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Budget Setup

If additional time is needed to complete a sponsored research project without additional funding, a budget extension can be requested from OSP (Office of Sponsored Programs). OSP asks that requests for budget extensions be received by their office at least 45 days prior to the expiration date of the grant. Budget Extension Instructions and Tool.

A Workday Unit Code is a four digit code that identifies what department a particular budget belongs to. This four digit code is also used for generating reports and sorting payroll checks. The Integrated Service Center can provide more information and can be reached at: ischelp@uw.edu , or 206-543-8000.

Workday Unit Code changes are handled by the Integrated Service Center.  The Integrated Service Center can provide more information and can be reached at: ischelp@uw.edu, or 206.543.8000.

The status of an FA (funding action) or PAC (post-award change), whether it is a new award or a modification on an existing award, can be found by using OSP’s (Office of Sponsored Programs) Status Checker. Status Checker stores information on all transactions relating to grants and contracts approved by OSP AND that have been entered into OSP’s online system, or have been modified within the past 60 days. For funding actions only, you can also check the status at MyResearch if you have access to the award's eGC1.

GCA is processing FAs (Funding Action) within 1-2 business days of receipt of the FA. As long as GCA receives the FA at least 3 business days prior to a payroll cutoff, the budget should be established in time for payroll transactions to post. Payroll Schedules and Deadlines can be found at: https://isc.uw.edu/workday-payroll-calendar/

If a budget is awaiting a PAC (Post Award Change) for a project date extension, the PAC also needs to be in GCA 3 business days before a payroll cutoff. 

Once GCA has processed an FA (Funding Action) or PAC (Post Award Change), an email announcement is automatically sent to:  

  • PI  
  • Current reviewers in ASTRA for the org code receiving funding
  • eGC1 Admin Contact
  • eGC1 Budget Contact
  • eGC1 Creator

PI and current reviewers for the org code receiving funding (unit level only) are accurate every time since this data can be modified after the FA or PAC is created. However, if staff turnover occurs, the Admin & Budget Contacts and the eGC1 Creator may become out of date.

If you have moved to a new position, please notify the PI or Administrator of your former department if you receive an FA/PAC notification. The PI or anyone who has read/write access to the eGC1 can update the contacts as long as the eGC1 is not in "Routing" or "In OSP" status. (At those points the eGC1 is locked to editing.)

If you are not receiving emails you can monitor the progress of an FA or PAC using the OSP Status Checker.

Whether an award is eligible for rebudgeting (i.e. reallocating funds to different account codes without changing the total award amount) depends on the terms of its award agreement. Departments should be aware of any rebudgeting stipulations in the grant or contract agreement. Rebudgeting procedures are different for awards needing prior sponsor approval than those that do not require prior approval. Further information regarding rebudgeting funds on a grant or contract can be found at this link and on the Post Award Fiscal Compliance Website.

Food expenditures are allowable on sponsored project budgets if the cost is included in the proposal and funded by the sponsor, or with written approval from the sponsors' authorized representative. No food approval flag is required.

Only gift budgets currently require the food approval flag. For more information on food purchases on various budget types, please see the Finance Office's Food Approval page.

An encumbrance is a commitment to use funds for a specific purpose. By earmarking funds it helps departments in planning expenditures during the life of a budget. Salary encumbrances are set up automatically upon entry of costing allocations in Workday. Corrections for Salary Encumbrances are handled in the Financial Accounting department. 

The status of an FA, whether it is a new award or a modification on an existing award, can be found by using OSP’s (Office of Sponsored Programs) "Status Checker". Status Checker stores information on all transactions relating to grants and contracts approved by OSP and have been entered into OSP’s online system, or have been modified within the past 60 days. 

An encumbrance is a commitment to use funds for a specific purpose. By earmarking funds, it helps departments plan expenditures during the life of a budget. The University uses various encumbrance codes for its financial activity. A list of encumbrance codes can be found at: http://finance.uw.edu/gca/encumbrances-0

If an award still hasn't been fully processed as its Advance period draws to a close, the department may extend the Advance budget. The request to extend will be made through SAGE (System to Administer Grants Electronically). Print a copy of the request, obtain the appropriate signatures, and send the signed form to GCA. Once GCA receives the completed form, the extension will be made. 

MyFD is a tool that allows users to access financial information from their desktops. It is a web-based system that has both detail and summary reports along with some download capabilities. MyFD displays data which has been downloaded from FIN (Online Financial Accounting System). Information regarding MyFD access can be found at: http://finance.uw.edu/myfd/access

MyFD displays data which has been downloaded from FIN (Online Financial Accounting System). The upload happens each weeknight. A new budget will display on MyFD the day after it has been entered into FIN.