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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.
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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.
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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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