRACTOR NUMBER
NAME
PHONE
NEXT: REC TYPE A
SEL OPTION I CONTRACT NUM 5678A
AMD
CONTRACTORS X
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
1.
On line 4, the Contract Information Contractor Inquiry
screen will display the contract number, status code, and
long title for the contract record requested.
2.
On lines 6 - 20, the Contract Information Contractor
Inquiry screen will display up to five contractor vendor
numbers, names, addresses, and telephone numbers for the
specific contract identified. The system pulls the vendor
numbers from the Contract Information File record and the
names, addresses, and telephone numbers from the
appropriate vendor file.
3.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. If the
Next Request lines are completed, the system will retrieve
the requested Contract Information screen. To transfer to
another function, TYPE and SEL should be entered.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 11
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
Lines 23 and 24 indicate the following available Program
Functions may be utilized on the Contract Information
Contractor Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
INQUIRING INTO THE CONTRACT STATUS HISTORY SCREEN
If an “X” is entered into the CONTRACT STATUS HISTORY field
and a Contract Number is entered in the CONTRACT NUM field on
the Access line of the Contract Information Mini Menu or on the
NEXT line of any Contract Information screen, the Contract
Status History Inquiry screen as shown below will display. All
fields displayed on this screen are protected.
Contract Status History Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI17
07/18/2002
11:31:20
CONTRACT STATUS HISTORY - INQUIRY
CONTRACT NUMBER
5678A
CONTRACT STATUS
A1
SYSTEM TRAINING CONTRACT
DATE
CONTRACT STATUS
DATE
07/18/2002
NEXT: REC TYPE A
SEL OPTION I CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY X
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 12
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
1.
On line 5, the Contract Status History screen will display
the contract number and long title for the contract record
requested.
2.
On lines 9 - 18, the Contract Status History screen will
display a list of contract status codes and the status
change dates for the specific contract identified.
3.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. If the
Next Request lines are completed, the system will retrieve
the requested Contract Information screen. To transfer to
another function, TYPE and SEL should be entered.
4.
Lines 23 and 24 indicate the following available Program
Functions may be utilized on the Contract Status History
Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 13
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
UPDATING THE CONTRACT INFORMATION FILE
Access to the Contract Information File Update screens
(Pages 1, 2, & 3) may be achieved by the following methods:
1.
If a REC TYPE of "A", a SEL OPTION of "U", and a Contract
Number in the CONTRACT NUM field are entered on the access
line of the Contract Information Mini Menu or any Contract
screen, the Contract Information File Update screen Page 1
as shown on the top of the next page will display.
Note: the PAGE field on a request defaults to Page 1 if
left blank.
Contract Information Update Screen, Page 1
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI07
CONTRACT INFORMATION - UPDATE - PAGE 1
07/18/2002
13:26:56
CONTRACT 5678A
SC A
SHORT TITLE SYS TRAIN
ORIGINAL AMT
65500.00
LONG TITLE
SYSTEM TRAINING CONTRACT
CNTRT MGR ID
PY CONTRACT
BEGINNING DATE 10012002
ENDING DATE
06302004 DATE AWARDED
MV REQUIREMENTS
PROCUREMENT APPROVAL
EMER.CERT.DATE
CNTRT STATUS
A1
STATUS CHANGE DATE 07182002 METHOD OF PAYMENT
CNTRT TYPE
SERVICE TYPE
907000 METHOD OF PROCUREMENT
DT ADVERTISED
DT EXECUTED
DT LET
CONTRACTORS (1) VF596758453001
(3)
(4)
CONTACT
AGENCY USE (1)
(2)
(3)
(4)
(8)
(9)
(2)
(5)
CONTACT PHONE NUMBER (
(5)
(10)
(6)
(11)
)
-
(7)
(12)
NEXT: REC TYPE A
SEL OPTION U CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 14
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
If a REC TYPE of “A”, a SEL OPTION of “U”, a Contract
Number in the CONTRACT NUM field, and PAGE “2” are
entered on the Access Line of the Contract Information
Mini Menu or any Contract screen, the Contract
Information File Update Screen Page 2 as shown below will
display.
Contract Information Update Screen, Page 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI08
07/18/2002
14:03:36
CONTRACT INFORMATION - UPDATE - PAGE 2
CONTRACT NUMBER
BILLING CODE
I
TYPE FUNDING
CNTRT EVAL
A1
COUNTY
37
5678A
SYSTEM TRAINING CONTRACT
CFDA
CSFA
FEDERAL DOLLARS
MATCHING AMT
CONTRACTOR FY END
64022
OUTCOME MEASURES
RECIPIENT TYPE
FINAL EXP REPORT
MATCHING FUNDS
PROTESTED
B
SERVICE AREA
ORG
AU
95100202211
ORG
AU
95200000000
ORG
AU
ORG
AU
ORG
AU
NEXT: REC TYPE A
SEL OPTION U CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE 2
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 15
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
If a REC TYPE of "A", a SEL OPTION of "U", a Contract
Number in the CONTRACT NUM field, and PAGE "3" are entered
on the access line of the Contract Information Mini Menu or
any Contract screen, the Contract Information File Update
Screen Page 3 as shown below will display.
Contract Information Update Screen, Page 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI09
07/18/2002
14:16:51
CONTRACT INFORMATION - UPDATE - PAGE 3
CONTRACT NUMBER 5678A
ADMINISTRATIVE: MONITORING
MONITORING
MONITORING
MONITORING
MONITORING
PROGRAM: MONITORING
MONITORING
MONITORING
MONITORING
MONITORING
MONITORING
SYSTEM TRAINING CONTRACT
EXCLUSION
SCHEDULED DATE
COMPLETED DATE
CORRECTIVE ACTION DUE DATE
CORRECTIVE ACTION REC/APP DATE
EXCLUSION
SCHEDULED DATE
COMPLETED DATE
CORRECTIVE ACTION
CORRECTIVE ACTION DUE DATE
CORRECTIVE ACTION ACTUAL DATE
COMPL.AUDIT DATE
BUDGET ENTITY 95100010
COMPL.AUDIT.
IBI 01
5H
01152003
05152004
INVENTORY REQUIRED
INVENTORY DATE
N
NEXT: REC TYPE A
SEL OPTION U CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE 3
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Status Codes
A Contract Information record may be deleted by entering a
“D” in the status (SC) field of the Page 1 Update screen. This
process will also delete the record from the agency’s Title
File. A Contract may also be placed in a closed status (SC =
C). Once placed in a "C" status, a record may not be updated in
any way. When inactivation of a record is desired, the user
should change the status code (SC) to an “I”.
The operator may tab to the appropriate field(s) of any of
the requested Contract Information File Update Screens and
update the detailed information displayed as necessary. All
fields may be updated (changed) with the exception of the
CONTRACT field.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. Once the
Next Request lines are completed, the system will retrieve the
requested Contract Information Screen. To access a new
function, the TYPE and SEL fields may be entered.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 16
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Lines 23 and 24 indicate the following available Program
Functions which may be utilized on the Contract Information
Update screens:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 2
Page 17
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CONTRACT CORRELATION TABLE
The Contract to Account Code Correlation Table is an
optional on-line file for associating contracts and account
codes (29-digit FLAIR Account Codes.) This table is used to
limit contract-account code relationships, as well as, to
prevent incorrect combinations from entering the system. This
table should be built, if it is used, after the establishment of
the Contract Information File, as system edits require the
existence of a contract on the Contract Information File prior
to its acceptance in the Correlation Table.
ADDING CONTRACT TO ACCOUNT CODE CORRELATION TABLE RECORDS
If a REC TYPE of “C”, a SEL OPTION of “A”, and a CONTRACT
NUM are entered on the access line on the Contract Information
Mini Menu screen or any Contract Information File screen, the
Contract to Account Code Correlation Add screen as shown on
below will display.
Contract To Account Code Correlation Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI13
07/19/2002
09:33:46
CONTRACT TO ACCOUNT CODE CORRELATION - ADD
CONTRACT NUMBER 5678A
CORRELATED ACCOUNT CODES
95
SYSTEM TRAINING CONTRACT
CY
CORRELATED AMOUNT
95
95
95
95
95
NEXT: REC TYPE C
SEL OPTION A CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 18
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for adding a correlation record are described
below:
1.
On line 5, the Contract Number and Long Title are brought
forward protected from the request that was made.
2.
Lines 8 - 18 of the Contract to Account Correlation Add
screen should be completed as indicated below:
CORRELATED ACCOUNT
The Account number(s) (29-digit FLAIR
Account Code) which should correlate to
the Contract, edited against the
Account Description File; required.
CY
The Contract Year; optional.
CORRELATED AMOUNT
The amount to be correlated to the
Contract for that fund; optional.
3.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. If
lines 21 and 22 are left blank, the data entered on the
screen will be accepted and the Contract Information Mini
Menu will be returned. Lines 21 and 22 may be completed to
request an additional Input screen or a different screen.
If REC TYPE, SEL OPTION, CONTRACT NUM, AMD, CONTRACTORS,
CONTRACT STATUS HISTORY, CSFA or PAGE are entered, the
system will retrieve the requested Contract Information
Screen. To transfer to another function, TYPE and SEL
should be input.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Contract to Account
Code Correlation Add screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 2
Page 19
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRING INTO THE CONTRACT CORRELATION TABLE
If a REC TYPE of "C", a SEL OPTION of "I", and a CONTRACT
NUM are entered on the Contract Information File Mini Menu or
any Contract Information File Screen, the Contract to Account
Code Correlation Inquiry Screen as shown below will display.
Contract To Account Code Correlation Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI14
07/19/2002
CONTRACT TO ACCOUNT CODE CORRELATION - INQUIRY
CONTRACT NUMBER 5678A
09:39:19
SYSTEM TRAINING CONTRACT
CONTRACT TOTAL CORRELATED AMOUNT
CORRELATED ACCOUNT CODES
50000.00
CY
95 10 1 000001 95100000 00 040000 00
CORRELATED AMOUNT
50000.00
NEXT: REC TYPE C
SEL OPTION I CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Procedures for the use of this screen are described below.
1.
The information shown on the inquiry screen is protected
(cannot be changed).
2.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. If REC
TYPE, SEL OPTION, CONTRACT NUM, AMD, CONTRACTORS, CONTRACT
STATUS HISTORY, CSFA or PAGE are entered the system will
retrieve the requested Contract Information Screen. To
transfer to another function, TYPE and SEL should be input.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 20
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Contract to Account
Code Correlation Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING THE CONTRACT CORRELATION TABLE
IF a REC TYPE of “C” and SEL OPTION of “U” and a CONTRACT
NUM are entered on the Contract Information Mini Menu or any
Contract Information File screen, the Contract to Account Code
Correlation Update screen as shown below will display.
Contract To Account Code Correlation Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI15
07/19/2002
CONTRACT TO ACCOUNT CODE CORRELATION - UPDATE
CONTRACT NUMBER 5678A
D
09:40:58
SYSTEM TRAINING CONTRACT
CORRELATED ACCOUNT CODES
95 10 1 000001 95100000 00 040000 00
CY
CORRELATED AMOUNT
50000.00
NEXT: REC TYPE C
SEL OPTION U CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 21
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for the use of the Contract to Correlation
Update screen are described below:
1.
To update a particular record the user may tab to the
appropriate field and type over or add information where
desired. If the Correlated Account Code is changed it will
be edited against the Account Description File.
2.
To delete a record on the Contract to Fund Correlation
Table type a "D" in the field under the column labeled “D”
(column 2) in front of the appropriate record. After
depressing the ENTER key, the record will be deleted.
3.
The following fields are protected and may not be changed:
CONTRACT NUMBER
LONG TITLE
4.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. If REC
TYPE, SEL OPTION, CONTRACT NUM, AMD, CONTRACTORS, CONTRACT
STATUS HISTORY, CSFA or PAGE are entered, the system will
retrieve the requested Contract Information Screen. To
transfer to another function, TYPE and SEL should be
entered.
5.
Lines 23 and 24 indicate the following available Program
Functions may be utilized on the Contract to Account Code
Correlation Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 2
Page 22
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CONTRACT AMENDMENT FILE
The Contract Amendment File provides an historical listing
of all amendments that affect a particular contract. An agency
may record changes in either the amount or operations of a
Contract through the Contract Amendment File. Amendments are
recorded for each Contract by assigning an amendment number to a
particular contract number. A Contract must therefore exist on
the Contract Information File prior to entering any amendment
information.
ADDING CONTRACT AMENDMENT RECORDS
To establish a contract amendment record on the Contract
Amendment File, the following procedures should be used.
1.
If a REC TYPE of "B", a SEL OPTION of "A", and a contract
number in the CONTRACT NUM field are entered on the access
line of the Contracts Information Mini Menu or any Contract
Information screen, the Contract Amendment File Add screen
as shown below will display.
Contract Amendment Add screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI10
07/19/2002
09:47:33
CONTRACT AMENDMENT - ADD
CONTRACT NUMBER 5678A
SYSTEM TRAINING CONTRACT
AMD LN TRDT
..........ACCOUNT CODE .............
.....AMOUNT.......
CS
CY END DT
..................DESCRIPTION................
95
95
95
95
NEXT: REC TYPE B
SEL OPTION A CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 23
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
The Contract Number and Long Title for which amendments are
to be added will be displayed protected on line 5 of the
Amendment File Add screen.
The following fields are displayed on the Contract
Amendment File Add screen ready for input:
3.
AMD
Amendment Name or Number assigned to the
particular amendment being added to the
Amendment File; required.
LN
The line number of the Amendment that is
being added to the file; optional.
TRDT
Transaction Date; if input, it must be in
the format: MMDDYYYY; optional.
ACCOUNT CODE
29-digit FLAIR Account Code; optional.
END DT
Ending Date for the Amendment being added to
the file; if input it must be in the format:
MMDDYYYY; optional.
AMOUNT
The amendment amount if a change in the
amount of the Contract is being recorded;
positive or negative amounts accepted;
optional.
CS
Contract status; if input, it will be edited
against the Title File; optional.
CY
Contract Year; optional.
DESCRIPTION
Optional.
On lines 21 and 22, the NEXT lines may be used to request
additional screens within the Contract Information File.
The data entered on the screen will be accepted and the
Contract Information Mini Menu will be returned unless
lines 21 and 22 are completed to request an additional
input screen or a different screen. In that case the other
screen will be returned. To transfer to another function,
TYPE and SEL should be input.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 24
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
Lines 23 and 24 indicate the following available Program
Functions which may be utilized on the Contract Amendment
Add screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
INQUIRING INTO THE CONTRACT AMENDMENT FILE
If a REC TYPE of “B”, a SEL OPTION of “I”, and a CONTRACT
NUM are entered on the Access line on the Contract Information
Mini Menu or any Contract Information File screen, the Contract
Amendment File Inquiry screen as below will display.
Contract Amendment Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI11
07/19/2002
09:58:37
CONTRACT AMENDMENT – INQUIRY
CONTRACT NUMBER 5678A
SYSTEM TRAINING CONTRACT
AMD LINE TRDT
..........ACCOUNT CODE ............
.....AMOUNT......
CS
CY
END-DT
..................DESCRIPTION................
001
07/05/2002
09/30/2003 EXTENSION ISSUED FOR CONTRACT
002
07/07/2002
-1500.00
CHANGED REQUIREMENTS REDUCED TOTAL
NEXT: REC TYPE B
SEL OPTION I CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 25
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for the use of the Contract Amendment Inquiry
screen are described below:
1.
To retrieve an amendment inquiry screen, the operator will
enter the appropriate Contract Number (and Amendment Number
if only one amendment record is desired). If no Amendment
Number is entered on the inquiry request, all Amendments
for that Contract Number will be displayed beginning with
the first record on file.
2.
If an inquiry request is made on the access line for a
specific Amendment Number, the system will begin reading
the Amendment File from the requested point and display the
screen as shown on the previous page.
3.
The Contract Amendment File Inquiry data retrieved is
protected and cannot be changed.
4.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. If the
Next Request lines are completed, the system will retrieve
the requested Contract Information screen. To transfer to
another function, TYPE and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Contract Amendment
Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 26
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
UPDATING THE CONTRACT AMENDMENT FILE
If a REC TYPE of “B”, a SEL OPTION of “U”, and a CONTRACT
NUM are entered on the Access line of the Contract Information
Mini Menu or any Contract Information screen, the Contract
Amendment Update screen as shown below will display.
Contract Amendment Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
CI12
07/19/2002
10:04:25
CONTRACT AMENDMENT – UPDATE
CONTRACT NUMBER 5678A
SYSTEM TRAINING CONTRACT
D AMD LN TRDT
..........ACCOUNT CODE.............. .....AMOUNT.....
END.DT
CS CY
...............DESCRIPTION...................
001 00 07052002
09302003
EXTENSION ISSUED FOR CONTRACT
002
00 07072002
-0000000001500.00
CHANGED REQUIREMENTS REDUCED TOTAL
NEXT: REC TYPE B
SEL OPTION U CONTRACT NUM 5678A
AMD
CONTRACTORS
CONTRACT STATUS HISTORY
CSFA
PAGE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Procedures for the use of this screen are described below:
1.
If an update request is made on the access line of any
Contract Information File screen, the Contract Amendment
Update screen will display.
2.
A Contract Amendment record may be deleted by entering a
"D" in the field under “D” next to the appropriate record.
3.
The operator may tab to any of the appropriate fields on
the Contract Amendment File and update the record. The
following fields are protected and may not be changed:
CONTRACT NUMBER
LONG TITLE
TOTAL CONTRACT AMOUNT
AMD & LN
CY
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 27
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File. If the
Next Request lines are completed, the system will retrieve
the requested Contract Information screen. To transfer to
another function, TYPE and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions which may be utilized on the Contract Amendment
Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
STATE CATALOG NUMBER – TITLES
The user may inquire into the State Standard Title File
listing of the State Catalog Numbers by entering REC TYPE “D”
and SEL OPTION “M” on the “access line” of the Contract
Information Mini Menu or any Contract Information screen. A
screen like the one on the next page will display.
This is an inquiry only function that lists the valid CSFA
(Catalog of State Financial Assistance) numbers. The CSFA
number is required when adding or updating certain Contracts.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 28
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
State Catalog Number Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
SFI1
07/19/2002
13:18:33
STATE CATALOG NUMBER - MULTIPLE INQUIRY
STATE CATALOG #
SHORT TITLE
LONG TITLE
SEL
SC
A
SC
A
CO-OP COLLECTION CENTER GRANT
COOPERATIVE COLLECTION CENTER GRANT
STATE CATALOG #
SHORT TITLE
LONG TITLE
37007
37008
EXP LOCAL MGT HAZARDOUS WASTE
EXPANDED LOCAL MANAGEMENT HAZARDOUS WASTE PROGRAM
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
On lines 21 and 22, the NEXT lines, additional screens may
be requested within the Contract Information File.
Once the Next Request lines are completed, the system will
retrieve the requested Contract Information screen. To access a
new function, the TYPE and SEL fields may be entered.
Lines 23 and 24 on the Contract Inquiry screens indicate
the following available Program Functions that may be utilized:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 2
Page 29
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 3
GRANT INFORMATION FILE
The Grant Information File is an on-line source of
information for agencies receiving grants. A grant must first be
set up by an agency on the Grant Information File before it is
valid for use in an accounting transaction. Any grant added to
the Grant Information File also creates a record on the FLAIR
Title File. A grant may only be added to the Title File through
the Grant Information File.
When Grant Information File records are created, they are
established at the agency’s Operating Level (L1 L2 L3).
Information that is recorded on the Grant Information File is
static in nature and will not be used in cost distribution or
other cost accounting functions unless performed through an
agency’s natural reporting processes.
GRANTS INFORMATION MINI MENU
The Grants Information Mini Menu is used to access
appropriate screens to add, inquire, or update records of the
Grants Informational Files. This mini menu may be accessed by
entering "GI" in the TYPE field at the bottom of any FLAIR
screen. The Grants Information Mini Menu as shown on the next
page will display.
Procedures for using the Grants Information Mini Menu screen
are described below:
1.
On lines 6-11 of the Grants Information Mini Menu, the Grant
record types and their corresponding available selection
options are listed. Only the selection options listed at the
right of the screen will be available for that individual
record type. At the bottom of the screen, the individual
selection options are defined for the operator.
2.
