What if we have a residual balance? Can we keep it?
In most cases, the answer is "no." However, the answer is "yes" if your award falls into one of the following categories:
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Closing
My grant worktag is being closed but has an open purchase order and requisition. How do I find which PO/REQ needs to be closed?
You can use the Workday report “Find Purchase Orders” to find open POs. Make sure to update the "Document Date On or After" field to 7/1/2023 to bring in the right population.
You can also use the Workday report "Grant Budget Vs. Actuals R1234". It displays encumbrances and pre-encumbrances by default. Click on the grey triangle next to encumbrance and pre-encumbrance amounts to reveal a drill-down report. This may provide additional information about the purchase order, requisition, spend authorization et al.
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My deficit has been transferred to my college's ICR worktag. How do I move it to a different worktag?
To transfer a deficit from the ICR worktag to a different worktag, send a request to your Shared Environment to create a manual journal entry. Please refer to the UW Connect article Shared Environment Customer Support Manual for more information.
What happens if the award is silent, GCA transfers the residual balance, and the sponsor says they want the balance back?
GCA can reverse the residual balance transfer journal and issue a sponsor refund.
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Can I use other kinds of worktags for a residual balance transfer, like a self-sustaining worktag, gift worktag, or recharge worktag?
Self-sustaining, gift, and recharge worktags cannot receive a residual balance. The residual balance worktag must have resource worktag RS100184 and fund worktag FD108.
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Where can I transfer a deficit?
Visit GCA's deficit webpage for the list of worktags that can receive a deficit.
What if our grant has closed (or is closing soon), but we still have pending charges?
If your grant's Final Action Date (FAD) is approaching or has already passed, please notify GCA of any pending charges ASAP via Award Portal. This will allow us to incorporate the charges into our final invoice and/or report. If the charge is for a pending supplier invoice, including subawardees, please use the Pending Supplier Invoice topic for your ticket.
If the final invoice or report has already been issued, you will also need to provide written sponsor confirmation that they will accept a revised final invoice or report.
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Why does this grant worktag have an unusually early Final Action Date?
A grant worktag with a short window for final invoicing and/or reporting will generate an early Final Action Date (FAD). Most sponsors allow 60-90 days after the award line's end date to complete final invoicing or reporting, which generates a FAD over a month after the end date.
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We're getting an extension. Can we keep the grant worktag open?
If you are expecting a no-cost extension or a supplement/extension (adding additional funds to the budget), you may notify GCA in Award Portal. We will then flag the budget to prevent it from being fully closed. However, we cannot extend the end date unless we receive an Extension SAGE Modification Request (MOD) or a Supplement/Extension MOD from OSP.
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What do I do if my grant is coming to a close, but there are still expenditures that haven’t posted?
Know your Final Action Date (FAD), which is displayed on Grants tab in Award Portal. 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.
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