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Anticipation funds should be requested when there is a delay in award execution, but a high degree of certainty that the project will be funded. The unit may begin spending when all regulatory and compliance requirements have been met. Using anticipation funds is a best practice to minimize the number of cost transfers onto an award. The academic unit that owns the anticipation fund is responsible for covering the costs  if the anticipated grant or contract is not awarded.


See Anticipation Funds and Pre-Award Spending for further details.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
The award document includes important award management information such as:


    

  • start and end dates
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  • allowable costs
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  • reporting requirements
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  • billing and payment terms
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  • carryover terms
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It is important to understand this information to properly manage your award.


To access your award documents, use the Search feature in myResearch Portal.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
The award document describes the billing and payment terms for the award. Billing and payments may be based on expenditures-to-date, periodic payments, project milestones, a fixed price, or other terms.


Most awards are billed monthly based on the actual costs posted in Banner. For many Federal awards, cash is “drawn” from the U.S. Treasury based on the costs posted in Banner. It is therefore extremely important that costs be reflected accurately in Banner.


Grants and Contracts is generally responsible for submitting invoices and collecting payments. (Some exceptions include Clinical Trials and Fee-For-Service Agreements.) The specialist who manages your grant can provide further guidance.


Many award documents set a date by which a final invoice must be submitted. If a final invoice is submitted after the sponsor’s deadline, or there are expenditures not reflected on the final bill, the sponsor may refuse to pay for these costs. In this case, the department is responsible for covering the costs.


See Billing and Payments for further details.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
The Office of Sponsored Programs (OSP) – Pre-Award sends a Notice of Executed Award (i.e. congratulatory letter) to the PI, department, and the Office of Sponsored Programs – Post-Award when an award has been fully executed. Awards are generally set up in Banner within 10 business days of this notice being received by Grants & Contracts.  An award cannot be set up in Banner until this notice is received from OSP.


If you have not received a Notice of Executed Award from OSP, then your award is not fully executed. Use myResearch Portal or contact OSP to determine the status of your award.


If you have received a Notice of Executed Award from OSP, but have not received your Banner C-FOAP within 10 business days, contact the OSP Assistant Director associated with your College.


OSP will send a Notice of Banner Codes Assignment (NOA) containing the assigned C-FOAP to the Business Manager listed on the PAF when:


    

  • An anticipation fund is created
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  • A new award is received
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  • There is a change in funding for an existing award (Modification, Continuation, Incremental Funding, Supplement)
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An NOA will not be sent for a No Cost Extension or an internal budget revision. Additionally, if there is a modification to the terms of the award, but no changes are made in Banner, an NOA will not be sent.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

            Review the Banner fund
          


          
            



  
	
Review your fund in Banner to ensure that it is set up correctly and to monitor expenditures.


    

  • Basic Information: FZAGRNT – Provides the name of the PI, the name of the sponsor, the name of the project, the project period, and the award amount(s). Search by grant code.
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  • Budget & Expenditures: FZIGITD – Provides inception-to-date budget, expenditure and encumbrance information. Search by grant code, and by fund if desired.
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  • Bills & Payments: FZIBDET – Provides cumulative billing and payment information. Search by grant code.
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Step-by-step instructions for using each of these Banner screens are in the GC101 Participant Guide.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
The University has a set of policies that describe how awards should be managed:




  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
The Office of Management and Budget’s (OMB) Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance) sets forth  how Federal awards must be managed and monitored. UIC must treat all awards consistently, using the same policies and procedures, regardless of whether the funds are from a Federal or a non-Federal source.


The most relevant sections for individuals managing sponsored awards are:


    

  • Administrative Requirements (Subparts A-D). These sections establish uniform administrative requirements for Federal grants and agreements including: financial & program management, payments, cost sharing, program income, property standards, procurement standards, reports & records, and closeout procedures.
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  • Cost Principles (Subpart E). This section establishes principles for determining costs applicable to grants, contracts, and other agreements with educational institutions.
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  • Audits (Subpart F). This section establishes standards for obtaining consistency and uniformity for the audit organizations expending Federal awards including: scope of audit, audit requirements, auditee responsibilities, and responsibilities of pass-through entities.
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  Agreement Review and Execution Processes
  

  
	
    

