Adjusting Accounts

Grant & Contract Glossary

Advance Sub-Budgets, Setting Up

When an advance budget request has been submitted to Grant and Contract Accounting (GCA), GCA establishes a budget number and places direct cost funding in the 36 (advance)budget category.  When the award arrives, the Office of Sponsored Programs (OSP) submits a Notice to Establish Account (NEA) to GCA. At that time, the award is allocated to the appropriate budget categories.

After an advance budget number has been established, campus departments may request Advance Sub-Budgets in one of the following three ways:

1. Complete TRANPASU Form(s) in the 36 (Advance) budget category, Obtaining Appropriate Signatures

   For instructions about obtaining and completing TRANPASU forms see TRANPASU Instructions.

   • Before Award Arrives: GCA distributes funding as requested in the 36 (advance) budget category.

   • After Award Arrives: Department submits New TRANPASU form(s) with appropriate signatures allocating the budget into approved budget categories. GCA distributes budget according to new TRANPASU(s).

2. Complete TRANPASU Form(s) in Approved Budget Categories (If Known), Obtaining Appropriate Signatures
   • Before Award Arrives: GCA distributes funding in the 36 (advance) budget categories.

   • After Award Arrives: No new TRANPASU required. GCA distributes budget according to original TRANPASU(s) budget categories.

3. Memo From the Parent Department Chair or Dean's Office Accepting Fiscal Responsibility For All Expenditures on Requested Sub-Budgets Until Signed TRANPASU Forms Are Received After Award Arrives.
   • Before Award Arrives: Memo containing the following information is submitted to GCA by the department:
     1. Number of sub-budgets needed
     2. For each sub-budget requested, the following information must be included:
        1. Title of the budget
        2. Principal Investigator's name and Employee ID number
        3. Organization code
        4. Box number
        5. Amount of funding to be established in advance status
        6. Indirect cost rate, if it is different from that of the parent

        Note - If any of this information will remain the same as the parent, you may state "same".

        If the advance sub-budget is a renewal of a previous sub-budget, please list the former sub-budget number. If all of the above information is to be the same as the previous sub-budget, a statement to that effect will suffice.

   • After Award Arrives: Department submits TRANPASU forms with appropriate signatures in approved budget categories. GCA distributes budget according to TRANPASU(s).

Adjusting Accounts Grant & Contract Glossary

Grant and Contract Accounting
A Department of Financial Management
gcaques@u.washington.edu
Modified: July 7, 2008