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Comptroller
GM Administrator
GM Billing Specialist
GM Setup Specialist
GM OSP Setup Specialist
The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
Grants Accounting
N ® Awards ® B ® Find ® Award Management Folder ® B ® Open
Award Management: Installments
1. Open the installments section of the alternative region for your award.
2. In the Number field, enter the number of the installment, for example, 001.
001, 002, etc. is the UVa convention for numbering installments.
3. Enter the issue date of the installment. This date represents the date on which you received the funds and are entering the installment.
4. Enter the type of installment. Installments can be classified in three different ways:
5. Enter the description of the installment.
6. Scroll to the right and enter the start date. Must be within the Award start and end dates.
7. Enter the end date. Must be within the Award start and end dates.
8. Enter the close date, which is the same as the end date except for sponsored programs.
Close dates for Sponsored Programs Awards are ninety days after the end date.
Close dates for Year-to-Date Awards (designated in budgetary control) is 30-Jun-YYYY of the respective fiscal year.
9. Scroll to the right in the Installments window and enter the direct cost of the Installments.
10. Enter the indirect cost, when applicable. Indirect cost is applicable for certain G&C awards only.
11. The total will automatically be calculated and your installment amount can be seen in the Award Amount field.
12. To activate the installment, select the Active check box. To make the installment active, the billable check box will be enabled, when the active check box is selected. The Project Funding button becomes active and the Funded Amount field on the Award Management screen is populated. Now others can fund projects with the installment.
Note: When entering an installment you can navigate among the columns by scrolling to the right using the scroll bar at the bottom of the Installment region.
Installment creations or modifications require certain fields to be completed in the GMS Installments DFF on the Award Management screen. IS provides a database trigger that captures accurate award installment data for any defined budget period and provides a history of changes to installment information.
The trigger process takes a “snapshot” of the Installment amounts (both Direct and Indirect) tied to a specific Start Date. Future budget adjustments, overlaid on the current amounts, are also “snapped”. The comparison of snapshots with the Start Dates during any specified period of time will provide an accurate award total.
13. Click the DFF box at the far right of the installment line to see the GMS Installments DFF screen.
|
Field |
UBO |
ITS |
OSP |
|
Carry Forward |
X |
||
|
Modified Start Date |
X |
||
|
Direct Cost FY02 |
X |
||
|
Indirect Cost FY02 |
X |
||
|
Modification Number |
X |
X |
|
|
Modification Type |
X |
X |
X |
|
FTE |
X |
||
|
Negative Installment? |
X |
X |
|
|
Description |
X |
X |
Some of the fields in this DFF are used differently by each central office. The preceding table summarizes which fields may be used differently in three key departments: University Budget Office (UBO), Investment & Tax Services (ITS), and the Office of Sponsored Programs (OSP).
For details on how those departments use the indicated fields see:
Goto Funding a Project.
Effective: 07/22/09
Revision: 5 dhw
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