Award Management

After the 15^th of each month, the PI should reconcile their index.

• Navigate to the Grant’s Data Hub page - https://staging-inside.ewu.edu/datahub/about-grants/
• Open the report “Transaction in a Single Fiscal Period”.
• Run the Report for the previous month.
• Enter the values into the corresponding month on your Budget Monitoring workbook.
• Follow up on any unknown or erroneous charges.

Tableau

Tableau is EWU's data visualization platform. It can be used to track budgets and review charges to project index.

The PI is responsible for monitoring the project budget(s) and transactions for accuracy at least monthly.

Grant Office Report Library: https://staging-inside.ewu.edu/datahub/about-grants/

Available reports:

• FRIGITD Summary Inception to Date: View budgeted amounts and current remaining balances by expense type.
  • On the tan ‘Select Grant ID’ box in the upper left, click the drop down
  • Start typing your Grant ID (ex: G22000…)
  • Check the box for your Grant ID
  • Click ‘Apply’
• WageAndBenefit_SummaryData_FiscalMonitors: View wage and benefit summary data sorted by index, employee, or date range.
• Transactions – Single Fiscal Period: View individual transactions by month.
• Grant Proposals Funded-Not Funded-Pending: Status of all proposals in a given time frame (primarily for administrators)

Banner

Banner is EWU’s accounting system. While OGRD recommends PIs use Tableau, Banner can also be used to track budgets and review charges to a project index.

Common reports used for a grant are:

• FRIGITD - Grant Inception to Date: View budgeted amounts and current remaining balances by expense type.
• FGITRND – Detail Transaction Activity: View individual transactions by fiscal year.
• FGITBAL – General Ledger Trial Balance: View the cash balance, receivables, and payables for a specific fund.
• FPAREQN – Requisition: Used to create a purchase requisition request.

The project PI should be set up with Banner & Tableau access to their index upon award. If you need access, contact Mason Hayes (mhayes18@ewu.edu)

Note – PAFs need to be submitted in a timely manner. PIs should coordinate communication of requested PAFs in advance to allow sufficient processing time.  

If employee(s) needs to be hired, PI contacts and works with:

• Student Employment (for student employees): https://staging-inside.ewu.edu/studentemployment/ewu-supervisors/
• Human Resources (for all other hiring): https://staging-inside.ewu.edu/hr/supervisor-tools/

For faculty:

• PI should notify college CFO of request.
• College CFO then generates PAF and submits per university procedure.

For staff:

• PI, Fiscal Support, or college CFO compiles necessary information and submits to Human Resources:
  • The name of the staff
  • FTE breakdown
  • Indexes
  • Start and end dates of the award’s index(es)

For non-student hourly:

• PI completes and submits Non-Student Data Change Form to Human Resources – https://staging-inside.ewu.edu/hr/forms/

For student employees:

• PI completes and submits Data Change Form to Student Employment – https://staging-inside.ewu.edu/student-employment/ewu-supervisor-forms-resources/

OGRD will verify the award index(es), date(s), salary/wage, FTE, and availability of funds.

Note – It is important to ensure a purchase is allowable to the grant, allocable to the project, and reasonable to a prudent person. If you have questions, please feel free to reach out to your Post-Award POC.

Additionally, purchase requests need to comply with Procurement’s rules and expectations. If you have questions on this, please reach out to procurement (purchasing@ewu.edu).

Procurement Cards (Pcard)

• Pcard holder then makes the purchase.
• Receipts and relevant documentation of the purchase are provided to Pcard holder.
• Pcard holder reconciles their statement, following current Procurement procedure.
• Pcard statement and documentation is sent to OGRD.
• OGRD verifies the transactions being charged to a sponsored project index.
• OGRD signed and dates and returns to the Pcard holder.
• Pcard holder submits monthly reports per the current Procurement procedure.

Purchase Requisitions

• Fiscal Support assists in the generation of a requisition in Banner.
• The requisition is automatically routed for approval.
• Procurement office converts the requisition to a Purchase Order and issues to the vendor.
• Accounts Payable receives and pays the invoice.
• If invoice copies are required by a funder, Fiscal Support should forward through the appropriate invoice packet to OGRD.

Reimbursements (Non-Travel)

• Follow “Purchase Requisitions” procedure.
• PI completes an A-19 Invoice Voucher
  • Instructions: https://staging-inside.ewu.edu/financialservices/office-of-controller/accountspayable/#aptutorials
  • Form: https://in.ewu.edu/procurement/wpcontent/uploads/sites/117/2015/12/BannerInvA19-1A.pdf
• Attach itemized receipt and other applicable documentation.
• Forward to OGRD for verification and review.
• OGRD will forward to Accounts Payable once approved.

Travel

Traveler (or their delegate) initiates a travel request in Concur following current university procedure.

• Please visit Travel Accounting’s website for relevant guides and information – https://staging-inside.ewu.edu/financialservices/office-of-controller/travel-accounting/

Once request is submitted, OGRD will review and verify the travel request.

After travel has concluded, Traveler (or their delegate) gathers all copies of receipts for travel expenses incurred and completes Concur expense.

If travel advance was issued and resulted in an overpayment, the traveler returns excess funds to the Cashier’s office.

Note – Travel funded by a sponsored project follows all university policies and procedures, with two exceptions:

• If federal funds are used to travel, first and last day meal per diems are discounted to 75%.
• If funds from the state of Idaho are used to travel, use the lesser of Idaho or Washington state.

If an erroneous charge is identified, a Journal Voucher (JV) needs to be prepared to adjust and move the transaction to the correct location.

• Fiscal Support person completed the JV form following the current university procedures.
  • Under ‘Select your department’ check ‘Office of Grant and Research Development’
  • Do not select ‘Yes’ to Index Deactivation. When comes time for index closeout, OGRD will request this once final billing and invoices are completed.
• The form will be routed through to the budget authority and OGRD for verification and review.

All employees paid from or contributing compensated or uncompensated time to federal agreements are subject to effort reporting.

Level of effort is based on the total salary for the month and will always equal 100%. It may represent more than one work activity (e.g. research, instruction, service) and more than one source of funding.

The OGRD prepares a monthly Personnel Activity Report (PAR) to be delivered via workflow email to each employee. The employee reviews the report within the online system to certify the effort or request revisions.

A copy of EWU's policy can be found here: https://staging-inside.ewu.edu/policies/knowledge-base/ewu-302-06-effort-reporting/