Grants Accounting Fundamentals
Grants Accounting Module
Grants Accounting tracks activity based on Project – Task – Award (PTA). Adding the award segment provides the ability to use one project to track multiple sources of funds (multi-funding) or multiple projects may be funded by one award. Grants Accounting is used for Sponsored Award, Sponsored Cost Share Award, Capital Projects, and Internal Awards.
Grants Accounting Module:
- Project represents a person or scope of work with a single task or multiple tasks
- Task represents the work breakdown structure for the project
- Award is the source of funding (internal department or an external agency)
Standard Tasks on Capital Project | Standard Tasks on Internal Award |
|---|---|
07 Project Management (PM) Fees | 10 Internal Award |
50 Project Costs | 12 Research Challenge |
13 Research Incentive | |
20 PU Startup | |
24 VPR Startup | |
40 Honors Tutorial |
Award Smart Numbering
An Award number is seven digits and smart numbered with the first number as follows:
- Sponsored – 1 or 2
- Sponsored Cost Share – 3
- Internal Award – 4
- Capital Project – 9
Example of Project-Task-Award: Sponsored Award 11308-18-1135140
1st Digit
1 or 2 = Sponsored
2nd Digit
1, 2 = Federal
3, 4 = State
5, 6 = Private
7, 8 = Other Government
9 = State Appropriation
3rd – 7th Digits
Award Suffix from LEO
Example of Project-Task-Award: Sponsored Cost Share Award 11308-18-3203601
1st Digit
3 = Sponsored Cost Share
2nd – 3rd Digits
Planning Unit Number (20 = Voinovich)
Planning Unit Number is the first two digits of the ORG
4th – 5th Digits
Award Purpose (36 = Sponsored Public Service Cost Share)
16 = Sponsored Instruction Cost Share
26 = Sponsored Research Cost Share
6th – 7th Digits
Award Type
01 = Cost Share Mandatory
02 = Cost Share Voluntary
03 = Cost Share Foundation
00 = Program Income
Example of Project-Task-Award: Capital Project Award State Funds 13974-01-9017003
1st Digit
9 = Capital Project
2nd Digit
0 = State Funds
3rd – 4th Digits
Year
5th – 7th Digits
Assigned in sequential order
Example of Project-Task-Award: Capital Project Award 14261-02-9100208
1st Digit
9 = Capital Project
2nd (and 3rd) Digit(s)
1 = Operating Funds from all Units Except Auxiliaries
16 = Auxiliary Operating Funds/Reserves
2 = Gift Funds from OU Foundation
3 = Internal Bank – Loans to be paid with Operating/Working Capital
4 = Internal Bank – Loans to be paid with Future Gift Funding
5 = Internal Bank – OU Series Taxable and Tax Exempt Bonds
7 = Internal Bank – Century Bond Funding (EIP, CB Designations)
3rd/4th Digits – 7th Digits
Assigned in sequential order
Example of Project-Task-Award: Internal Award 12039-48-4140014
1st Digit
4 = Internal Award
2nd – 3rd Digits
Planning Unit Number (14 = Engineering)
Planning Unit Number is the first two digits of the ORG
4th – 7th Digits
Numbers assigned by Planning Unit
Dates in Grants
Dates on the PTA control expenditure item dates of transactions that can post to the PTA:
Project
- Project start date is required.
- End date is not required.
Task
- Task start date is required.
- End date is not required. End dates are used on Tasks for specific time periods. For example, end dates should be used for multiple Tasks that cover specific FYs.
Award
- Start date and end date are required.
Allowed Cost Schedule
The Allowed Cost Schedule defines all Expenditure Types that can be charged to an award. Only one schedule per award is permitted. The Allowed Cost Schedule cannot be changed after a transaction has processed against the award.
If an Expenditure Type is not included on the Allowed Cost Schedule list, it cannot be purchased. For example, entertainment cannot be charged to a Federal Award because entertainment is not included on the Allowed Cost Schedule.