Tag Archives: Funding Action

OSP staff create Funding Actions (FA) and Post-Award Changes (PAC) using SPAERC. Once OSP completes the actions, they send them electronically to GCA for final processing.

You can return an FA or PAC to OSP for any needed changes by clicking the Return to OSP link on the left navigation menu. Once OSP makes the changes, they would resend the action for processing.

return to O S P link on the left navigation menu

Status Last Action Taken Process Stage
In GCA Received in GCA OSP completed the action and sent to GCA
Returned by GCA Returned by GCA GCA can return an action to OSP for any needed changes
Re-Sent by OSP Re-Sent by OSP OSP has made the requested changes and re-sent the action back to GCA
In GCA or Re-Sent by OSP Budget # Assigned/Confirmed GCA has added a new budget number to the action, or confirmed an existing one
In GCA Campus Notified GCA has notified campus that they completed the budget number set-up. The system sends the email to the PI, the eGC1 Administrative Contact and Pre-Award Budget Contact, the eGC1 Preparer, and the first level reviewers for the organization code receiving funding.
Processed Processed This indicates that all steps, including data entry, have been completed.

You will see the Assign/Confirm Budget Number link on the left navigation menu. This step allows you to either assign a new budget number to the action, or confirm the budget number entered by the action preparer in OSP.

When you click the link, a pop-up window displays. The set of read-only fields provides information about the action you are working on.

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

assign confirm budget number page

The editable fields are:

Type of Budget Select the appropriate budget category from the drop-down menu. Even if the action already has a Budget Number, the type will not display.
Budget Number When you select the Type of Budget, the system will automatically populate the Budget Number field with the next available budget number of that type. If the action already has a Budget Number, it will display.
Budget Biennium Once the Budget Number is populated, the system will display the Biennium value. If the action already has a Budget Biennium, it will display.

Click the Save button to complete the process, or the Cancel link to return to the action without making any changes.

After you add a budget number, the Notify Campus link will appear on the left navigation menu, and the system will set the Last Action Taken to “Budget # Assigned/Confirmed.”

Note: When an item is returned to OSP after the Budget Number Assign/Confirmed step, you will have to repeat that step once OSP re-sends it.

After you have assigned (or confirmed) the budget number for an action, you will see the Notify Campus link on the left navigation menu.  This link allows you to notify the PI, the eGC1 Administrative and Pre-Award Budget Contacts, the eGC1 Preparer, and the first-level reviewers for the organization code receiving funding that you have set up the action’s budget.

Clicking the link opens a pop-up window. The Notify Campus section is read-only and provides information about the action you are working on.

  • Admin Action or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

Notify Campus Details

The Confirm Data Entry section has the following editable fields.

Notify campus confirm data and recipient list

Is Data Entry Complete? This is “No” by default.
Comments Enter any appropriate comments. These comments will display in the History for the action, and will be visible to OSP on the OSP Notes page.
Assign Item…to Location This is a required field.
Attach…to the email You can use the checkboxes to include additional attachments to the notification email. The file name, description, version and file type display for each attachment.
Recipient List The recipient list includes the Principal Investigator (eGC1’s PI), the Application Principal Investigator (eGC1’s Application PI), the eGC1 Preparer, Administrative Contact, Pre-Award Budget Contact, and the reviewers for the organization code receiving funding. The reviewers may be division, department/center, or dean’s level depending on the unit’s routing rules. You can modify the campus notification recipient list if needed, as described below.

Click Notify Campus to complete the process or Cancel to return to the action.

The status of the action will vary depending on how you answered the Data Entry question.

  • If Yes, the action will change to Processed status.
  • If No, the action will remain in Campus Notified status. A new Complete link will appear on the left navigation menu. Use this to indicate that you have completed the data entry and to change the action to Processed status.

Examples of the FA and PAC notifications are in the SERA Notifications article.

This page is very similar for all four items types. It varies in the information displayed in the upper, read-only section of the page. Additionally, for all but advances, you can add a comment to the page directly.

