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When a new award is created or a modification is made to an existing award, and an award notification will be made available in WVU+kc. This award notice is known as a green sheet ‘green sheet’ at WVU and provides succinct , detailed information about an award, including multiple-task information, cost share details, regulatory compliance issues and any agency special conditions.
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Watch a brief video about Viewing a Green Sheet in WVU+kc. |
Open the Award and Green Sheet
All investigators, task managers, and SBAs on an award will receive an email from wvukc@mail.wvu.edu when an award has been established in WVU+kc informing them the award notification is available. View the award notification by clicking the link in the email notification or by logging in to kc.wvu.edu.
Log in to WVU+kc at kc.wvu.edu with your WVU Login username and password.
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You will see your Researcher Dashboard.
On the dashboard, select the All My Awards (or All My Active Awards) tab located in the Award section. In the Action column, click the page link (view this record) to open the award record.
The Green Sheet page will display as the default page for the Award document.
Click the Print button in the Print Award section. The Green Sheet will open in a new browser tab.
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You can also find the award (if it’s not visible on the dashboard) by selecting a search type from the menu.
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Header section
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The header of the green sheet is located on at the upper-center top of the page , and indicates if your award was granted to West Virginia University or to the West Virginia University Research Corporation. If your notification has DRAFT at the top, it is not in a final state and the information on it could change.
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Only save or print a Green Sheet that does not have DRAFT on the page. |
Project
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All project personnel and their role (PI, Co-Investigatory, or Task Manager) on the project are listed on the left side of the green sheet.
Award Action Information section
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Personnel and Award Record Information section
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Principal Investigator: The PI is the party responsible for conducting and overseeing the award. The PI’s department will be listed as the lead unit on the award.
OSP #: The OSP Reference number is the number assigned to the project by OSP and is used for tracking purposes. The number represents the year the initial project proposal was submitted and the sequential number the proposal was received by OSP. For example, an OSP number of 1321-476 indicates that the proposal was the 476th proposal received in FY2013FY2021.
Version: Transaction The Version field indicates if this green sheet is a newer version of another, previously-issued green sheet.
Notice Date: The Transaction Notice Date indicates the date that the newest moneyed transaction has taken place on the award.
Dept: The lead unit of the PI, and the unit responsible for the award. This date will remain the same until additional money is received for an award. If a change takes place on an award that does not involve money, the Transaction Type and Transaction Date will remain the same and the change will be indicated via the OSP Version and OSP Version Date (see below)
Hierarchy: Indicated the award hierarchy position of the green sheet you are viewing - whether it is for the main award from the sponsor, or for one task.
The Award is the original distribution from the sponsoring agency, and its Green Sheet displays information for all Tasks on that award.
Each Task represents an allocation of that award to different parts of the project at WVU, and the Task Green Sheet displays only the information for that task. More on award hierarchies.
Transaction Type: The Transaction Type indicates the most recent moneyed transaction that has taken place on the award. Transaction Types can include New, Non-Competing Renewals, and Increases. This type will remain the same until new money is received for the award. For more information see the Transaction Types quick reference guide.
Version: The Version field indicates if this green sheet is a newer version of another, previously-issued green sheet.
OSP Version Date: OSP Version Date is the date the most recent OSP Version was made of the award.
OSP Version: OSP Version indicates the type of award action that is occurring on the award that doesn’t involve adding more money to an award. OSP Version types can include carryover, rebudgeting, no-cost extensions, and investigator changes. For more information, see the OSP Version quick reference guide.
Example:
$100,000 is received and a new award is established on 7/1/2013.
The Transaction Type will be New and the Transaction Date will be 7/1/2013.
There will be no OSP Version or OSP Version Date on the first green sheet issued for this award.
The PI contacts OSP to rebudget the original money established.
OSP rebudgets $20,000 from Task 1 to Task 2 by versioning the award on 7/22/2013.
The updated green sheet for the award will indicate Rebudgeting in the OSP Versionfield and the OSP Version Date will read 7/22/2013.
