Grant and Contract Accounting (GCA) maintains an accounts receivable system to manage invoices and payments for specific grant and contract awards. This information is available to on-campus users at the following website:
Grant and Contract Receivable Information
This database provides you access to a summary and listing of invoices and cash payments on all grants and contracts for which GCA prepares an invoice. These include grants and contracts invoiced following completed deliverables/tasks, on a cost reimburseable basis, and on a scheduled basis. (Payments are also summarized for sponsors who pay on a schedule with no invoicing required.)
Question: Which one is the last invoice that was sent?
Answer:
The latest invoice GCA sent will be at the bottom of the list. Note that invoice dates can be misleading, so check the "billing period" to see which month(s) are covered by a given invoice.
For cost reimbursable invoices there is a one-to-one correspondence between the Budget Activity Report (BAR) and the amount of the invoice. Each invoice corresponds to the BAR transaction totals for the month(s) listed in the billing period.
Question: Why do I receive the message "Budget number XXXXXX not found in the Receivable System."
Answers:
Because it’s a sub-budget (also referred to as sub-account). Sub-budgets are not invoiced individually, but are all combined with the parent and invoiced under the parent’s budget number.
Because it’s a grant or contract with a Grant Control Flag other than 29. The Receivable System tracks invoices and payments only for grants and contracts with Grant Control Flag 29 (found in the lower right corner of FIN Screen 4) See Budget Number Information Screen
Because it’s a grant or contract for which GCA doesn’t prepare invoices. For example, for grants received from some of our major federal sponsors (NIH, NSF, Education, etc.) we draw funds from the sponsor on a lump sum basis, so these would not be part of the receivable system. Other examples are grants from sponsors whose form of payment is "Letter of Credit" or "Pay in Advance". Invoices are not generated for these grants, so they will not be found in the receivable system. A good explanation of these forms of payment is found on page 2 of GIM 9, Attachment C -- Advance Notice Instruction Sheet
Question: Why do I receive the error message "URL cannot be found" and the webpage won’t open?
Answer:
You are trying to access this info from off campus through another network (VA for example). Because we use a firewall to protect the data, only users that have permission can access the website. If you need access, please contact the GCA Systems group at gcasd@u.washington.edu.
Question: Why is the summary information at the top of the page different than what I see on FIN?
Answers:
Because it is combining the totals of a parent and all its sub-budgets.
Question: Why is the summary information at the top of the page different than what I see on last month’s BSR?
Answer:
Because it is combining the totals of a parent and all its sub-budgets.
Contacts:
Accounts Receivable Section (Grant Control Flag 29): Grant & Contract
Accounting
Accounts Receivable Main Line: 616-9995
Cost Receivable Invoices: 543-2829
Final Invoices (cost reimbursable): 543-8961
Fixed Price: 543-8961
Scheduled Payments: 685-1974
Frequently needed
GCA Contacts
