Establishing Biennium Contracts

Many users are now beginning to enter contracts for the Biennium that will cross two fiscal years (FY2009 and FY2010).  When creating these contracts in eMARS, users should utilize the commodity section of the document to build separate commodity lines for each Fiscal Year of the contract.  It is recommended that when the contract is created, it be set up with two commodity lines with the Contract Amounts for each line reflective of the amount allotted by fiscal year.  The Service Dates for each Commodity Line should identify the full date range of the biennium contract.

The first Commodity Line of the document should reflect the first Fiscal Year of the Biennium with the Contract Amount set for that FY.  The Accounting Line for that Commodity Line should encumber the current Fiscal Year funds using the Event Type of PR05. 
 

The second Commodity Line of the document, that is set up for the future Fiscal Year and include the Contract Amount allotted for that FY should carry the same service dates as Commodity Line 1.  The Accounting Line, however, should be established as a non-encumbering (PR07) line. 

Note:  Screenshots provided in the above instructions were taken from the eMARS Development environment.  eMARS Production screens will not show up in red, but will appear in the traditional eMARS blue color scheme.