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Message from GCA
Hello from the Grant Analyst team in GCA! We hope you are all having a great summer!
Updates and Important Reminders
Selecting Award Portal Topics
Choosing the correct topic in Award Portal can help GCA process your ticket in a timely and efficient manner. We wanted to share some clarification on the more common topic mix-ups:
- The Closeout topic, as mentioned above, is intended for issues with award closeout, including refunds, pending extensions, and early terminations, among others.
- Concerns about closeout documents such as final invoices or reports should be routed to the Invoicing (Sponsor Billing) or Financial Reports topics.
- The Other topic is intended to cover edge cases not addressed by one of the other topics – it should not be used as a default.
- The Pending Supplier Invoice topic is for issues getting a late supplier invoice – that is, a bill from a subrecipient or other vendor for which UW will be remitting payment – charged to an award line.
- Issues related to sponsor invoices – bills generated by UW for which we will be receiving payment – should be routed to the Invoicing (Sponsor Billing) topic.
- The Termination Notice topic covers issues and questions related to the termination of appointments associated with training grants and fellowships.
- Issues with award closeout should be routed to the Closeout topic.
More information about Award Portal topics can be found on our website:
GCA: Award Portal Topic Details
Encumbrance Liquidation
Encumbrances represent expenses that are anticipated to be charged on a worktag or, in some cases, restricted funds. These figures are for internal planning and monitoring only and must be liquidated before an award line can be closed out. Campus users can identify if funds have been encumbered on their grants by using Award Portal, and specific details about each encumbrance can be obtained by looking up grants in the R1234 and R1174 reports in Workday. Encumbrances related to open purchase orders can be addressed in communication with Procurement or by using the Purchase Order – Change or Close form on UW Connect.
UW Connect: Purchase Order – Change or Close
Subaward Extensions
Recent feedback from campus made it clear to us that GCA’s messaging on subaward extensions was confusing and inconsistent. After discussion with other stakeholders, we made the following updates.
GCA will no longer process subaward line extensions via Award Portal. Instead, campus users should take the following steps:
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If you would like your subaward lines extended given receipt of a sponsor approved extension (OSP/GCA MOD), simply ensure that each affected subaward line has an updated worksheet and provide the SAGE Budget Snapshot link.
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If you would like to extend subaward lines to align with an OSP/GCA extension MOD that has already been processed, submit a GCA-only MOD, update the SAGE budget worksheet for each subaward line you would like extended, and provide the SAGE Budget Snapshot link.
As always, questions about this process can be directed to GCAHelp@uw.edu.
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Annual Interest Accrual
With the end of the fiscal year, sponsored programs that earn interest will see their accrued interest applied to their awards in Workday. Interest posts to specially labeled award lines, with one award line carrying all the accrued interest for the entire project:
As a reminder, earned interest does not show under the Award Line Amount tab in Award Portal, as it is not considered part of the original award. Instead, earned interest can be viewed under the Revenue column:
Clicking the hyperlink in the Revenue section will provide additional details, breaking out how much interest was earned each year:
For more information on interest income, please see the article on our webpage.
GCA: Interest Income on Sponsored Program Awards
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