Special Approval

The Special Approval section collects data on prior sponsor approval to purchase capital equipment or to pay for foreign travel with award funds.

Figure 867 Award Document, Payment, Reports & Terms Page, Special Approval Section Layout

Approved Equipment

The Approved Equipment subsection allows you to add items to create a list of approved equipment purchases approved by the sponsor of a sponsored project.

Figure 868 Award Document, Payment, Reports & Terms Page, Special Approval Section – Approved Equipment Subsection Example

 

Table 396 Award Document, Payment, Reports & Terms Page , Special Approval Section – Approved Equipment Subsection Field Descriptions

Column	Description
Item	Required.  The equipment item you have been approved to purchase.  Enter the name of the Item into the box.
Vendor	Optional.  The vendor name from whom this item will be purchased.  Enter the Vendor name for this purchase into the box.
Model	Optional.  The model information of this equipment item.  Enter the Model name into the box.
Amount	Optional.  The sponsor-approved cost of this equipment.  Enter the Amount for this equipment item into the box.
Actions	Click  to save your new entry.  Click  to remove the entry on that row.  Click to total the Amounts after you add a new entry.

 

Approved Foreign Travel

The Approved Foreign Travel subsection allows you to add items to create a list of foreign travel approved by the sponsor of a sponsored project.

Figure 869 Award Document, Payment, Reports & Terms Page , Special Approval Section – Approved Foreign Travel Subsection Example

 

Table 397 Award Document, Payment, Reports & Terms Page , Special Approval Section – Approved Foreign Travel Subsection Field Descriptions

Field	Description
Traveler Name	Required.  Name of either an employee or non-employee traveler for whom the sponsor has pre-approved foreign travel on this award.  Click the appropriate  to find the Traveler Name.  (See instructions below for using this lookup function for both employees and non-employees.).  If someone has already added the traveler to the Approved Foreign Travel subsection and you need to add another item for that same traveler, click  to select the traveler’s name.
Destination	Required.  The place where this traveler is going.  Enter the Destination for this approved travel into the box.
Start Date	Required.  The start date of this approved foreign travel.  Enter the Start Date in MM/DD/YYYY format or click  to select the date.
End Date	Optional.  The end date of the approved foreign travel.  Enter the End Date in MM/DD/YYYY format or click  to select the date.
Amount	Required.  The cost which the sponsor has pre-approved for this foreign travel.  Enter the Amount into the box.
Actions	Click  to save your new entry.  Click  to remove the entry on that row.  Click to total the Amounts after you add a new entry.

Adding an Employee Traveler’s Name Using the KcPerson Lookup

  Click the lookup  icon to find and select an Employee.   KC displays the KcPerson Lookup screen:

Figure 870 KcPerson Lookup Screen

•      Enter appropriate information in the search fields to find the employee you need (or leave all the fields blank to display all employees), and then click  to display a list of Employees.  When you click search, KC displays the KcPerson Lookup screen again, with the results of your search displayed below the buttons:

Figure 871 KcPerson Lookup Screen with Search Information

•      KC displays the Employees that match your search below a statement about the number of items retrieved (how many items matched your search) and the number of items displayed.

•      In the search results list, click return value on the row for the employee you need.  This enters that Employee in the Approved Foreign Travel subsection in the Special Approved section.

•      When you click return value, KC displays the KC Award screen again with the selected employee’s name added to the Approved Foreign Travel subsection in the Traveler Name field:

Figure 872 Filled Approved Foreign Travel Subsection

 

Adding a Non-Employee Traveler’s Name Using the Non-Organizational Rolodex Lookup Screen

  Click the lookup  to find and select a Non-employee.   KC displays the Non-Organizational Rolodex Lookup screen:

Figure 873 Non-Organizational Rolodex Lookup Screen

•      Enter appropriate information in the search fields to find the non-employee you need (or leave all the fields blank to display all non-employees, and then click  to display a list of non-employees.  When you click search, KC displays the Non-Organizational Rolodex Lookup screen again, with the results of your search displayed below the buttons:

Figure 874 Non-Organizational Lookup Screen with Search Information

•      KC displays the non-employees that match your search below a statement about the number of items retrieved (how many items matched your search) and the number of items displayed.

•      In the search results list, click return value on the row for the person’s name you need to enter as the Non-Employee in the Approved Foreign Travel subsection in the Special Approved section.

•      When you click return value, KC displays the KC Award screen again with the selected non-employee’s name added to the Approved Foreign Travel subsection in the Traveler Name field.  In the screen print below, Kathy Moyer has been added as a traveler to France in Feb. 2010:

Figure 875 Special Approval Section, Approved Foreign Travel Subsection with Non-Employee Information Filled