  • Submit a proposal via myProposals as soon as you begin having conversations with a potential sponsor. Sponsored Programs cannot act on your behalf, review documents or secure authorized official signatures on documents until a completed proposal is received and approved by OSP.
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  • Work with the relevant Regulatory Compliance offices (OPRS, IACUC, COI, etc.) once the proposal is approved and concurrently while the agreement is being negotiated. OSP cannot execute an agreement until all compliance approvals have been obtained.
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  • If the draft sponsored project contract is received by the department or PI, submit via OSPWeb as a Request for Action document, referencing the associated Institutional Proposal number. Clarification between myProposals submissions and OSPWeb submissions can be found here.
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  • When available, provide an editable (MS Word) version of the sponsored project agreement in the OSPWeb submission or send directly to the assigned OSP Contract Negotiator.
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  • Always use current forms and templates from the Sponsored Programs website.
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  • Access myResearchPortal for real time updates on activities during agreement negotiations.
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  • Keep the OSP Contract Negotiator informed of any changes to the budget and/or scope of work that may occur during the contract review and negotiation process and provide the OSP Contract Negotiator informed on all pertinent background information.
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  • If the fully executed sponsored project contract or subcontract is received by the department or PI, forward the contract to the OSP Contract Negotiator for proper account setup and record retention.
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  • If you will need to issue a subaward to another entity for a sponsored project, the subcontractor must be identified by name in either (1) the original proposal submitted to the sponsor; or (2) in the sponsored project agreement, award or budget; or (3) approved in writing by the sponsor upon your request.
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  • If the subcontract is not named in either 1, 2 or 3 above, the subcontract cannot be processed through OSP and must be processed as a Professional and Artistic Service through the Office of Business and Financial Services (OBFS) Purchasing office.
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  ManageAward
  

  
	



  



  



    

    
      




  
  	

		
    

                  

  
          
            


		

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

            Charge sponsored awards appropriately
          


          
            



  
	
A cost is allowable on an award if it meets the requirements of Uniform Guidance (Subpart E), sponsor guidelines and regulations, the terms and conditions of the award and University policies and procedures.


Federal Cost Principles require that a cost be:


    

  1. Necessary and reasonable – a prudent person would have purchased this item for the project and paid this price
    2. 

  2. Allocable – the goods or services involved are chargeable or assignable in accordance with the relative benefits received by the project.
    3. 

  3. Consistent – expenses must be treated consistently across like circumstances
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  4. Conform to any limitations or exclusions set forth in Federal guidance.
    5. 

  5. Adequately documented
    6. 




  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
The University maintains a variety of resources that provide sponsored project-related reports:


    

  • Banner

      

    • FZIGITD – Inception to date financial information (i.e., budget, expense, commitment, available balance) for sponsored awards.
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    • FRIPSTG – All grants for which a person is Principal Investigator (PI) or a Co-PI.
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    • FRIORGH – All grants associated with a particular org code.
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    • FRIASTG – All grants associated with a particular sponsor.
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    • FZIBDET – Total amount billed, paid, and refunded on a particular award
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    • FZAAREV – Individual amounts billed and paid on a particular award
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    • Help with Banner
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  • My-UI-Financials

      

    • A simple dashboard provides budgets, expenditures, encumbrances, and balances. Allows drilling down to individual transactions including payroll details. For available grant fund balance, use the report Revenue Expense Statements Inception to Date
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    • Help with My-UI-Financials
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  • EDDIE

      

    • FIGR_Grants_Status_and_Billing_Summary_Report – Provides a comprehensive financial summary of a grant, including budget and expense information, general ledger balances for a specific accounting period, current accounts receivable balances and individual sponsored project billings.
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    • Job aid
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    • Help with EDDIE
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A cost transfer occurs when expenditures charged on a particular award are moved to another award. Cost transfers involving sponsored projects are subject to the OBFS Sponsored Projects Cost Transfer Policy.


Minimum documentation required for approval:


    

  • Completion of Description field in JV form
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  • JV Text Form (FOATEXT) must include:

      

    • Explanation, including the reason for initial posting to incorrect C-FOAP, and benefit of the cost being transferred to the project
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    • Original date of the service or transaction
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    • Original transaction document number
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    • Preparer’s name and telephone number
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  • Banner forms for completing cost transfers:

      

    • Non-Personnel Cost Transfers: FGAJVCQ or FGAJVCD
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    • Personnel Cost Transfers: PZAREDS
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Non-current Cost Transfers (>90 days after initial posting) require departments to complete & retain a GC81 – Cost Transfer Justification for Sponsored Projects Form.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
Occasionally, sponsored funds may need to be reallocated, or moved from one budget category to another. These changes cannot increase or decrease the total budget. Some changes may also require prior approval by the sponsor; these will be described in the contract/award document.


The IPAS/OPAS form is used to request a budget reallocation. If no prior approval is required, send the completed IPAS/OPAS forms via email to gcocompliance@uic.edu.