Line 21, the “access line,” is provided to make a requested
selection of Grants screens. The access line is carried on
all Grants Information screens. Use of this line allows the
operator to transfer directly from one screen to another
without first returning to the Grants Information Mini Menu.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grants Information Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GIMU
07/19/2002
10:16:32
GRANTS INFORMATION MINI MENU
REC TYPE
A
B
C
D
E
F
G
SEL
A
S
M
DESCRIPTION
SEL OPTIONS
GRANT TO CONTRACT CORRELATION
GRANT INFORMATION
GRANT AMENDMENTS
LETTER OF CREDIT INPUT
GRANT TO FUND CORRELATION
FEDERAL CATALOG NUMBER - TITLES
STATE CATALOG NUMBER - TITLES
SEL
I SINGLE INQUIRY
X MULTIPLE UPDATE
U SINGLE UPDATE
MULTIPLE INPUT
SINGLE INPUT
MULTIPLE INQUIRY
REC TYPE
SEL
A,M,X
S,I,U
A,M,U
A,I,M,U
A,M,X
M
M
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MAIN RFRSH
To access a grant information screen, enter the appropriate
data to the right of the following field titles:
REC TYPE
Record Type; enter the appropriate record
type of the Grant record desired.
SEL
Selection Code; enter the appropriate
selection as defined on the bottom of the
screen for the record type desired.
DATA CODE
Enter the code for which add, inquiry, or
update is desired.
Once the desired screen request has been indicated, depress
the ENTER key and the requested screen will display.
3.
On line 22, the following fields are available for use:
TYPE
Used to enter the transaction type or
function type desired when transferring to
another Accounting Function or transaction
(see Chapter 8 of the FLAIR Procedures
Manual).
SEL
Used in conjunction with TYPE to identify the
selection code desired when transferring to
another screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grants Information
File Mini Menu:
PF4 - returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
ADDING GRANT INFORMATION RECORDS
To establish a grant on the Grant Information File, the
following procedures should be used.
1.
If a "B" is entered in the REC TYPE field and an “S” is
entered in the SEL field, the Grant Information File Single
Input Request screen as shown below will display.
Grant Information File Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GES1
07/19/2002
GRANT INFORMATION FILE - SINGLE INPUT - REQUEST
10:20:08
GRANT
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
On this screen, the operator will enter the agency assigned
5 character grant number and depress ENTER. A screen like the
one on the next page will display.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 3
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The operator may bypass the Single Input Request screen (see
previous page) by entering the Grant Number to be added in the
DATA CODE field of the access line on the Grant Information File
Mini Menu, and depressing the ENTER key. The Grant Information
File Single Input screen as shown below will display.
Grant Information File Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
2.
3.
GES2
GRANT INFORMATION FILE - INPUT
GRANT: G0210
SHORT TITLE:
LONG TITLE:
07/19/2002
10:21:50
ORIGINAL AMOUNT
GRANT DOCUMENT NUMBER:
GRANTOR'S NAME:
DIRECTOR'S NAME:
MANAGER'S NAME:
GRANT TYPE:
FED CAT#:
LETTER OF CREDIT:
RECIPIENT TYPE:
CSFA #:
BEGINNING DATE:
INDIRECT COST RATE:
STATE MATCHING:
ENDING DATE:
INDIRECT COST TYPE:
GRANT MATCHING:
REPORT DATE:
INDIRECT COST BASE:
LOCAL MATCHING:
SAI NUMBER:
REPORT REQUIREMENT:
TYPE LOCAL MATCH:
METHOD OF PAYMENT:
CURRENT BILLING:
CAPPED GRANT:
SERVICE TYPE:
MAINT EFFORT:
MINORITY VENDOR:
PAGE 2:
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
To establish a grant on the Grant Information File, lines 46 of the Grants Information Input screen should be completed
as indicated:
ORIGINAL AMOUNT
The amount of grant funds awarded;
required.
SHORT TITLE
The agency assigned grant short title;
required.
LONG TITLE
The agency assigned grant long title;
required.
On lines 8-19, the following fields will be displayed ready
for input.
GRANT DOCUMENT
NUMBER
Number assigned to the grant by the
granting agency; optional.
GRANTOR'S NAME
Name of the agency issuing the grant;
optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 4
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
DIRECTOR'S NAME
Name of the grant director; optional.
MANAGER'S NAME
Name of the grant manager; optional.
GRANT TYPE
Type of grant; required.
C
F
O
N
-
Federal Grant (FED CAT # known)
Federal Grant (FED CAT # unknown)
Other Federal Grant
Non-Federal Grant
FED CAT #
Federal Catalog of Domestic Assistance
number (99.999); Required if Grant Type
is C, F, or O. If Grant Type = C, FED
CAT # must be on the Federal Catalog
Number Title File and the last three
digits cannot = "000". If Grant Type =
F or O, the first two digits of FED CAT
# must be the first two digits on the
Federal Catalog Number Title File
representing the Federal Agency issuing
the grant, and the last three digits
must = "999". Grant type N may not be
used in conjunction with the FED CAT #.
LETTER OF CREDIT
Letter of credit number assigned by the
funding agency. This code must be input
on the Information File prior to adding
the Letter of Credit to the Letter of
Credit Input File; optional.
RECIPIENT TYPE
Code indicating type of organization
receiving grant funds (1A/N); required
if either a CSFA or a CFDA code is used.
May not be used if CSFA or CFDA = blank.
Edited against the Title File.
CSFA #
Catalog of State Financial Assistance
number (99999); optional. If used, Grant
Type must = ‘N’, and CSFA number must
titled on the State Catalog Number –
Title File.
BEGINNING DATE
Grant Beginning Date. The date on which
grant funds become available; required.
INDIRECT COST RATE
Percentage to be applied to the base for
reporting and/or reimbursement of grant
expenses; optional.
STATE MATCHING
Percentage of state participation
required as a condition of the funding
agency; optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 5
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
ENDING DATE
Grant Ending Date. The date on the
grant expires; required.
INDIRECT COST TYPE
Agency assigned code to identify type of
rate specified by grant; optional.
Example:
1 - Fixed
2 - Approved
3 - Other
GRANT MATCHING
Percentage of grant participation by
grantee; optional.
REPORT DATE
Reporting Date. The date which periodic
reports are submitted; optional.
INDIRECT COST BASE
Agency assigned code which identifies
type costs which are included in the
base; optional.
LOCAL MATCHING
Percentage of local participation
required as a condition of the funding
agency; optional.
SAI NUMBER
State Application Identifier assigned by
the State Clearinghouse; optional.
REPORT REQUIREMENT
Identifies reporting requirements of the
grant; optional. The values are:
M - Monthly
Q - Quarterly
Y - Yearly
TYPE LOCAL MATCH
Agency-assigned code which identifies
type of local participation required by
grant funding source; optional.
Example:
1 - Cash Match
2 - In-Kind Match
3 - Certified Public Exp.
METHOD OF PAYMENT
Agency-assigned code which identifies
how funds are received; optional.
Example:
1 - Reimbursement
2 - Fixed Price
3 - Advance
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 6
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CURRENT BILLING
Agency-assigned code which specifies
federal or nonfederal participation;
optional.
Example:
1 - Federal Participation
2 - Non-Federal Participation
CAPPED GRANT
A grant awarded where the awarded funds
are stated in terms which cannot exceed
a given dollar amount; optional.
Y = yes
N = no
SERVICE TYPE
Agency-assigned code which identifies
the type of service to be performed with
grant proceeds; optional.
MAINT EFFORT
Maintenance of Effort. The requirement
that spending of funds be maintained at
the level of a previous funding period,
the period being identified by the
funding source. If a maintenance of
effort requirement is a condition of
grant, an "X" is used to designate this
condition; optional.
MINORITY VENDOR
Agency assigned code which identifies
the grant minority vendor requirements;
optional.
Example:
1 - Minority Vendor
2 - No Minority Vendor
3 - Mixed Requirements
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 7
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
The second page of the Grant Information File Input screen
may be accessed by placing an "X" in the field “PAGE 2” on
line 20 (of the Grant Information Input screen) and
depressing the ENTER key. An example of the screen
retrieved is shown below and includes the following for
input:
AGENCY USE
Fifteen lines (60 characters each) which
are available for agency comments or
narrative; optional.
Grant Information File Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GES3
07/19/2002
10:11:00
GRANT INFORMATION FILE - INPUT
GRANT: G0210
AGENCY
USE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
5.
After the grant information screen(s)have been filled out,
the operator will depress the ENTER key. If no data has
been entered on line 22, a blank Grant Information File
Input screen will display after processing of the current
screen’s data. If a request was made on line 22, the
requested screen will display after processing of the
current screen.
6.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant Information
screen(s):
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 8
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF12- escapes and does not process current screen.
INQUIRING INTO THE GRANT INFORMATION FILE
If a REC TYPE of "B" and a SEL of "I" are entered on the
access line of the Grants Information Mini Menu or any Grants
screen, the Grant Information File Inquiry Request screen as
shown below will display.
Grant Information File Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GEI1
07/19/2002
10:14:27
GRANT INFORMATION FILE - INQUIRY - REQUEST
GRANT
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Procedures for use of this screen are described below.
1.
The operator may choose to enter the grant number for
which inquiry is desired on the Grant Information Inquiry
Request screen (see above), which will retrieve only that
grant record. If no Grant number is entered on the Inquiry
Request screen, all Grant records will be displayed
beginning with the first record on file. From this screen,
the operator will depress the ENTER key to retrieve the
Grant Information File Inquiry screen as shown on the next
page.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 9
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
Or, if an inquiry request is made on the access line of the
Grants Information Mini Menu or any Grants Information
Screen, including a specific grant number the requested
grant record will display (bypassing the screen on page 9).
See below.
Grant Information File Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3.
GEI2
GRANT INFORMATION FILE - INQUIRY
07/19/2002
SC: A
ORIGINAL AMOUNT:
GRANT: H25A7
AMENDED AMOUNT:
SHORT TITLE: PRINTING
LONG TITLE: PRINTING OF BROCHURES 4 YEAR GRANT
10:23:23
525000.00
525000.00
GRANT DOCUMENT NUMBER:
GRANTOR'S NAME:
DIRECTOR'S NAME:
MANAGER'S NAME:
GRANT TYPE: C
FED CAT #: 10.001
LETTER OF CREDIT:
RECIPIENT TYPE A CSFA #:
BEGINNING DATE: 10/01/2002
INDIRECT COST RATE:
STATE MATCHING:
ENDING DATE:
09/30/2006
INDIRECT COST TYPE:
GRANT MATCHING:
REPORT DATE:
INDIRECT COST BASE:
LOCAL MATCHING:
SAI NUMBER:
REPORT REQUIREMENT:
TYPE LOCAL MATCH:
METHOD OF PAYMENT:
CURRENT BILLING:
CAPPED GRANT:
SERVICE TYPE:
MAINT EFFORT:
MINORITY VENDOR:
PAGE 2:
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
To inquire into page 2 of a grant record, the operator would
place an “X” in the field, “PAGE 2” on line 21 of the Grant
Information File Inquiry screen and depress the ENTER key.
A screen like the one on the next page will display.
The Information File Inquiry data retrieved for Grant
records is protected (cannot be changed). Once a Grant record is
retrieved on the Information File Inquiry screen, the operator
may page through the file one record at a time beginning with the
requested Grant record.
Status Codes (SC)
The Status Code (SC) is shown on page 1, line 4 of the Grant
Information File Inquiry screen. This code reflects the status
of that particular grant record.
Values that may appear in the “SC” field are: A=Added but
never used, U=Used, I=Inactive, D=Deleted, C=Closed.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 10
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grant Information File Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GEI3
07/19/2002
10:25:43
GRANT INFORMATION FILE - INQUIRY
GRANT: H25A7
AGENCY LINE
USE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
GRANT REQUIRED REPORTING DATES
DECEMBER 31
MARCH 3I
JUNE 30
SEPTMEMBER 30
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
FWD
A new request for retrieving Grants information may be
accomplished by entering the REC TYPE, SEL, and DATA CODE for the
desired request. To access a new function, the TYPE and SEL
fields may be entered.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant Information Inquiry
screen(s):
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 11
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
UPDATING THE GRANT INFORMATION FILE
If a REC TYPE of "B" and a SEL of "U" are entered on the
access line of the Grants Information Mini Menu or any Grants
Information screen, the Grants Information File Update Request
screen as shown below will display.
Grant Information File Single Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GES1
07/19/2002
GRANT INFORMATION FILE - SINGLE INPUT - REQUEST
09:09:41
GRANT
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
The operator must enter the grant number in the space
provided on the screen shown above to retrieve the Grant
Information File Update screen. (See the screen on the next
page.)
Or, the operator may choose to enter a REC TYPE of “B”, a
SEL of “U” and the grant number of the record desired in the DATA
CODE field of the Grant Information File Mini Menu or any Grant
Information Screen, and a screen like the one on the next page
display.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 12
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grant Information File Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GEU2
GRANT INFORMATION FILE - UPDATE
07/19/2002
09:23:38
SC A
ORIGINAL AMOUNT: 595678.00
GRANT G2175
AMENDED AMOUNT: 595678.00
SHORT TITLE: INV TRG GT
LONG TITLE: INVESTIGATIVE TRAINING GRANT
GRANT DOCUMENT NUMBER: 458A94
GRANTOR'S NAME: U S TREASURY
DIRECTOR'S NAME:
MANAGER'S NAME: STEPHEN ROBERTS
GRANT TYPE: C
FED CAT#: 27.009
LETTER OF CREDIT: ZA126
RECIPIENT TYPE: C
CSFA #:
BEGINNING DATE: 10012002 INDIRECT COST RATE: 17.50
STATE MATCHING:
ENDING DATE:
09302004 INDIRECT COST TYPE:
GRANT MATCHING:
REPORT DATE:
INDIRECT COST BASE:
LOCAL MATCHING:
SAI NUMBER:
REPORT REQUIREMENT:
Q
TYPE LOCAL MATCH:
METHOD OF PAYMENT:
1
CURRENT BILLING:
CAPPED GRANT:
SERVICE TYPE:
MAINT EFFORT:
MINORITY VENDOR:
PAGE 2:
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Procedures for use of this screen are described below:
1.
The grant number will be brought forward from the previous
entry screen, and is displayed protected if the grant has
previously been used (see further explanation below).
2.
The operator may tab to the appropriate field(s) of the
Grant Information File Update screen and update the detailed
information displayed as necessary. All fields on these
screens may be updated (changed) with the exception of the
AMENDED AMOUNT field. Once a grant information record has
been used (SC=U), GRANT may not be changed.
3.
A Grant Information record may be deleted by entering a "D"
in the status field (SC) of the update screen. This process
will also delete the record from the agency's Title File. A
Grant may also be placed in a closed status (SC = C). Once
placed in a "C" status, a record may not be updated in any
way. When inactivation of a record is desired, the SC
should be changed to a value of "I".
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 13
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
An operator may place an "X" in the “PAGE 2” field in order
to access and change information on the second page of the
Grant Information File Update. Shown below, is an example
of page 2 of the Grant Information File Update Screen.
Grant Information File Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
5.
GEU3
07/19/2002
09:30:15
GRANT INFORMATION FILE - UPDATE
GRANT: G2175
AGENCY LINE
USE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
LINE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
MAIL REPORTS TO
DEPT OF THE TREASURY
1500 MASSACHUSETTS AVENUE
SUITE 1250
WASHINGTON, DC
01159-8878
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Line 22 is available to make
the updated record. The REC
are available to transfer to
and SEL fields are available
Effective Date
October 1, 2003
a new request after processing
TYPE, SEL, and DATA CODE fields
a new Grants screen. The TYPE
to transfer to a new function.
Supersedes:
January 7, 2003
Chapter 3
Page 14
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
GRANT TO FUND CORRELATION TABLE
The Grant to Fund Correlation Table is an optional on-line
file for associating grants and funds. This table is used to
limit grant/fund relationships, as well as, prevent incorrect
combinations from entering the system. This table should be
built, if it is used, after the establishment of the Grant
Information File, as the system edits require the existence of a
grant on the Grant Information File prior to its acceptance in
the Correlation Table.
ADDING GRANT TO FUND CORRELATION TABLE RECORDS
If a REC TYPE of "E" and a SEL of "A" are entered on the
access line on the Grant Information Mini Menu screen or any
Grant Information File screen, the Grant to Fund Correlation Add
Screen as shown below will display.
Grant To Fund Correlation Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GIA1
07/19/2002
09:38:08
GRANT TO FUND CORRELATION - INPUT
GRANT:
CORRELATING FUND NUMBER
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 15
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for adding a correlation record are described
below:
1.
On line 5 the Grant Number to be correlated should be
entered.
2.
On lines 8 - 20 the Correlated Fund Codes should be entered.
There are five (5) Fund Codes per line that may be added to
the file, a total of thirty five (35) per screen; at least
one Fund Code is required, and all will be edited against
the Account Description File.
3.
On line 22 the NEXT line, additional screens may be
requested within the Grant Information File. If line 22 is
left blank, and ENTER is depressed, the data entered on the
screen will be accepted, and an additional input screen will
be returned. Line 22 may be completed to request a
different input screen. If REC TYPE, SEL, or DATA CODE are
input, the system will retrieve the requested Grant
Information Screen. To transfer to another function, TYPE
and SEL should be input.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant to Fund
Correlation Input screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 3
Page 16
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRY INTO THE GRANT TO FUND CORRELATION TABLE
If a REC TYPE of "E" and a SEL of "M" are entered on the
access line on the Grant Information File Mini Menu or any other
Grant Information File Screen, the screen shown below will
display.
Grant to Fund Correlation Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GIM1
07/19/02
09:58:03
GRANT TO FUND CORRELATION - INQUIRY
GRANT: G2175
10 1 000001
CORRELATING FUND NUMBER
50 2 050001
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Procedures for the use of this screen are described below:
1.
If a Grant Number is not entered in the DATA CODE field when
the inquiry request if made, all records, beginning with the
first record on file will be retrieved. The operator may
page through one record at a time by depressing the PF8 key.
If a Grant Number is entered in the DATA CODE field when
the inquiry request is made, the system will begin with the
requested record and continue reading the file until the
last record on file is reached.
2.
The information shown on the inquiry screen is retrieved
protected (cannot be changed).
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 17
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
On line 22 the NEXT line, additional screens may be
requested within the Grant Information File. If REC TYPE,
SEL, or DATA CODE is input, the system will retrieve the
requested Grant Information screen. To transfer to another
function, TYPE and SEL should be input.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant to Fund
Correlation Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING THE GRANT TO FUND CORRELATION TABLE
If REC of "E", and a SEL of "X" are entered on the Grant
Information File Mini Menu or any Grant Information File screen,
the Grant to Fund Correlation Update screen as shown on the next
page will display. Procedures for the use of this screen are
described below.
1.
If a Grant number is not entered in the DATA CODE field when
the update request is made, all records, beginning with the
first record on file, will be returned for update. The
operator may page through the file one record at a time by
depressing the ENTER key. If a Grant was entered in the
DATA CODE field on the update request, the system will start
reading the file at the requested record and continue
through the end of the file.
2.
For each record displayed, up to thirty five (35) correlated
funds may be shown. To update a particular correlated fund,
the operator must tab to the field, and type in the new fund
number. After depressing the ENTER key, the update will be
processed.
3.
To delete a correlated fund, the operator must tab to the
desired fund code and delete the code by depressing the
ERASE EOF key or by using the space bar. After removing the
code and depressing the ENTER key, the data will be deleted.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 18
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grant To Fund Correlation Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GIX1
07/19/2002
10:04:47
GRANT TO FUND CORRELATION - UPDATE
GRANT: G2175
10 1 000001
CORRELATING FUND NUMBER
50 2 050001
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
4.
On line 22, the NEXT line, additional screens may be
requested within the Grant Information File. If REC TYPE,
SEL, or DATA CODE is entered, the system will retrieve the
requested Grant Information screen. To transfer to another
function, TYPE and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant to Fund
Correlation Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 3
Page 19
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
GRANT TO CONTRACT CORRELATION TABLE
The Grant to Contract Correlation Table is an optional online file for associating grant and contract information. This
table will be used to limit grant/contract relationships that
will be used in accounting transactions. These files should be
built, if they are used, after the establishment of the Grant
Information and Contract Information File records, as system
edits require the existence of a grant on the Grant Information
File and a Contract on the Contract Information File, before they
may be correlated in this File.
ADDING GRANT TO CONTRACT CORRELATION TABLE RECORDS
If a REC TYPE of "A", and a SEL of "A" are entered on the
access line on the Grant Information File Mini Menu or on any
Grant Information File Screen, the Grants Correlation Table Input
Screen shown below will display.
Grants Correlation Table Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GBA1
07/19/2002
10:26:21
GRANTS CORRELATION TABLE-INPUT
GRANT:
REC TYPE
CORRELATING CONTRACT NUMBER
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 20
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for using this screen are given below:
1.
On lines 7 - 19 the Correlated Contracts should be entered.
Five (5) Contracts per line may be added to the file, a
total of thirty five (35) per screen; at least one contract
is required, and all contracts entered are edited against
the Contract Information File.
2.
