Award Setup
Description
Sponsored Programs Administration is responsible for award setup once the award is fully executed. This process involves reviewing all project terms and conditions, assigning each award a grant code and fund code(s), and entering all required data into Banner and other systems, such as cost share, as applicable.
In some cases, it may be appropriate for a unit to request an anticipation fund before the award is fully executed. For more details, see the Anticipation Funds & the GC70 System research topic.
Responsibilities at Award Setup
The SPA Award Management team collaborates with University of Illinois principal investigators (PIs) and their units to ensure awarded projects are administered in compliance with all applicable regulations and policies. Below are key responsibilities during this phase:
- Review Project Terms and Conditions
A comprehensive review and understanding of all terms and conditions is essential at award setup. This ensures financial compliance with University System and sponsor financial reporting requirements, while also supporting project success.
Key elements and requirements may be found in various sources including:
- Fully executed agreements
- Published program or sponsor guidelines
- Project proposals
The PI, unit, and SPA share the responsibility for understanding each award’s terms and conditions, such as allowable costs and reporting requirements.
Note: Before award setup, the responsible unit must ensure that all data provided during the pre-award phase is accurate and up-to-date. This may involve verifying the organization code, providing detailed budgets for each requested fund code, and ensuring other key financial details are accurate to prevent discrepancies that could delay the setup process.
Note: The responsible unit must submit a Supplemental Approval Form (SAF) to request a change in lead unit (i.e., different 3-digit organization code) at the award setup phase. Find more information about the SAF in the SPA site’s Documents and Resources.
- Assign Grant Code and Fund Code(s)
SPA Award Management assigns a grant code and fund code(s) based on sponsor type and project needs:
- Each award is assigned at least one fund code.
- Additional fund codes may be created to support project tracking (e.g., for Co-PIs or program income).
These assignments ensure clear financial tracking and reporting for the project. Units and PIs may request specific fund structures to meet their needs. For more information, review Business & Finance's sponsored programs grant code convention and fund ranges document.
- Enter Data in Banner and Other Systems
Once the grant code and fund code(s) are assigned, SPA Award Management enters the required data into Banner and other systems. This includes:
- Establishing project C-FOP(s)
- Assigning F&A and fringe benefit rates
- Entering budget, billing, and cost share commitments
These entries support the financial administration of the award and reflect the award in the University System’s financial records.
- Review Notice of Fund Setup
After the grant code and fund code(s) are established in Banner, SPA notifies the Unit Post Award Contact and PI, typically within one to two business days. The Notice of Fund Setup form includes basic Banner detail, such as:
- Grant code
- C-FOP
- Index code
- Sponsor
- PI and Co-PIs
- Period of performance
- Select compliance attributes (e.g., Cost sharing or Subawards)
- F&A and tuition remission rates
The unit should review the Notice of Fund Setup for accuracy and report any discrepancies to SPA Award Management immediately. Failure to address errors promptly may lead to administrative complications.
Additionally, the PI and unit must track the purpose of each fund code to ensure that project charges are applied correctly during the award management phase. Clear and accurate fund code tracking is essential to maintaining compliance and effective project oversight.
Roles and Responsibilities at Award Setup
| Responsibility | PI/Unit | SPA |
|---|---|---|
| Understand Project Terms and Conditions | Conduct a thorough analysis of all terms and conditions to ensure compliance. Request SPA guidance when terms are unclear or lacking. | Conduct a thorough analysis of all terms and conditions to ensure compliance. Interpret financial requirements and implement them in Banner and other systems. |
| Coordinate Fund Setup | Provide necessary information (e.g., requests for multiple funds and budgets). | Establish fund structures. |
| Initiate Cost Share Tracking | Provide required data and documentation for tracking. See Cost Sharing for detailed requirements for each source. | Provide guidance and enter contributed effort committments to support accurate cost share tracking and reporting. |
| Review Notice of Fund Setup | Verify the accuracy of Notice of Fund Setup details and promptly report discrepancies. | Notify the PI/Unit of fund setup completion and provide Notice of Fund setup for review. |
| Establish Fund Usage Procedures | Record each fund's purpose to ensure appropriate charges during award management. | Provide guidance on fund setup to support accurate financial tracking and administration. |
Investment Income on Non-Federal Awards
Non-federal sponsors may require cash collected in excess of expenses to earn investment income. SPA Award Management will identify those awards for which the funds must be separately invested. The investment income earned over the period of performance is posted periodically to the C-FOP assigned to that award. Typically, you can view the investment income earned via budget entries to account code 109900. Reach out to your SPA Award Management contact for questions regarding investment income and sponsor requirements for each award. See also BFPP 14 Investments, Banking, and Internal Loans.