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Spending Money

For all questions about allowability, please consult the Post Award Fiscal Compliance page.

Multiple reasons could exist for why portions of an award budget would be restricted. Common ones include a restriction on spending later years of a multi-year project until the sponsor issues payment, carryforward that cannot be released for spending without sponsor approval, or a delay in human subjects protocol approval. If you are uncertain what restrictions apply to your particular budget, please contact GCA via GrantTracker under the Budget Setup topic.

Above all, do NOT deposit the payment as revenue to a grant, contract, or gift budget. This will throw the award and revenue amounts out of balance and lead to complications at closeout. Instead, refunds to these budgets should be processed as reverse expenditures to the same object/sub-object code as the initial charge. See instructions for reverse expenditure processing here.

Encumbrances and ARIBA Open Balances are charges that are anticipated to be charged to a budget or, in some cases, restricted funds. Note that encumbrances and open balances are for internal planning and monitoring only and will NOT be reflected on invoices or reports to the sponsor. List of encumbrance types and contacts for managing them.

Basic detail on any JV can be obtained via the Journal Voucher Detail report at the B.I. Portal (Enterprise Data Warehouse) site (also available from the More Systems dropdown on MyFinancial.desktop under Decision Support).

If you need to determine who processed a JV on your budget, follow these steps:

  1. Call up the budget in My Financial Desktop (MyFD) using the Budget Summary report.
  2. Expand the object code in which the JV posted by clicking on the plus sign.
  3. Locate the JV by JV number, transfer amount or date.
  4. The field to the right of the JV number shows the NetID of the individual who initiated the transfer.

Please work with Procurement Services to issue payments from your grant or contract budget.

Know your Final Action Date (FAD), which is listed on the GrantTracker Budget Information page. If any charges have not posted on or before that date, you MUST notify GCA of the charges by that date, or we will not be able to include them in the final report or invoice, and the charges will become a deficit to the department.