Award Management & Closeout
As the Uniform Guidance flows through agencies, differing interpretations can arise. The order of precedence helps principal investigators and research administrators know which rules to follow.
Always abide by the terms and conditions of the award. These are the legally binding terms to which the university has agreed.
If you budgeted for resources outside of the university (e.g. independent contractors), work with your GCO and the UNCW Purchasing Office to procure these items/services. When acquiring goods and services valued less than $5,000, it is preferred to use your UNCW Card to simplify the purchase. For contracted services exceeding $31,000, Purchasing assists in putting the cost through a formal bid process. Purchasing is the procurement signatory authority for the university and will help you comply with state acquisition regulations.
The university offers ways to recruit and hire students or employees on your project. Human Resources can assist in determining the classification and pay scale of grant employees. They also identify benefits applicable to a specific class of employee and provide approval for hiring actions. All employment actions must be consistent with university, the award, and state personnel policies.
ePrint Reports
- Daily Grant & Project-to-Date
- This report runs daily and can be used to get an up-to-date balance for any budget pool on any grant.
- Information displayed is as of the date and time of the report.
- Also known as WFRUDTD
- Month-End Grant Inception to Date
- This report runs monthly after each month-end close process.
- Also known as WFRUPTD
How to Access These Reports
- Log into ePrint using your UNCW username and password.
- Click Next until the desired report is listed.
- Click PDF icon on the left to open the report.
You must have Banner Finance access in order to access ePrint reports.
Reports Include:
- Beginning Budget balance
- Current Month Expenditures
- Fiscal Year to Date Expenditures
- Project to Date Expenditures
- Project Encumbrances
- Available Balance
Between the beginning and end of a project, the sponsor may require a programmatic report and/or a financial report. If so, the principal investigator is responsible for providing the programmatic report. UNCW's Grant Billing Office will complete all federal financial reports, including the SF-425. GCO's are responsible for preparing and submitting any non-federal financial reports required by sponsors. If you are submitting a programmatic report, please be sure to copy your GCO. SOARC is required to keep copies of all technical reports centrally.
Depending on the terms and conditions of the award, the sponsor may have the right to refuse payment if the required reports have not been received.
Banner Admin Pages Most Frequented By Research Administrators
| Page Title | Page Name | Banner Page Description |
|---|---|---|
| Grant Maintenance | FRAGRNT | Maintains status, key personnel, sponsoring agency, award amount, and indirect cost code information |
| Grant Inception to Date | FRIGITD | Displays budget, activity, encumbrances and available balance for the entire project to date |
| Grant Transaction Detail | FRIGTRD | Displays all transactions posted to a grant fund |
| Grant Organizational Inquiry | FRIORGH | Displays all grants for a specific organization |
| Grant Personnel Inquiry | FRIPSTG | Displays all grants for a specified principal investigator |
Changes To Your Award
A supplement is a request to the sponsor for additional funds for the research project beyond the initial amount requested. Once the supplement is received, it goes through the following workflow to make modifications to our financial accounting system.
A no cost extension is a request to the sponsor for an extension of time without requesting additional funding. Once the no cost extension is received, it goes through the following workflow to make modifications to our financial accounting system.
The budget is the financial expression of the project. Depending on the sponsor there may be a revision threshold for the university. Revision thresholds can be a percentage, dollar value, or budget line item. Please check with your grant officer for any budget revisions and also any budget restrictions.
Grant Balance by PI
Some research projects require multiple grant funds in order to keep track of expenses. The Grant Balance by PI report is a reflection of all your grant funds as they relate to a particular project.
Grant Fund Balance by PI
More often then not, a project will only have one grant fund. Therefore, Grant Fund Balance by PI should be your go to report.
If you are unable to access the grant budget balance reports, please reach out to your grant officer directly or contact the Sparc team.