For changes requiring prior approval, contact the Office of Sponsored Programs (OSP), who will assist in communicating with the sponsor to obtain approval.


The specialist who manages your grant can provide further guidance.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
Overdrafts should be resolved as quickly as possible by transferring costs to other non-sponsored funding sources. A monthly report is sent by Office of Sponsored Programs to units with funds currently in overdraft.


Consequences of sponsored award funds in overdraft status are significant:


    

  • Sponsored project deficits may be charged to the ICR funds of the academic unit that owns the fund.
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  • Awards in overdraft cannot be closed, leading to audit findings
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The award document will describe whether unspent funds may be carried from one budget period to the next budget period and whether or not sponsor approval is required. When sponsor approval is required, a final invoice or financial report must be submitted at the end of each budget period.  The Banner budget will be reduced by the unspent or unobligated balance. The specialist who manages your grant can provide further guidance.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
No-Cost Extensions: If the project will not be completed by the end date, a no-cost extension may be requested through the Office of Sponsored Programs (OSP). For eligible Federal awards, UIC has the authority to grant one-time extensions of up to 12 months when appropriate. Requests must be submitted with sufficient time to be processed before the project end date (e.g. a minimum of 30 days). OSP notifies the PI, and department when an extension is approved.


Continuations, Renewals, and Supplements: If additional funding for the project will be requested or received, the award documents must be submitted to the OSP via OSPWeb which is the web based system used to deliver documents to OSP. As with new awards, OSP sends a Notice of Executed Award (i.e. congratulatory letter) to the PI and department when an award has been fully executed. Additional funds cannot be set up in Banner until this notice is received from OSP.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
Banner



My-UI-Financials



EDDIE



Getting Access to EDDIE



http://www.aits.uillinois.edu/access/get_access/


Additional information on Monitoring Expenditures


https://research.uic.edu/post-award/monitoring-expenditures


OBFS Sponsored Projects Cost Transfer Policy

http://www.obfs.uillinois.edu/bfpp/section-16-grants-research-contracts/cost-transfers


GC81- Cost Transfer Justification for Sponsored Projects Form

http://www.obfs.uillinois.edu/common/pages/DisplayFile.aspx?itemId=94607


Cost Transfer Training Materials



Who Manages My Grant?


https://grantmanagers.uillinois.edu/


Office of Sponsored Programs

https://research.uic.edu/sponsoredprograms/find-contacts/


Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards

http://www.gpo.gov/fdsys/pkg/FR-2013-12-26/pdf/2013-30465.pdf



  



  



    



					

				

					

	


  



    

    
      




  
  

  
    

                  

  
          
            



    

  closeOut
  

  
	



  



  



    

    
      




  
  	

		
    

                  

  
          
            


		

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
90 days prior to the project end date, the business manager receives an email reminding them of the approaching end date.  OSP should be informed immediately if the project will continue past the scheduled end date.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
Prior to the scheduled end date, the specialist who manages your award will send a notification to your unit, relaying any relevant information and confirming the end date. This also serves as a notification of the following items, when applicable:


    

  • Discovery and completion of necessary F&A or tuition remission adjustments
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  • Open purchase orders or encumbrances
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  • Balances or overdrafts
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  • Rogue Charges
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  • Possible unallowable charges
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  • Other apparent issues
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After the award has ended, the grant specialist will follow up with the unit to verify applicable charges posting after the end date of the award (i.e. trailing or after-term charges) and confirm final expenses.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
If required, they will work with the unit to submit financial reports and final invoices. Specific requirements vary by sponsor; details are contained in your award document as well as instructions for the disposition of an unspent balance.



  



  



    



					

				

			

					

						
					

				


				

					

						


  
    
      




  
  

  
    

                  

  

          
            



  
	
Major tasks to complete prior to closeout:


    

  • Confirm submission of progress reports, financial reports  or final invoices
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  • Update HR appointments to avoid salary posting beyond the allowable period
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  • Update all service center accounts that are associated to the expired grant C-FOAP (e.g. telecom, BRL, RRC)
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  • Ensure all project related expenses have posted
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  • Confirm that expenditures have been charged according to the budget
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  • Identify and remove unallowable expenses
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  • Clear overdrafts, rogue transactions, and program advances
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  • Process any necessary cost transfers
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  • Finalize subrecipient invoice payments
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  • Close purchase orders
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  • Remove unallowable after-term charges
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  • Ensure any committed cost sharing has been incurred and appropriately documented
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Follow the UIC Sponsored Project Closeout Checklist to ensure that departmental closeout tasks are completed in a timely manner.