Overview

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This article describes how to treat membership agreements in Oracle.

Essential Information

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Membership Agreements were converted to Oracle as projects and contracts - not awards. This is due to the multi-contract structure to a single project. In addition, the department manages these contracts  which includes billing and they are treated as service agreements.

• Pre Oracle:
  
  • In legacy financial system, the Sponsored Projects Finance (SPF) office would setup the fund, then allocate per payment received and notify OCGA anytime payments were received per Sponsor as billed by department.

• Post Oracle departments will:
  
  • Create a Kuali Research (KR) Proposal Development (PD) record in KR.
  • Manage these agreements in the post award stage.
  • Setup project(s) with fund 12322 Non Gift Membership Agreements.

• • • Project prefix “MEM”
  • Setup contract(s) with fund 12322 and revenue account 440000- Other Sources Revenue

• • • Contract Name: “Center Membership - ”
  • Create contracts per customer (sponsor) and manage all the billing.
  • Work with OCGA for any updates in the agreement or Kuali Research (KR) as needed.

The contract approval will go to Financial Operations who will review it to make sure the revenue account and fund are correct and spot check other elements.

Next Steps 

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1. Ensure that a KR PD record is in place in Kuali Research and work with OCGA to finalize.

2. If a new project is needed, submit an Oracle PPM General Project Request and use Fund #12322 Non Gift Membership Agreements *Remember that one project can be used and associated with multiple contracts.

3. Once the project is created, you will need to create contract(s) or associate the new project to existing contract(s) by following the steps outlined in the the following articles:

• • How to Create a PPM Contract in Order to Bill External Customer (KB0032314)
  • How to Resolve PPM Contract Creation Error Message (KB0033600)
  • PPM Contract Amendments (KB0033499)

4. You and/or your department will need to monitor incoming payments and request payment application to invoices through Services & Support.

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Consolidating Converted Projects to New Process

Follow these steps for current General Projects that converted or may have been created under 20700 that are membership agreements:

1. Request a new General Project(s) using fund 12322 Non Gift Membership Agreements or request to have existing Project’s Task(s) updated with the new fund. Any existing costs can be updated to the new fund, please identify this in the request.

2. Update contracts to associate new Projects as needed.

3. Process a GL Journal to move from 20700 to Fund 12322 Non Gift Membership Agreements by working with your VC office and the central office will review and approve the entries.

1. 1. If your VC office does not have access to process a journal, you can submit a Resource Transfer Request 
   2. You can process a cost transfer directly in PPM.

NOTE: In November 2021, the converted billing and revenue were loaded as this was missed during conversion.