7.2 - Managing grants

This section describes the steps involved in managing grants, from defining the funding type to processing the data, including the payment of grants.

1- Defining the funding type

Each funding has to be associated with a funding type. The funding types are defined in the moveon reference tables. If the funding type you require has not already been defined, then you will have to add it. To do so, use the "Reference tables" form, which can be accessed from the main menu under "Configuration". The funding types can be configured in step 5 of the reference tables.

Details of how to add a funding type can be found in section 4.2.

2- Defining the funding

Once the funding type has been defined in the configuration you must define the funding. To do so, open the "Funding" form, which can be accessed from the main menu under "Funding".

Use the Add button to add the funding. Details of how to add a funding can be found in section 7.1.

3- Defining grant statuses

Each grant has to be associated with a grant status in order to be able to identify the applicable assignment rules for this grant. You will therefore have to predefine the grant statuses associated with the funding before you can assign the grants (see section 7.1).

To do so, click the Add button in the "Statuses" tab on the "Funding" form. In the Add/edit grant statuses window, indicate the use (e.g. Outgoing students), a code (e.g. A) and a name (e.g. Standard rate recipients) for the status. Next you should define the assignment rules: fixed amount of the grant, minimum and maximum authorised amount of the grant by time unit, minimum and maximum authorised duration of the grant.

4- Defining expense types

Each grant payment has to be associated with an expense type in order to be able to identify the nature of the payment. You will therefore have to predefine the expense types associated with the funding before you can make the grant payments (see section 7.1).

To do so, click the Add button in the "Expense types" tab on the "Funding" form. In the Add/edit expense types window, indicate the use (e.g. Outgoing students) and the name of the expense type (e.g. First payment, Travel expenses).

5- Defining resources

Before making the grant payments you need to define the funding resources. To do so, click the Add button in the "Entries" tab on the "Funding" form. In the Add/edit entries window select Resource as the entry type and then enter the date, the name and the amount of the payment received.

6- Assigning grants

Once you have defined the funding, the statuses and the expense types, you can assign the grants to the persons concerned (see section 5.2). To do so, click the Add button in the "Grants" tab on the "Mobilities" form for each person concerned. In the Add/edit grants window indicate the funding, the status and the duration of the grant.

7- Paying grants

The payment of grants is carried out by adding the entries associated with the grants.

There are two ways of doing this:

• Manually, for each grant (see section 7.1)
• Automatically, for several grants, using the grant calculation form (see section 7.3).

To make an individual payment for a grant, click the Details button corresponding to the desired payment in the "Grants" tab on the "Funding" form or the "Mobilities" form. Then in the "Grants" form click the Add button in the "Entries" frame. In the Add/edit entries window indicate the expense type, the date, the name and the amount of the payment.

To make an automatic payment for several grants, use the "Grant calculation" form by clicking the corresponding button in the "Tools" tab on the "Funding" form. The calculation of grants is described in detail in section 7.3.

8- Processing grant data

The "Selection of grants" form can be used to process the details of grants associated with a funding, including the total amount of each grant. This selection does not allow you to process details of the associated entries.

Examples of its use:

• List of recipients of funding with the total amounts for each recipient
• Creating a financial contract for each recipient, with the planned total amount of grant
• Sending an email to all recipients of the same funding

9- Processing entry data

The "Selection of entries" form can be used to process the details of entries associated with a funding. This selection does not allow you to process grants with no associated entries.

Examples of its use:

• Creating payment slips including the list of entries of the same expense type (first payment, redistribution) on a given date to allow a payment to be made
• Sending individual emails to recipients notifying them of a grant payment with the amount and the date of this payment