On lines 21 and 22, additional screens may be requested
within the Grant Information File. If lines 21 and 22 are
left blank, the data entered on the screen will be accepted
and the input screen will be returned. Lines 21 and 22 may
be completed to request an additional input screen or a
different screen. If REC TYPE, SEL, or DATA CODE is input
the system will retrieve the requested Grant Information
screen. To transfer to another function, TYPE and SEL
should be input.
3.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant to Contract
Correlation screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
INQUIRING INTO THE GRANT TO CONTRACT CORRELATION TABLE
If a REC TYPE of "A" and a SEL of "M" are entered on the
Access Line on the Grant Information File Mini Menu or any other
Grant Information File screen, the screen shown on the next page
will display. Procedures for the use of this screen are
described below.
1.
If a Grant Number is not entered in the DATA CODE field when
the inquiry request is made, all records, beginning with the
first record on file, will be retrieved. The operator may
page through one record at a time by depressing the PF8 key.
If a Grant Number is entered in the DATA CODE field when the
inquiry request is made, the system will begin with the
requested record and continue reading the file until
retrieving the last record on file.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 21
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grants Correlation Table Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GBM1
07/19/02
10:28:53
GRANTS CORRELATION TABLE - INQUIRY
G2175
44444
REC TYPE
SEL
C9845
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
2.
The information shown on the inquiry screen is retrieved
protected (cannot be changed).
3.
On lines 21 and 22, additional screens may be requested
within the Grant Information File. If REC TYPE, SEL, or
DATA CODE is input, the system will retrieve the requested
Grant Information Screen. To transfer to another function,
TYPE and SEL should be input.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant to Contract
correlation screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 22
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
UPDATING THE GRANT TO CONTRACT CORRELATION TABLE
If a REC TYPE of "A", and a SEL of "X" are entered on the
Grant Information File Mini Menu or any Grant Information File
Screen, the Grants Correlation Table Update screen as shown below
will display.
Grants Correlation Table Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GBX1
07/19/2002
10:31:17
GRANTS CORRELATION TABLE - UPDATE
GRANT: G2175
44444
CORRELATING CONTRACT NUMBER
C9845
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Procedures for the use of this screen are described below:
1.
If a Grant Number is not entered in the DATA CODE field when
the update request is made, all records will be returned for
update beginning with the first record on file. The
operator may page through the file one record at a time by
depressing the ENTER key. If a Grant number is entered in
the DATA CODE field on the update request, the system will
begin reading the file at the requested record and continue
through the end of the file.
2.
For each record displayed, up to thirty five (35) correlated
contracts may be shown. To update a particular correlated
contract, the operator must tab to the appropriate field and
type in the new information. After depressing the ENTER
key, the update will be processed.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 23
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
To delete a correlated contract, the user must tab to the
contract and erase the data code by depressing the ERASE EOF
key or by using the space bar. After depressing the ENTER
key, the data will be deleted.
4.
On lines 21 and 22, additional screens may be requested
within the Grant Information File. If REC TYPE, SEL, or
DATA CODE is input, the system will retrieve the requested
Grant Information screen. To transfer to another function,
TYPE and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant to Contract
Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
GRANT AMENDMENT FILE
The Grant Amendment File provides an historical listing of
all amendments that affect a particular grant. Beginning
balances for each grant are established when setting up the grant
on the Grant Information File. At that time the ORIGINAL AMOUNT
is entered. An agency may record changes in either the amount or
operations of a Grant on the Amendment File. These amendments
are recorded for each Grant record by amendment number. Up to 99
amendments may be recorded for each Grant record. A Grant must
exist on the Grant Information File prior to input of any
amendment information.
ADDING GRANT AMENDMENT RECORDS
To establish a grant amendment record on the Grant Amendment
File, the following procedures should be used.
1.
If a REC TYPE of "C" and a SEL "A" are entered on the access
line of the Grants Information Mini Menu or any Grants
Information screen, the Grant Amendment File Input Request
screen as shown on the next page will display.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 24
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
After typing in the grant number, the operator will depress
the ENTER key and the Grant Amendment File Input screen will
display ready to add amendments to the requested grant. An
example of the Input screen is shown on the next page.
Grant Amendment File Input Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GFA1
07/19/2002
13:46:12
GRANT AMENDMENT FILE - INPUT - REQUEST
GRANT
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
The operator may bypass the Grant Amendment File Input
Request screen by entering the grant number for which an
amendment is to be added in the DATA CODE field when making
the screen request. In such case, the system will
immediately retrieve the Grant Amendment File Input screen
as shown on the next page.
2.
The Grant number for which amendments are to be added will
be displayed protected on line 5 of the Grant Amendment File
Input screen. The beginning balance of the requested Grant
will be shown on line 8 of the screen. This balance is
systematically retrieved from the ORIGINAL AMOUNT field of
the Grant Information File record. The last Grant Amendment
entered will also be displayed on the Grant Amendment File
Input screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 25
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grant Amendment File Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GFA2
07/19/2002
13:50:13
GRANT AMENDMENT FILE - INPUT
GRANT: G2175
AMEND
AMEND AMOUNT
595678.00
STATUS
DATE
DESCRIPTION
BEGINNING BALANCE
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
The following fields are displayed on the Grant Amendment
File Input screen ready for input:
AMEND
Amendment Number of the transaction currently
being added to the Amendment File; required.
AMEND AMOUNT
The amendment amount if a change in the
amount of the Grant is being recorded;
positive or negative amounts accepted;
optional.
STATUS
Amendment Status. The status of the change
being made; optional.
DATE
Amendment Date.
made; optional.
DESCRIPTION
Optional. If the amendment is a non-monetary
change, the Amendment File will not update
the Grant Information File. In order for the
Grant Information File to be properly
updated, any non-monetary changes must be
made on a Grant Information File Update
screen.
Effective Date
October 1, 2003
The date of the change being
Supersedes:
January 7, 2003
Chapter 3
Page 26
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
After entering amendment data, the operator will depress the
ENTER key. After editing the data that was entered on the
Amendment Input screen, the system will return a new Grant
Amendment Input screen (if no request was made on line 22).
The new Amendment Input Request screen will retrieve the
last grant number to which an amendment was added.
4.
Line 22 is available to make a new request. To request a new
Grants screen, the operator should enter the appropriate REC
TYPE, SEL, and DATA CODE. To request a new function, the
TYPE and SEL fields are available for input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant Amendment File
Input Request screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
INQUIRING INTO THE GRANT AMENDMENT FILES
If a REC TYPE of "C" and a SEL of "M" are entered on the
Grants Information Mini Menu or any other Grants Information
screen, the Grant Amendment File Inquiry Request Screen as shown
on the top of the next page will display. Procedures for use of
this screen are described below.
1.
If a Grant number is entered on line 9 of the Amendment File
Inquiry Request screen, the requested grant information will
be returned on the Grant Amendment File Inquiry screen as
shown at the bottom of the next page.
2.
If a Grant number is entered on line 9 of the Amendment File
Inquiry Request screen and an amendment number is entered on
line 12, only the requested amendment record will be
returned for the Grant entered on request. When requesting
a specific amendment, a Grant number must also be entered.
3.
If a data code is not entered on the Inquiry Request screen
(GRANT nor AMENDMENT) all Grant amendments will be returned
by Grant number.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 27
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grant Amendment File Inquiry Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GFM1
07/19/2002
13:52:07
GRANT AMENDMENT FILE - INQUIRY - REQUEST
GRANT
AMENDMENT
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Grant Amendment File Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GFM2
07/19/2002
13:55:54
GRANT AMENDMENT FILE - INQUIRY
GRANT: G2175
AMEND
AMEND AMOUNT STATUS
595678.00
001
15000.00
*****
DATE
AMENDED GRANT TOTAL:
DESCRIPTION
BEGINNING BALANCE
610678.00
*****
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 28
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
After all amendments have been displayed for an inquiry of a
specific grant, the AMENDED GRANT TOTAL will be shown on
line 20 of the last inquiry screen.
5.
Line 22 of screen may be used to request a new Grant
Information screen by entering the appropriate data in REC
TYPE, SEL, and DATA CODE. The operator may transfer to a
new function by entering the appropriate data in the TYPE
and SEL fields.
6.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant Amendment File
Inquiry screen(s):
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING THE GRANT AMENDMENT FILE
If a REC TYPE of "C" and a SEL of "U" are entered on the
Grants Information Mini Menu or any Grants Information Screen,
the Grant Amendment File Update Request Screen as shown on the
next page will display.
Procedures for use of this screen are described below:
1.
A Grant number is required input on line 9 of the Grant
Update Request screen; entering an amendment number on line
11 is optional. If an amendment number is entered, the
requested Grant amendment record will be returned for update
on the Grant Amendment File Update Screen as shown on the
next page. If an amendment number is not entered, the
system will return the last amendment record added for the
requested Grant, ready for updating.
2.
When requesting an update of a Grant amendment, the operator
may bypass the Update Request screen by entering the
appropriate data in the REC TYPE and SEL fields and entering
the desired grant number in the DATA CODE field. After
bypassing the Request Screen, the system will return the
last amendment record added for the requested grant, ready
for updating.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 29
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grant Amendment File Update Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GFU1
07/19/2002
08:48:59
GRANT AMENDMENT FILE - UPDATE - REQUEST
GRANT
AMENDMENT
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Grant Amendment File Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GFU2
07/19/2002
08:51:14
GRANT AMENDMENT FILE - UPDATE
GRANT: G2175
D
AMEND AMEND AMOUNT
001 15000.00
002
STATUS
Q1
DATE
DESCRIPTION
07052002 CONTRACT ACCEPTED
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 30
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
On line 5 of the Grant Amendment File Update screen, the
operator will find the following field.
GRANT
4.
Grant number of the amendment displayed on
the update screen. This field is protected.
The following fields will be displayed on line 8 of the
Grant Amendment File Update screen ready for update.
D
Delete Field. To delete the amendment
record, the operator should enter a "D", and
depress the ENTER key.
AMEND
Amendment Number
AMEND AMOUNT
Dollar amount of Amendment
STATUS
Amendment Status
DATE
Amendment Date
DESCRIPTION
Description of Amendment
5.
After entering data in the desired fields the operator
should depress ENTER. If line 22, the access line, is
blank, the system will return another Grant Amendment Update
Request screen ready for input. Line 22 may be used to
request a new Grants Information Screen by entering the
appropriate data in the REC TYPE, SEL, and DATA CODE fields.
The operator may transfer to a new function by entering the
appropriate data in the TYPE and SEL fields.
6.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Grant Amendment File
Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 3
Page 31
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
LETTER OF CREDIT FILE
The Letter of Credit File is an on-line informational file.
This file consists of all Letters of Credits recorded in the
Contracts and Grants Subsystem and other informational activity
recorded against the Letters of Credit File.
Once an agency has been awarded funds via a Letter of
Credit, that Letter of Credit number must first be recorded in
the agency's Grant Information File for the grant of award. The
Letter of Credit award must then be recorded in the Contract and
Grant - Letter of Credit File. After such data has been entered
in the agency's Grant Information File, draw-downs or receipts
from the Letter of Credit may now be recorded through TR 30 –
Direct Deposit Cash Receipts (see chapter 14 of FLAIR Procedures
Manual).
The Letter of Credit File maintains available balances, cash
balances, total draws, grant/contract balances and other
information relevant to letter of credit activities. These
balances are maintained by Letter of Credit Number within a
particular Fund. Balances on file are current as of the previous
day's input. Agency data entered through the Letter of Credit
File does not update the Grant Information File or have any
effect on the general ledger accounting data, but is a memo type
of entry used to record data on a Subsidiary for informational
purposes.
After the nightly processing of data entries, the Letter of
Credit File is updated based on General Ledger Transactions.
TR30 (Direct Deposit Cash Receipts) will affect the Total letter
of Credit Draws balance on the Letter of Credit File when the LOC
indicator field is marked with an “X”, and a grant containing a
LOC record on the Grant Information record is entered on the
transaction. General Ledger Transaction types 5X and 7X (where a
Contract and/or Grant number was entered) will update the Total
Disbursements balance of the appropriate Letter of Credit record.
Payable transactions entered through transactions 80 or 81 will
also update the Letter of Credit File-if a Contract and/or Grant
number was included with input. Encumbrances entered through TR
60 or Encumbered Disbursements entered through TR70 both update
the Total Outstanding Encumbrances balance.
Expense refunds entered via transaction types 3X do not,
however, affect the Letter of Credit File; these transactions
will not automatically reduce the Disbursements Total on the LOC
file. The Letter of Credit Total Disbursements balance must be
updated by the agency manually when an expense refund is entered
using a transaction type 3X. No systems automation to the Letter
of Credit File for expense refunds as described above will occur
for affected Contract and/or Grant LOC records.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 32
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
ADDING LETTER OF CREDIT RECORDS
To establish a Contracts and Grants Letter of Credit record
on the Letter of Credit File, the following procedures should be
used:
1.
If a REC TYPE of "D" and a SEL of "A" are entered on the
access line of the Grants Information Mini Menu or any
Grants Information screen, the Contract and Grant - Letter
of Credit Input Screen as shown below will display. (Note:
The DATA CODE field should be left blank when making this
request.)
Contract And Grant Letter Of Credit Input Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
2.
GGA1
DOCUMENT NO
GF SF FID
07/19/2002 09:00:07
CONTRACT AND GRANT - LETTER OF CREDIT - INPUT
LETTER OF CREDIT
TOTAL LOC
DRAWS BEG
GRANT GY
CNTRT CY
....AMOUNT....
....BALANCE...
REC TYPE
SEL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
The following fields will be displayed on the Letter of
Credit Input screen.
DOCUMENT NO
Source document number; required.
LETTER OF CREDIT
Letter of Credit Number; required. Letter of
Credit number entered must reside on the
Grant Information File record for the grant
of entry.
GF SF FID
Effective Date
October 1, 2003
GAAFR Fund; State Fund; Fund Identifier;
required. The data codes used must be valid
fund codes residing on the Title File.
Supersedes:
January 7, 2003
Chapter 3
Page 33
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
GRANT
Grant Number; required. Grant number
must be on the Grant Information File
with appropriate Letter of Credit
number.
GY
Grant Year; optional.
CNTRT
Contract Number; optional. If a contract
number used has been correlated to a
grant via the Correlation Tables, the
contract number must be used in
conjunction with its correlated grant
number.
CY
Contract Year; optional.
TOTAL LOC AMOUNT
Original Letter of Credit Amount;
required.
DRAWS BEG BALANCE
Total amount previously drawn down on
Letter of Credit if beginning balance
information is being recorded; optional.
3.
Up to seven (7) Letters of Credit may be entered on one
screen. After filling in the appropriate fields as desired,
the operator will depress the ENTER Key. If line 22 (the
access line) is left blank, the system will accept the data
entered on the Letter of Credit Input screen and return a
blank input screen. The operator may transfer to a new
Grant Information screen by entering the appropriate data in
the REC TYPE, SEL, and DATA CODE fields. The TYPE and SEL
fields are available to request a new function.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Letter of Credit Input
screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 3
Page 34
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRING INTO THE LETTER OF CREDIT FILE
If a REC TYPE of "D" and a SEL of "I" are entered on the
access line of the Grants Information Mini Menu or any other
Grants Information screen, the Letter of Credit Single Inquiry
Request screen as shown below will display.
Contract And Grant Letter Of Credit Single Inquiry
Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GGI1
07/19/02 09:11:15
CONTRACT AND GRANT - LETTER OF CREDIT - SINGLE INQUIRY REQUEST
GF SF FID
REC TYPE
LETTER OF CREDIT
SEL
GRANT
CONTRACT
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Procedures for use of these screens are described below.
1.
On a single inquiry request, the operator must enter at
least the data codes: GF SF FID and LETTER OF CREDIT, to
identify the requested Letter of Credit records. Entering
the GRANT and CONTRACT data codes is optional. After
completing the request screen, the operator will depress the
ENTER key. For a single inquiry, the requested record will
be returned with its detailed, available balance information
as shown on the top of page 37. The information is current
as of the previous day's input. The balances are protected
and cannot be changed.
If a REC TYPE of “D” and a SEL of M are entered on the
access line of the Grants Information Mini Menu or any other
Grant Information screen, the Letter of Credit multiple inquiry
request as shown on the next page will display.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 35
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Contract And Grant Letter Of Credit Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GGM1
07/19/02 09:24:58
CONTRACT AND GRANT - LETTER OF CREDIT - MULTIPLE INQUIRY REQUEST
GF
REC TYPE
SF FID
SEL
DATA CODE:
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
2.
On a multiple inquiry request, entering the GF SF FID codes
is optional. The requested records on multiple inquiry,
will be returned with summary available balance information
as shown on the bottom of page 37. If no data codes are
entered on the request screen to limit the inquiry, all
Letter of Credit records will display beginning with the
first records on file. Up to five records per screen may be
displayed on a multiple inquiry. The operator may depress
the PF8 key to page through the records on file.
3.
On line 22, the access line may be used to retrieve another
Letter of Credit within a fund. The operator may transfer
to a new Grants Information screen by entering the
appropriate data on line 20 in the REC TYPE, SEL, and DATA
CODE fields. The TYPE and SEL fields are available to
request a new function.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 36
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Contract And Grant Letter Of Credit Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GGI2
07/19/02 09:31:23
CONTRACT AND GRANT - LETTER OF CREDIT - SINGLE INQUIRY
GF SF FID
LETTER OF CREDIT
GRANT
CONTRACT
DOC NO
10 1 000001
ZA126
G2175
R 2589
TOTAL LETTER OF CREDIT AMOUNT
610678.00
LESS TOTAL LETTER OF CREDIT DRAWS
22519.00
AVAILABLE LETTER OF CREDIT BALANCE
--------------588159.00
TOTAL LETTER OF CREDIT DRAWS
LESS TOTAL DISBURSEMENTS
LESS TOTAL PAYABLES
AVAILABLE CASH BALANCE
22519.00
21500.00
0.00
---------------
1019.00
AVAILABLE CASH BALANCE
AVAILABLE LETTER OF CREDIT BALANCE
LESS TOTAL OUTSTANDING ENCUMBRANCES
AVAILABLE GRANT / CONTRACT BALANCE
1019.00
588159.00
7525.00
---------------
581653.00
REC TYPE
SEL
GF SF FID
DATA CODE
LETTER OF CREDIT
TYPE
GRANT
SEL
CONTRACT
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Contract And Grant Letter Of Credit Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GGM2
GF
10
07/19/02 09:37:44
CONTRACT AND GRANT - LETTER OF CREDIT - MULTIPLE INQUIRY
SF FID
1 000001
GRANT CNTRT
..............AVAILABLE BALANCES.............
LETTER OF CREDIT
CASH
GRANT/CNTRT
AMOUNT
AMOUNT
AMOUNT
610678.00
1019.00
581653.00
G2175
LETTER OF CREDIT
NUMBER
ZA126
BT998
F35897
55775.00
25679
DD7765
375000.00
REC TYPE
GF SF FID
SEL
DATA CODE:
55775.00
156985.00
137625.00
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 37
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Letter of Credit
Inquiry screen(s):
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING THE LETTER OF CREDIT FILE
If a REC TYPE of "D" and a SEL of "U" are entered on the
access line of the Grants Information Mini Menu or any Grants
Information screen, the Letter of Credit File Update Request
Screen as shown below will display.
Letter Of Credit Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GGU1
07/19/2002
09:49:44
LETTER OF CREDIT FILE - UPDATE - REQUEST
GF SF FID
REC-TYPE
LETTER OF CREDIT GRANT
SEL
CONTRACT
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 38
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for use of the Letter of Credit Update Request
screen (page 38) are described below:
1.
2.
On line 8, the operator will find the following fields
displayed ready for input.
GF SF FID
GAAFR Fund, State Fund, Fund Identifier;
required.
LETTER OF CREDIT
Letter of Credit Number; optional.
GRANT
Grant Number; optional.
CONTRACT
Contract Number; optional.
After completing the request screen, the operator will
depress the ENTER key, and the Letter of Credit File Update
Screen as shown below will display.
Letter Of Credit File Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3.
