Grants Management Toolkit
What is Grants Accounting?
The Grants module in the Integrated System is referred to as either Grants Management or Grants Accounting. Either name can be confusing, because the module is used for setting up Projects and Awards and for budgeting Award and Project combinations regardless of whether they are Grants.
If the funding is from a grantor and is an actual Sponsored Program, then the Project Manager and Award Manager are staff members in the Office of Sponsored Programs (OSP).
If the funding is from State Funds, Gifts, Intellectual Property or any source other than Grants, those roles are performed by personnel specified in the Interactive Image, Processing Funds. The award prefixes in the image are dynamic and take you to a table with specific instructions for the fund source.
The Grants module is not used for managing cash.
The University seeks to strike a balance between open access to data and data protection by assigning Integrated System (IS) and Student Information System (SIS) Responsibilities to employees. The Responsibilities allow access to specific categories of data and the assignment process complies with the University of Virginia Administrative Data Access Policy.
Requests for Integrated System System responsibilities are made by you or your supervisor and submitted via the Electronic Self-Help Access Request Process (ESHARP). To begin the IS access process, go to ESHARP. In most cases, additional responsibilities are automatically assigned with a responsibility.
GM Role Manager and GM Limited Setup Specialist - new April 2013.
Central GM Responsibilities (link)
Departmental GM responsibilities are as follows:
GM Award Manager is authorized to set up projects & tasks and to fund projects from existing award installments (link awards and projects). May also: create award/project budgets; reconcile all awards transactions; create and adjust expenditure batches for recorded transactions, for new transactions, & for UVA manual encumbrances; enable budgetary controls on non-G&C projects; and reconcile all project transactions.
Additional Responsibilities granted: GM Project Manager, GM Transaction Specialist, GM Viewer and ODS Specialist (Discoverer access)
GM Project Manager is authorized to set up projects & tasks. May also: create award/project budgets; reconcile all project transactions; create & adjust expenditure batches for recorded transactions, for new transactions, and for UVA Manual Encumbrances; and reconcile all project transactions.
Additional Responsibilities granted: GM Transaction Specialist, GM Viewer and ODS Specialist (Discoverer access)
GM Transaction Specialist is authorized to process transactions in the Grants Accounting (Management) module; creating & adjusting expenditure batches for both new & recorded expenditures, & for UVA manual encumbrances.
Additional Responsibilities granted: GM Viewer and ODS Specialist (Discoverer access)
GM Viewer is authorized to view but not process transactional data in the Grants Accounting (Management) module. Training is not required, but the online class, Navigating the Fin/HR System-IS, is highly recommended. In addition to providing an overview of navigating the system, this class also contains a section on the reporting tool, Discoverer.
Additional Responsibilities: ODS Specialist (Discoverer access)
Each responsibility has an associated Learning Path in Employee Self-Service which contains all of the courses that are required for access to the system. Learning Paths contain the required courses, both instructor-led and online, and assessments. You must pass all assessments with at least an 80%. If you do not pass, you have the opportunity to return to the assessment and take it again. All mandatory components of the Learning Path for a responsibility must be completed before access to the system will be approved.
If you have already completed a component, the system will reflect that.
Please see the Instructions for Completing a Learning Path. It may be helpful to print these instructions to follow until you become familiar with subscribing to Learning Paths. When searching for the Learning Path, enter the responsibility name or part of the name in the search field. Note: Please make sure that you change the search field to search for a Learning Path rather than a Course.
For viewer responsibilities, completion of the Learning Path is not required, but is highly recommended.
Six Month Rule: If you have taken a required class for a specific responsibility, but have not completed the training nor have had the responsibility activated within six months of taking the class, you will be required to retake the class. Also, if you are assigned a responsibility that you previously had, which was deactivated for longer than 6 months, you will be required to retake the course(s) before it is reactivated.
We also offer monthly instructor-led workshops during which we focus on common issues and questions you may have. Completion of the Learning Path for the responsibility and access to the system is required prior to you attending a workshop. These workshops offer an opportunity for you to bring your work and get your questions answered. You may find these workshops by entering “Workshop” in the search field for the course (do not change the default search.)
We periodically offer special sessions for new functionality, problem areas, and common issues. We will communicate these special sessions by posting a link on this page and/or by email.
Processing Funds This interactive reference tool is crucial for working in Grants Accounting.
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Phone: (434) 924-HELP (4357), menu option 2
Training and Access Help: For assistance with training registration, please contact the HR Service Center at (434) 982-0123. For questions regarding IS training and access, please contact the IS training team at firstname.lastname@example.org.
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