Award Quick Entry

Distribution

Comptroller

GM Setup Specialist^*

GM OSP Setup Specialist^*

Related Procedures

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Creating & Revising Awards in GA

1. You receive notification that an award has been approved, or you receive a request for a preliminary award.

Information for the award may come from a number of different sources, including, but not limited to the following:

Board of Visitors
Offices of the President, Provost and Vice Presidents
Development Office
Bursars Office/Student Affairs
Deans' Offices
Notice of Award (NOA) from a sponsor

A request for a preliminary G &C award will have the assurance that the award is being granted and the information for the award will come from the PI and Dean of the PI's school.

2. Determine the funding source and utilize the Award Number Prefix listing to determine your Award number prefix.

See the reference document Award Prefixes [REF4002U] on the IS webpage link, HowDoI?

Grants Accounting
N® Award ® Find Award
Find Award

3. Enter award prefix% in the number field.

4. Scroll down the last Award Number in the LOV to determine the next available Award number to be used in the range.

Example is a search on DR awards.

5. Select [Cancel].

6. Select [Clear].

7. Select Templates in the "Search For" field.

8. Select [Find].

9. Highlight the award template that most closely matches the attributes of the award you want to create and select [Copy To]. The Award Quick Entry window appears.

If no existing award template meets your criteria, you may request a new template from a GM Administrator.

10. Complete the Award Quick Entry window.

The Award Quick Entry window is used to add and/or modify information to make it unique to the new award. All fields in this window are required.

Award Number

11. Enter the unique 7-character alphanumeric award number.

The award number must begin with a two-digit alpha Award Prefix. Refer to Award Prefixes on the HowDoI?.. page of the IS web site.

Funding Source

12. Select the funding source name from the LOV.

For G&C Awards, select your funding source. If your funding source name is not in the list of values, set them up as a customer in Accounts Receivable.

UVA-Internal-GA Use Only is the default for non G&C awards.

Award Short Name

13. Enter the award short name.

Use the Project/Award name prefix with a dash before entering the award name.

This field can be up to 30 digits long.

A reference document for the Project & Award name prefixes is on the Integrated System web site. Project & Award Name Prefixes [REF4001U]

Funding Source Award Number

14. Enter the Funding Source Award Number.

If other than G&C award, use "UVA - Internal" for the Funding Source Award Number.
This may be the number assigned by the sponsor (for example, 5P30-CA44579) for G&C Awards.

Award Full Name

15. Enter the full name of the award.

You are allowed 240 characters in this field. To view the full field, select [Edit], [Edit Field] from the menu bar.

For non-G&C awards spell out the full name of the award.
For G&C awards, use the award title, (i.e., the legal name for sponsored awards. This will be the title listed on the sponsor's notice of award).

Award Dates

16. Enter the start date of the award.

17. Enter the end date of the award.

This is the date the award is no longer active. You can still bill/invoice on G&C awards that have passed their end date. Expenditures incurred prior to the end date will go through.

18. Enter the close date of the award.

The same as the end date except for G&C awards. No transactions are allowed after this date.

G&C award close dates are 90 days after the end date of the award.

Award Types

19. Enter the Award Type.

This is the type of award agreement, and will default from the award template, but you can change it using the LOV. For Non-G&C Awards this relates directly to the Award number prefix you used.

Award Purpose

20. Enter the purpose of the award using the LOV.

This is the type of the funding (restricted/unrestricted) and its purpose.

Example:
Current Funds - Unrestricted: Local General (Local)
The Award Purpose Code in GM is equal to the fund source in the GL.

Organization

21. Enter the organization using the LOV.

This is the award owning organization

Award Status

22. Enter the status of the award.

The status of active will default in from the template, but they can be changed.

"At Risk" is used for preliminary awards. This means that the award can be expended against but not invoiced.
"On Hold" is used for awards that no longer allows transactions but may require invoicing.
"Closed" awards will not report in Discoverer.

Award Manager

23. Enter the name of the award manager using the LOV.

Awards that aren't Grants & Contracts, the department will have to supply the name of the award manager. Individuals assigned Award Manager should have the IS responsibility GM Award Manager. This can be confirmed by running the Discoverer report IS.ASC_Oracle Responsibilities by Employee.
For Grants & Contracts the Award Manager will be the OSP accountant who is handling the award.