The lower History section (for all item types) includes information about last actions taken, and status and assignment changes, with these values displayed:

  • Date/Time – when the change occurred
  • Entered by – who took the action
  • Last Action Taken – what process occurred, such as Campus Notified or Received in GCA
  • Location – where the item is assigned
  • Comment – system-generated comments and any user comment entered as part of the action

example history entries

Advance

  • Advance Budget Request Number
  • Advance Type
  • Parent eGC1 Number
  • PI Name
  • Responsible Department
  • Last Action Taken
  • Budget Number
  • Budget Biennium

advance budget request history and comments page

Funding Action and Post-Award Change

  • Admin Action Number or Funding Action Number
  • Current Status
  • Short Title
  • Principal Investigator
  • Sponsor
  • Budget Number
  • Budget Biennium

funding action and post-award change history and comments page

Other Forms

  • Record ID
  • Form Type
  • Budget Request Type(s)
  • PI Name
  • Responsible Department
  • Budget Number
  • Budget Biennium

other form history and comments page

Each item type has several tabs, and some tabs appear for more than one item type. There is a separate article for each tab linked to from this article.

The tabs that appear for all item types are History & Comments and Cost Share.

Advances, Funding Actions, and Post-Award Changes all have the Cycle Details tab.

Advances and Funding Actions also have tabs for Printable eGC1 and eGC1 Attachments.

Tab ADV FA PAC OTH
History & Comments Yes Yes Yes Yes
Cost Share Yes Yes Yes Yes
Cycle Details Yes Yes Yes
Printable eGC1 Yes Yes
eGC1 Attachments Yes Yes

GCA staff use the System for Electronic Research Accounting (SERA) to manage SAGE-related items of the following types:

  • Advance Budget Number Requests (ADV): Campus users create these to request a budget number in advance of their award so that they can begin spending the award.
  • Funding Actions (FA): OSP staff create these to manage awards received by the UW.
  • Post-Award Changes (PAC): OSP staff create these to manage any award changes made after the initial receipt.
  • Other Forms (OTH): GCA staff create these to record and track forms related to setting up new budgets in addition to Funding Actions and Post-Award Changes.

October 2015 Maintenance Release

Features

Allow GCA to delete their own attachments

GCA is now able to delete erroneously uploaded attachments to the funding action and post-award change in SERA. When an attachment is deleted, a note is added to the item recording who deleted the attachment and at what time.

Bug Fixes

Sponsored Program Activity Type and Clinical Trial Phase validations will no longer be applied in SERA

Sponsored Program Activity Type and Clinical Trial Phase, which are read-only fields on the FA in SERA, were at times generating validation errors in SERA when the fields contained missing or invalid entries. The system has been updated to no longer trigger these validations in SERA. The validation rules will be applied only in SPAERC, and FAs already in GCA or completed prior to these fields being added to the system will not be subject to the validation rules.

FA or PAC returned by GCA getting bad dates when flipped and re-sent

When an item is converted from PAC to FA or FA to PAC the “Received in GCA” date is no longer defaulted to 01/01/0001. Instead, it now shows the actual “Received in GCA” date for the item.

September 2015 Maintenance Release

Bug Fix

Older FAs in SERA have problems opening

An issue that had prevented Funding Actions that predated the creation of the Authorized Action field from being opened in SERA has been fixed.

Deleting an FA Short Title Causes a 99 Error

Issue: The Short Title is a required field on the Funding Action. If it is accidentally deleted and the FA is saved, then anytime you attempt to access the FA you get a 99 error. 

Fix: ORIS will need to correct the data, since the FA is not editable by OSP due to its status.

 

July 2015 Maintenance Release

Features

View FA Sponsored Program Activity Type from SERA

The new Sponsored Program Activity Type field will be viewable on the Funding Actions in SERA.

Update SERA Pending Activities Report with Sponsored Program Activity Type and Institutional Activity Category fields

The “Export Pending Actions” report in SERA will be updated to include the new Institutional Activity Category, and the Type of Award field will be replaced with the new Sponsored Program Activity Type field.

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