In this topic, you will learn how to perform an Attachments Change Administrative Action.
Steps:
Click the Initiate Actions menu item to begin the process of initiating an administrative (admin) action.
Step 1Next, enter the appropriate search criteria to retrieve the award for which you wish to perform the admin action.
You can search by the Fiscal Year and CFDA/Subprogram, PR/Award Number, or UEI. We will search by the PR/Award Number in this example.
Step 2Enter the award number in the PR/Award No. field.
In this example, enter "P432A240004" in the PR/Award No field.
Step 3Click the Search button to search for the award you entered.
Step 4Click the Select button to mark the award information which displays.
Step 5Click the Continue button to move to the Admin Action Types tab.
Step 6Click the Select button to mark the Attachments Change action type for this example.
Step 7Click the Continue button to move to the next tab.
Step 8The Attachments tab will display the mandatory and optional attachments on the award.
Click the Vertical scrollbar to scroll down the page.
Step 9In this example, we will add an optional attachment.
Click the Add/Remove Optional button to add an attachment.
Step 10Use the checkboxes in the column on the left to select the optional clause you want to add.
In this example, click the checkbox to select GAN Enclosure 1.
Step 11Click the Add button to add the selected clause to the column on the right.
Note: You can also use the Add All button to add all of the available optional clauses.
Step 12The selected clause now appears in the column on the right. Clauses listed in this column will be included when the GAN is printed.
Step 13Note: If you want to remove a clause from the GAN, you can use the checkboxes in the column on the right to select the clause then click the Remove button. You can also use the Remove All button to remove all optional clauses.
Step 14Click the Continue button to return to the Attachments tab.
Step 15Click the Vertical scrollbar to scroll down the page.
Step 16Note: The optional attachment now appears on the Attachments tab. You can click the View link to open the attachment.
Step 17After adding or removing the appropriate optional clauses, click the Continue button to continue to the Clauses tab.
Step 18There is no standard clause for this admin action. You can create a unique clause to explain this change.
Click the Add Unique button to create a unique clause.
Step 19Enter the appropriate information into the Title field.
For this example, enter a valid value e.g. "Attachments Change".
Step 20Note: Next, enter the unique clause in the Clause Text field. The text has been entered for you in this example.
Step 21Click the Continue button to return to the Clauses tab.
Step 22Note: The clause now appears in the Optional/Unique Award Clauses section.
If you need to edit or delete the clause, use the available buttons.
Step 23Click the Continue button to move to the Packet Information tab.
Step 24Note: The Signature Type defaults to Electronic Signature.
To issue a GAN in hard copy, users must select the "Hard Copy Signature" option. Selecting the "Hard Copy Signature" option will require users to enter a comment justifying their decision to override the default.
Step 25Note: The Print Attachments checkbox will be checked by default so the new attachments print with the GAN.
Step 26Click the Continue button to continue.
Step 27After the GAN is generated, a link to the GAN PDF will appear. Click the link to open and review the GAN for accuracy.
In this example, click the GAN-P432A240004 link to view the GAN.
Step 28Next, review the GAN to confirm the appropriate changes have been made.
The new budget period end date appears on the GAN.
Step 29Confirm that the appropriate clauses appear in Block 10.
Additionally, you can view the placeholder for your electronic signature.
After reviewing the GAN for accuracy, click the Close icon (X) to close the PDF tab.
Step 31Click the Initiate eSignature button to start the eSignature process.
Step 32A message will appear confirming that the GAN has been submitted to Adobe.
Click the Sign GAN button.
Step 33The GAN will open in a new Adobe Acrobat Sign tab.
Click the Continue button to acknowledge the terms of use.
Step 34You can either click the Start button or scroll down and click the Sign With Acrobat field to continue.
In this example, click the Start button.
Step 35Click the Submit and Proceed to Sign button.
Step 36Click the Download Document button to download the GAN.
Note: Downloading the GAN is required to complete the eSignature process but you must delete the GAN from your computer afterward.
Step 37Navigate to the folder where the GAN is saved.
Click the file name to open the GAN PDF.
Step 38Click the vertical scrollbar to scroll down to the Signature field in Block 10.
Step 39Click in the Click here to sign field.
Step 40The Sign with a Digital ID window will open.
Ensure your name is selected then click the Continue button.
Step 41Click the Sign button.
Step 42Click in the PIN field to enter your PIN.
Step 43Next, enter your PIN in the Smart Card window.
This step has been completed in this example.
Step 44Click the OK button to submit your PIN.
Step 45A window will appear confirming that you have successfully signed the GAN.
Click the OK button to continue.
Step 46Your signature now appears on the GAN.
Step 47Click the Close icon (X) to close the Adobe window.
Step 48You will be asked if you want to save the GAN.
Click the No button to continue.
Step 49After signing the GAN, you must return to the folder where you downloaded the GAN and delete the file.
Right-click in the Name field.
Note: Electronically signed GANs must be deleted from your computer after completing the eSignature process. Additionally, users should never distribute the GAN saved on their local computers.
Electronically signed GANs are saved in the award's Grant File.
Step 50Click the Delete menu.
Click the Delete menu item.
Step 51Click the Yes button to confirm you want to delete the file.
Step 52After deleting the file, return to the G5 page. Note that G5 now indicates the GAN has been signed.
You can click the GAN link to view the signature.
In this example, click the GAN-P432A240004 link to view the GAN.
Step 54Your signature now appears on the GAN.
Click the Close icon (X) to close the PDF tab.
Step 56Click the Submit button to complete the process and save your data.
Step 57A confirmation message will appear indicating that the admin action has been saved.
Click the Vertical scrollbar to scroll down.
Step 58Note: If you want to prepare additional awards and print their GANs, you may click the Done button and return to the search screen to repeat the process.
Step 59Click the Go To Home button to return to the My Home Page screen.
Step 60Congratulations!
You have learned how to perform an Attachments Change Administrative Action.