Award Oversight field designates a departmental person with responsibility for the award.

Award Oversight field is not required – but recommended - and does not appear on Award quick entry form.
Award oversight is added after the Award is set up is complete.

Open the Personnel tab on the Award Management Screen to add Award Oversight

Award Oversight should not be the same person as Award Manager.

Revenue Distribution Rule

24. Enter the revenue distribution rule.

This will be a cost or event distribution rule.

Event is used for all Non-G&C awards.
Cost is used for all G&C awards.

Terms

25. Enter billing terms.

A value will default in from the template, but it can be changed.

All non-Grants & Contracts will use 30 net.

Billing Distribution Rule

26. Enter the billing distribution rule.

This will be a cost or event distribution rule. A value will default in from the template, but it can be changed.

All non-Grants & Contracts Awards will always be event based.
Use cost when you will be reimbursed based on the spending that you do.
Use event when billing is generated by an event, such as a clinical trial.

Billing Cycle

27. Enter the Billing Cycle.

A value defaults in from the template, but it can be changed.

All non-Grants & Contracts will use a billing frequency of Annually.

Amount Type

28. Select the amount type from the LOV.

This is the type of amount on which funds control is exercised. A value will default in from the template, but it can be replaced.

Other awards vary by type. For a list of codes for various award types see the following link: Refer to Comptroller's Website [http://www.virginia.edu/finance/docs/YE%20Bal%20and%20Install.xls]
For G&C awards, select Project to Date.

Boundary Code

29. Enter the boundary code.

This is the period boundary that you are using for funds checking and coincides with your amount type.

Other awards vary by type. For a list of codes for various award types see the following link:
Refer to Comptrollers Website [http://www.virginia.edu/finance/docs/YE%20Bal%20and%20Install.xls]
G&C Awards select Project.

Allowed Cost Schedule

30. Select the allowed cost schedule from the LOV.

A value will default in from the template, but it can be replaced.

An allowed cost schedule (ACS) defines which expenditure types can be charged against a particular award (for example, State ACS allows all expenditure types except Supplies, Alcohol).

A value defaults in from the template, but it can be changed.

Descriptive Flex Field (DFF)

31. Select the DFF [box].

Depending on the Award type you are creating at least one of the Descriptive Flex Fields (DFF) is required and should be input on the Award Quick Entry screen.

Revenue Project is a required field. A value defaults in from the template, but it can be changed.
G & C Sponsor Sub Class Code. For OSP use only.
Billing Department Agent.

32. Select [OK].

33. Select OK.

The Award Management window will appear with the data that you have entered.

Enter information for each tab(s), verify for correctness and change as needed.

34. Select the Installments Tab. Enter information as needed.

35. Select Compliances Tab.

36. Select [Billing Format] button to review and change if necessary.

Labor and Non-Labor Invoice Formats

A value will default in from the template, but it can be changed.

37. Enter the labor invoice format from the LOV.

Non-Grants & Contracts will select UVA Non-Grant non-labor format.
Grants & Contracts will use either Detail or Summary format for non-labor invoices, depending on sponsor's requirements.

A value will default in from the template, but it can be changed

38. Enter the Non-Labor Invoice Format from the LOV.

Non-Grants & Contracts will select UVa Non-Grant labor format.
Grants & Contracts will use either Detail or Summary format for labor invoices, depending on sponsor's requirements.

39. Close Billing Format.

Indirect Costs

40. Select Indirect Cost Schedule LOV.

A value will default in from the template, but it can be changed.

All Non-G&C will use Fringe Only, No F&A
The indirect cost rate determines the rate charged for F&A costs (i.e., 48% for Org Research/All On-G or Org Research /MTDC, On-G)

41. Go through the Award Management window, DFFs and alternative regions to add/modify data that has defaulted in from the template.

Details for each alternative region are documented in the Managing Award Information section of your student guide and on the web as a Navigation Instruction, Managing Award Information.

42. Save changes/additions.

End of activity.

Revision: 4 dhw