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  Distribution

  Related Procedures

  Ownership

Note: Entering Award Installments is not covered here.  There is a separate section in your manual devoted to Award Installments and Funding Projects.

Steps in Entering Award Information

1.   Navigate to the Find Award window, enter any search parameters and select [Find].  The Award Management folder appears.

When you complete the Award Quick Entry screen and select [OK], the Award Management window opens.  If you want to enter additional information later you will need to follow the navigation path to open the Award Management window.

2.   Highlight your award and select [Open].

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

Award Descriptive Flexfields

3.   Open the Descriptive Flexfield (DFF).

The Descriptive Flexfield, in the Award Management Screen (looks like a bracketed checkbox and is located under the Funded Amount field) "Revenue Project" must be completed if known and is required for all non-G&C awards. The information entered in this field drives the link to how revenue for non G&C is recorded in GL and drives the cash balance report.  Use the LOV to choose from a GA or GL project.

"G&C Sponsor SubClass Code" is not required.  This field is for OSP to capture an additional fund source or sub sponsor.  The LOV can be used to select the sponsor.

"Billing Department (Agent)" - Required for G&C Awards and is defaulted in from the template.  This allows for invoicing in AR.  The default is 20410 FI - Sponsored Programs, showing that the "billing department" or invoice origination is in OSP.

Award Alternative Regions

4.   Review the other alternative regions of the Award Management window, to add or modify information from the Award template and Award Quick Entry window.  For some regions you must enter data while for others the information defaults in from the Award Template and Award Quick Entry screen.  The alternative regions are useful when looking for information about your award.

Alternative Regions are accessible from the tabs on the Award Management window. To see all the tabs select the right-arrow button  at the far right of the tabs.  The following are Award Alternative Regions:

• Installments (covered in Award Installments in your manual and on the web under Navigation Instructions)
• Terms and Conditions
• Budgetary Control
• Funding Source Details
• Contacts
• Personnel
• Compliances
• Reports
• References
• Credit Receivers (UVA is not using)
• Tax and Currency (UVA is not using)

Below are screen shots of the Award Alternative Region Tabs.

Award Terms and Conditions

5.   Select the Terms and Conditions tab, and the Category from the second pull-down menu.

Terms & Conditions are user-defined, written stipulations specified by the funding source of the award, and may vary by award.  Generally, this field is not necessary for non-G&C Awards.  Any new Terms & Conditions will need to be added to the LOV by the system administrator.

• Select the code from the LOV and the description for the code will default in.
• You may select an operand from the pull down menu and enter a value. The operand for terms and conditions includes Equal, Greater Than, Less Than, Not Equal To, or n/a.  For example if the terms of the award are that $5000 must be spent on tuition, you would set the operand to Equal and the value to $5000.
• Continue to enter additional terms & conditions as appropriate.
• Save your work.

Budgetary Control

6.   Select the Budgetary Control tab.  All of these values default in from the Award Template and or the Award Quick Entry screen.

Budgetary Control is an IS feature used to control actual and anticipated expenditures against a budget. When budgetary control is enabled, funds availability can be checked on-line for transactions, and funds can be reserved for transactions by creating encumbrances. IS automatically calculates funds available  (budget less encumbrances less actual expenditures) when funds are reserved for a transaction.

The UVa standard for Budgetary Control is Advisory for award and task and None for Resource Group and Resource. When you use the Budgetary Control window, you can modify the control at each level.  Your control levels are absolute, advisory and none.

A change to the default budgetary control will require approval from the appropriate central office (i.e., OSP, Financial Administration).

Year to Date and Project to Date Boundary Codes [http://www.virginia.edu/finance/docs/YE%20Bal%20and%20Install.xls]

Funding Source Details

7.   Select the Funding Source Details tab.  The Customer Address comes in from the AR Customer table.  The addresses may default in or you can use the LOV to bring in a customer address.  If a customer has only one address, that will default in when you choose the LOV.  When there is more than one address you will have to select the appropriate address from the list.

• For non-G&C Awards the customer address should be defaulted in as General Accounting, PO Box 400194, Charlottesville, Albemarle, VA 22904 U.S.

Contacts

8.   Select the Contacts alternative tab.  The contact defaults in from the AR Customers table, based on the customer/funding source and address you have chosen.  For G&C awards the contact will be the Office of Sponsored Programs accountant.

Personnel

9.   Select the Personnel tab.  Enter the UVA award personnel using the LOV.  The available Award Roles are:  Award Manager, Award Oversight 1, Award Oversight 2, and Principal Investigator.

• Award Manager is gray because it is a field required by IS.
• This screen shot is an example from a G&C award.

