Post Award Grant Administration How To

How to Request a New Fund?                                        
 

 

Who? Grant Accountant submits request to General Accounting for the creation of a new grant fund.

When? A grant fund is established when an awarded grant contract has been received by the Post Award team in Financial Services.

How? Based on the type of award and funding source, Grant Accountant will determine what fund code is needed for the program and will submit a request to General Accounting for its creation. Once the fund has been established, the Grant Accountant will provide the chartfield string to the PI and appropriate program associates.
 

How to Request a New DeptID?


Who? Division Vice President or designee

When? As a general rule, the PI’s department code is used as part of the chartfield string for a grant.  In the case where it’s determined that a specific program may be ongoing for several years and the Vice President and/or Dean believe it would be beneficial for the program to have its own department ID, a separate code may be requested.

How? Working with the Grant Accountant, a request should be submitted to the Budget Manager and Controller for the establishment of a new department code.  Request should include the hierarchy such as Division, College or Area, and Department Manager.  A justification should also be included substantiating the need for the new department code.
 

How to Request Access to PeopleSoft Finance?

 

Who? Grant program staff, assisted by supervising manager/PI

When? Anyone who will be using PeopleSoft Finance to submit purchase requisitions, run financial reports, check account balances, etc. will need to have security clearance to access the system.

How? Complete the Office of Information Technology Security Request Form
 

How to Run a Financial Report in PeopleSoft Finance Data Warehouse?


Who? Grant program staff

When? Grant administrative staff responsible for managing program budgets and expenditures will need to be able to run financial reports     

How? Data Warehouse Report instructions are available on the Resources web page.  For more information and instructions go to http://reports.csustan.edu

Data Warehouse User Guides:


How to Request a No-Cost Extension?


Who?  Working in conjunction with Post Award Grant Administration, PI or Program Coordinator submits request to Sponsor Agency Program Officer.

When?  Circumstances during an award period may require the movement of funds between a program’s budgeted line items.

How?  Follow Sponsor Agency guidelines for submitting a budget modification request.  It’s always a good practice to have the Grant Accountant review the proposed changes before request is forwarded to the Sponsor.
 

How to Request a Budget Adjustment?


Who?  Working in conjunction with Post Award Grant Administration, PI or Program Coordinator submits request to Sponsor Agency Program Officer.

When?  Circumstances during an award period may require the movement of funds between a program’s budgeted line items.

How?  Follow Sponsor Agency guidelines for submitting a budget modification request.  It’s always a good practice to have the Grant Accountant review the proposed changes before request is forwarded to the Sponsor.
 

How to Request an Expense Adjustment?

 

Who?  PI, Program Coordinator, or PI’s designee (Admin Analyst) submits request to Grant Accountant.

When?  Operations within a grant program may require the movement of expenditures from one account code to another or the allocation of costs between multiple grants or other campus funds.

How?  Complete the Expenditure Transfer Form Non-Payroll and forward to the Grant Accountant for processing. An email request is also acceptable.
 

How to Request a Payroll Expense Adjustment (Staff, Management, and Student Assistants)?

 

Who?  PI, Program Coordinator, or PI’s designee (Admin Analyst) submits request to Grant Accountant.

When?  Operations within a grant program may require the movement of payroll expenses between multiple grants or to another campus account.

How?  Using the Payroll Adjustment Report form Stanalytics, complete the Payroll Expenditure Transfer form and foward both documents to the Grant Accountant for review. Accountant will either do a journal entry or foward to the Budget Office for processing.
 

How to Respond to Notification of an Upcoming Audit?


If you are notified of an upcoming audit, you should contact Post Award Grant Administration immediately for assistance. Financial Services works as the liaison between the auditing agency and the University, and oftentimes, can respond to requests for information with limited interruption to the programs and/or departments being audited.