ezfedgrants internal portal claim creation and payment job aid · 2016-11-23 · ezfedgrants...

ezFedGrants Internal Portal Claim Creation and Payment Job Aid

ezFedGrants Interal Portal Claim Creation and Payment Job Aid 1/18 10/27/2016

This job aid provides details on creating, processing and paying claims in the internal ezFedGrants system.

Trigger

Perform this procedure when a recipient or cooperator has emailed their SF-270/payment request to your agency. Please refer to the ezFedGrants External Portal Claim Acceptance and Payment Job Aid if the recipient or cooperator has submitted their SF-270/payment request through the ezFedGrants external portal.

Prerequisites

Access to FMMI Portal

Service Organization and Program Management Area are designated

Program Partners are designated as agency users who will be involved in future approval workflows under this program.

To process and pay claims, you must have a user role with permissions to process and pay claims.

The agreement against which the claim/payment request has been submitted must be in "Active" status.

In order to successfully pay a claim, there must not be any previously-created unpaid claims in the system, or any open performance or financial reports.

Menu Path

Use the following menu path to begin this procedure:

FMMI Portal > Grantor Management > Business Activity > Grants and Agreement Management System

Purpose

ezFedGrants Internal Portal Claim Creation and Payment Job Aid


Helpful Hints

On certain screens you may need to scroll to view additional data fields.

Claim workflows vary by agency and office. Consult your agency-specific reference materials for more information.

Have a copy of the SF-270 submission available to assist in completing the Valid From, Valid To, Direct Expenses, and Indirect Expenses fields.

Certain screenshots may display only a portion of the screen. Note that when working within a system, only the center body of the screen will change. The navigation options along the left side of the screen and the header bar across the top of the screen will remain the same.

Note: Data used in this procedure is a representative sample for the purpose of training. Actual data in the system may vary based on agency and scenario.

ezFedGrants Internal Portal Claim Creation and Payment

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1. Start the procedure by accessing the ezFedGrants Homepage screen.

2. Click the Claims tile and click the Create Claim menu item from the dropdown menu.

Procedure


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3. First, you must locate the agreement against which the claim is being made. On the Search: Agreements to Claim screen, enter the relevant/known information into the available search fields, and then click the Search button.

Note: The Status field displays the Active option by default, since claims can only be created for agreements in Active status. Further, the ASAP Account ID field is only applicable for agencies using the Automated Standard Application for Payments (ASAP) system for advance payments.

4. When you have located the relevant agreement in the Result List section, click the Create Claim link to the left of the agreement ID.


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5. On the Claim: New screen, click the icon in the Valid From field.

6. From the Valid From dropdown calendar, click the date that corresponds to the beginning of the period for which the recipient is requesting payment.


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7. Click the icon in the Valid To field.

8. In the Valid To dropdown calendar, click the date that corresponds to the end of the period for which the recipient is requesting payment.


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9. Click the Edit List button in the Item List section.

10. Click in the Direct Expense field(s) to enter the direct expense information for which the recipient is requesting payment.

Note: If there is an indirect expense rate for a particular line item, the system will automatically calculate the indirect expense(s) and populate the Indirect Expense fields after saving the claim. Depending on your agency and/or permissions, you may be able to manually edit the Indirect Expense fields as well.


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11. Scroll down to the Attachments section, and click the Attachment button to add any required

attachments (for example, a SF-270).

12. Within the Attachment popup window, click the Type field.


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13. Click the appropriate attachment type from the Type dropdown menu.

14. Click the Title field.


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15. Select the appropriate attachment title from the Title dropdown menu.

16. Click on the icon in the Date Received field.


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17. In the Date Received dropdown calendar, click the date on which the document was received.

18. Click the Browse button in the Upload Document From Local Hard Disk field to locate and select the attachment document on your computer.


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19. Once you have located and selected the appropriate file, click the Attach button.

20. On the Claim: New screen, scroll up to the Claim Overview section, and click the Status field.


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21. From the Status dropdown menu, click the Valid option to process the claim and move the claim along the claims workflow. The Invalid option will effectively cancel the claim.

22. Click the Save button.

Note: To exit a claim without saving, click the Cancel button.


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23. To continue moving the claim along the claims workflow, click the Worklist tile from any screen in the ezFedGrants internal portal.

Note: Recent worklist items may also be accessed quickly from the Workflow Tasks work center on the ezFedGrants Internal Portal Homepage screen.

24. From the Worklist screen, locate the claim you wish to continue processing, and click the link in the Subject column for that claim.

Note: Clicking the title cell of the Subject column will open a subject search, which allows you to search your entire worklist by subject.


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25. On the Workflow Task: Action Required: Review Claim screen, click the Decision field.

26. Click the Approve option from the Decision dropdown menu to pay the claim.

Note: The Return option will return the claim work item to the creator for editing. The Cancel option will cancel the claim.


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27. Click the Execute Decision button.

28. On the Worklist screen, click the Expand Message Area arrow for a confirmation message that the claim has been paid.


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29. The claim’s status has now changed to Paid on the Claim screen, and an invoice has been created in the FMMI Financials System.


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ezFedGrants Internal Portal Claim Creation and Payment Job Aid 18/18 10/27/2016

Refer to the following additional materials:

ezFedGrants Agreement Creation Job Aid

ezFedGrants Agreement Approval Workflow Job Aid

ezFedGrants External Portal Claim Acceptance and Payment Job Aid

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ezfedgrants internal portal claim creation and payment job aid · 2016-11-23 · ezfedgrants...

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