GGU2
07/19/2002
LETTER OF CREDIT FILE - UPDATE
DELETE:
GF SF FID
LETTER OF CREDIT
GRANT
CONTRACT
10 1 000001
ZA126
G2175
TOTAL LETTER OF CREDIT AMOUNT
610678.00
LESS TOTAL LETTER OF CREDIT DRAW
22519.00
AVAILABLE LETTER OF CREDIT BALANCE
--------------- 588159.00
TOTAL LETTER OF CREDIT DRAW
LESS TOTAL DISBURSEMENTS
LESS TOTAL PAYABLES
AVAILABLE CASH BALANCE
22519.00
21500.00
0.00
--------------- 1019.00
AVAILABLE CASH BALANCE
AVAILABLE LETTER OF CREDIT BALANCE
LESS TOTAL OUTSTANDING ENCUMBRANCES
AVAILABLE GRANT / CONTRACT BALANCE
1019.00
588159.00
7525.00
--------------- 581653.00
REC-TYPE
GF
SEL
SF
FID
DATA CODE
LETTER OF CREDIT
GRANT
09:51:06
TYPE
SEL
CONTRACT
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
The operator may delete a Letter of Credit File record by
entering a "D" in the DELETE field on line 4. Changes may
be made in certain fields by using the tab key to move the
cursor to the desired field and typing over the existing
data.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 39
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Not all data fields are available for update.
that may be updated are:
The fields
Total Letter of Credit Amount
Total Letter of Credit Draw
Total Disbursements
Total Payables
Total Outstanding Encumbrances
4.
A new Letter of Credit File record may be requested for
update by entering the appropriate data on line 21 of the
Update screen. Another Grants Information screen may be
requested by entering the appropriate data in the REC TYPE,
SEL, and DATA CODE fields on line 20 of the Update screen.
The operator may transfer to a new function by entering the
appropriate information in the TYPE and SEL fields.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Letter of Credit
Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 3
Page 40
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
FEDERAL CATALOG NUMBER TITLE FILE
The Federal Catalog Number Title File may be used to inquire
into the listing of Federal Catalog of Domestic Assistance
numbers (Federal Catalog numbers). This file is for inquiry
only, and its information is protected (cannot be changed).
If a REC TYPE of "F" and SEL of "M" are entered on the
access line of the Grants Information Mini Menu or Grants
Information screen, the Federal Catalog Number Inquiry Screen
similar to the one shown below will display. If a Federal
Catalog Number is not entered in the DATA CODE field when the
inquiry request is made, all Federal Catalog Number Inquiry
records will be retrieved beginning with the first record on
file. The operator may page through one page at a time by
depressing the PF8 key. If a Federal Catalog Number is entered
in the DATA CODE field when the inquiry request is made, the
inquiry will begin with the requested data code, and the operator
may page forward from there.
Federal Catalog Number Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
GTM1
FEDERAL CATALOG NUMBER
FEDERAL CATALOG #
SHORT TITLE
LONG TITLE
SEL
81.082
10:02:37
SC
A
MANAGEMENT AND TECHNICAL ASSIST
MANAGEMENT AND TECHNICAL ASSISTANCE FOR MINORITY BUSINESS
ENTERPRISES
FEDERAL CATALOG #
SHORT TITLE
LONG TITLE
07/19/2002
- MULTIPLE INQUIRY
81.085
SC
A
MINORITY ENERGY INFORMATION CLE
MINORITY ENERGY INFORMATION CLEARINGHOUSE
DATA CODE
.
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Line 21 of the inquiry screen may be used to access a
particular Federal Catalog Number by entering the appropriate
data in SEL and DATA CODE. The operator may use line 22 to
transfer to a different function by entering the appropriate data
in the TYPE and SEL fields.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 41
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Lines 23 and 24 (see page 41) indicate the following available
Program Functions that may be utilized on the Federal Catalog
Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
STATE CATALOG NUMBER TITLE FILE
The user may inquire into the State Standard Title File
listing of the State Catalog Numbers by entering REC TYPE “G” and
SEL OPTION “M” on the “access line” of the Grants Information
Mini Menu or any Grant information screen. A screen like the one
on the next page will display.
This is an inquiry only function that lists the valid CSFA
(Catalog of State Financial Assistance) numbers. The CSFA number
is required when adding or updating certain Grants.
On lines 21 and 22 of the State Catalog Number Title File,
additional screens may be requested within the Grants Information
File. Once the NEXT lines are completed, the system will
retrieve the requested Grants Information screen. To access a
new function, the TYPE and SEL fields may be entered.
Lines 23 and 24 on the Grant Inquiry screens indicate the
following available Program Functions that may be utilized:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 42
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
State Catalog Number Multiple Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
SFI1
07/19/2002
10:10:32
STATE CATALOG NUMBER - MULTIPLE INQUIRY
STATE CATALOG #
SHORT TITLE
LONG TITLE
SEL
SC
U
SC
U
BOLL WEEVIL ERADICATION
BOLL WEEVIL ERADICATION
STATE CATALOG #
SHORT TITLE
LONG TITLE
42002
42003
MOSQUITO CONTROL
MOSQUITO CONTROL
DATA CODE
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 3
Page 43
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 4
DIRECTOR/MANAGER FILE
The Director/Manager file is an agency unique, agency
maintained file of information relative to the managers of
agency projects and contracts.
The file was developed to provide a easy means of
identifying project managers and/or directors, as well as
contract managers and/or directors. It provides an on-line
source for Director/Manager's names, address’s, phone numbers,
SUNSOM numbers, etc. Use of the Director/Manager File is
optional.
The file also validates the Director/Manager's ID number
for the Project Information File that is discussed in Chapter 5
of this manual. In addition, this File validates the
Director/Manager's ID number for the Contract Information File
that is discussed in Chapter 2 of this manual.
DIRECTOR/MANAGER FILE MINI MENU
The Director/Manager Mini Menu is used to access
appropriate screens to add, inquire, or update records on the
Director/Manager File. This mini menu may be accessed by
entering "DM" in the TYPE field at the bottom of any FLAIR
screen. The Director/Manager Mini Menu as shown on the next
page will display.
Procedures for using the Director/Manager Mini Menu screen
are described below:
1.
On line 8, in the SELECT (SEL) field, enter the appropriate
selection code for the function to be performed. The
selection codes available are:
I - inquiry by name or number
A - add new Directors/Managers by number only
U - update existing Directors/Managers by number only
2.
In the ID NUMBER field enter the Director/Manager ID
number. The ID number will be entered when adding or
updating a record or when inquiring by number.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Director/Manager File Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DMMU
07/19/02
11:00:45
DIRECTOR/MANAGER FILE MINI MENU
SELECT
ID NUMBER
NAME
SELECTIONS
I:
INQUIRY ONLY (BY ID NUMBER OR NAME)
A:
ADD DIRECTOR/MANAGER (BY NUMBER ONLY)
U:
UPDATE (BY NUMBER ONLY)
*
*
*
ENTER : SELECTION AND (NUMBER OR NAME)
*
*
*
TYPE:
SEL:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MAIN RFRSH
3.
If inquiring by name, the user will enter the
Director/Manager name and Depress the ENTER key and the
requested screen will display.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Director/Manager Mini
Menu screen:
PF4 - returns Main Accounting Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
ADDING A RECORD TO THE DIRECTOR/MANAGER FILE
Before a Director/Manager record may be used within the
Contracts and Grants subsystem, it must first be added to the
Director/Manager File. The procedures for adding a new
Director/Manager are described below.
After signing on and accessing the Director/Manager Mini
Menu Screen, the operator will enter an "A" in the SELECT (SEL)
field and the Director's or Manager's identification number in
the ID NUMBER field. (The NAME field is left blank.) The
operator will then depress the ENTER key, and the Director/
Manager Add screen shown on the next page will display.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Director/Manager File Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DMA1
07/19/02
11:08:24
DIRECTOR/MANAGER FILE: ADD
ID NUMBER
277859669
NAME
ADDRESS: 1
2
3
CITY:
STATE:
ELECTRONIC MAIL ID NUMBER
PHONE:
SEL
-
ID
-
ZIP CODE:
-
ELECTRONIC MAIL ADDRESS
SUNCOM:
-
FAX:
-
-
NAME
TYPE:
SEL:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Procedures for using the Director/Manager File Add screen
are described below.
1.
On line 6, the Director/Manager ID Number will display as
it was entered on the previous screen. This field is
protected and cannot be changed. The NAME field will be
available for input. (31 alphanumeric; required field.)
2.
On lines 8-10, enter the address of the Director/Manager.
All three of these lines are optional. However, if
anything is entered on lines 8 or 9, then line 10 will be
required.
3.
On line 12, fields identified as: Electronic Mail ID Number
and Electronic Mail Address are available for use. Both
fields contain 10 alphanumeric characters and are optional.
4.
On line 14, the fields: Phone (10 alphanumeric), Suncom (7
alphanumeric), and Fax (10 alphanumeric) are displayed and
available for input. All three of these fields are
optional.
5.
To continue adding Director/Manager records or to transfer
to another screen within the Director/Manager file enter
the appropriate codes on line 21, the NEXT line.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 3
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
6.
To transfer to another FLAIR function, enter the
appropriate function and select codes in the TYPE and SEL
fields on line 22.
7.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Director/Manager Add
screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
A two-digit abbreviation should be entered for each state
when adding addresses that include a city and state. The valid
state code abbreviations are:
AL
AZ
CA
CT
DC
GA
ID
IN
KS
LA
MD
MI
MS
MT
NV
NJ
NY
ND
OK
PA
SC
TN
UT
VA
WV
WY
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
Alabama
Arizona
California
Connecticut
District of Columbia
Georgia
Idaho
Indiana
Kansas
Louisiana
Maryland
Michigan
Mississippi
Montana
Nevada
New Jersey
New York
North Dakota
Oklahoma
Pennsylvania
South Carolina
Tennessee
Utah
Virginia
West Virginia
Wyoming
Effective Date
October 1, 2003
AK
AR
CO
DE
FL
HI
IL
IA
KY
ME
MA
MN
MO
NE
NH
NM
NC
OH
OR
RI
SD
TX
VT
WA
WI
–
–
–
–
–
–
–
–
–
–
–
–
–
–
–
Alaska
Arkansas
Colorado
Delaware
Florida
Hawaii
Illinois
Iowa
Kentucky
Maine
Massachusetts
Minnesota
Missouri
Nebraska
New Hampshire
New Mexico
North Carolina
Ohio
Oregon
Rhode Island
South Dakota
Texas
Vermont
Washington
Wisconsin
Supersedes:
January 7, 2003
Chapter 4
Page 4
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRY INTO EXISTING DIRECTOR/MANAGER FILE RECORDS BY NUMBER
Inquiry into the Director/Manager File may be done either
by name or by number. To initiate an inquiry, on the
Director/Manager File Mini Menu screen or on the NEXT line of
any Director/Manager File screen, the operator will type an "I"
in the SELECT (SEL) field and either the Director/Manager number
or name in the appropriate field and depress the ENTER key.
If the inquiry is made by number, the Director/Manager File
Inquiry Screen, as shown below will display.
Director/Manager File Inquiry By Number Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DMI2
07/19/02
DIRECTOR/MANAGER FILE:
ID NUMBER
123456789
NAME
ROBERT, STEPHEN
ADDRESS:
101 E GAINES STREET
ROOM 250
TALLAHASSEE
FL 32339-0000
ELECTRONIC MAIL ID NUMBER
PHONE:
SEL
850 - 410 - 5555
ID
14:08:15
INQUIRY BY NUMBER
STATUS
A
ELECTRONIC MAIL ADDRESS
SUNCOM:
210 - 5555
FAX:
850 - 410 - 5556
NAME
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Descriptions of the Director/Manager Inquiry by Number
Screen are given below:
1.
Lines 6 - 14 contain ID NUMBER, NAME, STATUS, ADDRESS,
ELECTRONIC MAIL ID NUMBER, ELECTRONIC MAIL ADDRESS, PHONE,
SUNCOM AND FAX.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 5
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The STATUS indicates what type of action has been taken
relative to a Director/Manager record. Existing Codes are:
A - Added to the file.
I - Has been placed in an inactive status.
D - To be deleted from the file.
2.
To continue inquiring into Director/Managers or to transfer
to another screen, enter the appropriate SEL code and
Director/ Manager ID NUMBER or NAME (if inquiring) on the
NEXT line.
3.
To transfer to a different function or screen, input the
appropriate TYPE and SEL codes.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Director/Manager
inquiry by number screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
INQUIRY INTO EXISTING DIRECTOR/MANAGER FILE RECORDS BY NAME
Inquiry into the Director/Manager File may be done either
by name or by number. To initiate an inquiry, on the
Director/Manager File Mini Menu Screen or on the NEXT line of
any Director/Manager File screen, the operator will type an "I"
in the SELECT (SEL) field and either the Director/Manager number
or name in the appropriate field and depress the ENTER key.
If Inquiry into the Director/Manager File was made by name,
the Director/Manager File Inquiry Screen shown on the next page
will display.
1.
If an exact match cannot be made on the file for the name
specified, the system will display the next record on file
plus all subsequent records.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 6
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Director/Manager File Inquiry By Name Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DMI1
I/U
07/19/02
DIRECTOR/MANAGER FILE: INQUIRY BY NAME
ID NUMBER
NAME
987654321
123456789
545454545
SEL
ID
DATE, JULIAN
ROBERT, STEPHEN
WASHINGTON, GEORGE
14:10:43
STATUS
A
A
A
NAME
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
The following data will be displayed for each Director/Manager:
Director/Manager ID Number
Director/Manager Name
Status
2.
To transfer to the Inquiry by Number or an Update screen,
enter either an "I" (for the Inquiry by Number screen) or a
"U" (for the Update screen) in the column headed I/U next
to the desired record. An example of the Update screen is
shown in the next section on page 8.
3.
On line 21, the NEXT line, the operator may transfer to
another Director/Manager screen by typing in the
appropriate SEL code and either an ID number or NAME in the
fields provided and then depressing the ENTER key.
4.
To transfer to a different function or screen, enter the
appropriate TYPE and SEL codes on line 22.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 7
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
5.
Lines 23 and 24 indicate the following available Program
Functions:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING EXISTING DIRECTOR/MANAGER RECORDS
To update an existing record, the operator may enter a "U"
in the Select (SEL) field and the Director/Manager number in the
NUMBER field on the Director/Manager File Mini Menu Screen or on
the NEXT line of any Director/Manager File Screen. The update
screen may also be accessed by placing a “U” in the I/U column
on the Director/Manager Inquiry by Name Screen. The screen
shown below will display with the cursor positioned on the first
available field for update. The only field that may not be
updated is the Director/Manager ID number.
Director/Manager File Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
DMU1
07/19/02
DIRECTOR/MANAGER FILE:
ID NUMBER
987654321
NAME
DATE, JULIAN
ADDRESS: 1
2
3
365 DECEMBER WAY
CITY:
TALLAHASSEE
STATUS
A
STATE: FL ZIP CODE: 32399 – 0000
ELECTRONIC MAIL ID NUMBER JD
ELECTRONIC MAIL ADDRESS SAM
PHONE:
-
SEL
850 - 555 - 2222
ID
SUNCOM:
14:14:59
UPDATE
FAX:
-
-
NAME
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 8
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The Status Code values shown on the Director/Manager Update
screen are:
A = Active
I = Inactive
D = Deleted
To update the status code or any field (other than the ID
Number) of the Director/Manager file, the operator will tab to
the appropriate field, type in the new data and depress the
ENTER key. The following Status Code changes are allowed:
A to I or D
I to A or D
D to A or I
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 4
Page 9
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 5
PROJECT INFORMATION FILE
The Project Information File is an on-line source of
information for projects entered into by the agency. Any project
added to the Project Information File also creates a record on the
Title File. A Project Number may not be added through the Title
File. It can only be added through the Project Information File.
When Project Information File records are created, they are
established at the agency's Operating Level (L1 L2 L3).
Information that is recorded on the Project Information File is
static in nature and will not be updated when used in accounting
transactions.
A semiannual purge in January and July of each year will
purge Project Information File records that have been marked for
deletion for longer than 12 months. The General Ledger Master
File records related to those purged Projects will also be purged
at that time.
PROJECT INFORMATION MINI MENU
The Project Information Mini Menu is used to access
appropriate screens to add, inquire, or update records on the
Project Information File. This mini menu may be accessed by
entering "PJ" in the TYPE field at the bottom of any FLAIR screen.
The Project Information Mini Menu Screen as shown on the next page
will display.
Procedures for using the Project Information Mini Menu Screen
are described below:
1.
On lines 7-10 of the Project Information Mini Menu, the
available record types and their corresponding available
selection options are listed. The record types and selection
options are:
REC TYPE
A
B
C
D
Effective Date
October 1, 2003
DESCRIPTION
Project
Project
Project
Project
Information File
Amendment File
to Account Code Correlation
to Contract Correlation
Supersedes:
January 7, 2003
SEL OPTIONS
A,
A,
A,
A,
I,
I,
I,
I,
U
U
U
U
Chapter 5
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The selection option codes available for use in the SEL
OPTION field are:
SEL
Description
A
I
U
Add record(s) to the file
Inquiry into a record
Update a record
Project Information Mini Menu Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
2.
PJMU
07/19/02
14:19:11
PROJECT INFORMATION MINI MENU
REC TYPE
A
B
C
D
DESCRIPTION
PROJECT
PROJECT
PROJECT
PROJECT
SEL OPTIONS
INFORMATION FILE
AMENDMENT FILE
TO ACCOUNT CODE CORRELATION
TO CONTRACT CORRELATION
REC TYPE
SEL OPTION
OTHER PROJ NUMBER
PROJECT NUM
A,
A,
A,
A,
AMD
I,
I,
I,
I,
U
U
U
U
CONTRACTORS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MAIN RFRSH
Line 20, the access line, is provided to make a requested
selection of Project Information File screens. To make a
request, enter the appropriate data to the right of the
following field titles:
REC TYPE
Record Type; enter the appropriate record type
for the Project Information File record that
is desired.
SEL OPTION
Selection Code; enter the appropriate
selection as described above for the record
type desired.
PROJECT NUM
Enter the Project Number for which add,
inquiry, or update is desired.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
AMD
Enter the Amendment number for which inquiry
or update is desired on the Project Amendment
File.
CONTRACTORS
Place an "X" in this field to view a list of
architects and contractors recorded on the
Project Information File.
The access line is carried on all Project Information File
screens. Use of this line allows the operator to transfer
directly from one screen to another without first returning to the
Project Information File Mini Menu.
3.
Once the desired screen has been indicated, depress the ENTER
key and the requested screen will display.
ADDING PROJECT INFORMATION RECORDS
To establish a record on the Project Information File, the
following procedures should be used.
1.
If an "A" in the REC TYPE field, an "A" in the SEL OPT field,
and a PROJECT NUM are entered on the access line of the
Project Information Mini Menu or any Project Information
screen, the Project Information File Add screen as shown on
the next page will display.
2.
Lines 5 - 7 on the Project Information File Add Screen should
be completed as indicated:
AGENCY PROJECT
NUMBER
This field will display as it was
input from the Project Information Mini
Menu; protected.
ORIGINAL AMOUNT
The original project amount; required.
LONG TITLE
Agency assigned long project title;
required.
SHORT TITLE
Agency assigned short project title;
required.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 3
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Project Information Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3.
PJ01
07/19/2002
14:27:47
PROJECT INFORMATION - ADD
AGENCY PROJECT NUMBER 2002BLDAA46
LONG TITLE
SHORT TITLE
COUNTY
ACREAGE
OTHER PROJ NUM
BEGIN DATE
TYPE APPROP
DGS DELEGATED
ARCH/ENG CNTRT LET
CONST. CNTRT
ORGANIZATION CODES
ORIGINAL AMOUNT
PROJ TYPE
END DATE
PROG APPROVED
FORCE ACCT
PROJ STATUS
APD
PURCH COMPL
OFS
CONTRACTOR VENDOR IDS
ARCHITECT/ENGINEER VENDOR ID
AGENCY USE (1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
NEXT: REC TYPE A SEL OPT A PROJECT NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Lines 8 - 20 contain other information related to this
particular project. Procedures for using these fields are
described below:
COUNTY
The County in which this project is
located, edited against the State
Standard County Codes on the title file;
required.
ACREAGE
Number of acres involved in this
particular project; optional.
PROJ TYPE
The type of project, if input, edited
against the title file; optional.
PROJ STATUS
The stage of this particular project, if
input, edited against the Title File;
optional.
OTHER PROJ NUMBER
DMS assigned project number for agencies
other than universities; optional.
BEGIN DATE
Project start date; optional.
END DATE
Project ending date; optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 4
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
APD
Agency Project Director, if input edited
against the Director/Manager File;
optional.
TYPE APPROP
The type of appropriation for the
project; optional.
DGS DELEGATED
Identifies if this project is delegated
from DMS, valid input: Y=yes, N=no;
optional.
PROG APPROVED
Indicates whether or not the project has
program approval, valid input: Y=yes,
N=no, optional.
PURCH COMPL
This field is available as an indicator
to identify completed purchases for a
project, valid input: Y=yes, N=no;
optional.
ARCH/ENG CNTRT LET
This field is available to indicate if
this project involves a bid for services,
valid input: Y=yes, N=no; optional.
CONST CNTRT
Construction Contract is used to identify
if a construction contract is being used
for this project, valid input: Y=yes,
N=no; optional.
