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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.

Access

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.

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.

GM Role Manager and GM Limited Setup Specialist - new April 2013.

Central GM Responsibilities (link)

Departmental GM responsibilities are as follows:

  • GM Award Managers are 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 & adjust expenditure batches for recorded transactions, for new transactions, & for UVA manual encumbrances, Enable budgetary controls on non-G&C projects, Reconcile all project transactions.
    Additional Responsibilities: GM Project Manager, GM Transaction Specialist, GM Viewer and ODS Specialist (Discoverer access)

  • GM Project Managers are 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, & for UVA Manual Encumbrances, Reconcile all project transactions
    Additional Responsibilities: GM Transaction Specialist, GM Viewer and ODS Specialist (Discoverer access)

  • GM Transaction Specialists are authorized to process transactions in the Grants Management module, creating & adjusting expenditure batches for both new & recorded expenditures, & for UVA manual encumbrances.
    Additional Responsibilities: GM Viewer and ODS Specialist (Discoverer access)

  • GM Viewers are authorized to view but not process transactional data in the Grants Management module. Training is not required, but the online class, Integrated System Navigation and Overview, is highly recommended. It contains a section on the reporting tool, Discoverer.
    Additional Responsibilities: ODS Specialist (Discoverer access)

Training

Use the links in the table above to enroll in these courses via Employee Self-Service in the Integrated System. The link to Integrated System Navigation and Overview will allow you to enroll in and play the online class.This class must be taken prior to taking course specific to an Integrated System responsibility.

Responsibility Training Requirement
All Responsibilities Integrated System Navigation and Overview

Introduction to University Business Administration-AS

Internal Controls-AS
GM Project Manager GA1: Projects and Awards

GA4: Transactions
GM Award Manager GA1: Projects and Awards

GA4: Transactions
GM Transaction Specialist GA4: Transactions

Documentation

GM Award Manager online desk manual
GM Project Manager online desk manual
GM Transaction Specialist online desk manual

Processing Funds This interactive reference tool is crucial for working in Grants Accounting.

Other Information and Resources

Financial and Administrative Policies & Procedures

Getting Started with the Integrated System

IS Finance/HR Glossary

Integrated System home

Integrated System Training Instance - requires training password

Contacts

Office of Sponsored Programs (OSP)

University Comptroller

General Help:
Phone: (434) 924-HELP (4357), menu option 2
Email: 4help@virginia.edu

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 is-help-staff@virginia.edu.