GM Role Manager & GM Limited Setup Specialist

Current Roles on Projects and Awards including Project Manager, Award Manager, Award Oversight and PI did not change when IS assumed responsibility for Recon@ in April 2013; however, some important new key roles and two new GM responsibilities have been added to handle the role maintenance. GM Role Managers and GM Limited Setup Specialist are the two new Responsibilities in the Grants Accounting module. NOTE: IS Responsibility names begin with UVA. For example, UVA GM Limited Setup Specialist and UVA GM Role Manager. The shortened version of the name is used here.

New Roles on Projects
Existing roles in Recon@ on April 1, 2013 transfer to existing Projects in the Integrated System. New projects must be set up with all required roles.

  • Fiscal Contact - Required role for Non-G&C and G&C Reportable projects, cannot be the same person as the Approver. Individual responsible for tracking and reporting on details for the project, including preparing and electronically signing the reconciliation in Recon@UVa. UVA GM Role Manager responsibility can only change the Fiscal Contact, Examiner or Fiscal Officer on G&C Reportable project types. OSP is the point of contact to change Principal Investigator (PI) and Project Manager roles on G&C Reportable project types.
  • Approver- Required role with fiduciary responsibility for Non-G&C Reportable project types including reviewing and electronically signing the reconciliation in Recon@UVa. Must have the appropriate knowledge and authority.
    • On G&C Reportable type projects this function is performed by the PI, and is called PI instead of Approver. The PI and the Fiscal Contact cannot be the same person. OSP is the point of contact for sponsored program projects.
  • Fiscal Officer - Optional role. An individual with oversight responsibility for the project at the dean, department head, etc. level. Will be contacted if reconciliation is 60 days overdue.
  • Examiner - Optional role to assist in the review and approval process in Recon@UVa including electronically signing the reconciliation.

New Role on Awards

  • Limited Setup Specialist - Must have the GM Limited Setup responsibility and the appropriate knowledge and authority to maintain award installments, installment descriptive flex field (DFF), Project Funding and Personnel on their Awards.

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Access

GM Role Manager is a responsibility in the Grants Accounting module.

GM Limited Setup Specialist is a responsibility in the Grants Accounting module.

  • April 2013 Employees who are Recon@ Role Maintainers become UVA GM Role Managers. (Online training required.)
  • April - May 2013 Employees at the school level holding GM Setup Specialist responsibility will be reassigned GM Limited Setup Specialist responsibility.
  • April - May 2013 Employees holding GM Limited Setup Specialist responsibility are eligible to be assigned the Limited Setup Specialist personnel role on Awards by the Budget Office and/or the Office of Reporting and Analysis.

After April 1, 2013 requests are the same as for other IS responsibilities; they 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.

Please note: The budget Office will be the final approver for the GM Limited Setup Specialist responsibility. The Budget Office and the Office of Financial Reporting and Analysis will assign the Limited Setup Specialist role on Awards for users holding the GM Limited Setup Specialist responsibility.

Role Maintenance Changes

GM Award Managers are no longer authorized to change

  • project key members.

GM Project Manager are no longer authorized to change

  • project key members.

GM Role Managers are authorized to change

  • key members on non-G&C type Projects and Awards

  • fiscal contacts, examiners, and fiscal officers on G&C type Projects

GM Limited Setup Specialists are authorized to change

  • key members on non-G&C type Projects

  • fiscal contacts, examiners, and fiscal officers on G&C type Projects

  • personnel on non-sponsored Awards on which they also hold the Limited Setup Specialist role

  • installments and installment DFFs on non-G&C Awards on which they also hold the Limited Setup Specialist role

  • project funding on non-G&C Awards on which they also hold the Limited Setup Specialist role.
Award Installments

Remember that the Grants module is not used for managing cash, but rather for budgeting and for tracking spending. Permission to spend is granted when installments are funded to projects and budgets are created.

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Training



Responsibility Training Requirement
All Responsibilities Integrated System Navigation and Overview

Introduction to University Business Administration-AS

Internal Controls-AS
GM Role Manager Maintaining Roles on Projects & Awards
GM Limited Setup Specialist Maintaining Roles on Projects & Awards

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Documentation

Maintaing Roles on Awards Job Aid

Maintaing Roles on Projects Job Aid

Maintaing Roles on Projects & Awards training guide

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

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Other Information and Resources

Role Change Process including the automated process for updating roles on more than 50 projects and awards.

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

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Contacts

Office of Sponsored Programs (OSP)
Budget Office at the University of Virginia
Office of Financial Reporting and Analysis
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.