FORCE ACCT
Denotes if an outside labor force is
being used to complete this project,
valid input: Y=yes, N=no; optional.
OFS
Original Fund Source denotes the original
source of funds, if input it is edited
against the title file; optional.
ORGANIZATION CODES
This field allows the user to enter
organization codes that are involved with
this project, if input it is edited
against the title file; optional.
CONTRACTOR VENDOR
This field is available to input any
vendors that are involved with this
project, if input, it is edited against
the vendor file; optional.
ARCHITECT/ENGINEER
Identifies any architects or VENDOR ID
engineers that are involved in this
project, if input, it is edited against
the vendor file; optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 5
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
AGENCY USE
These fields are agency assigned fields,
fields 1 and 2 are 60A/N, 3 is 15A/N, 4
and 5 are 10A/N, and 6-10 are 5A/N;
optional.
4.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If lines 21
and 22 are left blank, the data entered on the screen will be
accepted and the Project Information Mini Menu will be
returned. Lines 21 and 22 may be completed to request an
additional input screen. If REC TYPE, SEL OPT, PROJECT NUM,
AMD, CONTRACTORS, or OTHER PROJ NUMBER are entered, the
system will retrieve the requested Project Information
Screen. To transfer to another function, TYPE and SEL should
be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project Information
File Add screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 5
Page 6
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRING INTO THE PROJECT INFORMATION FILE
If a record type of "A" and a select option of "I" are
entered on the access line of the Project Information Mini Menu or
any Project Information File Screen, the Project Information File
Inquiry screen as shown below will display.
Project Information Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ02
07/19/2002 14:34:14
PROJECT INFORMATION - INQUIRY
AGENCY PROJECT NUMBER 2002BLDAA46
TOTAL PROJECT AMT
775500.00
SHORT TITLE ADMN BLDG
AMT CORRELATED
ORIGINAL AMOUNT
775500.00
AMT OF AMENDMENTS
5500.00
LONG TITLE NEW ADMINISTRATION BUILDING
SC A
COUNTY
37
ACREAGE
PROJ TYPE
PROJ STATUS
OTHER PROJ NUM
BEGIN DATE 10012002 END DATE 02152004 OFS
TYPE APPROP
DGS DELEGATED
O PROG APPROVED O
PURCH COMPL
O
ARCH/ENG CNTRT LET
O
CONST. CNTRT
O FORCE ACCT
O
ORGANIZATION CODES
95100202213
CONTRACTOR VENDOR IDS
ARCHITECT/ENGINEER VENDOR ID VF592778651001
AGENCY PROJECT DIRECTOR NAME
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
NEXT: REC TYPE A SEL OPT I PROJECT NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
APD
AGENCY USE
Procedures for the use of this screen are described below:
1.
If no Project Information number is entered on the Inquiry
Request, all Project Information records will be displayed
beginning with the first record on file. The operator may
use the PF8 key to page to subsequent records on the Project
Information Inquiry file.
2.
If an inquiry request is made on the access line for a
specific Project Information file record, the requested
Project Information record will be displayed. The operator
may use the PF8 key to page to subsequent records on the
Project Information Inquiry file.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 7
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
The Project Information File Inquiry data retrieved is
protected (cannot be changed). The TOTAL PROJECT AMT is
displayed on the Inquiry Screen only. The CORRELATED AMOUNT
and the AMENDED AMOUNT fields are seen on the inquiry screen
and update screens only.
4.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information file. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information screen. To transfer to another function, TYPE
and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project Information
File Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING THE PROJECT INFORMATION FILE
If a REC TYPE of "A", a SEL OPT of "U", and a PROJECT NUM are
entered on the access line of the Project Information Mini Menu or
any Project Information screen, the Project Information Update
Screen as shown on the next page will display.
Procedures for using the Project Information File Update
screen are described below:
1.
If an update request is made on the access line of any
Project Information File Screen, the Project Information File
Update Screen will display.
2.
A Project Information record may be deleted by entering a "D"
in the status field (SC), this process will also delete the
Project ID from the title file. A record can also be placed
in an inactive status by entering an "I" in the status field.
This will also inactivate the Project ID code from the Title
File.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 8
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Project Information Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3.
PJ03
07/19/2002 14:38:11
PROJECT INFORMATION - UPDATE
AGENCY PROJECT NUMBER 2002BLDAA46
ORIGINAL AMOUNT
775500.00
SHORT TITLE ADMN BLDG
AMT CORRELATED
AMT OF AMENDMENTS
5500.00
LONG TITLE NEW ADMINISTRATION BUILDING
SC A
COUNTY
37
ACREAGE
PROJ TYPE
PROJ STATUS
OTHER PROJ NUM
BEGIN DATE 10012002 END DATE 02152004 APD
TYPE APPROP
DGS DELEGATED
O PROG APPROVED O
PURCH COMPL O
ARCH/ENG CNTRT LET
O
CONST. CNTRT
O FORCE ACCT
O
OFS
ORGANIZATION CODES
95100202213
CONTRACTOR VENDOR IDS
VF592778651001
ARCHITECT/ENGINEER VENDOR ID
AGENCY USE (1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
NEXT: REC TYPE A SEL OPT U PROJECT NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
The operator may tab to any of the appropriate fields on the
Project Information File and update the record. The
following fields are protected and may not be changed:
PROJECT NUMBER
CORRELATED AMOUNT
AMENDED AMOUNT
4.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information Screen. To transfer to another function, TYPE
and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project Information
Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 5
Page 9
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRING INTO THE PROJECT INFORMATION CONTRACTOR SCREEN
To inquire into the Project Information Contractor screen,
the operator will type an "X" in the CONTRACTORS field and a
project number in the PROJECT NUM field on the access line of the
Project Information Mini Menu or on the NEXT line of any Project
Information screen, and depress the ENTER key. The screen shown
on the next page will display.
Descriptions of the Project Information Contractors screen
are given below:
1.
On lines 3 - 20, the Project Information Contractor Inquiry
screen will display the name, address and telephone number
for the Architect/Engineer and Contractor ID's that are
entered on a specific Project Information File record. The
Architect/ Engineer and Contractor's vendor ID's must have
been established on the agency's Vendor File first, since
those ID's will be edited against the agency's Vendor File.
The system will pull the name, address and telephone number
that is established on the Vendor File and display them on
the screen. This screen will be displayed protected.
2.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information screen. To transfer to another function, TYPE
and SEL should be input.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 10
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Project Information Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3.
PJ04 2002BLDAA46 SC A NEW ADMINISTRATION BUILDING
07/19/02 14:42:57
ARCH/ENG NUMBER
NAME
PHONE (000) 000-0000
00000-0000
CONTRACTOR NUMBER VF592778651001
NAME
ABC CONSTRUCTION COMPANY
P.O. BOX 55998
PHONE (850) 555-1234
HAVANA, FL
33559-6678
CONTRACTOR NUMBER
NAME
PHONE (000) 000-0000
00000-0000
CONTRACTOR NUMBER
NAME
PHONE (000) 000-0000
00000-0000
CONTRACTOR NUMBER
NAME
PHONE (000) 000-0000
00000-0000
CONTRACTOR NUMBER
NAME
PHONE (000) 000-0000
00000-0000
REC TYPE A
SEL OPTION I
PROJECT NUM 2002BLDAA46
AMD
CONTRACTORS X
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project Information
Contractor screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 11
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
PROJECT AMENDMENT FILE
The Project Amendment File provides an historical listing of
amendments that affect a particular project. Beginning balances
for each project are established when an ORIGINAL AMOUNT is
entered when setting up a project on the Project Information File.
An agency may record changes in either the amount or operations of
a project on the Amendment File. Amendments are recorded
separately by Amendment Number for each project. A record must
exist on the Project Information File prior to entering any
amendment information.
ADDING PROJECT AMENDMENT RECORDS
To establish a record on the Project Amendment File, the
following procedures should be used:
1.
If a "B" is entered in the REC TYPE field, an "A" in the SEL
OPTION field, and a project number is entered in the PROJECT
NUM field on the Project Information File Mini Menu or any
Project Information screen, the Project Amendment File Add
screen as shown below will display.
Project Amendment Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ05
07/19/2002
14:57:32
PROJECT AMENDMENT - ADD
AGENCY PROJ NUM 2002BLDAA46
AMD
LN
..TRDT..
.END DT.
NEW ADMINISTRATION BUILDING
..........ACCOUNT CODE.............
....AMOUNT.....
...................DESCRIPTION.........................
95
95
95
95
NEXT:
REC TYPE B SEL OPT A PROJ NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 12
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
On line 5, the project number will display protected, brought
forward from the request screen.
3.
Lines 9 - 19 on the Project Amendment Add Screen should be
completed as indicated:
AMD
Agency assigned amendment name or number
given to the amendment being added to the
file; required.
LINE
The line number of the Amendment that is
being added to the file; optional.
TRDT
Transaction Date, if entered must be
MMDDYYYY; optional.
ACCOUNT CODE
29-digit FLAIR Account Code; required if
an Amendment Amount is entered,
otherwise, optional.
END DT
Ending Date for the Amendment being added
to the file, if entered must be MMDDYYYY;
optional.
AMOUNT
Amendment amount, if account code is
entered it is required, otherwise,
optional.
DESCRIPTION
Optional.
4.
Lines 21 and 22, the NEXT lines, may be used to request
additional screens within the Project Information File.
After completing the Project Amendment screen the operator
may indicate a REC TYPE, SEL OPT, PROJECT NUM, AMD,
CONTRACTORS, or OTHER PROJ NUMBER on lines 21 and 22 and, the
system will retrieve the requested Project Information
screen. To transfer to another function, TYPE and SEL should
be input.
5.
Lines 23 and 24 indicate the following available Program
Functions which may be utilized on the Project Amendment Add
screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 5
Page 13
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRING INTO THE PROJECT AMENDMENT FILE
If a REC TYPE of "B", a SEL OPT of "I", and a PROJECT NUM are
entered on the access line of the Project Information Mini Menu or
any Project Information File Screen, the Project Amendment File
Inquiry Screen as shown below will display.
Project Amendment Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ06
07/19/2002
15:35:02
PROJECT AMENDMENT - INQUIRY
AGENCY PROJ NUM 2002BLDAA46
AMD
LN
0001 00
0002 00
...TRDT...
..END DT..
07/05/2002
07/08/2002
03/15/2004
NEW ADMINISTRATION BUILDING
.......... ACCOUNT CODE ............
.....AMOUNT.....
................... DESCRIPTION .......................
95 10 1 000001 95100000 00 060000 00
-2293.00
PROJECT EXTENDED
NEXT:
REC TYPE B SEL OPT I PROJ NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Procedures for the use of this screen are described below:
1.
The operator may request a project amendment inquiry by
entering both the project number and the amendment number or
by entering just the project number when making an inquiry.
If no amendment number is entered all amendments for that
project will display beginning with the first record on file.
2.
If an inquiry request is made on the access line for a
specific amendment number, the system will begin reading the
amendment file from the requested point and display the
screen as shown above.
3.
The Project Amendment File Inquiry data retrieved is
protected (cannot be changed).
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 14
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
4.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information screen. To transfer to another function, TYPE
and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project Amendment
Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING THE PROJECT AMENDMENT FILE
If a REC TYPE of "B", a SEL OPT of "U", and a PROJECT NUM are
entered on the access line of the Project Information Mini Menu or
any Project Information screen, the Project Amendment Update
Screen as shown on the next page will display. Procedures for
this screen are described below:
1.
If an update request is made on the access line of any
Project Information File screen, the Project Amendment Update
Screen will display.
2.
A project amendment record may be deleted by entering a "D"
in the delete column (D), next to the desired amendment
record.
3.
The operator may tab to any of the appropriate fields on the
Project Amendment File and update the record. The following
fields are protected and may not be changed:
PROJECT NUMBER
LONG TITLE
TOTAL PROJECT AMOUNT
L1 IN THE ACCOUNT CODE
AMD & LINE
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 15
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Project Amendment Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ07
PROJECT AMENDMENT - UPDATE
AGENCY PROJ NUM 2002BLDAA46
TOTAL PROJECT AMOUNT
07/19/2002
15:36:51
NEW ADMINISTRATION BUILDING
773207.00
D AMD
LN
..TRDT..
........ACCOUNT CODE................
.....AMOUNT.....
.END DT.
....................DESCRIPTION........................
0001 00
07052002
95 10 1 000001 95100000 00 060000 00
-2293.00
0002 00
07082002
03152004
PROJECT EXTENDED
NEXT:
REC TYPE B SEL OPT U PROJ NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
CAN
4.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information Screen. To transfer to another function, TYPE
and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project Amendment
Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 5
Page 16
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
PROJECT TO FUND CORRELATION TABLE
The Project to Fund Correlation Table is an optional on-line
file for associating projects and funds. This table is used to
limit project/fund relationships, as well as, prevent incorrect
combinations from entering the system. This table should be
built, if it is used, after the establishment of the Project
Information File, as system edits require the existence of a
project on the Project Information File prior to its acceptance in
the Correlation Table.
ADDING PROJECT TO FUND CORRELATION TABLE RECORDS
To establish a Project to fund correlation record on the
Project to Fund Correlation Table, the following procedures should
be used.
1.
If a REC TYPE of "C", a SEL OPT of "A", and a PROJECT NUM are
entered on the access line on the Project Information Mini
Menu screen or any Project Information File screen, the
Project to Fund Correlation Add screen as shown below will
display.
Project To Fund Correlation Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ08
07/19/2002
15:42:03
PROJECT TO FUND CORRELATION - ADD
AGENCY PROJ NUM 2002BLDAA46
NEW ADMINISTRATION BUILDING
CORRELATED ACCOUNT CODES
95
CORRELATED AMOUNT
95
95
95
95
95
NEXT: REC TYPE C SEL OPT A
OTHER PROJ NUMBER
PROJECT NUM 2002BLDAA46
AMD
CONTRACTORS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 17
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for adding a correlation record to a Project are
described below:
2.
On line 5, the agency project number and long title are
brought forward protected from the request that was made.
3.
Lines 8 - 18 of the Project to Fund Correlation Add Screen
should be completed as indicated:
CORRELATED ACCOUNT
CODE
The account number(s) (29 digit
FLAIR Account Code) to be correlated to
the Project, edited against the Account
Description File; required.
CORRELATED AMOUNT
The amount which should be correlated
to the Project; optional.
4.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If lines 21
and 22 are left blank, the data entered on the screen will be
accepted and the Project Information Mini Menu will be
returned. Lines 21 and 22 may be completed to request a new
screen. If REC TYPE, SEL OPT, PROJECT NUM, AMD, CONTRACTORS,
or OTHER PROJ NUMBER are entered, the system will retrieve
the requested Project Information Screen. To transfer to
another function, TYPE and SEL should be input.
5.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project to Fund
Correlation Add screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 5
Page 18
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INQUIRING INTO THE PROJECT TO FUND CORRELATION TABLE
If a REC TYPE of "C", a SEL OPT of "I", and a PROJECT NUM are
entered on the Project Information File Mini Menu or any Project
Information File Screen, the Project to Fund Correlation Inquiry
Screen as shown below will display.
Project To Fund Correlation Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ09
07/19/02
15:44:14
PROJECT TO FUND CORRELATION - INQUIRY
AGENCY PROJ NUM 2002BLDAA46 NEW ADMINISTRATION BUILDING
PROJECT TOTAL CORRELATED AMOUNT
172000.00
CORRELATED ACCOUNT CODES
CORRELATED AMOUNT
95 10 1 000001 95100000 00 080000 00
150000.00
95 50 2 050001 95200000 00 080000 00
22000.00
NEXT: REC TYPE C SEL OPT I PROJECT NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Procedures for the use of this screen are described below.
1.
The information shown on the inquiry screen is retrieved
protected (cannot be changed).
2.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information Screen. To transfer to another function, TYPE
and SEL should be input.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 19
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
3.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project to Fund
Correlation Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
UPDATING THE PROJECT TO FUND CORRELATION TABLE
If a REC TYPE of "C", a SEL OPT of "U" and a PROJECT NUM are
entered on the Project Information Mini Menu or any Project
Information File screen, the Project to Fund Correlation Update
Screen as shown on the next page will display. Procedures for the
use of this screen are described below.
1.
To update a particular record, the operator must tab to the
appropriate field and type over the old information with the
new information (data code). If the correlated account code
is changed it will be edited against the Account Description
File. After making changes, depressing the ENTER key will
process the request.
2.
To delete a correlation record from the Project to Fund
Correlation Table type in "D" in the Delete (D) column next
to the appropriate record. After depressing the ENTER key,
the record will be deleted.
3.
The following fields are protected and may not be changed:
AGENCY PROJ NUM
LONG TITLE
4.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information screen. To transfer to another function, TYPE
and SEL should be input.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 20
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Project To Fund Correlation Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
5.
PJ10
07/19/2002
15:46:40
PROJECT TO FUND CORRELATION - UPDATE
AGENCY PROJ NUM 2002BLDAA46
NEW ADMINISTRATION BUILDING
D CORRELATED ACCOUNT CODES
95 10 1 000001 95100000 00 080000 00
CORRELATED AMOUNT
150000.00
95 50 2 050001 95200000 00 080000 00
22000.00
NEXT: REC TYPE C SEL OPT U
OTHER PROJ NUMBER
PROJECT NUM 2002BLDAA46
AMD
CONTRACTORS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project to Fund
Correlation Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 5
Page 21
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
PROJECT TO CONTRACT CORRELATION TABLE
The Project to Contract Correlation Table is an optional
on-line file for associating project and contract information.
This table will be used to limit project/contract relationships
that will be used in accounting transactions. This table should
be built, if it is used, after the establishment of Project
Information File records, and Contract Information file records,
as system edits require the existence of a project on the Project
Information File and a Contract on the Contract Information File
before a Project/Contract correlation record may be established.
ADDING PROJECT TO CONTRACT CORRELATION TABLE RECORDS
To Establish a Project to Contract Correlation record on the
Project Information File, the following procedures should be used.
1.
If a REC TYPE of "D", a SEL OPT of "A" and a PROJECT NUM are
entered on the access line of the Project Information File
Mini Menu or on any Project Information File screen, the
Project to Contract Correlation Add Screen shown below will
display.
Project To Contract Correlation Add Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ11
07/19/2002
15:48:34
PROJECT TO CONTRACT CORRELATION - ADD
AGENCY PROJ NUM 2002BLDAA46
NEW ADMINISTRATION BUILDING
CORRELATED CONTRACTS:
NEXT: REC TYPE D SEL OPT A PROJECT NUM 2002BLDAA46 AMD
CONTRACTORS
OTHER PROJ NUMBER
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 22
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
Lines 7 - 15 contain the 5 digit fields where the correlated
contracts will be entered. Five Contracts per line may be
added to the file, a total of twenty five (25) per screen; at
least one contract is required, and is edited against title
file.
3.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If lines 21
and 22 are left blank, the data entered on the screen will be
accepted and the Project Information Mini Menu will be
returned. Lines 21 and 22 may be completed to request an a
different screen. If REC TYPE, SEL OPT, PROJECT NUM, AMD,
CONTRACTORS, or OTHER PROJ NUMBER are entered, the system
will retrieve the requested Project Information Screen. To
transfer to another function, TYPE and SEL should be
completed.
4.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project to Contract
Correlation Add screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
INQUIRY INTO THE PROJECT TO CONTRACT CORRELATION TABLE
If a REC TYPE of "D", a SEL OPT of "I" and a PROJECT NUM are
entered on the access line on the Project Information File Mini
Menu or any other Project Information File screen, the screen
shown on the next page will display. Procedures for the using the
Project to Contract Correlation Inquiry screen are given below.
1.
The information shown on the inquiry screen is retrieved
protected (cannot be changed).
2.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information screen. To transfer to another function, TYPE
and SEL should be input.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 23
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Project To Contract Correlation Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
3.
PJ12
07/19/02
PROJECT TO CONTRACT CORRELATION - INQUIRY
AGENCY PROJ NUM 2002BLDAA46
CORRELATED CONTRACTS:
NEW ADMINISTRATION BUILDING
44444
NEXT: REC TYPE D SEL OPT I
OTHER PROJ NUMBER
15:52:27
C9934
PROJECT NUM 2002BLDAA46
AMD
CONTRACTORS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project to Contract
Correlation Inquiry screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 24
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
UPDATING THE PROJECT TO CONTRACT CORRELATION TABLE
If a REC TYPE of "D", a SEL OPT of "U" and a PROJECT NUM are
entered on the Project Information File Mini Menu or any Project
Information File Screen, the Project to Contract Update Screen as
shown below will display.
