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Budget Setup

If additional time is needed to complete a sponsored research project without additional funding, a budget extension can be requested from OSP (Office of Sponsored Programs). OSP asks that requests for budget extensions be received by their office at least 30 days prior to the expiration date of the grant. The form for requesting the budget extension can be found at: http://www.washington.edu/research/?page=budgetExtension

 

The status of an eFA (electronic funding action), whether it is a new award or a modification on an existing award, can be found by using OSP’s (Office of Sponsored Programs) "Status Checker". Status Checker stores information on all transactions relating to grants and contracts approved by OSP AND have been entered into OSP’s online system, or have been modified within the past 60 days. The Status Checker can be found at: https://ucs.admin.washington.edu/era/uwnetid/reports/awardTracker/tracke...

GCA (Grant and Contract Accounting) is processing eFAs (electronic funding action) within 0-3 business days of receipt of the eFA. As long as GCA receives the eFA at least 1 business day prior to a payroll cutoff, the budget should be established in time for payroll transactions to post. Payroll Schedules and Deadlines can be found at: http://www.washington.edu/admin/payroll/pcguide.html

 

When a budget is relying on an ePAC (electronic Post Award Change) for a project date extension, the ePAC would need to be in GCA 1 business day before a payroll cutoff. GCA has a goal of processing extension ePACs within 0-3 business days of receipt of the ePAC extension.

A Payroll Unit Code is a four digit code that identifies what department a particular budget belongs to. This four digit code is also used for generating reports and sorting payroll checks. The Payroll office can provide more information and can be reached at: pronline@uw.edu , or 206.543.9202.

Payroll Unit Code changes are handled in the Payroll Office.  The Payroll office can provide more information and can be reached at: pronline@uw.edu, or 206.543.9202.

MyFD is a tool that allows users to access financial information from their desktops. It is a web-based system that has both detail and summary reports along with some download capabilities. MyFD displays data which has been downloaded from FIN (Online Financial Accounting System). More information regarding MyFD can be found at: http://ucs.admin.washington.edu/myfd/Home.aspx

An encumbrance is a commitment to use funds for a specific purpose. By earmarking funds it helps assist departments in planning expenditures during the life of a budget. Salary encumbrances are set up automatically upon entry into OPUS (Online Payroll Update System). Corrections for Salary Encumbrances are handled in the Financial Accounting department. The Financial Accounting department can be reached at: accountg@u.washington.edu, or 206.221.7845.

An encumbrance is a commitment to use funds for a specific purpose. By earmarking funds it helps assist departments in planning expenditures during the life of a budget. The University uses various encumbrance codes for its financial activity. A list of encumbrance codes can be found at: http://www.washington.edu/research/gca/spend/encumbrancecodes.html

A budget in advance status is a result of an award either not being received by OSP (Office of Sponsored Programs) by the effective date of the award, or OSP is still negotiating and/or processing the award. The Principal Investigator of the intended award may request authorization to spend a limited amount of funds prior to the completion of the award. The need may arise to extend the Advance budget. The request to extend will be made through SAGE (System to Administer Grants Electronically). Print a copy of the request, obrain the appropriate signatures, and send the signed form to GCA. Once GCA receives the completed form, the extension will be made. Advance budgets can be extended in 3 month intervals up to a year from the start date of the advance.

The rebudgeting of funds can sometimes be necessary if it is determined that an approved budget is not going to be consistent with actual project needs. The rebudgeting process reallocates funds from one expenditure object code to another, resulting in a budget that better reflects its project requirements. Departments should be aware of the rebudgeting stipulations in the grant or contract agreement. Rebudgeting procedures are different for awards needing prior sponsor approval than those that do not require prior approval. Further information regarding rebudgeting funds on a grant or contract can be found at: http://www.washington.edu/research/gca/spend/rebudget.html and on the Post Award Fiscal Compliance Website.

The status of an eFA (electronic funding action), whether it is a new award or a modification on an existing award, can be found by using OSP’s (Office of Sponsored Programs) "Status Checker". Status Checker stores information on all transactions relating to grants and contracts approved by OSP AND have been entered into OSP’s online system, or have been modified within the past 60 days. The Status Checker can be found at: https://ucs.admin.washington.edu/era/uwnetid/reports/awardTracker/tracke...

MyFD is a tool that allows users to access financial information from their desktops. It is a web-based system that has both detail and summary reports along with some download capabilities. MyFD displays data which has been downloaded from FIN (Online Financial Accounting System). The upload happens each weeknight. A new budget will display on MyFD the day after it has been entered into FIN. http://ucs.admin.washington.edu/myfd/Home.aspx

Once GCA has processed an eFA (Funding Action) or ePAC (Post Award Change), an email announcement is automatically sent to:

* PI
* Current reviewers in ASTRA for the org code receiving funding
* eGC1 Admin Contact
* eGC1 Budget Contact
* eGC1 Creator

PI and current reviewers for the org code receiving funding (unit level only) are accurate every time since this data can be modified after the eFA or ePAC is created. However, if staff turnover occurs, the Admin & Budget Contacts and the eGC1 Creator may become out of date.

If you have moved to a new position, please either forward these messages to the correct person or delete them.

There is no mechanism in SAGE to update the eGC1 contacts because contact data is locked down at the time of approval. Once this functionality is added to SAGE, current data will be available and the above issue will be eliminated.

If you are missing an email, you can monitor the progress of an eFA or ePAC using the OSP Status Checker, located on the OSP homepage: http://www.washington.edu/research/osp/index.php

This PDF explains how to use the Status Checker: http://www.washington.edu/research/.SITEPARTS/.documents/.learning/.jobA...

