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If additional time is needed to complete a sponsored research project without additional funding, a no-cost extension can be requested from OSP (Office of Sponsored Programs). OSP asks that requests for no-cost extensions be received by their office at least 30 days prior to the expiration date of the grant. The form for requesting the no-cost extension can be found at: http://www.washington.edu/research/osp/nocost.php.
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: payroll@u.washington.edu, or 206.543.9202.
Payroll Unit Code changes are handled in the Payroll Office. Christa Woodhull in the Payroll Office handles these changes and can be reached at christa@uw.edu or 206-543-9215. You can also contact the Payroll Office at payroll@u.washington.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
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:
Extending an Advance Budget is a two-step process.
GCA recommends sending the Advance Budget extension request as an attachment to GrantTracker, using the Advance Budget topic. The original signed form should be retained in departmental files.
Once GCA receives the completed form, the extension will be processed within 0-3 business days. Advance budgets can be extended for an additional six months from the start of the advance, but the extension increments are to be made in 3-month intervals. An advance budget request tutorial is available online at http://courses.washington.edu/egc1/abr/files/ABRtutorial.pdf