When and How to Change Key Members on Awards and Projects

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When to Change Key Members on Awards and Projects

Ownership

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

Distribution

Comptroller

GM Administrator

GM Setup Specialist

GM Award Manager

GM Project Manager

When to change personnel or key members on Awards and Projects?

Employee is leaving the Department to transfer to another Department
Employee is leaving the University
Employee is taking another position in the Department and will not be responsible for Projects or Awards

If the employee is listed 50 or more times as any of the below key elements on any combination of project and/or awards, the department or business unit may request that the Integrated System Deployment and Support (ISDS) auto-update the data elements. Please fill out the Key Member Data Form located on the Integrated System website under forms:

http://www.virginia.edu/integratedsystem/forms/AwardProjectKeyMemberDataForm.doc

If the employee is to be changed on less than 50 key elements on any combination of project and/or awards, the department or business unit will make the changes manually by end dating the employee’s key elements and entering the new key member or substitute key member until the new hire, (start date will be the day after the end date of the key member that was end dated).

Refer to: Revising Projects in GA [NAV40172U]

Please note: Award key members must be changed by the owners of the Awards (i.e. Investment and Tax Services, Accounting Services, OSP…) Send a request to change Award key members by e-mail, to find out where to send the request go to: How to Process Funds document on the Integrated System website. http://www.virginia.edu/finance/funds/Fr_RevenueProcess.htm Choose the award prefix (SG, DR/DU, ER, EU, YY, FA…) step 2 of processing funds will show the organization who enters the installment on the award is the owner of the award.

KEY ELEMENTS ELEMENTS
AWARD KEY MEMBER DATA	PROJECT KEY MEMBER DATA
Award Manager	Project Manager
Principle Investigator (PI)	Fiscal Contact
Co-Principle Investigator	Principle Investigator (PI)
Oversight Managers	Co-Principle Investigator

Effective: 10/08/07