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This procedure covers creating an award in Grants Accounting (GA).
This procedure does not cover creating an award template.
Managing Award Information [NAV4053U]
Awards for Grants and contracts are awarded to the University rather than the individual responsible for the conduct of the program (principal investigator). Therefore, all solicitation of grants and contracts must be processed through the Office of Sponsored Programs to ensure that the proper University approvals have been obtained prior to submission of the proposal to a sponsoring agency. The Offices of Sponsored Programs and University Development will coordinate requests to avoid possible conflict in solicitation and/or accounting. Refer to University of Virginia Policies and Procedures [http://www.virginia.edu/~polproc/pol/viiia1.html#top]
Non-G& C Award Coordinators are the following offices, Accounting Services, Cost Accounting, Budget Office, Investment Tax Services, VP for Research and Graduate Studies. The offices listed coordinate requests for awards to ensure proper establishment in accordance with the University of Virginia Policies and Procedures [http://www.virginia.edu/finance/polproc/index.html]
Refer to Non G&C Award Coordinators [REF4010U]
The GM Setup Specialist is responsible for ensuring that the award information from the PTA Setup/Modification Form is correctly transferred to Grants Accounting (GA), and notifying the GM Award Manager by email that the award has been established.
Comptroller
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.
This activity is performed whenever an award is received (or its receipt is imminent) to fund a University project.
An award is created in GA by using an award template.
Information for the award may come from a number of different sources, including, but not limited to the following:
In the case of a request for a preliminary account 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.
Information is entered into the appropriate fields in the GA Award Quick Entry window.
Prerequisites
This procedure is related to:
Creating Additional Tasks and Modifying an Existing Task [PRO4002U]
This procedure is followed by:
Creating an Award Budget and Summarizing a Project Budget [PRO4005U]
GM Setup Specialist, GM OSP Setup Specialist
1. You receive notification that an award has been approved or receive a request for a preliminary award.
The approval can come in various forms.
2. Navigate to the Find Award window, specify Templates, and select [Find].
3. Highlight the award template that most closely matches the attributes of the award you want to create and select [Copy To].
Grants
Accounting
N ® Awards ® Find Award ® B ® Find ® Award Summary
B ® Copy To
Award Quick Entry
Refer to Award Quick Entry [NAV4047U]
If no existing award template meets your criteria, stop and complete Creating & Maintaining Award Templates [PRO4020U]. Otherwise, goto task #4.
4. Complete the Award Quick Entry window. All fields are required and should be reviewed.
The Award Quick Entry window is used to modify information to make it unique to the new award. All fields in this window are required.
Entries made in the Award Quick Entry window appear in the Budgetary Control, Personnel, or Compliances alternative region of the Award Management window, or the Billing Format window.
The same number cannot be used to identify a project and an award.
The Award number must begin with a two-digit alpha Award prefix.
The Award Short Name field is 30 characters long.
The Full Name field is 240 characters long.
Select the funding source from the LOV.
5. Start and end dates for preliminary awards should span no more than 90 days, however, extensions may be granted.
6. Review predefined information for accuracy and make necessary changes.
7. Select [OK] and close the Award Quick Entry window. The Award Management window appears.
8. Review and complete alternative regions and DFFs of the Award Management window, with the exception of Installments.
The Descriptive Flexfield, "Revenue Project," in the Award Management Screen (looks like a bracketed checkbox and is located under the Funded Amount field) must be completed if known. The information entered in this field drives the link to the funding source segment of the Chart of Accounts. If a new General Ledger segment is necessary, contact the General Accounting Services Director.
The second Descriptive Flexfield, "G&C Sponsor SubClass Code" is not required.
Grants Accounting
N ® Awards ® Find Awards
B ® Find ® Award
Summary
B ® Open
Award Management
Refer to Managing Award Information [NAV4053U].
Alternative Regions are accessible from tabs on the Award Management window. They include the following:
Set Resource and Resource Group budgetary control at None.
The Customer and Customer Address are pulled from the Accounts Receivable tables. All awards must have a customer. For awards that are not for sponsored programs, Grants and Contracts, use General Accounting as your customer.
If your customer does not appear in the list of values, notify Accounts Receivable.
The contacts will be pulled from the AR customer tables.
In the Personnel alternative region, the role Award Manager is required.
Ignore the Credit Receivers and Tax and Currency alternative regions. They are not being used by U.Va.
9. Finally, enter Installments alternative region. If preliminary, the installment is $1.
Grants Accounting
N ® Awards ® Find Awards
B ® Find ® Award
Summary
B ® Open
Award Management: Installments
Refer to Award Installments [NAV4050U].
Preliminary awards are budgeted at $1.
10. When the Award is finished, end date it.
If you change the status to CLOSED, the award data will not show up in Discoverer reports.
Go to Funding Projects [PRO4004U].
Effective: 07/22/09
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
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