Project To Contract Correlation Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
PJ13
07/19/2002
PROJECT TO CONTRACT CORRELATION - UPDATE
AGENCY PROJ NUM 2002BLDAA46
CORRELATED CONTRACTS:
NEW ADMINISTRATION BUILDING
44444
NEXT: REC TYPE D SEL OPT U
OTHER PROJ NUMBER
15:56:02
C9934
PROJECT NUM 2002BLDAA46
AMD
CONTRACTORS
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Procedures for the using this screen are described below:
1.
For each record displayed, up to twenty five (25) correlated
contracts may be shown. To update a particular correlated
contract, the operator will tab to the appropriate field and
type in the new information. After depressing the ENTER key,
the update will be processed. To delete a correlated
contract, the operator must tab to the desired contract code
and erase the data code by depressing the ERASE EOF key or by
using the space bar. After depressing the ENTER key, the
contract will be deleted.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 5
Page 25
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
On lines 21 and 22, the NEXT lines, additional screens may be
requested within the Project Information File. If REC TYPE,
SEL OPT, PROJECT NUM, AMD, CONTRACTORS, or OTHER PROJ NUMBER
are entered, the system will retrieve the requested Project
Information screen. To transfer to another function, TYPE
and SEL should be input.
3.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the Project to Contract
Correlation Update screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Mini Menu.
Main Accounting
as it appeared
screen.
Chapter 5
Page 26
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 6
GENERAL LEDGER TRANSACTION TYPES FOR CONTRACTS & GRANTS
The General Ledger Transaction Types outlined in chapters 9
- 17 of the FLAIR Procedures Manual are available for Contracts
and Grants input.
TR30 - (Direct Deposit Cash Receipt) is used to record
Letter of Credit cash receipts. Letter of Credit cash receipts
involve monies which are deposited into the State Treasury to a
fund which has drawn on a line of credit. The line of credit is
established by a grant award. These funds are generally drawn
on a local bank where the funding source (usually the Federal
Government) has placed grant funds on deposit. Both the FLAIR
General Ledger and the Grants General Ledger are updated when
entering a TR30 when the LOC indicator field is marked with an
“X”, and a grant containing a LOC record on the Grant
Information record is entered on the transaction.
When TR30 (Direct Deposit Cash Receipts) is used to record
Letter of Credit cash receipts, both the FLAIR General Ledger
and the Grants Ledger Available Balance update occurs. The
Available Balance File is updated as follows:
SF=1
Fund Cash
Fund Release
Revenue Object Code
Expend. Object Code
Organization Cash
Organization Allotment
Revenue Object Code
Expend. Object Code
Grant Fund Cash
Contract Fund Cash
Project Cash
Grant Allotment
Revenue Object Code
Expend. Object Code
Contract Allotment
Revenue Object Code
Expend. Object Code
Project Allotment
Revenue Object Code
Expend. Object Code
SF=2
SF=8
N/A*
+/-amount
+/-amount
N/A*
+/-amount
N/A*
N/A*
+/-amount
+/-amount
N/A*
N/A*
+/-amount
N/A*
+/-amount
N/A*
N/A*
N/A*
N/A*
+/-amount
+/-amount
+/-amount
+/-amount
N/A*
+/-amount
+/-amount
+/-amount
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
N/A*
+/-amount
*N/A = Not applicable
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
General Ledger Transaction Types 10, 11, and 20 carry the
following special instructions.
TR 10 - General Accounting and TR 20 - Allotments are used
to record general accounting and allotment data on the Grants
master file and/or on the FLAIR General Ledger system when the
desired Flow-Through Indicator is used.
Valid Flow-Through Indicators are:
0 = Update GL Master only, default if FT is left blank
2 = Update both GL and Grants Masters
3 = Update Grants Master only
Once an agency has been granted authorization for Contracts
and Grants Subsystem use, agency access and update of the Grants
Master and Detail Files are initiated by the use of a General
Ledger Transaction Type where Grant and/or Contract information
is entered in the GRANT and/or CNTRT (Contract) fields,
respectively. For example, if an agency has grant funds as part
of its operating budget and desires to make an unencumbered
disbursement from the grant proceeds, the following accounting
transaction should be recorded:
TR
Type SF
51
1
2
8
GL
7****
131**
122**
112**
Description
DR
CR
I/A
Expenditures
X
Unexpended General Revenue Release or
Released Cash in State Treasury
or
Cash in Bank
X
X
X
I
A
A
A
If GRANT and/or CNTRT data codes have been included in the
appropriate fields, this entry will update both the General
Ledger and the Grants General Ledger. To record other Contracts
and Grants activity, other General Ledger Transaction Types may
be used.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
TR11 - MASTER FILE LTD ADJUSTMENTS
Transaction 11, Master File LTD Adjustments, is provided to
record adjustments to life-to-date balances for Contracts,
Grants and/or Projects on the FLAIR Master File. With this
transaction type, accessing the Expansion Files is optional, and
no entries are automated, i.e., both the debit and credit sides
of an accounting transaction must be entered by the operator.
The only other file updated by TR 11 is the Transaction
File. Therefore, entries affecting any other file should not be
entered through Transaction 11.
ENTERING TR11 TRANSACTIONS
Single Transaction Input
If a TYPE of "11" and a SEL code of "S" are entered on any
FLAIR screen, the Single Input Request screen shown below will
display. This screen is used to enter one transaction at a time
with or without the Expansion File data displayed. When using
TR 11, accessing the Expansion File is optional.
TR11S Master File LTD Adjustments Single Input Request
Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
11S1
07/19/2002
13:57:15
TR 11 - MASTER FILE LTD ADJUSTMENTS - SINGLE INPUT - REQUEST
L1 L2 L3 L4 L5
EO VR OBJECT
95
NOTE:
EO (EXPANSION OPTION) WILL NOT DEFAULT TO 00 (STANDARD) ON THIS SCREEN
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 3
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Procedures for using the TR 11 Master File LTD Adjustments
Single Input Request screen are described below.
On line 6 of the Single Input Request Screen, the operator
will enter the appropriate data under the following field
titles. If Organization (L1 L2 L3 L4 L5), EO, VR, and/or OBJECT
are entered, the transaction will be expanded via the Expansion
Files. If these data codes are not entered, the operator must
enter those codes that would have been pulled from the expansion
files, manually.
L1 L2 L3 L4 L5
Organization; required.
EO
Expansion Option; optional.
VR
Expansion Option Version; optional.
OBJECT
Object Code; optional. If entered,
edit against the Title File.
After completing the TR11 Request screen as described
above, the operator will depress the ENTER key. Depending on
whether an Expansion Option record was accessed or not, either
the Expanded Single Input screen (top screen) or the Unexpanded
Single Input screen (bottom screen) as shown on the next page
will display.
Procedures for using the TR11 Master File LTD Adjustments
Input Screens are described below.
1.
On line 7, the operator will find the following fields
displayed available for input.
DOC-NO
Document Number; required.
LINE
Document Line Number; optional.
CF
Certified Forward Indicator; optional.
TRN-DT
Transaction Date; defaults to the
current date if left blank.
DESCRIPTION
Optional.
Also on line 7, L1 L2 L3 L4 L5, and OBJECT are displayed
from the previous screen and are protected.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 4
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
TR11 Master File LTD Adjustments Single Input Screen 2
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
11S2
DOC-NO
G
07/19/2002
TR 11 - MASTER FILE LTD ADJUSTMENTS - SINGLE INPUT
LINE
(1)
L1 L2 L3 L4 L5
95 10 02 02 213
.... AMOUNT.... TFO
(3)
PROJECT ID
EO
AA
(2)
OBJECT
511000
VR
02
ADO
(4)
PID
CF
TRN-DT
..QUANTITY..
(14) (15) (16)
AU
GF
SF
20
2
(17)
-----(18)---- (19)
FID
BE
IBI EF
010001 95100000 00
(20)
ECAT
DESCRIPTION
AI
(5)
(6)
(7) (8)
(9)
(10) (11)
CAT
YR GL
EGL EOB STATE-PROGRAM
EP GRANT
060000 00 72100
1112110000 000000
14:09:51
AB
(12)
(13)
GY CNTRT CY OCA
...UNITS....
...TIME...
NEXT: L1-L5 95 10 02 02 213 EO AA VR
OBJECT 511000
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
TR11 Master File LTD Adjustments Single Input Screen 3
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
11S3
DOC-NO
G
07/19/2002
TR 11 - MASTER FILE LTD ADJUSTMENTS - SINGLE INPUT
LINE
.... AMOUNT....
(5)
CAT
(6)
YR GL
(1)
L1 L2 L3 L4 L5
95 10 02 02 213
TFO
(2)
OBJECT
(3)
PROJECT ID
ADO
CF TRN-DT
(4)
PID
(7) (8)
(9)
EGL EOB STATE-PROGRAM
(14) (15) (16) (17)
AU
GF SF
FID
----(18)---BE
IBI
(19)
EF
DESCRIPTION
..QUANTITY..
(10) (11)
EP GRANT
(20)
ECAT
14:11:41
AI
AB
(12)
(13)
GY CNTRT CY OCA
...UNITS....
...TIME...
NEXT: L1-L5 95 10 02 02 213 EO
VR
OBJECT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 5
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
2.
3.
On line 11, the operator will find the following fields
displayed available for input.
AMOUNT
Transaction amount; required; enter a
positive amount for a debit and a
negative amount for a credit.
TFO
Title File Override Indicator;
optional; if used, "X" is the valid
input.
Project ID
Project Identification number; optional
if Contractor Grant is entered.
ADO
Account Description File Override
Indicator; optional; if used, "X" is
the valid input.
PID
Product Identifier; optional.
QUANTITY
Optional.
AI
Accrual Indicator; optional; if used,
valid input is: "A" for accrual items
or blank for cash items.
AB
Available Balance Override Indicator;
optional, valid input is “X”.
On line 15, the operator will find the following fields
displayed available for input. CAT, GL, EGL, and EOB may
be retrieved from the Expansion Set record if the Set File
is accessed. These fields may be overridden (changed) or
added by the operator if necessary on this screen.
CAT
Appropriation Category; required when
object code is entered unless the
general ledger code entered is 683**,
775**, 781**, 791**, 792**, or 793**;
otherwise optional.
YR
Appropriation Year; defaults to "00" if
left blank.
GL
General Ledger Code; required field,
must be 6XXXX or greater. (May not =
923xx or 932xx)
EGL
External General Ledger Code; optional.
EOB
External Object Code; optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 6
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The following fields on line 15 of the TR 11 Single Input
screen may be retrieved from the Expansion Option record, but
may be overridden (changed) by the operator if necessary on this
screen.
4.
STATE-PROGRAM
State Program number; required if GL =
6xxxx or 7xxxx otherwise, optional. If
entered, Budget Entity and State
Program must be correlated, unless TFO
is = to “X”.
EP
External Program; optional.
GRANT
Grant number; optional if Project ID or
Contract number are input.
GY
Grant Year; optional.
CNTRT
Contract number; optional if Project ID
or Grant is input.
CY
Contract Year; optional.
OCA
Other Cost Accumulator; optional.
On line 19, the operator will find the following fields
displayed. GF, SF, FID, and EF may be retrieved from the
Expansion Option record and are protected. If they are not
retrieved from the Expansion Option record, they must be
entered. BE and IBI may be retrieved from the Expansion
Option record but are not protected.
GF
GAAFR Fund Type; required.
SF
State Fund Type; required.
FID
Fund Identifier; required.
BE
Budget Entity; defaults to zeros.
IBI
Internal Budget Indicator; defaults to
zeros.
EF
External Fund; optional.
Also displayed on line 19 of the TR 11 Master File LTD
Adjustments Single Input screen, are the following data codes
available for input:
AU
Agency Unique; optional.
ECAT
External Category; optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 7
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
UNITS
Optional.
TIME
Optional.
5.
The operator may transfer to another FLAIR screen, by
entering appropriate codes in the TYPE and SEL fields. (See
chapter 8 of the FLAIR Procedures Manual for more
information.)
6.
After completing the input screen as described above, the
operator will depress the ENTER key. The transaction will
be processed and the requested screen will return (where
applicable). If no request is made on line 22, the
transaction will be processed and a Single Input screen
will return with the originally requested data from the
last screen.
7.
Lines 23 and 24 indicate the following available Program
Functions which may be utilized on the TR11 Master File LTD
Adjustments Single Input Screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
INQUIRING INTO TR 11 TRANSACTIONS
Single Transaction Inquiry
The TR11 Single Transaction Inquiry screen is provided to
display those TR 11 items entered on the current day. Items
entered during the day will be listed on the Daily Input File
and available for inquiry through a TR 11 inquiry request.
If a TYPE of "11" and a SEL code of "I" are entered on any
FLAIR screen, the Single Inquiry by Site Request Screen, as
shown on the top of the next page, will display.
The operator will find his/her organization security
clearance displayed along with the data codes available for
search criteria. Data Codes to be entered as search criteria
include Organization Code (L1-L5), USER I.D., GF, SF, FID, BE,
IBI, DOC-NO, LINE, and GL. Only transactions within the
operator's site and meeting the search criteria will be
displayed. If a data code is not entered all general accounting
transactions within the operator's site will be displayed in L2L5 order.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 8
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
TR11 Master File LTD Adjustments Single Inquiry
Request Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
11I1
07/19/2002
14:16:30
TR 11 – MASTER FILE LTD ADJUSTMENTS - SINGLE INQUIRY BY SITE - REQUEST
L1 L2 L3 L4 L5
95
USER ID
GF SF FID
BE
IBI
DOC-NO
G
LINE
GL
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MINI MAIN RFRSH
After completing the Request screen, the operator will
depress the ENTER key. The requested entry will be returned on
the Single Inquiry by Site screen, as shown on the next page.
The operator will find the requested accounting entries as they
appear on the Daily Input File. This data is protected and
cannot be changed.
On the TR11 Single Inquiry By Site shown on the next page,
the NEXT line may be used to transfer to another FLAIR screen or
to process a new request. If no request is made, the next entry
on file meeting the original search criteria will be displayed.
Lines 23 and 24 indicate the following available Program
Functions that may be utilized on the TR 11 Master File LTD
Adjustments Single Inquiry by Site Screen:
PF3 - processes current screen and returns Mini Menu.
PF4 - processes current screen and returns Main Accounting
Menu.
PF5 - refreshes screen and displays screen as it appeared
before any input was made.
PF6 - returns first record meeting search criteria.
PF8 - pages forward one screen.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 9
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
TR11 Master File LTD Adjustments Single Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
11I2
07/19/2002 14:17:52
TR 11 - MASTER FILE LTD ADJUSTMENTS - SINGLE INQUIRY BY SITE
DOC-NO
G 99335
LINE
....AMOUNT....
-345.17
L1 L2 L3 L4 L5
95 10 02 02 213
TFO
EO
AA
PROJECT ID
VR
02
OBJECT CF TRN-DT
511000
07192002
ADO
PID
..QUANTITY..
CAT
YR GL
EGL EOB STATE PROGRAM
EP
060000 00 72100
1112110000 000000
AU
GF
20
SF
2
FID
BE
IBI
010001 95100000 00
EF
DESCRIPTION
ADJ TO GRANT
GRANT
G1234
ECAT
AI
AB
GY CNTRT CY OCA
...UNITS....
...TIME...
TYPE
SEL
NEXT: L1 L2 L3 L4 L5 USER ID GF SF FID
BE
IBI DOC-NO
LINE GL
95
G
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH TOP
FWD
UPDATING TR 11 TRANSACTIONS
The Single Update by Site Screen, as shown on the next
page, is provided to make changes or corrections to transactions
entering the system on the current day. To make corrections to
General Accounting transactions entered on a prior day, the
operator must reverse the original entry and reenter it
correctly.
To access the Single Update by Site Screen, the operator
must retrieve, in Single Inquiry, the record to be changed; type
a "U" in the SEL field at the bottom of the inquiry screen, and
depress the ENTER key. A screen like the one on the next page
will display.
The DELETE field is available to delete an entry from the
Daily Input File. To delete the entry entirely, a "D" is typed
in the DELETE field and the ENTER key is then depressed. The
entry will then be removed from the Daily Input File, thereby
removing any accounting entries related to the particular item
from the system.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 10
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
TR11 Master File LTD Adjustments Single Update Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
11U1
07/19/2002
TR 11 - MASTER FILE LTD ADJUSTMENTS - SINGLE UPDATE BY SITE
14:19:16
DELETE:
DOC-NO
G 99335
LINE
(1)
L1 L2 L3 L4 L5
95 10 02 02 213
.... AMOUNT.... TFO
-345.17
(3)
PROJECT ID
EO
AA
ADO
VR
02
(2)
OBJECT CF TRN-DT
DESCRIPTION
511000
07192002 ADJ TO GRANT
(4)
PID
..QUANTITY..
(5)
(6)
(7) (8)
(9)
(10) (11)
CAT
YR GL
EGL EOB STATE-PROGRAM
EP GRANT
060000 00 72100
1112110000 000000
G1234
(14) (15)
AU
GF
20
(16) (17)
----(18)---SF
FID
BE
IBI
2
010001 95100000 00
(19)
EF
(20)
ECAT
AI
AB
(12)
(13)
GY CNTRT CY OCA
...UNITS....
...TIME...
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--CONT
MINI MAIN RFRSH
CAN
The operator may change existing data codes on the update
screen by using the tab key to move the cursor to the desired
field and then typing in the new data. After entering the new
data, the operator will depress ENTER and the change will be
processed. Certain data codes may not be changed. These are:
L1 L2 L3 L4 L5
EO
VR
OBJECT
GF, SF, FID
The following codes may not be deleted:
DOC-NO
AMOUNT
CAT
(if GL Code is 122**, 131**, 134**, 7****,
931**, or 941**)
GL
BE & IBI (if deleted, BE & IBI become zero filled and
edited against the Account Description File)
The Single Update by Site Screen may be used to transfer to
a different FLAIR function/transaction. If the TYPE and/or SEL
fields are left blank, after processing the update, the system
will return to the inquiry screen with the updated information
displayed.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 11
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
There is not a NEXT Line on the Single Update by Site
Screen. If another record is to be updated, the operator must
first retrieve the record through TR 11 Inquiry and follow the
procedures outlined above.
Lines 23 and 24 indicate the following available Program
Functions which may be utilized on the TR 11 Master File LTD
Adjustments Single Update By Site screen:
PF3 - processes current screen and returns
PF4 - processes current screen and returns
Menu.
PF5 - refreshes screen and displays screen
before any input was made.
PF12- escapes and does not process current
Mini Menu.
Main Accounting
as it appeared
screen.
THE AVAILABLE BALANCE FILE FOR CONTRACTS, GRANTS & PROJECTS
The Available Balance File is an auxiliary file that is
built and updated by accounting transactions that affect Fund
Cash, Fund Releases, Organization Cash, Allotments, Grant Fund
Cash, Contract Fund Cash, Project Fund Cash, Grant Allotments,
Contract Allotments, and Project Allotments. This is an on-line
file that is available for inquiry by each agency.
Six balances, in particular, are built solely for Contracts
and Grants Subsystem users. The balances and how they are
maintained are listed below:
Grant Fund Cash Balances (State Fund = 2, 3, 8 only)
Operating Level Organization (L1 L2 L3)
Fund (GF, SF, FID)
Grant
Contract Fund Cash Balances (State Fund = 2, 3, 8 only)
Operating Level Organization (L1 L2 L3)
Fund (GF, SF, FID)
Contract
Project Fund Cash Balances (State Fund = 2, 3, 8 only)
Operating Level Organization (L1 L2 L3)
Fund (GF, SF, FID)
Project
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 12
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Grant Allotment Balances (State Fund = 1, 2, 3, 8)
Operating Level Organization (L1 L2 L3)
Allotment Level Organization (as determined by
Allotment Level
Indicator/Default)*
Fund (GF, SF, FID)
BE and IBI
Category
Appropriation Year
Grant
*See note below.
Contract Allotment Balances (State Fund = 1, 2, 3, 8)
Operating Level Organization (L1 L2 L3)
Allotment Level Organization (as determined by the
Allotment Level
Indicator/Default)*
Fund (GF, SF, FID)
BE and IBI
Category
Appropriation Year
Contract
Project Allotment Balances (State Fund = 1, 2, 3, 8)
Operating Level Organization (L1 L2 L3)
Allotment Level Organization (as determined by the
Allotment Level
Indicator/Default)*
Fund (GF, SF, FID)
BE and IBI
Category
Appropriation Year
Project
*Note: Allotment Level Organization is determined by the
Contracts, Grants and Project Allotment Level Default/Indicator
from the Expansion records as follows:
CGALD/CGALI
A
B
C
D
E
Effective Date
October 1, 2003
Allotment Level Organization
L1
L2
L3
L4
L5
L1
L1
L1
L1
L1
00
L2
L2
L2
L2
Supersedes:
January 7, 2003
00
00
L3
L3
L3
00
00
00
L4
L4
000
000
000
000
L5
Chapter 6
Page 13
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The Available Balance Function is an inquiry only function
that allows users to view cash, release and allotment balances.
