Pre-Award
Please visit the Office of Sponsored Programs Seattle Children’s Research Institute (SCRI) webpage for the pre-award process.
Award Setup
Once the Office of Sponsored Programs (OSP) sends an Award Setup Request (ASR) to GCA, GCA will create a new award in Workday with the following attributes:
- Each award line will be set up for at most one year, beginning on July 1
- Cost reimbursable
- Carryover of an unspent balance between budget periods is not allowed
- 4% F&A rate on total direct costs
Invoicing
SCRI submits self-initiating monthly payments to GCA for salary, benefits, and F&A expenses as indicated in the staff assignment agreement. GCA sends cost reimbursable invoices to SCRI for tuition expenses on a quarterly basis.
GCA is working toward submitting automated, cost reimbursable invoices to SCRI. However, there have been issues with tuition expenses posting to an incorrect grant worktag that prevent the transition to an automated invoicing process.
To see the invoices created for a staff assignment, open the Workday Billing Schedule associated with the grant worktag, and go to the Prepaid Details section then go to the Customer Invoices tab. You can also see this information in the Invoices section of Award Portal.
Payments
SCRI sends checks to the GCA Lockbox, located at the following address:
University of Washington
Grant & Contract Accounting
12455 Collections Drive
Chicago, IL 60693-0001
Closeout
GCA will refund excess cash to SCRI. Campus must transfer any deficits within 90 days of the award line end date per GCA's deficit procedures.
Responsibilities
Campus Responsibilities
Campus units, including School of Medicine’s ABC Shared Services team, are responsible for:
- Reconciling their SCRI awards on a regular basis (monthly or quarterly reconciliations are recommended)
- Ensuring expenditures posted to a grant worktag matches agreement amounts
- Awards are being reimbursed correctly and according to agreement amounts
- Follow up on outstanding payments with SCRI
- Sending any revised staff assignment agreements to GCA. This will allow GCA to invoice and post payments to the award timely
- Transfer deficits within 90 days of the award line end date
- Submitting a SAGE Modification Request (MOD) for the next year (e.g. 7/1 – 6/30) to ensure a seamless transition between grant years
GCA Responsibilities
- Submitting invoices for tuition and other costs as listed on the staff assignment agreement
- Applying payments to staff assignment awards using SCRI back-up documentation
- Following up on aged receivables for tuition and other costs
Contacts
For any questions or concerns related to SCRI awards, please email Albert Lo (loa2@uw.edu) and Saamir Choudhary (saamirc@uw.edu).
A list of SCRI Business Managers is available for download here (last updated: May 2024).