Frequency

 

 

The Frequency maintenance document is used to establish and maintain numeric codes and textual description values which are stored in database tables.  This data serves as reference information that is made available for display and selection in various areas of the system, including other e-docs.  Award terms and conditions require the submission of technical, financial, patent, and other reports and invoices on a scheduled basis.  The time intervals (monthly, quarterly, annual, etc) required by the award are called Frequency Codes in Kuali Coeus. Frequency Codes and the Frequency Base work together to calculate the due date of a report/invoice in the Award module.  On the Payment, Reports & Terms tab of the KC Award e-doc, you need to select a Frequency Code from the Frequency list when completing the Payment & Invoices section, Payment & Invoice Requirements subsection. On the Sponsor Template maintenance e-doc, you need to select a Frequency Code for the sponsor’s reporting requirements.

Modification Of Existing Values:  You may modify any of the existing values. Changing values will be reflected in all of the templates that are already defined.

Document Layout

Figure 972 Frequency Maintenance Document Example Layout

Edit Frequency Section

The Edit Frequency section of the Frequency maintenance document is a unique section that allows you to specify and maintain the details associated with the reference table record in fields.

Table 642 Frequency Maintenance Document - Edit Frequency Section Field Descriptions

Field	Description
Frequency Code	Required.  Enter a value to identify this Frequency Code.  This may be a one or more letters and/or numbers.
Description	Required.  Enter a name for this Frequency Code.
Number Of Days	The number of days calculated from the frequency base (date) before the report is due.  For instance, if a report is due 30 days after expiration, the number of days is 30.
Number Of Months	The number of months calculated from the frequency base (date) before the report is due.  For instance, if a report is due monthly, the number of months is 1.
Repeat Flag	The repeat flag is set to “yes” if the frequency is recurring, i.e., every month, quarter, year.  The repeat flag is set to “no” if the report or invoice is only due once. Click within the checkbox to select the item.  A check mark appears within the checkbox to indicate the item is selected.  Click within the checkbox again to clear the mark and deselect the item.
Advance Number Of Days	The number of days calculated for the report due date. For instance, if a report is due 30 days before the expiration date, the advance number of days is 30.
Advance Number Of Months	The number of months calculated for the report due date. For instance, if a report is due 4 months prior to the expiration date, the advance number of months is 4.

Examples

Figure 973 Frequency Maintenance Document Example Values

Common Features

This maintenance document includes the following features that are common to most KC maintenance documents:

Table 643 Links to Common Maintenance Document Component Instructions

Common Maintenance E-Doc Component	Cross-Reference Links To Usage Instructions
Document Header	For more information, see “Header Area” on page 99 in E-Doc Fundamentals.
Document Overview Section	For more information, see “Document Overview” on page 103 in Common E-Doc Tabbed Sections.
Notes and Attachments Section	For more information, see “Notes and Attachments” on page 104 in Common E-Doc Tabbed Sections.
Ad Hoc Recipients Section	For more information, see “Ad Hoc Recipients” on page 106 in Common E-Doc Tabbed Sections.
Route Log Section	For more information, see “Route Log” on page 107 in Common E-Doc Tabbed Sections.
Action Buttons	For more information, see  “Action Buttons” on page 81 in Selection, Entry and Action Tools.

Process

For information about searching for, initiating, editing, copying, submitting, saving, closing, canceling, and/or routing a maintenance document, see “Common Maintenance E-Doc Operations” on page 129 in the Overview section.