Once GCA has processed an eFA (Funding Action) or ePAC (Post Award Change), an email announcement is automatically sent to:
• PI
• Current reviewers in ASTRA for the org code receiving funding
• eGC1 Admin Contact
• eGC1 Budget Contact
• eGC1 Creator

PI and current reviewers for the org code receiving funding (unit level only) are accurate every time since this data can be modified after the eFA or ePAC is created. However, if staff turnover occurs, the Admin & Budget Contacts and the eGC1 Creator may become out of date.

There is no mechanism in SAGE to update the eGC1 contacts because contact data is locked down at the time of approval. Once this functionality is added to SAGE, current data will be available and the above issue will be eliminated.

Food approval may be allowable on sponsored project budgets when the cost is included in the proposal and funded by the sponsor or with written approval from the sponsors' authorized representative. Food Approval flags are not required.

The full process and criteria for food approval is covered on this web page: hthttp://f2.washington.edu/fm/food-approval

If a business need exists:

  • Submit a GrantTracker request
  • Use the topic "compliance"
  • Request that  the food flag beactivated
  • Provide a sample of the language from the proposal that approves food purchases with sponsor funds for that award.

Closing

Changing a grant or contract budget to status 3 signifies the beginning of the budget close-out process. After a budget is changed to status 3, Journal Vouchers (JVs) can post but direct expenditures cannot. A budget will be changed to status 3 once the Final Action Date has passed. There is a specific review process for departments to follow before requesting the status change. The review process and its associated questions can be found at: http://www.washington.edu/research/gca/closing/.
 

If you anticipate the need to keep a budget in status 1 after the Final Action Date has passed, please send a GrantTracker to GCA and we will review the request.

ARRA

All ARRA funded budgets will begin with a 20-XXXX. You will also be able to see ARRA in the short title of the budget name.

The UW ARRA website is the best source of information on ARRA awards. It includes both federal and state requirements, in addition to information for Principal Investigators (PIs) on managing their ARRA awards. For specific questions related to ARRA, you may email uw-arra@u.washington.edu

GrantTracker

GrantTracker is the new, enhanced database that replaces the SDL (GCA receivables system). It is designed to reduce the amount of time to close budgets, provide information in a timely manner, and decrease the number of requests for information to and from GCA. You can find GrantTracker at: http://www.washington.edu/research/gca/budget/granttracker.html

Features include:
--view all GCA budgets online (old SDL was limited to receivable budgets only)
--expanded budget information
--additional search functionality
--access to parent and sub-budget information
--submit requests and attachments online
--view invoices online
--provide up-to-date status on outstanding requests
--view history of previous requests and attachments

You may submit your idea for changes to GrantTracker, along with questions, to gcagt@u.washington.edu. All ideas and questions are welcome and will help us to improve GrantTracker, as well as, provide additional benefits to you and your staff.

Invoicing

Normally GCA (Grant and Contract Accounting) initiates and mails invoices for grants and contracts needing to be billed. At times, however, a department may need to supply specific, specialized information to GCA in order to complete the invoice. It is possible, too, that if the sponsor’s request is for an invoice that is detailed beyond what GCA can provide, a department may be creating the invoice themselves and sending it to GCA via GrantTracker or gcahelp@uw.edu for review, an Accounts Receivable number assigned, and mailing.

GCA maintains an Accounts Receivable system for managing invoices and subsequent payments, for billable grants and contracts. This information is available to on-campus users via the GrantTracker. All GCA budgets can be viewed online through the GrantTracker. You can search by various criteria, including budget number, grant number, and PI. One of the items displayed on the GrantTracker is a list of invoices sent to the budget’s sponsor. The invoice numbers are highlighted. Look for the invoice in question. Click on the highlighted invoice number and a copy of the invoice will display. One caveat to viewing invoices is that the only invoices that will display in full are those where the grant/contract budget’s organization code is the same as the person inquiring. GrantTracker can be found at: https://gcaserver.finance.washington.edu/gca/gt/sdlsearch.aspx

If a department gets the call about clarifying an invoice charge, the first place to look would be the GCA (Grant and Contract Accounting) GrantTracker. GCA maintains an Accounts Receivable system for managing invoices and subsequent payments, for billable grants and contracts. This information is available to on-campus users via the GrantTracker. All GCA budgets can be viewed online through the GrantTracker. You can search by various criteria, including budget number, grant number, and PI. One of the items displayed on the GrantTracker is a list of invoices sent to the budget’s sponsor. The invoice numbers are highlighted. Look for the invoice in question. Click on the highlighted invoice number and a copy of the invoice will display. One caveat to viewing invoices is that the only invoices that will display in full are those where the grant/contract budget’s organization code is the same as the person inquiring. GrantTracker can be found at: https://gcaserver.finance.washington.edu/gca/gt/sdlsearch.aspx. If after looking at GrantTracker the answer to the sponsor’s question is not evident, contact gcahelp@uw.edu or send a request via GrantTracker. 

A budget in advance status is a result of an award either not being received by OSP (Office of Sponsored Programs) by the effective date of the award, or OSP is still negotiating and/or processing the award. A PI (Principal Investigator) of the intended award may request authorization to spend a limited amount of funds prior to the completion of the award. Because the award has not come to completion invoices usually are not issued on advanced expenditures. The approved award is needed for definition of the sponsor’s invoicing requirements. The only exception to that would be if OSP requested GCA (Grant and Contract Accounting) to issue an invoice due to a specific sponsor need, prior to the completion of the award agreement.