Uploading Nonprofit Grant Agreements to PeopleSoft
Overview:
To improve the City’s recordkeeping, departments must upload to the City’s PeopleSoft system copies of any grant agreements executed or amended by the departments on or after September 15, 2024.
Create Supplier Contract in PeopleSoft
1. Go to Procurement > Supplier Contracts
2. Click Add
Enter details for the Nonprofit Grant Agreement on the Contract Entry page and select Grants as the Contract Type. Please see the Supplier Contract Management: Contract Entry job aid for detailed instructions.
3. Click Save
Upload Nonprofit Grant Agreement to PeopleSoft
1. Click Add a Document
2. Select the Nonprofit Grant Agreement Document Type
3. Click Import Document
4. Select Current Contract/Document
5. Version: 1.0
6. Status: Draft
7. Status Date: current date
8. Click Upload
9. Click Choose File
File naming conventions: To better identify nonprofit grant agreements in the system, a common naming convention should be used. Use 4 sections separated by an underscore, as shown below. Note the file name has a 64-character limitation.
Naming Convention: AAA_BBB_CCC_DDD
AAA: Department 3-character code
BBB: Always add “NonprofitGrant”
CCC: Add a very short description of the agreement
DDD: Add “Orig” if it’s the original contract. Add “Amend#” if it’s a contract amendment.
Examples:
REG_NonprofitGrant_VoterOutreach_Orig
CHF_NonprofitGrant_CommunityServices_Orig
ECS_NonprofitGrant_VocationalServices_Amend1
ADM_NonprofitGrant_UrbanEdAcademy_Amend3
10. Select a file in .docx format from a local directory
11. Click Upload
12. Click Done with Import
13. Click Yes
14. Click Submit for Approval
DocuSign Nonprofit Grant Agreement in PeopleSoft
1. After the Supplier Contract is approved click Prepare and Route for e-Signature. Please see the DocuSign job aid for detailed instructions.
2. Entering names, email addresses and signing order for the signers. Select External Signer for the Supplier (Grantee)
3. Click Send