To access the function, the operator should type "AB" in the
TYPE field at the bottom of any FLAIR screen and depress the
ENTER key. The Available Balance Inquiry Screen as shown below
will display.
Available Balance Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ABMU
AVAILABLE BALANCE INQUIRY
L1 L2 L3 L4 L5
95
EO
VR
GAAFR FUND
BUDGET ENTITY
APPROP YEAR
OBJECT
GRANT
STATE FUND
IBI
AU
CURRENT YEAR
1
2
3
4
5
6
7
8
9
10
07/19/02
CONTRACT
14:22:51
PROJECT
FUND IDENTIFIER
APPROP CATEGORY
CFI
PRIOR YEAR
FUND CASH
FUND RELEASE
ORGANIZATION CASH
ALLOTMENT
GRANT FUND CASH
CONTRACT FUND CASH
GRANT ALLOTMENT
CONTRACT ALLOTMENT
PROJECT CASH
PROJECT ALLOTMENT
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MAIN RFRSH
Procedures for using the Available Balance Inquiry screen
are described below.
1.
On lines 5 - 9, the operator will enter the appropriate
data under the following field titles.
ORGANIZATION
Organization Level at which the
requested balances are maintained on
the Available Balance File; L1 is
always required; L2 - L5 required when
inquiring into Organization Cash,
Allotments, Grant Allotments, Contract
Allotments, and Project Allotments.
EO
Expansion Option; optional.
VR
Expansion Option Version; optional.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 14
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
*OBJECT
Object Code; optional.
GRANT
Required when inquiring into Grant Fund
Cash and/or Grant Allotments;
otherwise, optional.
GY
Grant Year; optional.
CONTRACT
Required when inquiring into Contract
Fund Cash and/or Contract Allotments;
otherwise, optional.
CY
Contract Year; optional.
PROJECT ID
Required when inquiring into Project
Fund Cash and/or Project Allotments;
otherwise, optional.
GAAFR FUND
Optional.
STATE FUND
Optional.
FUND IDENTIFIER
Optional; defaults to '000001' if left
blank.
BUDGET ENTITY
Optional.
IBI
Optional.
*APPROPRIATION
CATEGORY
Optional.
YEAR INDICATOR
Defaults to '00' if left blank.
*Note: Object Code or Category is required when inquiring into
Releases, Allotments, Grant Allotments, Contract Allotments and
Project Allotments.
CFI
Certified Forward Indicator; must equal
'C' if used.
AGENCY UNIQUE
Optional; required if balances for
Allotments and Organization Cash are
maintained with an AU Code.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 15
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
If EO, VR, and OBJECT are entered, GF, SF, FID, BE, and IBI
need not be entered since this information will be retrieved
from the Expansion Option record. If EO, VR, OBJECT and GF, SF,
FID, BE, and IBI are entered, the GF, SF, FID, BE, and IBI on
the Expansion Option (EO) record must agree with the GF, SF,
FID, BE, and IBI entered on the screen. If GF, SF, FID, BE, and
IBI are entered, then Fund information only will be retrieved.
Note: If the inquiry is made using EO, VR, and OBJECT,
allotment inquiries will be made at the organization level
designated by the Allotment Level Default Indicator carried on
the Expansion record.
2.
On lines 12 - 21, the operator will enter an 'X' (next to
the number(s) 1-10) to display the desired balance(s). The
balances which may be inquired on are listed below:
1. Fund Cash
6.Contract Fund Cash
2. Fund Release
7. Grant Allotment
3. Organization Cash
8. Contract Allotment
4. Allotment
9. Project Cash
5. Grant Fund Cash
10. Project Allotment
3.
On line 22, the operator may enter the appropriate TYPE,
and SEL codes, or use the PF keys to transfer to a
different screen. Any valid Transaction Type and Selection
Code is acceptable. The only valid PF functions for this
screen are PF 4, which returns the Main Accounting Menu
Screen, and PF 5, which will refresh the screen.
4.
After completing the AB Inquiry screen as described above,
if no request is made on line 22, the operator will depress
the ENTER key and the Available Balance Inquiry Screen as
shown on the next page will display with the requested
Current Year and Prior Year Balances.
5.
To make a new inquiry into other balances, the operator may
type over the data in lines 5 - 21 with the new request
data and depress the ENTER key. Or, to make a new inquiry,
the operator may depress the PF5 key to refresh (clear) the
screen and begin the new inquiry as described beginning
with procedure #1 above.
Available Balance Checking is an optional edit that rejects
transactions that would create negative balances on the
Available Balance File. Please refer to chapter 7 of the FLAIR
Procedures Manual for details about this feature.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 16
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
Available Balance Inquiry Screen
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
ABMU
AVAILABLE BALANCE INQUIRY
L1 L2 L3 L4 L5
95 10 22 32 213
GAAFR FUND
BUDGET ENTITY
APPROP YEAR
EO
AA
VR
02
20
95200000
00
OBJECT
231000
07/19/02
GRANT
G2175
STATE FUND
IBI
AU
CONTRACT
44444
2
00
X
X
X
X
FUND CASH
FUND RELEASE
ORGANIZATION CASH
ALLOTMENT
GRANT FUND CASH
CONTRACT FUND CASH
GRANT ALLOTMENT
CONTRACT ALLOTMENT
PROJECT CASH
PROJECT ALLOTMENT
PROJECT
FUND IDENTIFIER
APPROP CATEGORY
CFI
CURRENT YEAR
1
2
3
4
5
6
7
8
9
10
14:24:47
020101
040000
PRIOR YEAR
117,654.20
34,368.79
25,725.15
33,755.00
TYPE
SEL
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11--PF12--CONT
MAIN RFRSH
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 6
Page 17
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 7
CONTRACTS AND GRANTS ACCOUNTING CYCLE
The Department of the Treasury is entering its first
operating year of funding with a Commemorative Coins Minting
Grant. The financial terms for this grant are a 50/50 matching
funds agreement where 50% of grant operations are funded from
the General Revenue fund and 50% from the Commemorative Coins
Minting Trust Fund.
The Department of the Treasury has been awarded $300,000
for this grant, $100,000 annually for a period of three years.
As of June 30 of the first year of operations, a Trial Balance
of Grant Funds is as follows:
DEPARTMENT OF THE TREASURY
COMMEMORATIVE COINS MINTING TRUST FUND
POST CLOSING TRIAL BALANCE
JUNE 30, YYYY
Account
Dr.
12100 - Unreleased Cash in State
Treasury
17500 - Finished Goods
31100 - Accounts Payable
54900 - Fund Balance Unreserved
55900 - Other Fund Balance Reserved
Total
$18,230
Cr.
$
22,500
2,300
15,930
22,500
$40,730
$40,730
NOTE: The following beginning balance entries must be made in
the agency's accounting records and are based on the agency's
Post Closing Trial Balance. Any Transaction 10 or 20 entries
(beginning balances and other) should include an appropriate
Flow-Through Indicator (FT).
Flow-Through indicator values are:
0 - update GL Master only
2 - update both GL and Grant Masters
3 - update Grant Master only
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 7
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
The accounting entries necessary and the transaction types
needed to record the beginning balances for the trial balance
example given on page 1 are as follows.
TR
(1) Type
10
Account Number and Title
12100
17500
54900
55900
Unreleased Cash in Treasury
Finished Goods
Fund Balance Unreserved
Other Fund Balance Reserved
DR
CR
$18,230
22,500
18,230
22,500
To record General Ledger and Grants General Ledger
beginning balances. When using a TR10, a Flow-Through
Indicator = 2 must be used to create an entry on both
general ledgers.
TR
(2) Type
Account Number and Title
80
54900 - Fund Balance Unreserved
31100 - Accounts Payable
DR
CR
$ 2,300
$ 2,300
To record beginning Accounts Payable balance. When
entering this transaction, the operator will record the
entry on both the General Ledger and Grants General Ledger
by using an appropriate grant number in the GRANT field.
The following entries represent other fiscal activities
occurring during the course of the fiscal year and the
accounting entries required to record those activities.
(1)
The agency is appropriated $100,000 in the trust fund by
the Legislature. (These appropriations are based on
$100,000 of estimated grant revenue.)
TR
Type
21
Account Number and Title
81400
99100
Est. Non-State Grants
Budgetary Fund Balance
DR
$100,000
$100,000
To record estimated revenue in General Ledger and Grants
General Ledger. When using a TR21, a Flow-Through
Indicator = 2 must be used to create an entry on both
General Ledgers.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
CR
Chapter 7
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
TR
Type
21
Account Number and Title
99100
91100
Budgetary Fund Balance
Appropriations
DR
CR
$100,000
$100,000
To record legislative appropriations in General Ledger and
Grants General Ledger. When using a TR21, a Flow-Through
Indicator = 2 must be used to create an entry on both
general ledgers.
(2)
The Executive Office of the Governor allocates $100,000.
TR
Type
21
Account Number and Title
91200
92100
Appropriations, Allocated
Approved Budget
DR
CR
$100,000
$100,000
To record E.O.G. approved budget in General Ledger and
Grants General Ledger. When using a TR21, a Flow-Through
Indicator = 2 must be used to create an entry on both
general ledgers.
(3)
The agency allots for the fiscal year.
TR
Type
20
Account Number and Title
92300
93200
Budget Allotted, C&G Subsystem
Allotments, C&G Subsystem
DR
CR
$100,000
$100,000
To record agency allotments in the Grants General Ledger.
To make an entry in the Grants General Ledger only, a FlowThrough Indicator = 3 must be used.
(4)
The Executive Office of the Governor releases
appropriations of $100,000.
TR
Type
22
Account Number and Title
12200
12100
Released Cash in State Treasury
Unreleased Cash in State Treasury
DR
CR
$100,000
$100,000
To record EOG Releases in General Ledger and Grants General
Ledger. A Flow-Through Indicator = 2 must be used to make
an entry into both General Ledgers.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 7
Page 3
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
(5)
A Letter of Credit draw of $100,000 is recorded in the
agency's records.
TR
Type
30
Account Number and Title
12100
61400
Unreleased Cash in State Treasury
Non-State Grants
DR
CR
$100,000
$100,000
TR30 entries update the FLAIR General Ledger Master File,
the Grants Master File and the Letter of Credit Subsidiary
when the LOC indicator field is marked with an “X”, and a
grant containing a LOC record on the Grant Information
record is entered on the transaction.
(6)
Cash was disbursed for payment of invoices totaling $ 350
for grant expenses.
TR
Type
51
Account Number and Title
71100
12200
Expenditures, Current
Released Cash in State Treasury
DR
CR
$175
$175
To record 50% of cash disbursements from grant funds.
Using an appropriate grant number in the GRANT field will
record the item on the General Ledger and Grants General
Ledger.
TR
Type
51
Account Number and Title
71100
12200
Expenditures, Current
Released Cash in State Treasury
DR
CR
$175
$175
To record 50% of cash disbursement from funds other than
grant funds. No grant number is entered for this
disbursement. Will record an entry on the General Ledger
only.
(7)
An expense refund of $50 for employee travel was received
for which a receivable was not established.
TR
Type
30
Account Number and Title
12200
71100
Released Cash in State Treasury
Expenditures, Current
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
DR
CR
$25
$25
Chapter 7
Page 4
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
To record 50% of employee travel expense refund which was
originally disbursed from grant funds. A grant number will
be entered in the GRANT field when recording this entry to
record this refund on the General Ledger and the Grants
General Ledger.
TR
Type
30
Account Number and Title
12200
71100
Released Cash in State Treasury
Expenditures, Current
DR
CR
$25
$25
To record 50% of employee travel expense refund which was
originally disbursed from funds other that grant funds. A
grant number is not used when recording this transaction
and the entry will be recorded on the General Ledger only.
(8)
$10,000 of grant funds should be encumbered which will be
distributed to contractors.
TR
Type
60
Account Number and Title
94100
98100
distribution of grant funds. A
General Ledger and the Grants
a valid grant number in the
this transaction.
An encumbered disbursement of $10,000 is made to
distribute grant funds to a contractor.
TR
Type
70
CR
Encumbrances
$10,000
Bdgt. Fd Balance Reserved for Encum.
$10,000
To record encumbrances for
record will be made on the
General Ledger by entering
GRANT field when recording
(9)
DR
Account Number and Title
71100
12200
98100
94100
DR
CR
Expenditures, Current
$10,000
Released Cash in State Treasury
$10,000
Bdgt. Fd. Balance Reserved for Encum. $10,000
Encumbrances
$10,000
To record an encumbered disbursement for distribution of
grant funds. Using a valid grant number in the GRANT field
when making this disbursement will record all accounting
entries in both the General Ledger and Grants General
Ledger.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 7
Page 5
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
After all transactions for the fiscal year have been
recorded, a Contracts and Grants Subsystem trial balance of
Commemorative Coins Minting Grant Funds is produced. An example
of how that trial balance may appear is given below.
PRE-CLOSING TRIAL BALANCE
COMMEMORATIVE COINS MINTING TRUST FUND
JUNE 30, YYYY
C&G Subsystem
(Grant#=XXXXX)
FLAIR
Gen. Ledger
Dr.
Dr.
12100 Unrel. Cash in State
Treasury
$18,230
12200 Rel. Cash in State
Treasury
89,850
17500 Finished Goods
22,500
31100 Accounts Payable
54900 Fund Balance Unreserved
55900 Other Fund Balance
Reserved
61400 Non-State Grants
71100 Expenditures, Current 10,150
81400 Estimated Non-State
Grants
100,000
91100 Appropriations
91200 Appropriations,
Allocated
100,000
92100 Approved Budget
92300 Budg. Allot.
C&G Subsystem
100,000
93200 Allotments,
C&G Subsystem
Total
Cr.
$
$18,230
Cr.
$
89,700
22,500
2,300
15,930
2,300
15,930
22,500
100,000
22,500
100,000
10,300
100,000
100,000
100,000
100,000
100,000
100,000
100,000
100,000
100,000
$440,730 $440,730
$440,730 $440,730
Note: The Contracts and Grants Subsystem is affected by
automated closing. The Year-To-Date fields on the Grants Master
File and the FLAIR Master file are closed at year-end. The
Life -To-Date fields contain amounts for the life of the grant
or contract.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 7
Page 6
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CHAPTER 8
CONTRACTS AND GRANTS - REPORTS
The standard reports created for contracts, grants, and
projects are scheduled by the agency, as desired, through the
Report Request Function (RP). The RP function may be accessed
from the FLAIR Main Accounting Menu. The RP Function is used to
request other FLAIR reports as well as Contracts and Grants
Subsystem reports. The user tells the system in the RP Function
how often certain reports should be automatically produced, what
reports should be processed by immediate request and what time
period these reports should cover. (See Chapter 21 of the FLAIR
Procedures Manual for detailed information about the RP function.)
Below is a list of Standard Reports (most of which are
created specifically for Contracts, Grants or Projects.) These
reports are requested from the State Standard Report Library
(Logon: N000STD) through the Report Requests (RP) Function:
1.
DCGR01
- Daily Detail Journal by Fund
Sort: L2, Fund, GL, Cat, CFI, PDN
Parameter required to schedule report for
prior day. Input date desired (MMDDYY) and
'as of' date (MMDDYYYY).
2.
DCGR02
- C & G Master File Listing
Sort: Fund, GL
3.
DCGR03
- Letter of Credit Receipt and Expenditure
Report
Sort: LOC No., Grant
4.
DCGR04
- Merged C & G Detail Journal by Fund
Sort: L2, Fund, GL, Cat, CFI, PDN
5.
DCGR06
- Grant Information File Listing
Sort: Grant
6.
DCGR07G - Trial Balance by Grant within Fund
Sort: Fund, Grant, CFI, GL, Cat
7.
DCGR08G - Trial Balance by Grant within Fund LTD
Sort: L2, Fund, Grant, CFI, GL, Cat
8.
DCGR010 - Grant Amendments Listing
Sort: Grant
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 8
Page 1
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
9.
DCGR11
- This is a listing of Federal Grants with
invalid Federal Catalog Numbers or Grant
Type Combinations on the Grant Information
File Sort: Grant Number. Parameter will
limit Report to Grant Type (A1) Input.
10.
DCGR081 - Schedule of Allotment Balance by Grant/Fund
Sort: Fund, Grant, CFI, CAT, Object
11.
DCGR082 - Schedule of Allotment Balance by Grant/Org
Sort: Grant, CFI, CAT, Object
12.
DCGR083 - Schedule of Allotment Balance by Grant/Fund
LTD
Sort: Fund, Grant, CFI, CAT, Object
13.
DCGR084 - Schedule of Allotment Balance by Grant/Org
LTD
Sort: Grant, CFI, CAT, Object
14.
DCIR01 -
Listing of the Contract Information File
Sort: Contract Number
Parameter: Positions 1-5 Beginning Contract
Number, Positions 6-10 Ending Contract
Number. If left blank will print entire
Contract Information File.
15.
DCIR02 -
Listing of the Contract Amendment File
Sort: Contract Number, Amendment, Amendment
Line Parameter: Positions 1-5 Beginning
Contract Number, Positions 6-10 Ending
Contract Number. If left blank will print
entire Contract Information File.
16.
DCTR07 -
Trial Balance by Contract within Fund
Sort: Fund, CNTRT, CFI, GL, CAT
17.
DCTR08 -
Trial Balance by Contract within Fund
Sort: Fund, CNTRT, CFI, GL, CAT
18.
DCTR10 -
Listing of Contracts on General Ledger
Master that do not have a matching record on
the Contract Information File
Sort: Contract
19.
DCTR071 - Schedule of Allotment Balances by Contract
within Fund
Sort: Fund, CNTRT, CFI, CAT, OBJ
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 8
Page 2
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
20.
DCTR072 - Schedule of Allotment Balances by Contract
within Fund
Sort: CNTRT, CFI, CAT, OBJ
21.
DCTR073 - Schedule of Allotment Balances by Contract
within Fund, LTD
Sort: Fund, CNTRT, CFI, CAT, OBJ
22.
DCTR074 - Schedule of Allotment Balances by Contract
within Org, LTD
Sort: CNTRT, CFI, CAT, OBJ
23.
DDMR01
- Director/Manager File Listing by Number
Sort: Key
Parameters: Parameter Date (6 numeric),
Beginning Name (9 alpha), Ending ID Number
(9 alpha)
24.
DDMR02
- Director/Manager File Listing by Name
Sort: Name, ID Number
Parameters: Parameter Date (6 numeric),
Beginning Name (9 alpha), Ending Name (9
alpha)
25.
DMAR082 - Schedule of Allotment Balances by Grant
within Fund.
Sort: L2, Fund(19), Grant, Cat, Object, CFI
26.
DMARG01 – Trial Balance by Grant within Fund LTD
Sort: Fund, Grant, CFI, GL, Category
27.
DPJR01
- Listing of the Project Information File
Sort: Project Number
Parameter: Positions 1-11 beginning Project
Number
28.
DPJR02
- Listing of the Project Amendment File
Sort: Project Number, Amendment, Amendment
Line
Parameter: Positions 1-11, Beginning
Project Number Positions 12-22 Ending
Project Number
29.
DPJR07
- Trial Balance by Project within Fund
Sort: Fund, Project, CFI, GL, Cat
30.
DPJR08
- Trial Balance by Project within Fund
LTD
Sort: Fund, Project, CFI, GL, Cat
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Chapter 8
Page 3
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
31.
DPJR10
32.
DPJR071 – Schedule of Allotment Balances by Project
within Fund
Sort: Fund, Project, CFI, Cat, Object
33.
DPJR072 – Schedule of Allotment Balances by Project
within ORG
Sort: Project, CFI, Cat, Object
34.
DPJR073 – Schedule of Allotment Balances by Project
within Fund LTD
Sort: Fund, Project, CFI, Cat, Object
35.
DPJR074 – Schedule of Allotment Balances by Project
within ORG, LTD
Sort: Project, CFI, Cat, Object
36.
DTIR03
- Grant Listing
Sort: Grant
37.
DTIR07
- Contracts Listing
Sort: Contract
Effective Date
October 1, 2003
- Listing of Project records on the General
Ledger Master that do not have a matching
Project Information Record
Sort: Project
Supersedes:
January 7, 2003
Chapter 8
Page 4
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
APPENDIX
CONTRACTS, GRANTS, AND PROJECT INFORMATION FILE DATA CODE
DICTIONARY
ACCOUNT CODE - 29 digit FLAIR Account Code that is used in
conjunction with contract and project correlation’s; 29 numeric.
