If the research team requests the central office Office of Sponsored Programs to authorize spending before an official award notification is received, or before the sponsor releases funds for a budget period, you can signal users that this is being done by putting the award or award modification into the Advance Account state.
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Complete or update the other questions as needed, then click OK.
On the Budget Allocations page, click Save, and then Exit.
Initiate a review of the award or modification. (See Initiate a Review on page 22.)
When the assigned approver is satisfied with the award or modification, they activate the award or approve the modification. (See Submit a Final Review on page 24.) This moves the award or modification to the Advance Account state.Anchor
When the Sponsor authorizes funds for a period in which advance account spending was allowed, you should update the award to reflect that.
To update advance spending to authorized spending
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Create an NGA Revised award modification. (See Create an Award Modification on page 27.)
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Change the authorizations of any allocations that were set to Advanced Account to Authorized by Sponsor.
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Advance Account
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When the amounts awarded by a sponsor differ from the amounts proposed in the funding proposal, as the assigned specialist, you must adjust the award budget accordingly. If an allocation you are reconciling includes cost share, you can account for that at the same time. You can reconcile the budget when you're first setting up the award in the system or afterward. This topic shows the procedure for an award, but it's the same for financial types of award modifications.
To reconcile the award budget
Open the desired award from the Dashboard or the Grants Awards page.
From the award workspace, click Edit Award.
On the Award / Authorized Budget Reconciliation page, select the allocation to reconcile.
A list of budget categories appears.
Note: Only authorized and advance account allocations are available to select. (See Manage Award Allocations on page 13.)
To populate the Baseline column with amounts from the proposal’s budget, click Import ($).
On the Import Budget form, select the budget periods from which to import amounts, and click OK.
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Adjust the imported values in the Adjustments column with positive or negative values until the Difference amount in the page header reaches zero or a positive amount acceptable to your institution.
If the selected allocation includes cost-sharing, a column for adjusting cost share amounts appears in the budget table, as well.
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Note: The system calculates indirect cost by including categories flagged with the dagger symbol in the indirect cost base, then multiplying the base by the indirect rate specified in allocation setup. The indirect cost base specified in allocation setup determines which budget categories show the dagger symbol.
When you've reconciled the budget, click Continue.