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SERA Budget Number Setup

To create a new “Other” type form, hover your mouse over the Create New Record tab to see the menu. Click on Other.

The initial SERA Budget Number Setup page will display. Use it to select which Form Type you need. Once you have made that choice, the full form will display. You cannot change the form type selection once the full form is displayed.

sera create an other form item

Completing the Form

Basic Information Section

sera other item basic information section

Field Description
Form Type The type you selected when creating the new item.

Choices are:

  • Advance Report from OSP: Historical: GCA used to generate a monthly report of NIH grants that were close to expiration and, in partnership with OSP, set up advance renewal budgets on behalf of campus to ensure spending continuity.
  • Discretionary Memo: Campus submits a discretionary request memo to GCA where it is reviewed for compliance with University policy and signed when approved.
  • eFa/ePAC Sub Budget: Used when a sub budget needs to be set up based on information included in a Funding Action or Post-Award Change. FAs and PACs only allow one budget number to be assigned.
  • Lab Account: Set up based on a Notice to Establish Account (NEA) memo from CoMotion.
  • Royalty Account: Set up based on a Notice to Establish Account (NEA) memo from CoMotion.
  • TGIF: A Technology Gap Innovation Fund Account is set up based on a Notice to Establish Account (NEA) memo from CoMotion.
  • Transpasu: Used by campus and sent to GCA to either establish a new sub budget or transfer funds between a parent and a sub budget.
  • Other: Used for occasions that don’t fall into the other form types.
Record ID The system-generated, unique number for this item with a prefix of OTH.
Request Type
  • Carry-forward
  • Extension
  • New
  • Renewal
  • Revision
  • Supplement
Principal Investigator Use the Look Up button to search for and select the PI for this item. Once selected, the following fields will populate:

  • Name
  • PI HEPPS Name
  • EID
Department A link to change the PI will also display.
Short Title This is the title associated with the budget number in the financial system.
Parent Budget Number Appears for Form Types “eFA/ePAC sub budget” and “Transpasu” in place of the Organization Code look-up section. Once you enter the Parent Budget Number and save, the associated Organization Code displays in read-only mode.

example of parent budget number with organization code
Organization Code The field varies slightly depending on the Form Type selected. You will look up an Organization Code for these Form Types:

  • Advance Report from OSP
  • Discretionary
  • Lab Account
  • Royalty Account
  • TGIF
  • Other

The name and number of the organization selected will display, with a link to change the Organization Code if needed.

Budget Details Section

sera other item budget details section

Field Description
Budget Number The budget number assigned to the item and its biennium. The assignment is done through the Assign/Confirm Budget Number function.
Start Date, End Date The start and end date for this item.
Amount The amount for this item.
Future Award Click this check box if appropriate.
GCA Team, Assigned To When you select the Organization Code for the item, the team and assignment fields will automatically populate.
Date Desk Assigned The system automatically populates this field with the date the item is initially assigned or reassigned.
GCA Received Date The system automatically populates this field with the date the item was created.