Frequently Asked Questions

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Cash Received

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 GrantTracker is a list of payments received from the budget’s sponsor. GrantTracker can be found at: http://www.washington.edu/research/gca/budget/granttracker.html

The revenue amount that is displayed in FIN is a result of accounting entries created based on the corresponding grant/contract award amount. The revenue displayed in FIN may, or may not, correspond with cash received on the project. If a grant or contract is prepaid (paid in advance) then the revenue most likely will correspond to the cash received. If the grant or contract is to be invoiced, then the cash received will be for invoices the sponsor has paid to date and will not match the revenue amount displayed in FIN.

Information regarding cash related to a particular budget can be found on the GCA (Grant and Contract Accounting) GrantTracker. All GCA budgets can be viewed online through GrantTracker. You can search by various criteria, including budget number, grant number, and PI. One of the items displayed on GrantTracker is a list of payments received from the budget’s sponsor. GrantTracker can be found at: http://www.washington.edu/research/gca/budget/granttracker.html

 Please submit questions regarding cash through GrantTracker.

UW tax ID#

  • UW Federal Tax ID 91-6001537
  • UW State Tax ID 178-019-988

A clinical trial is a research study designed to test the safety and/or effectiveness of drugs, devices, treatments, or preventative measures in humans. Grant and Contract Accounting (GCA) and the Office of Sponsored Programs (OSP) have implemented a process improvement to increase efficiency, accuracy, and transparency, with check processing for the 25% industry sponsored Clinical Trials. The goal is to allow departments to start spending on their studies quickly. Checks for the 25% industry sponsored Clinical Trials should be sent directly to GCA. In order for GCA to be able to process the check in a timely manner, the following information must be included with the check: Budget Number Principal Investigator Sponsor Study Title Administrative contact The checks, along with the required information noted above, should be sent to:

UW Grant and Contract Accounting

Box 351122 3917 University Way NE

Seattle, WA 98105-6692

Payments posted on a Clinical Trial budget can be viewed using GrantTracker. GrantTracker can be found at: https://gcaserver.finance.washington.edu/gca/gt/sdlsearch.aspx Some of the highlighted process improvements are: Having the checks sent directly to GCA lessens the administrative steps OSP followed for each, individual, Clinical Trial check they received. The funds and the corresponding information is at GCA sooner than before. Hopefully, by having a more efficient process in depositing checks the need for Advance Budgets will decrease, since the funds will be more readily available. OSP will only create one electronic Funding Action (eFA) for each award. Only one electronic Grants and Contract form (eGC-1) needs to be created for each clinical trial contract. On the eFA, OSP will enter the total anticipated dollar amount. However, GCA will set up the budget with zero dollars ($0) until the first check arrives, at which time the budget will be increased to the amount of the funds received. While the budgets are set up with a $0 amount, departments will be able to begin spending once a budget number has been assigned. The risk will be that if, for some reason, funds are not received from the trial sponsor, the expenditures may result in a deficit for which the department will be completely responsible for covering.

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