You can change any Funding Action or Admin Action in Approved, Denied, Duplicate, or Returned by GCA status back to In OSP status. Use the In OSP link on the left navigation menu to start the process.
A pop-up window will appear that will allow you to change the status, reassign the item, and add comments if desired.
Add any explanatory comments you wish, reassign the item if necessary, then click on the In OSP button to complete the process. The pop-up window will close, and the item details page will refresh showing the new status.
Note: If you change an Admin Action assigned to the location File back to In OSP status, the system displays a warning message, which reads:
“An Admin Action with status of In OSP may not be assigned to File. Please modify the status or the assignment.”
To complete the process, you will need to reassign the Admin Action to a value other than File.
The following updates were released on November 26th, 2013:
- SPAERC applications, FAs, and AAs will now have a single location to be assigned after review by OSP – “File.” FAs and eGC1s with a status of “In OSP” can no longer be assigned to “File.” Items that now belong in “File” have been reassigned and documented with appropriate notes in the history.
- GCA and OSP collaborated to determine several Funding Action fields that could be opened up for GCA so that GCA can make necessary changes rather than having to send FAs back to OSP to make the changes. Several FA fields will now be editable in SERA for GCA staff. Changes made by GCA staff will be logged in the history of the FA in both SERA and SPAERC.The following FA fields will become editable in SERA:
- Payment Type
- Budget Details Location
- Current Period Start Date (except when Authorized Action is New)
- Current Period End Date
- F&A Cost Rate
- Cost Sharing
- Total Cost Share Amount
- Rate Location
Also, in SERA, the Current Period Start Date will be displayed as read-only if the Authorized Action value is New.
Issue: When the parent application is changed for an FA that is in Processed status, compliance auto-holds may appear, depending on the data in the new parent application. The process of applying auto-holds does not check the FA’s status when it is re-parented. Since the FA is not editable when in Processed status, the holds cannot be removed.
The system should either not allow re-parenting of processed FAs, or not apply auto-holds when a processed FA is re-parented. The appropriate fix based on business processes needs to be determined.
Funding Actions may have related Subawards, which you can view either from the main Funding Action page, or by clicking on the Subawards tab.
Subaward/Subcontract Information Section of the FA
This section contains a list of the related subawards, and displays the subaward number, the subrecipient name, and the first-year purchase order number.
Click on any subaward number to see additional details.
The Subaward Review modal will open on top of the FA details. This modal presents read-only information about the related subawards. It includes all of the subawards listed on the details page, but opens centered on the item you clicked.
Clicking on the subaward number or subrecipient name will open the actual subaward item, which will replace the Funding Action in the window.
The subaward section provides the following information:
- Total Subcontract Amount Awarded to Date – the sum of the SA Amount on all subcontract actions associated with this subcontract.
- Total Subcontract Expenditures to Date – this figure is updated daily from the Purchasing and Accounts Payable System and is the sum of all subcontract invoices paid to date.
- Total Subcontract UW F&A Expenditures to Date – this figure is automatically calculated based on the subcontract amount subject to F&A and the budget F&A rate specified in the Financial Accounting System.
- Subcontract Status – either Active or Closed Out.
- Subcontract Assigned To – identifies the OSP Subcontract Team member managing the subcontract.
- First Year SC (PO) Number – the University’s purchase order number for this action.
- Subcontract Amount Subject to UW F&A Costs – the total dollar amount subject to UW F&A Costs. The value is determined by the F&A Cost Base Type specified on the Funding Action.
- UW Subcontract F&A Cost Base Type – the cost base for this subcontract.
The following section displays a list of the Subaward Actions associated to the subrecipient. The information displayed includes:
- UW SC (PO) Number
- UW Budget Number
- FA Number
- FA F&A Base Type
- Subaward has ARRA Funding – Yes or No
- Subaward Action Amount
- Period Start and End Dates
- Subaward Action Type
Subawards Tab
This tab displays a list of related subaward, as shown in the following image.
The information shown includes:
- Subcontract (Subaward) Number – system-generated unique identifier
- Subcontractor (Subrecipient) – the institution receiving the outgoing subaward
- UW Subcontract (PO) Number – the Purchase Order number
- SA Amount – the dollar amount on the Subaward Action
- SA Reporting Date
- Status
You can click on the Open link to the left of the Subaward Number to open the item.