In some cases a department has a promise of funding from a sponsor, but the award agreement is delayed until after the budget’s start date. Whenever possible, GCA recommends setting up an advance budget, guaranteed by department funds, in these circumstances. Without an advance, delayed budget setup can result in multiple expense transfers, which increase the department’s administrative burden and can be an audit risk.
To set up an advance budget, you must obtain Office of Sponsored Programs (OSP) approval to establish one for your award’s eGC1. Once OSP has approved the eGC1, you can create an advance budget request form (ADV) through SAGE. Print the form, obtain the necessary signatures, scan it and email to us at firstname.lastname@example.org.
Note that the advance request tool gives you four options for Type of Request:
- New Advance: For an entirely new budget with no linkage to a previous budget number.
- Renewal of a Prior Budget Number: For a new budget number, but one linked in an old budget/new budget relationship to a prior budget—e.g. the second or later year of a five-year award.
- Advance Budget Extension: To add more time to a budget still in advance status.
- Advance Budget Supplement: To add additional departmental guaranteed funding to an existing advance budget.
Advance budgets are distinguished by titles beginning xxxADVxxx. Note that we cannot issue invoices while budgets are in advance status, since we do not yet have the sponsor’s official approval for expenditures.
NOTE: The advance request tool is NOT appropriate for extending a fully established budget. If you need to keep a budget active while awaiting sponsor approval for a no-cost extension or a supplement/extension, please contact OSP to request a Temporary Extension PAC.