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FBMS Financial Assistance Frequently Asked Questions
1. How does a user log into FBMS?
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For additional information on entering the CFDA program number on the award, refer to Step 4 of the FBMS Systems Branch User Guides – FAADS/Plus Data Entry in PRISM.
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The user should check the vendor record in SAP to ensure the vendor is marked as a Grants vendor. For guidance, refer to FBMS Systems Branch User Guides – How to Look Up a Vendor in FBMS for Users with Financial Assistance Role and Establishing an Intended Recipient’s Payment Method before Obligation Funds for a New Grant or Cooperative Award in FBMS.
9. What if the vendor name does not appear on the award Main > General page in PRISM even though the vendor code has been selected for the award?
On the Main > General page in PRISM, remove the vendor code from the field. Navigate to another page in PRISM to save the General page without a recipient code. Then return to the Main > General page, click the search box next to the recipient and select the code again. This should bring in the name of the recipient.
10. How come the synopsis did not post to Grants.gov?
Check the synopsis to see if it has been transmitted. In PRISM, search for the funding opportunity and display it. Then go to Synopsis > Grants.gov. Check for a submission date and time. If a date and time is not displayed, the user has not yet posted the synopsis. Scroll to the bottom of the synopsis and click Continue. The user will receive a message that the synopsis is ready to transmit to grants.gov. Select Yes, then Transmit Now.
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For additional information on funding opportunities/synopsis, refer to FBMS Systems Branch User Guides – How to Create and Post a Funding Opportunity and Synopsis.
11. What if the menu options in PRISM do not have an option to modify or close an award?
In order to modify or close an award, the user must be the document owner or the document owner must share the document with them allowing them full access to modify or closed.
12. What if a user receives a warning message in PRISM for the Treasury Account Symbol (TAS), “Item: 00002 Treasury Account Symbol is required to Ship To ID 1 – Account ID 1”?
Converted awards in PRISM do not have accounting data listed in the award and cannot reference a TAS code. This should be a warning message and the user does not need to correct this in order to release the award. If this is not a converted award, then the user should contact the FBMS Helpdesk.
The TAS code will need to be entered on the FAADS/Plus in PRISM by selecting the Override Predominant Treasury Account Symbol (field 34a) and entering the TAS code in the fields
For additional information on entering the CFDA program number on the award, refer to Step 23 of the FBMS Systems Branch User Guides – FAADS/Plus Data Entry in PRISM.
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If the user changes the award date after completing the FAADS/Plus in PRISM, the user will need to update the Obligation/Action Date (field 21) in FAADS/Plus to match the award date. For additional information on completing the Obligation/Action Date in FAADS/Plus, refer to Step 16 of the FBMS Systems Branch User Guides – FAADS/Plus Data Entry in PRISM.
14. What are the steps to deobligate converted lines on an award?
To deobligate converted lines on an award, the user must have the FA_OBL role. Follow the instructions on the FBMS Systems Branch User Guides – Deobligating Converted Lines and Modifying PRISM.
15. What Project Type should be used for Financial Assistance (Grants/Cooperative Agreements) in the WBS?
The project type in the WBS should be FG for financial assistance agreements. All financial assistance agreements are to be FG unless using FA, FM (safety margins) or FR (financial assistance agreements funded with Reimbursables).
Exception: On a case by case basis, there may be considerable efficiencies in not establishing a separate WBS for a financial assistance agreement. For example, for Contributed Funds that are tracked by project, it allows collections and spending to occur on the same WBS.
For additional information on establishing a WBS, refer to the Tips on Establishing a WBS for a Grant/Cooperative Agreement.
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For additional information, refer to How to Return Funds Overdrawn in ASAP.
17. When do funds become available to recipient in ASAP?
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