DRGR FAQ
Q

How does an authorized grantee user obligate funds to an activity?

Date Published: February 2015

Print ShareThis

A

Obligating funds to an Activity means to commit funds to an Activity in accordance with programmatic requirements for a grant appropriation. Once obligated, funds are then available for drawdown, that is, disbursement of the funds. The Obligated amount must be less than or equal to the Total Budget Amount designated for the Activity.

A Grantee user must have either a Draw Request or Draw Approve role in DRGR to Obligate funds. With one of these roles, Obligating funds is performed by using the Search/Edit Obligation link in the Drawdown module. Users should ensure they select the appropriate Grant in the search criteria and then may also enter an Activity Number and/or Responsible Organization.

View Search/Edit Obligation Link

Search criteria results are shown below. Users can sort results by click the desired column heading and should use the Maintain link to select an Activity for Obligation.

View Search for Activities to Obligate Screen

The selected activity appears on the “Add-Edit Obligation Line Item” page.

View Add-Edit Obligation Line Item Screen

Information about the selected Activity (Grant #, Grantee Activity #, Responsible Organization, Activity Type, and Activity Title) appears at the top of the page. Below the activity information, the following grant budget information appears:

  • Total Budget - This field displays the total amount of the grant fund that is allocated to this activity. You cannot obligate an amount greater than the amount that appears in this field. As of Release 7.3, this includes program income in addition to program funds (grants) but there is no distinction between these fund types at the budget level.
  • Total Obligated Amount - This field displays the amount previously obligated to this activity. This also includes program income in addition to program funds (grants) but there is no distinction between these fund types at the obligation level.
  • Total Drawn Amount - This field displays the amount that has already been drawn down from the obligated amount, plus any pending drawdowns. Total amount drawn includes program income in addition to program funds (grant funds) and the amount of funds already drawn for each type is displayed below the total drawn amount.
  • Available for Obligation - This field displays the amount available for obligation to this activity, which is equal to the Total Budget amount minus the sum of the Total Obligated Amount and Total Drawn Amount.

Users should enter the total amount to be Obligated in the Obligation Amount field and click Save Amount.

If an amount has already been obligated, that amount will appear in the field. You can increase or decrease the obligation amount by entering a new value in the Obligation Amount field (this is not cumulative; entering data will overwrite previously entered amounts). For example, if the amount displayed in Obligation Amount is $1000.00, and you enter $400.00, Total Amount Obligated will be decreased to $400.00.

The Obligation Amount must meet the following criteria:

  • It must be less than the Total Budget value.
  • It must be greater than the Total Drawn Amount value. In other words, you cannot decrease the Obligated amount to less than the amount that has already been drawn.


Tags: DRGR Drawdown - Activity Obligations

Links in This FAQ

FAQ ID:

1974