Funding Setup

Funding is divided into three sections: Sources, Splits, and Item Funding. Funding can be updated at any time but there must be a source added in order to add splits, and there must be splits added in order to specify item funding.

Adding/Modifying Funding Sources:

  1. Click on ‘Details’ next to the contract that requires funding to be set up.

  2. On the contract menu (use the 9 dots for access), click on ‘Funding' then ‘Sources’.

  3. Click on ‘Add’ to add a new source, then enter the required fields that have an *.

    1. If a Funding Type is not available it can be added by following these instructions.

  4. The ‘Maximum Funding’ field will be used to cap the funding source and will not allow more than the defined value to be used across all funding splits.

    1. This field does not need to be filled out and the caps can be determined on the splits themselves.

  5. Click on ‘Save’ to add the Funding Source and navigate back to the funding source list page, or click on ‘Save and add another' if additional sources need to be added.

  6. To edit a previously entered source, simply click on ‘Edit’ next to the source, make modifications, then click on ‘Save’ or ‘Delete’ if you would like to remove the source. Please note, that if the source is used on a funding split, you will need to first remove that source from all splits before you can delete the funding source.

Adding/Modifying Funding Splits:

  1. On the contract menu (use the 9 dots for access), click on ‘Funding’ then ‘Splits’.

  2. Click on ‘Add Category’.

  3. A ‘Leading Category' is a category or header that does not have any splits tied to it. A leading category can only be tied to a final category.

    1. Example: Participating Items (leading category)>> Project 123 (final category)>>Funding sources/splits.

  4. Enter the name and the category type you are adding, then click on ‘Add’. If you are adding a leading category, you must add a final category before funding sources can be identified and funding splits can be created.

  5. Enter the Group Number. The Group Number will be shown on reports and will also determine the order in which the funding splits are shown in Item Funding Setup.

  6. To add additional categories, click on ‘Split’ next to the category just created, then add more leading categories or identify the final category.

  7. Once a final category is added, clicking on ‘split’ will bring up a different modal with the ability to add either leading or final splits. A leading split does not allow you to identify a funding source and is a way to categorize funding availability.

    1. Example: A leading split of 50% local and a leading split of 50% federal is added. Under the local leading split, three final splits are added to identify three different local funding sources, while under the federal leading split, two different federal final splits are added to identify federal funding sources.

  8. Once a Final Split is added a Funding Source can be selected.

Please note, that the splits need to equal 100%. If a Funding Split is added with a maximum funding cap, an additional source should also be added in case the maximum allowed funding is surpassed.

Example: funding source 1 funds at 100% but has a cap of $150,000. Another ‘rollover’ source at 0% must be identified for anything that exceeds the cap of $150,000.

Adding/Modifying Item Funding Setup:

  1. On the contract menu (use the 9 dots for access), click on ‘Funding’ then ‘Item Funding Setup’.

  2. The categories added when adding project items are shown, and you can click on the headers to expand or collapse each item category.

  3. After expanding an item category, there is the option to:

    1. individually specify the funding spits that should apply to each item.

    2. Or a single funding split category can be identified to use for the group of items. This would only be for the items under the same item category. To match a funding split to all items in the category, click on the dropdown under ‘Give max item quantity of all to split category’, then click on ‘Go’. Individual adjustments can be made if necessary.

  4. If the full quantity of the item has not been set up under splits, it will be highlighted. If the full item quantity has been set up under available funding splits, it will show in green.

  5. Click on ‘Save Item Funding’ to save any changes.

Please note that by default, the application only shows the first 5 items in the category. This number can be increased by changinging the number of records per page. The arrows and page numbers can also be used to navigate to additional items under the category.

If Items are added through contract changes, you must go back to Item Funding Setup to identify the funding available for those newly added items.

Optional: Validate Funding:

Once funding is set up the funding validation can be reviewed or edited, this would show where pennies are rounded. Where pennies are rounded too can also be changed here.

This is found under the Funding Menu, either ‘Estimated Validation' (if using estimated prices), or 'Awarded Validation (if using awarded prices).

  1. From the Funding Menu, select either ‘Estimated Validation' (if using estimated prices), or 'Awarded Validation (if using awarded prices).

  2. Update any high-lighted errors by moving pennies that cannot be split and ensuring that all items are correctly funded.

  3. Click on ‘Save’.

  4. If the funding validation has already been saved and changes are being made, click ‘Restert Validation’ before making any adjustments and saving again.