The Version field will be updated from 1 to 2.
The Transaction Type and Transaction Date will remain the same because no new money was received for the Task Managers: Personnel on the award who are listed as contacts or other administrative roles for the tasks that are part of the award/project.
Co-Investigators: Other investigators who might be conducting portions of the research or other project activities. Co-Investigators might be listed as the Principal Investigator on a Task that is part of the larger award.
Project & Sponsor Information section
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Project Title: The title of the project
Sponsor Information: The agency sponsoring the research is shown along with the Grant/Contract number. If there are any modifications made by the sponsor to the award, the modification number will also be referenced.
Budget section
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Budget Information: The period of performance for the money currently being added to the award is shown in the Budget Period fields, and the money that is available for the awards is shown in the Award field.
Direct Costs: shows the amount allocated for project activities.
F&A Costs: shows the amount allocated to the WVU unit for Facilities & Administrative costs.
Total Award: shows the total lifetime amount of the whole award.
Cost Sharing Information: If cost sharing is required it will be indicated and additional comments will be provided describing the cost share commitment for this project. All cost share commitments will be indicated in the Task Actions section with an award number that has a C prefix (C1000240W).
Explanatory Remarks section
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Additional comments from OSP regarding the action currently being taken on the award will be provided in the Explanatory Remarks section.
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Award Info section
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The tasks associated with a project are listed towards the bottom of the green sheet, along with the task manager and lead unit, amountbudget dates, and funding information:the most recent WVU+kc funding allocations.
Task Line Item Budgets: If more than one department or college is involved in the project, OSP will establish separate MAP tasks and DA for each task. Tasks may also be established to represent different periods or activities for the award. For each task, you’ll see:
Departmental Activity Number: 9Budget Start: the date when spending may begin for the task
MAP Award Number: Award numbering examples are 1000500W and 1000500R. Suffix W means the task was set up under a WVU account. Suffix R indicates the task was set up under a WVU Research Corporation account. The series of award numbers than contains the same numbering convention with the suffix changing from R to AR to BR is used to separate out on and off-campus and multiple F&A rates. MAP will only allow one F&A rate for each award.
Cost Sharing: Prefix C for an award (C1000240W) indicates the cost share amount.
Budget End: the end of the approved budget period for the task
Current Direct: the most recent WVU+kc allocation for direct project expenses on this task
Current F&A: the most recent WVU+kc allocation for facilities and administrative expenses on this task
Current Total: the most recent WVU+kc total allocation for expenditures on this task (direct and F&A)
MAP Accounting String: Each task listed also displays parts of the accounting string used for transactions in the Mountaineer Administrative Processes (MAP) system. The numbers here are a combination of MAP general ledger and grants administration account numbers.
Project: the project number as assigned in MAP
Award: the MAP account number for this award. Award numbers can have a prefix or suffix that indicates which entity is receiving the award or what purpose it is designated for. For example, award numbers that end in W (1000500W) are set up with WVU as the receiving entity; award numbers that end in R (1000500R) are set up with WVU Research Corp as the receiving entity. Additional parts of these awards may be designated as AR, BR, CR, etc.
The prefix C at the beginning of an award number (C1000240W) indicates it is a cost share account.DA: the MAP account number for the Departmental Activity: a 9-digit number that translates to an expenditure organization and is specific to your department and college. This is the unit with expenditure authority.
Fund: The fund number is eight digits, and identifies ownership of assets, liabilities, and fund balance as opposed to expenditure authority.
Function: The function is three digits, and it Represents classification of expenditures by purpose as required for financial statements.
F&A Rate: facilities and administration rates (F&A) must be charged for all sponsored programs unless a program or an agency has been granted a legislatively endorsed restriction on the F&A rate that is to be charged or, in the case of private agencies, an established written policy exists which limits F&A rates. Rates will vary depending on the sponsoring agency and award details.
Footer section
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The green sheet footer provides information about policies related to sponsored research as well as contact name and number contacts if you have any questions about your green sheet.