Grants Management Questions

What transaction do I use to view grant master data?

Answer: Use the GMGRANTD transaction to display all of the master data associated with your grant.

Which dates on GMGRANTD are the dates for which charges are allowable? Why are there two sets of dates on the GMGRANTD Basic Data tab?

Answer: The project period dates represent the dates for which the project is valid, according to the award document. Items purchased on purchase orders, from service centers; or vendors must be received within the project period dates.

How will end-users receive notification of new grants/WBS elements? For example, some grants expire at the end of September and new ones will be activated in October.

Answer: This process will remain the same.  The Office of Sponsored Projects Administration (OSPA) will notify the departments of the new grant/WBS element number when the new account is created in IRIS.

How will the budget transfers be done for Grants? Will the Office of Sponsored Projects Administration originate them?

Answer: The budget transfer process remains the same for Grants. The department will create the Request for Action/Revision form and submit to OSPA for review and approval as appropriate. Following review, OSPA will transfer information to Sponsored Projects Accounting (SPA) to alter the budget and make entries in IRIS to reflect each change.

How will research subject study payments be made?

Answer: There is no change. These payments will still be done on the DAV.

If a user is editing a procard transaction for a grant in a G/L account with no budget, will an error message be displayed?

Answer: Yes, the end-user will receive a red error notice that the budgeted sponsor class is over budget. The transaction may not be completed until a budget revision is processed.

How does an end-user see details of charges posted to grants?

Answer: The transaction S_ALN_0100003 shows the following for each expenditure:

Date of expenditure, G/L Account, Sponsored Class, Document Reference.

If a grant account was overspent, how was it converted?

Answer: The grant account was converted with actual expenses. CAS items that were not properly budgeted in FRS were removed and swept to the CAS cost center for the department/center.

What should be done if there is a new budget to put into a grant, but it hasn’t been transferred yet? Should a clearing account be used until the budget is transferred?

Answer: When the grant for a new award has not yet been established in IRIS, a cost center may be used for temporary posting of expenses. Such expenses should be moved to the grant as soon as the PADR is received.

Sponsored Projects Administration and Sponsored Projects Accounting strongly encourage the use of e-status grants to reduce the number of JVs processed for new grants.

Users should contact the appropriate Research Administrator when grant funding is anticipated and the department chooses to incur costs prior to receiving the award notice.

If an award increase is pending, and the budget is fully spent, a cost center may be used to temporarily post expenses. Those expenses related to the grant should be transferred as soon as the PADR is received.

How were grants converted? With items, or as lump sums?

Answer: The object code balances were transferred to a new GL account in IRIS. Users will have to use the Data Warehouse to see transaction detail for charges incurred prior to IRIS.

Availability control on grants will be problematic in some cases. What can departments do?

Answer: In order to prepare for this, end-users in departments with grants should review their existing budgets and verify that appropriate budget is available in a line item, prior to attempting to process documents to charge the grant in FI.  If sufficient budget is available for the transaction, then the document will go through without difficulty.  (Users can enter through green or yellow warning messages in IRIS.) The availability control on grants will cause an error message to be displayed on the user’s screen for all items except salary and benefits. If posting salary and benefits will cause the grant to be overspent in total, the charges will post to a suspense cost center.

In those cases where sufficient budget is not available to process the document, a Request for Action/Revision form should be completed and forwarded to the Research Administrator.  Once the budget has been approved and entered by Sponsored Projects Accounting, the document may be processed normally. 

When an item is needed immediately, the department may charge a departmental cost center the budget transfer has been processed.  The department may then process a Journal Voucher to transfer the charge to the grant/WBS element.    Appropriate documentation and adherence to the Cost Transfer Policy are required.  

For more information, see AVC presentation.

Are CAS reports available on grants?

Answer: To see budgeted sponsored classes that are over budget, use the GMAVCOVRW transaction.   Items that are overspent will appear with a negative amount in the available amount column. The deficit indicator also will have a lightning bolt icon.

A standard SAP report is available to view balances over and above the budgeted amount through the GMBDGTOVIEW transaction (Budget Overview). Detail of the transactions that have posted to the grant may be viewed using transaction S_ALN_01000003 (Budget vs. Commitment/Actual Line Items).

Some items on GMAVCOVRW are negative and contain a lightning bolt. What does this mean? What should users do?

Answer: The lightning bolt indicates that this budgeted sponsored class is over budget.

If the item is a CAS budgeted sponsored class, a Request for Action/Revision form may be needed. To see the detail behind the sponsored class, users should use transaction S_ALN_012000003.

1) If the G/L accounts used were direct expenses in FRS, with no additional charges incurred on this budgeted sponsored class, no action is required.

2) If the G/L accounts used were indirect expenses in FRS, a Request for Action/Revision is required. If these expenses are not budgeted or removed prior to the grant closing, Sponsored Projects Accounting will transfer them to the CAS cost center for the department.

If the budgeted sponsored class is a payroll sponsored class, what should users do?

Answer: If the budgeted sponsored class is a CAS category, a budget is required prior to the grant closing. If the sponsored class is direct, no action is needed.

Is training mandatory for Principal Investigators?

Answer: No courses are mandatory. PIs are encouraged to attend to learn about Grants Management and information they can display in the system.

In instances where there are encumbrances for subcontracts, I have been able to see the funds being released. Will this work the same way in the future?

Answer: Yes, it will be the same. When the purchase order for the subcontract is entered, an encumbrance for the entire amount will be created. Then, as the subcontract is paid, you will observe the balance declining, just as you do today.

Is the process for handling subcontracts the same as today?

Answer: Yes. You will continue to send vendor transmittals to Accounts Payable. Transmittals do not go to the Office of Sponsored Projects Administration.

Updated: 5/9/2012

859-218-HELP (859-218-4357) 218help@uky.edu

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