FAQs: Award Setup

Why don't my Kuali Coeus Obligated Total and SAP Authorized Total match?

The Authorized Total in SAP most closely aligns with the Obligated Distributable Total in KC. When these two amounts differ, there are several common potential causes:

  • Recent updates to totals on an award may not yet have fed from KC to SAP. 
    • The feed is run between 3 and 4 pm each day. If the update was after the daily feed, it will not be reflected in SAP until the following afternoon.
  • If the award/account is part of a structure, having a child award in Hold status in KC (and thus not yet in SAP) will cause the SAP authorized total of the account parent(s) not to match the KC Obligated Distributable totals.
    • This will self-correct in time once the child award taken out of Hold status and feeds to SAP
  • If it is a newly set up award that had cost sharing included in the proposal, the KC Obligated Distributable may not match the SAP Authorized total.
    • Updates in KC with an Award-phase cost sharing template and, if needed, set up of a Cost Sharing Child account should resolve the discrepancy

What should I do if it doesn’t seem to be one of these scenarios causing the problem with the totals?

  • Reach out to your RAS Contract Administrator, or, if you prefer, open an OST ticket. We will work together in RAS to identify the problem.

I just got a new account (WBS) but the Fund Center is incorrect or is blank and I can’t spend? What happened?

SAP did not know which Fund Center to use. Please ask your RAS Representative to add the appropriate Fund Center to the account.

When new accounts are set up, SAP compares the Supervisor and Profit Center information with other existing accounts. If a PI has one or more accounts in a Profit Center, but only has one Fund Center for those accounts, then that Fund Center will be added by SAP.

However, in cases where a PI has more than one Fund Center for a given Profit Center, one will need to be chosen. Spending may be problematic if the wrong fund center is chosen. Similarly, if there are no prior accounts for a PI in a Profit Center, then SAP will leave the Fund Center blank. Spending will be problematic or not authorized by SAP until this is corrected.

In either of these cases, ask your RAS Representative to revise the Fund Center to ensure that the appropriate people in your DLC are authorized to spend. For additional information on Fund Centers and how they are assigned see the Roles Database or Roles and Authorizations on AdminConnect.

Can I get an account created before the award formally starts?

Yes. With the designation of a discretionary source of back-up funding, the DLC may authorize the RAS to create a new WBS element in Pending Status (not billable to sponsor). Under such circumstances, the DLC assumes all of the financial risk associated with the possible failure of MIT to negotiate or receive an acceptable, fully executed award from the sponsor. The DLC must submit in writing the request for a cost objective in Pending Status; the request must be endorsed by an individual authorized to commit the source of back-up funding and by the DLC administering the pending WBS element.

What is a “WBS element”?

A WBS (Work Breakdown Structure) element is a cost objective in SAP that collects expenses and revenues related to sponsored projects. WBS elements are both research and fund accounts. Projects often include several WBS elements forming a WBS hierarchy.

What is CoeusLite?

Coeus Lite was originally developed for the occasional Coeus Proposal Development user, but is now used only for Conflict of Interest disclosures. Please refer to the COI website for more information.