Budget Setup

Budget Setup Deadlines for Payroll Cutoff

GCA both establishes new grant and contract budgets in UW’s financial systems and makes revisions to existing budgets as warranted. The pages linked below provide more detail about our process and how to find information and request assistance.

New Budgets

• Grant/Contract Budgets

• Advance Budgets

• Sub Budgets, including Institutional Allowance and Program Income Sub Budgets

• Discretionary Budgets

• Fixed Price Surplus Budgets

• Participant Support

• Gift Budgets

  • Although GCA handles much of the day-to-day financial administration of gift budgets, including setting up sub budgets, changing org codes and box numbers, and closeout, departments must contact University Advancement to request a new gift budget.

Revisions to Existing Budgets

• Revisions require Office of Sponsored Programs (OSP) input. For any of these changes, please work with OSP to prepare the appropriate Funding Action (FA) or Post-Award Change (PAC). As with new budget setup, GCA’s goal is to process these actions within one business day of receiving the FA or PAC from OSP.

  • Adding supplemental funding (FA)

  • Budget extensions (PAC)

  • Supplement/Extension (FA)

  • Change of PI (PAC)
     

• Rebudgeting may or may not require OSP input, depending on sponsor requirements. See link for more details and for a rebudgeting form for use when sponsor approval is not required.
   

• Simple changes – please request via Grant Tracker using the Budget Setup topic:

  • Change mailbox number
  • Change org code (NOTE: Gift and endowment org code changes may require additional approvals. If this is the case for your budget, GCA will notify you at the time of your request.)
  • Change org codes for multiple budgets: If you are requesting org code changes for more than five budgets simultaneously, please download and complete a Bulk Org Code Update form and email it to gcahelp@uw.edu.
  • Change budget short title
     

• Sub budget changes – supplement, extend, change PI, or return funds to parent

Notifications

When you receive email from GCA confirming your FA or PAC has been processed, please review the attached notification document carefully and confirm that the award has been set up or modified correctly. To assist you in interpreting these notifications, we have prepared a guide to FA/PAC notification terminology. 

Pay careful attention to any OSP or GCA notes incorporated in your notification, as these may include important guidance for compliance with award requirements.

Budget Prefixes Managed by GCA

GCA manages grant, contract and gift budgets designated by the following budget number prefixes:

• 61 and 62 – Federal Sponsored Research

• 63, 65, 66 and 68 – Non-Federal Sponsored Research and Gifts

• 64 – Discretionary Funds

• 67 – Fed/Non-Fed Sponsored Training

• 80 – Fellowships

Organization Codes
Requests for assigned organization code changes should be submitted to one of the following offices:

If the organization code change is transferring the budget to a new department, the request must come from the department currently reflected in the on-line Financial Accounting System (FAS). There are potential Facilities & Administrative (F&A) cost distribution implications that should be considered, specifically the basis for research cost recovery allocations (i.e. distribution to RCR accounts). For organization code changes between departments, it is recommended that appropriate communication take place prior to requesting the organization code change.

Box Numbers

Requests for changes to box numbers should be submitted via email to one of the following offices:

PLEASE NOTE: GCA can only make changes to organization codes and mailbox numbers to individual budgets, as we do not have the ability to make changes at an organization code level.