Contract & Grant Accounting
About
Contract & Grant Accounting partners with Principal Investigators, faculty, and staff to provide comprehensive post-award oversight and guidance to ensure external funds are utilized in a manner consistent with university, sponsor, state, and federal guidelines. We protect the University’s interest by ensuring accurate and compliant accounting of income and expenditures; generating complete and accurate invoices; submitting timely and accurate financial reports; identifying and resolving issues that arise throughout the life cycle of the award; completing account reconciliation and award closeout; providing training and development on post award administration and reporting.
Grant Establishment – Transition from Proposal to Funded
- Many (not all) funders will send out a Notice of Award (NoA) prior to an executable agreement.
- If Office of Sponsored Programs (OSP), research@uncg.edu), is not included on NoA correspondence please forward NoA to research@uncg.edu and cc grants@uncg.edu.
- In rare circumstances, UNCG may be the NoA recipient of funding and the sponsor would like UNCG to initiate the agreement on their behalf. If this is the case, please complete Agreement Request Form.
- Once a fully executed agreement (signed by Sponsor and UNCG) is in place OSP will forward the award to Office of Research Integrity (ORI) for compliance review.
- Once ORI has completed their compliance review they will forward the award to Contract & Grant Accounting (CGA) for grant establishment.
- CGA reviews the award agreement document (fully executed agreement), Proposal Announcement Guidelines (PAG), Scope of Work (SOW), Budget, Budget Justification, and Internal Processing Form (IPF). The information is captured on a condensed Grant Setup Form, an electronic file is created, and a grant number is assigned.
- Then information is forwarded to the CGA Grant Accountant who will manage the award, see Research Contact List.
- CGA Grant Accountant reviews material and establishes the grant file in Banner Finance (FRAGRNT).
- CGA Grant Accountant completes the Fund Establishment Form and sends it to the Controller’s Office. Controller’s Office establishes fund in Banner Finance (FTMFUND, FTIFATA & FRMFUND).
- Budget is loaded based upon information uploaded in Cayuse, approved budget and budget justification.
- Billing events are established based upon fully executed agreement.
- Award Activation letter is sent to the Principal Investigator (PI) and the Award Admin Unit identified in Cayuse.
- CGA requests that the PI establish a New Award Meeting with CGA Grant Accountant and invite all individuals who will be involved in the grant administration/management of the project.
- Review Award Activation Letter, budget in Banner Finance (UNCGenie or FRIGITD), and other files in Cayuse to see if changes will be needed from proposed materials.
- Complete Banner Access Forms for PI and other individuals who will manage the project.
- CGA funds are established giving Primary Fund Authority to the Lead Primary Investigator (PI). CGA encourages the Lead PI to add individuals for Secondary and Tertiary Authority by completing Signature Authority Change form found at fsv.uncg.edu/forms.
- Establish New Award Meeting with CGA Grant Accountant. We encourage the PI to invite all individuals in the department who will assist with grant administration/management of the project.