This practice applies when GCA processes a fellowship award from the National Institutes of Health.
Institutional Allowance Award Line Setup
After receiving an Award Setup Request from the Office of Sponsored Programs for an NIH fellowship, GCA will:
- Set up an award with a primary award line for the first budget period of the fellowship along with a new award line for the first budget period of the institutional allowance.
- As Notices of Award are received for future budget periods, a new fellowship award line and a new institutional allowance award line will be added to the Workday award.
- For a three-year fellowship, this will result in three fellowship award lines and three institutional award lines.
This practice has been revised to ensure that all institutional allowance funds are expended, in accordance with NIH requirements, for the fellow being identified in the fellowship award. As such, institutional allowance funds should be expended during the applicable budget period.
Annual Reconciliation and Closeout
After the Final Action Date for each pair of award lines passes, GCA will:
- Transfer any unexpended balances from the fellowship award line to the continuation fellowship award line as restricted.
- Transfer any unexpended balances from the institutional allowance award line to the continuation institutional allowance award line as available.
- Institutional allowance award lines will carry the same end date as the related fellowship award line, and will be closed as of the fellowship award end date.
Information on allowable costs using institutional allowance funds can be found on the PAFC website.