New Grant Fund

Once we have received notice that the fund has been set-up, it should update in BA4. Here are the steps to getting the fund ready for transactions in our shadow system:

  • Type in the new CFOP string in the Quick Find box where it says CFOP, and it should automatically populate the rest of the CFOP then click Enter:

  • Once the fund details page shows up, click the Edit button next to the fund number to add more information to the fund. Some pertinent details to review and update as necessary are:
    1. Account Year;
    2. Investigator;
    3. Budget Start date;
    4. Budget End date – should be end date of the project itself, and can be found in the Notice of Fund Setup received from Sponsored Programs Administration (SPA);
    5. IRC Schedule – pertains to the Indirect (F&A) portion of the Notice of Fund Setup;
    6. Organizational Unit;
    7. Default Object Mapping – ncsamap;
    8. Notes – not required, but helpful to add a few notes

IRC Schedule:

Make sure to hit the Save button to keep your changes.

  • Next, update Responsible Persons portion by hitting Edit and putting your name in the Local Accountant field. If the Principal Investigator for a project changes, make sure to update their name in as well, and remember to click the Save button:

  • Follow the steps on setting up Activity Codes next

New Non-Grant Fund

  • From the BA4 Dashboard, click on CFOP's, then select the type of CFOP you would like to add. In this example, it will be a Self-Supporting Fund.



  • All CFOPs will show up on the next page. Click Add a new CFOP on the right side.


  • The New Account page will show up. Fill in the pertinent information.
  • Some important notes:
    • Account Type - will depend on the fund type. Common selections are:
      • 1 funds - State 
      • 2 funds - ICR
      • 3 funds - Self-Supporting
    • Budget Start - always start at the beginning of the current fiscal year, even though it is a new fund
    • IRC Schedule - always 0% for State, ICR, and Self-Supporting 
    • Default Object Mapping - NCSATest
  • Click Save after entering all required information


  • Once the page loads, the user will be able to look up the CFOP on the Dashboard from the Search feature

  • Next, update Responsible Persons portion by hitting Edit and putting your name in the Local Accountant field. If the Principal Investigator for a project changes, make sure to update their name in as well, and remember to click the Save button:

  • Follow the steps on setting up Activity Codes next

New Activity Code

  • Update the Activity Codes portion of the page by clicking the triangle next to the words Activity Codes (1). The default will show up as **Null**, and we need to add in at least 1 activity code to start, usually A01. The naming mechanism is usually [fund number] [project name] [sponsor name] [grant code]. Then save the information by clicking the diskette icon:

As the need for new activity codes arise, follow the same steps as above.

  • Finally, click on the triangle next to Flags, then Edit. We keep the default checks for the Monitored Locally and Auto Pay Encumbrance options. Add a check mark to the option Force Project Accounting? This helps ensure that transactions will not post in the Data Import tool if the activity code is missing. Save your changes:

These are the same steps for adding an activity code to any fund.


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