• Award oversights are departmental approvers in the workflow process.  They are not used for G&C Awards.
• Principal Investigator is for G&C only.  It is possible to have more than one PI.
• Award Personnel must be UVA employees.  The LOV draws from the employee table.
• Note:  If changing the Award Manager, you must first end-date the current award manager before entering the new Award Manager with a start date of one day after the prior manager's end date.  Award Manager is the only required role on an award.

To avoid error messages when adding a new award manager:

• End-date the existing Award Manager
• Save
• Add a line and input the new Award Manager name
• Change the start date to one day after the prior Award Manager's end date
• Input the Award Role: Award Manager
• Save

NOTE:  Check the Discoverer Report IS.ASC.Oracle Responsibilities by Employee to determine whether or not employees have the IS Responsibility, UVA Award Manager, before assigning the following award roles:

• Award Manager,
• Award Oversight 1
• Award Oversight 2.

Employees cannot access the Award Management forms unless they have one of the following IS Responsibilities:

• UVA GM Award Manager
• UVA GM Setup Specialist (a central responsibility)
• UVA GM Billing Specialist (an OSP responsibility)
• UVA GM Administrator (a central responsibility)

Compliances

There are other tab choices which can be accessed from the drop-down menu located to the right of the Personnel tab. 

10. Select Compliances from the drop-down menu.  This information defaults in from the Award Template/ Award Quick Entry screen.

• Indirect Cost Rate schedule - A defined set of multipliers maintained for use across multiple awards to calculate burdens on costs as appropriate when they are incurred.  "Multipliers" refers to the rate charged; for example, F & A costs may be 48%, 24%, etc., and fringe benefit rates vary according the type of salary to which they are being applied.  The schedule is managed centrally and selected at the award setup.

For Office of Sponsored Programs Only:

Refer to “Setting Up Override Schedules” on the next section of this manual.

• Indirect Cost Fixed Date - Leave blank.
• Allowed Cost Schedule - Defines which expenditure types can be charged against a particular award (for example, State ACS allows all expenditure types except Supplies, Alcohol).
• Billing Distribution Rule - Event will be used for all Non-G&C awards and for any G&C award whose sponsor has requested billings based on a non-cost basis.  (for example: in a drug study you would bill based on the phase and the number of participants).
• Revenue Distribution Rule - For Non-G&C awards is event.  All G&C awards are cost. 
• Billing Cycle - determines how frequently bills can be produced.  In the Billing block there is a list of values for the Billing Cycle Name.  The options are Annually, Daily, Monthly, Quarterly, or Weekly.
• Terms - for all Non-G&C is 30 Net.  G&C award terms will be based on the terms UVa has established with the sponsor.  The list of values contains the following options: 30 NET, 45 NET, 60 NET, or IMMEDIATE.
• The [Event] button is available when you have selected a Billing Distribution Rule of Event and the award has an active installment funding a project.  The Events Window appears when you select the [Event] button.  This is where the milestone events for billing purposes are entered for billing.

The Amount tab displays Revenue Amount and Bill Amount.

• UVA is not using [Distribution Lines] because it is related to revenue and all G&C revenue is recognized on a cost basis.
• The Description is a free form field that defaults with "Manual" and should be changed to something meaningful to the sponsor, because it will appear on the invoice as the line item.
• The Organization is the award owning org and defaults in.

• Billing Format window is used to stipulate the invoice format.  Values for Labor and Non-Labor invoice formats default in from the template and Award Quick Entry Screen. 

• For Non-G&C - "no print" will default in from the award template.
• For G&C bills you can stipulate the type of transaction to expect:  Regular printed invoice to send to the sponsor for payment, No Print for those awards whose sponsor does not require an invoice or Letter of Credit (LOC) drawdown.  You must stipulate who the LOC customer is and the address to be used.  The LOC window provides a LOV from which to choose the customer and address.

Reports      

11. Select the Reports tab and use the list of values to select the reports that will be made on this award.  The region will be blank for non-G&C Awards.

• Type defaults in. 
• Frequency is a LOV:  Annually, Quarterly, End of Award, End of Installment, Monthly, Quarterly.
• Due Within Days means that you need to report within a number of days after the specified frequency.
• Site Code is a LOV from AR Customer Table.
• Number of Copies is the number of copies of the report that are needed.  For example, you might need a copy for the funding source, one for the file, one for internal reporting, etc.
• Note 1:  Whatever reports are entered in this region can be seen within the Installment alternative region [Reports] button with actual due dates and columns to reference actual file dates and who filed them.
• Note 2: The Reports region does not produce reports, rather it lists due dates and frequency.

References

12. Select [References] from the drop-down menu and select the appropriate references for this award.

The table below describes the references that appear in the LOV.

If Student Information System charges are allowed,

Type in [SIS Allowed].

SIS Allowed is not in the drop down list.

Credit Receivers

13.      UVA does not use this alternative region.

Tax and Currency

14.      UVA does not use this alternative region.

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