ACREAGE - Number of Acres involved in a particular project; 5.3
numeric. (99999.999).
ACCOUNT DESCRIPTION FILE OVERRIDE INDICATOR (ADO) – Override the
failed Account Description File edits on a TR11; “X” is valid
input.
ADMINISTRATIVE MONITORING COMPLETED DATE - Agency Code; 8
numeric.
ADMINISTRATIVE MONITORING CORRECTIVE ACTION DUE DATE - Agency
Code; 8 numeric.
ADMINISTRATIVE MONITORING CORRECTIVE ACTION REC/APP DATE Agency code; 8 numeric.
ADMINISTRATIVE MONITORING EXCLUSION - Agency Code, if input
edited against the Title File; 2 alphanumeric.
ADMINISTRATIVE MONITORING SCHEDULED DATE – Agency Code; 8
numeric.
AGENCY PROJECT DIRECTOR (APD) - The agency assigned code to
denote the director of a project; 9 alphanumeric.
AGENCY PROJECT NUMBER (PROJECT NUM) – Agency-assigned number
which identifies a project; 11 alphanumeric.
AGENCY UNIQUE - Assigned by the user agency as an optional data
code, can be used to further sub-classify the organization code;
carried on Access Control File, Expansion File, and Title File;
2 alphanumeric.
AGENCY USE - These consist of fields varying in length on the
Contract, Grant, and Project Information Files. To be used for
whatever purpose the agency deems necessary. Contracts – fields
1 & 2: 60 A/N, fields 3-12: 6 A/N. Grants – all fields 60 A/N.
Projects – fields 1 & 2: 60 A/N, field 3: 15 A/N, fields 4 & 5:
10 A/N, fields 6-10: 5 A/N.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
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FLAIR Contracts and Grants Manual
Florida Department of Financial Services
AMENDMENT AMOUNT (AMEND AMOUNT, AMENDED AMOUNT) - This is the
amount of the change being recorded to a contract, grant, or
project. (9999999999.99).
AMENDMENT DATE - This is the date of the change being recorded
to a contract or grant; 8 numeric.
AMENDMENT NUMBER (AMEND, AMD) – Agency-assigned sequential
number which identifies a change to a contract, grant, or
project;
3 alphanumeric for grants and contracts, 4 alphanumeric for
projects.
AMENDMENT STATUS – Agency-assigned field denoting the current
stage of a contract or grant at the time of a change; 2
alphanumeric.
AMOUNT – Amendment amount or transaction amount.
ARCHITECT/ENGINEER CONTRACT LET (ARCH/END CNTRT LET) - Indicator
to identify if the project involves a bid for services; valid
input Y = yes, N = No, if not used defaults to O.
ARCHITECT/ENGINEER VENDOR ID (NUMBER) - Identifies the
architect/engineer that will receive payment for this project;
edited against the Vendor File, 14 alphanumeric.
AVAILABLE CASH BALANCE - The total Letter of Credit amount less
total Disbursements and total Payables; 10.2 numeric.
(-9999999999.99)
AVAILABLE GRANT/CONTRACT BALANCE - The total Cash and Available
Letter of Credit balance less total outstanding Encumbrances;
10.2 numeric. (-9999999999.99).
AVAILABLE LETTER OF CREDIT AMOUNT - The total Letter of Credit
amount less the total draws; 10.2 numeric. (-9999999999.99).
BEGINNING DATE (BEG DATE, BEGIN DATE) - The beginning date of a
contract or grant designated by the funding agency; 8 numeric.
BEGINNING PROPERTY ITEM NUMBER (BPIN) - Refers to the sequential
number that identifies a property item; 8 alphanumeric; 1st 2
characters alphanumeric; last 6 characters numeric.
BILLING CODE - Specifies federal or non-federal participation;
edited against the title file, 1 numeric.
BUDGET ENTITY - The organization and/or function to which
appropriations are made. Any valid Budget Entity on the Title
File is acceptable; 8 numeric.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
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FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CAPPED GRANT - A code to identify whether or not a grant is
funded for a maximum amount; 1 alphanumeric.
Recommended Codes:
Y = Yes
N = No
CERTIFIED FORWARD INDICATOR - This field is used to indicate
items that will be paid from certified funds. (Items paid in the
current year with the prior year’s funds.) “C” is the only
acceptable value in this field; 1 alphanumeric.
CFDA (CATALOG OF FEDERAL DOMESTIC ASSISTANCE, FEDERAL CATALOG #
FED CAT #) - Federal catalog of domestic assistance number; 6
alphanumeric. (99.999).
CNTRT EVAL - Agency Codes denoting quality of services
performed; edited against the Title File; 2 alphanumeric.
CNTRT MGR ID - Identifies the Manager of the Contract; edited
against the Direct/Manager File; 9 alphanumeric.
COMPL. AUDIT - Specifies compliance audit requirements; edited
against the Title File; 1 alphanumeric.
COMPL. AUDIT DATE - The date the compliance audit was received;
8 numeric.
CONSTRUCTION CONTRACT - Identifies if a construction contract
is being used for a project; valid input Y = yes, N = no and
defaults to O if not used.
CONTACT) - The name of the contact person for a specific
contract; 29 alphanumeric.
CONTACT PHONE NUMBER - The phone number of the contact person;
10 numeric. (999) 999-9999)
CONTRACT (NUMBER) - An agency-assigned code to identify specific
contracts; 5 alphanumeric.
CONTRACTOR VENDOR IDS (NUMBER) - Identifies those vendors that
are contractors for a project; edited against the Vendor File,
13 alphanumeric for SPURS Vendor File users, 14 alphanumeric for
regular vendor file users.
CONTRACT DOCUMENT NUMBER - An identifying code assigned by the
contracting agency; 31 alphanumeric.
CONTRACT STATUS (CS) – Agency-assigned field to denote the
current stage of a contract; edited against the Title File; 2
alphanumeric.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
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FLAIR Contracts and Grants Manual
Florida Department of Financial Services
CONTRACT TOTAL CORRELATED AMOUNT – Total amount of contract
correlated to account codes.
CONTRACT TYPE - Agency assigned field which denotes the type of
contract; edited against the Title File; 2 alphanumeric.
CONTRACT YEAR (CY) - An agency assigned code that corresponds to
the ending fiscal year of the contract; 2 numeric.
CONTRACTOR FY END - The ending date of the contractor’s fiscal
year end; 8 numeric.
CONTRACTOR (NUMBER) (VENDOR IDS) - The vendor ID number for the
contractor; edited against the appropriate Vendor File; 21
alphanumeric.
CONTRACTOR’S NAME - The name of the company/agency receiving the
contract; 31 alphanumeric.
CORRELATED ACCOUNT CODES - 29 digit FLAIR Account Codes that are
used in conjunction with a project; 29 numeric.
CORRELATED AMOUNT - An amount to be used for a project from a
specific correlated account (fund); 13.2 numeric.
(9999999999999.99).
CORRELATED CONTRACTS - Identifies those contracts that work
together with a particular project; edited against the Title
File; 5 alpha-numeric.
COUNT - Property Item Counter; the number of property items
purchased; 4 numeric.
COUNTY- Identifies the county that the project is in; edited
against the Title File, 2 numeric.
CSFA (CATALOG OF STATE FINANCIAL ASSISTANCE, CSFA#) - State
Catalog number; 6 numeric. (999999).
CURRENT BILLING (CUR BILLING) - A code which specifies federal
or non-federal participation for a contract or grant; 1
alphanumeric.
Recommended Codes:
1 = Federal Participation
2 = Non-Federal Participation
DATE ADVERTISED (DATE ADV.) - Date agency advertised for bids on
contract. 8 numeric.
DATE AWARDED - Date contract was given; 8 numeric.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
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FLAIR Contracts and Grants Manual
Florida Department of Financial Services
DATE EXECUTED - The date that the contractor starts work on the
project; 8 numeric.
DATE LET - Date the agency let bids out (after advertising); let
out specifications of contract; 8 numeric.
DEPARTMENT of GENERAL SERVICES APPROVAL NUMBER (DGS NUMBER) The DGS (Dept. of Management Services) assigned approval number
that is required for each single source procurement; 6
alphanumeric.
DEPOSIT NUMBER (DEP-N0) - The number assigned by an agency when
recording a receipt entry (e.g., Letter of Credit Receipts);
6 alphanumeric.
DESCRIPTION – Agency use for describing the item being recorded.
DGS DELEGATED - Identifies if this project is delegated from
Department of General Services (Department of Management
Services); valid input Y = yes, N = no and defaults to “O” if
not used.
DIRECTOR’S NAME - The name of the director of a contract or
grant; 31 alphanumeric.
DOCUMENT NO. (DOC-NO) – Agency-assigned number.
DRAWS BEG BAL - The beginning balance for draws against a Letter
of Credit; 10.2 numeric. (- 9999999999.99).
ELECTRONIC MAIL ADDRESS – Record the e-mail address of the
Director/Manager (10 alphanumeric).
ELECTRONIC MAIL ID NUMBER – Record the e-mail identification
number of the Director/Manager (10 alphanumeric).
EMER. CERT DATE - The date the retroactive certification was
signed; 8 numeric.
ENDING DATE (END DATE) - The ending date of a contract or grant
designated by the funding agency; 8 numeric.
FAX – Telephone number of facsimile machine of the
Director/Manager (10 alphanumeric).
FEDERAL CATALOG # (FED CAT #) - Federal catalog of domestic
assistance number; 6 alphanumeric. (99.999).
FEDERAL DOLLARS - The amount of money from the federal
government for a particular contract; 12.2 numeric.
FINAL EXP REPORT - Indicates whether or not the final
expenditure report has been received; valid input Y = yes,
N = no.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
Page 5
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
FLOW – THROUGH (FT) - A code to indicate to which general
ledger(s) grant accounting records are to be recorded.
1 numeric; defaults to 0.
Acceptable FT Codes:
0 = Update GL Master only (default)
2 = Update both GL and Grants Masters
3 = Update Grants Master only
FORCE ACCOUNT (FORCE ACCT) - Denotes if an outside labor force
is being used for the project; valid input Y = yes, N = no and
defaults to O if not used.
FUND IDENTIFIER (FID) – Identifies a particular fund within a
state fund type. Must be titled on the Title File; 6 numeric.
GAAFR FUND TYPE (GF) - Indicates fund classification according
to Governmental Accounting, Auditing, and Financial Reporting
(GAAFR); 2 numeric.
GRANT - An agency assigned code to identify a specific grant; 5
alphanumeric.
GRANT DOCUMENT NUMBER - An identifying code assigned by the
Grantor; 31 alphanumeric.
GRANT MATCHING - The percentage of grantor participation
designated by the funding agency; 5 numeric. (999.99).
GRANT TYPE - A code identifying the kind of grant; 1
alphanumeric.
Acceptable Codes:
C
F
O
N
=
=
=
=
Federal Grant (FED CAT # known)
Federal Grant (FED CAT # unknown)
Other Federal Grant
Non-Federal Grant
GRANT YEAR (GY) - An agency-assigned code that corresponds to
the ending fiscal year of the grant; 2 numeric.
GRANTOR’S NAME - Name of the agency issuing the grant; 31
alphanumeric.
ID NUMBER – The Director or Manager’s identification number; 9
numeric.
INTERNAL BUDGET INDICATOR (IBI) - Used by the State Chief
Financial Officer to identify breakdowns of appropriations
beyond that of the EOG and the Legislative System. If IBI is
left blank it defaults to "00". Any two digit number which the
Chief Financial Officer and the organization may assign is
acceptable; 2 numeric.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
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FLAIR Contracts and Grants Manual
Florida Department of Financial Services
INDIRECT COST BASE - The type of cost to which the indirect cost
rate will be applied; 2 alphanumeric.
Recommended Codes:
1 = Salaries & Benefits
2 = All categories except equipment and
renovations
3 = All categories except equipment,
renovations, and contracts
4 = Total Federal Expenditures
INDIRECT COST RATE - The percentage to be applied to federal
participation charging overhead to the grant; 5 numeric.
(999.99).
INDIRECT COST TYPE - Identifies the type of indirect cost
specified by a grant; 2 alphanumeric.
Recommended Codes:
1 - Fixed
2 - Approved
3 - Other
INVENTORY DATE - The date that the inventory was taken;
8 numeric.
INVENTORY REQUIRED - Denotes if an inventory is required for a
particular contract; valid input, Y = yes, N = no; 1
alphanumeric.
LETTER OF CREDIT (LOC) - A method of funding grants that
authorizes the grantee to draw up to a certain sum on the
issuing bank or agency.
LETTER OF CREDIT NUMBER (LOC#) - The number assigned by the
funding agency; 15 alphanumeric.
LINE (LN) – The line number of the amendment.
LOCAL MATCHING - The percentage of local participation required
as a condition of the funding agency; 5 numeric. (999.99).
LONG TITLE - The unabbreviated title of a contract, grant or
project; up to 48 alphanumeric.
MAINTENANCE OF EFFORT (MAINT EFFORT) - A code to indicate that
the state must maintain its percentage of participation as a
condition of the grant; Acceptable input is an "X"; 1
alphanumeric.
MANAGER’S NAME - The name of the manager of a grant; 31
alphanumeric.
MATCHING AMT - The amount of money that is given by a federal
agency towards a particular contract; 12.2 numeric
(999999999999.99).
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
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FLAIR Contracts and Grants Manual
Florida Department of Financial Services
MATCHING FUNDS - Denotes whether or not funds are being matched
from the federal government; valid input: Y = yes, N = no; 1
alphanumeric.
METHOD OF PAYMENT (METHOD OF PAY) - A code to identify how funds
are received, edited against the Title File; 1 alphanumeric.
Recommended Codes:
1 = Reimbursement
2 = Fixed Price
3 = Advance
METHOD OF PROCUREMENT - A code required by General Services to
identify the type of procurement used in a contract, edited
against the Title File; 1 alphanumeric.
Recommended Codes:
1
2
3
4
5
=
=
=
=
=
Single Source
Competitive Bid
Request for Proposal
Emergency
Exemption
MINORITY VENDOR - A code identifying the minority vendor
requirements of a contract or grant; 1 alphanumeric.
Recommended Codes:
1 = Minority Vendor
2 = No Minority Vendor
3 = Mixed Requirements
MV REQUIREMENTS - Denotes whether or not there are minority
vendor requirements for a contract; valid input: Y = yes, N =
no and defaults to “O” if not used.
NAME – The name of the Director/Manager; 31 alphanumeric.
ORIGINAL FUNDING SOURCE (OFS) – denotes the original source of
the funds, must be titled on Title File; 1 alphanumeric.
ORGANIZATION CODES - These codes signify the department,
division, bureau, section and subsection of an agency; edited
against the title file, 11 numeric.
ORIGINAL AMOUNT - The original amount of a contract, grant, or
project; 10.2 numeric (13.2 numeric for a project).
ORIGINAL FUND SOURCE (OFS) - Denotes from where the funds were
originally derived; edited against the Title File, 1
alphanumeric.
OTHER PROJECT NUMBER (OTHER PROJ NUMBER) - Agency assigned to
represent another project of the agency; 8 alphanumeric.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
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FLAIR Contracts and Grants Manual
Florida Department of Financial Services
OUTCOME MEASURES - Denotes if outcome measures were determined
during contract negotiations; valid input: Y = yes, N = no.
PROCUREMENT APPROVAL - Approval number for procurement; 5
alphanumeric.
PROGRAM APPROVED (PROG APPROVED) - Indicates whether or not the
program has approval; valid input: Y = yes, N = no and defaults
to O if not used.
PROGRAM MONITORING COMPLETED DATE - Agency code; 8 numeric.
PROGRAM MONITORING CORRECTIVE ACTION - Agency code; valid input
Y = yes, N = no.
PROGRAM MONITORING CORRECTIVE ACTION ACTUAL DATE - Agency code;
8 numeric.
PROGRAM MONITORING CORRECTIVE ACTION DUE DATE - Agency code;
8 numeric.
PROGRAM MONITORING EXCLUSION - Agency code, edited against the
Title File; 2 alphanumeric.
PROGRAM MONITORING SCHEDULED DATE - Agency code; 8 numeric.
PROJECT STATUS - The stage of this particular project; edited
against the title file, 2 alphanumeric.
PROJECT TYPE (PROJ TYPE) - Agency assigned code to designate a
type of project; edited against the Title File, 2 alphanumeric.
PROTESTED - An indicator that allows for an analysis of the
number of bids protested; 1 alphanumeric.
PURCHASE COMPLETED (PURCH COMPL) - Indicates whether or not the
purchasing for the project is completed; valid input” Y = yes,
N = no and defaults to O if not used.
PY CONTRACT - Allows for the reference of a prior year contract;
edited against the Title File, 5 alphanumeric.
RECIPIENT TYPE – Code indicating to whom grant or contract funds
are dispensed. Used in conjunction with CFDA or CSFA;
1 alphanumeric.
REPORT DATE - The date on which periodic reports are submitted;
8 numeric. (MMDDYYYY).
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
Page 9
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
REPORT REQUIREMENT - A code identifying the reporting
requirements of a grant; 1 alphanumeric.
Recommended Codes:
M = Monthly
Q = Quarterly
Y = Yearly
SAI NUMBER - The number assigned by the state clearinghouse to
an application for federal funding; 10 alphanumeric.
SERVICE AREA - Indicates geographic groupings, edited against
the Title File; 2 alphanumeric.
SERVICE TYPE - Identifies the type of service to be performed by
a contract or grant; edited against the State Standard Title
File, 6 alphanumeric.
SHORT TITLE - The abbreviated title of a contract, grant or
project; 10 alphanumeric.
STATE CATALOG NUMBER – Catalog of State Financial Assistance,
CSFA #; 6 numeric.
STATE FUND TYPE (SF) – Indicates the fund’s classification
according to Florida Statutes, Section 215.32; 1 numeric.
STATE MATCHING - The percentage of state participation required
as a condition of the funding agency; 5 numeric. (999.99).
STATEWIDE DOCUMENT NUMBER (STATE-DOC, STATEWIDE DOC-NO) - Chief
Financial Officer’s voucher or receipt number assigned by the
system; 11 alphanumeric.
STATUS (SC) - Indicates what action is being taken when updating
a file; 1 alphanumeric.
Acceptable values displayed or entered in SC field:
A - added but never used (Grants Information File
Only)
A - active record (Contract and/or Project Information
File)
U - used (Grants Information File Only)
I - inactive
D - deleted
C - closed
STATUS CHANGE DATE - The date that the status was changed on a
particular contract; 8 numeric.
STATUS DATE - Date of current contract status; 8 numeric.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
Page 10
FLAIR Contracts and Grants Manual
Florida Department of Financial Services
SUNCOM – The telephone number assigned by Department of
Management Services; 7 alphanumeric.
TIME – Any unit of time – days, weeks, months, or years. Used
in the state program classification for measurement of program
objectives through a product identifier; 9 numeric.
TITLE FILE OVERRIDE INDICATOR (TFO) – Used to override the
failed Title File edits on a TR11; “X” is valid input.
TOTAL LOC AMOUNT - The total amount of a Letter of Credit; 10.2
numeric. (9999999999.99).
TOTAL LETTER OF CREDIT DRAWS - The total amount of cash drawn
down from a Letter of Credit; 10.2 numeric. (9999999999.99).
TOTAL PROJECT AMOUNT (TOTAL PROJ AMT) - The total amount
designated for a project, 13.2 numeric. (9999999999999.99).
TRANSACTION DATE (TRN-DT) - The date entered for a transaction.
If left blank, it defaults to the current date. 8 numeric
(MMDDYYYY).
TYPE APPROPRIATION (TYPE APPRO) - The specific type of
appropriation used to fund a project, 2 alphanumeric.
TYPE FUNDING - Identifies the source of funding for a contract;
edited against the Title File, 1 alphanumeric.
Recommended Codes:
1 = General Revenue
2 = Trust
3 = Combination of General Revenue and
Trust
4 = Combination of General Revenue,
Trust and Local Funding
TYPE LOCAL MATCH - Identifies the type of local participation or
matching; 1 alphanumeric.
Recommended Codes:
1 = Cash Match
2 = In-Kind Match
3 = Certified Public Expenditure
UNITS – quantitatively describes planned program activity in
relation to a specified product identifier. Organizations will
be able to compare the estimated number of units to accomplish
the program objectives to the actual units used; 6 numeric.
VENDOR NUMBER - Identifies persons or firms the organization
makes payments to or receives payments from. Edited against the
vendor file. 21 numeric for JT vendors; 14 alphanumeric for
Regular Vendor File users; 13 alphanumeric for SPURS vendor file
users; 10 alphanumeric for Employee and Client vendors.
Effective Date
October 1, 2003
Supersedes:
January 7, 2003
Appendix
Page 11