Funding Projects

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Funding Projects

Distribution

Comptroller*

GM Administrator*

GM Award Manager^*

Related Procedures

Creating & Revising an Award

Funding a Project

Processing Funds

Ownership

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

Steps in Funding Projects

IMPORTANT: Projects being used as suspense accounts for Labor Distribution should not be linked to a new Award. There is one LD Suspense PTA combination assigned to each organization and it is a critical value to the LD application. When a new award is attached to the LD suspense project, the project goes into workflow (like any other project would) until the new linkage is approved by a central office. If certain LD processes are run while even one LD suspense project is on hold/rejected the consequences are serious for the entire LD application.

A GA Award Manager receives notification of the award number with funding available for a project in GA.

Grants Accounting
N ® Awards ® B ® Find ® B ® Open
Award Management

1. Navigate to the Award Management window, enter your award number or other search parameters for your award and select [Find].

2. Select [Open].

3. Choose the active installment from which you want to fund a project.

4. Select [Project Funding].

The Project Funding button is only available on active installments.

The Fund Projects window opens.

Follow the link below to see a model of how funding of all types flows within the Integrated System.

Refer to Processing Funds

5. Enter your project number or use the LOV to locate the project number. If the project you are funding does not appear in the LOV, check the date ranges of the award installment and project. The project dates have to be within the award installment dates.

DO NOT complete the Task Number field. Tab through the Task Number field. The UVa standard is to fund at the Project level.

Projects being used as suspense accounts for Labor Distribution should not be linked to a new Award.

6. Enter the amount of the funding for your project.

Zero or Negative funding amounts are not acceptable. They are not fully acknowledged by GA and can cause a problem with budgeting.

Funding for your project is not necessarily the total installment, since an installment can fund many projects. Funding cannot exceed the installment total.

7. The Date automatically defaults to today's date and can be changed. This date has no functionality within GA but may be used for reporting purposes.

8. Save.

Continue steps 5 through 8 for each project being funded from the installment; you must save after each line.

You can check the status of the approval process going on in Workflow by viewing the Project in the Projects, Templates window.

10. Workflow approvers receive an email notifying them that a project has been funded and now require their review.

11. Departmental workflow approvers can navigate to the GA workflow notifications summary window to review the project funding and either approve or reject. Central approvers will navigate to the GA workflow Notification Summary window to review and approve or reject.

Explanations for rejections can be entered in the comments section for review by the initiator.

If the project is approved, no further action is required.

12. If revisions are needed, review the comments and modify your project to meet the requirements for approval.

When the Project Status is Rejected workflow can be initiated again by highlighting the funded amount, re-entering the amount in the Project Funding Screen and saving.

End of activity.

Goto Creating Award Budgets

Effective: 10/22/04

Revision: 6 05/17/05