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How do I change a PAC to an FA when that option is not available in the drop-down menu?

A PAC can only have an FA as its parent, and an FA can only have an Application as its parent. If the PAC you want to change has an FA parent, you would have to go through the following steps:

  • Change the PAC to an AA (unidentified admin action)
  • Change the parent to the appropriate Application
  • Change the AA to an FA
How do I avoid the attachment file type error message when changing an Admin Action type (e.g. PAN to PAC)?

All Admin Actions have the same choices for attachment types, so changing from one AA type to another should not be a problem. If you’re changing an Admin Action into a Funding Action, the only attachment type in common is Internal (UW) Document. See the Common AA Fields section of the User Guide for more information.

Admin Action Status

Each Admin Action has a status that can change based on manual action by the user. The status reflects where the action is in the whole grant lifecycle.

An Admin Action may have one of the following statuses:

  • In OSP: The default status of a newly created action. OSP staff can edit actions with this status.
  • Approved: When you click the Approve link in the left navigation, the status of an action changes from In OSP to Approved.  OSP staff can still unlock and edit an action with this status.
  • In GCA: PAC only – When you click the Send to GCA link in the left navigation, the status of a PAC changes from In OSP to In GCA. A PAC must have an Approved status, and not be on Hold, before you can send it to GCA. OSP staff cannot edit a PAC with this status.
  • Returned By GCA: PAC only – This status indicates GCA sent the PAC back to OSP to add or correct information. OSP staff can unlock and edit a PAC with this status. When GCA returns a PAC, the system assigns it to the Prepared By person (or to the Failover Team if the person is no longer OSP staff). NOTE: You can personalized your tasklist to help identify these returned transactions.
  • Re-Sent By OSP: PAC only – A PAC that was Returned By GCA status and OSP re-sent to GCA. OSP cannot edit a PAC with this status.
  • Duplicate: An action has this status when you click the Mark as Duplication link. You must enter the number of the existing action that this one duplicates to assign this status.
  • Denied: An action has this status when you click the Deny link in the left navigation.
  • Processed: PAC only – A PAC has this status after GCA has fully processed the PAC and notified campus. OSP cannot edit a PAC with this status.

To view status history

If you have any questions about the status of an admin action, you can check its Status Page for the details.

Reassign an Item

There are several ways to assign an item to another person or to a virtual location such as File.

  • From within the open item: click the Assignments tab
  • From the Tasklist: find the item you want to reassign, click on Actions + and select Reassign
  • From within the opened Cycle that contains the item: click Reassign next to that specific item

As a result, the Reassign page will display, either directly if the tab was clicked, or in a separate window.

Note: You cannot assign a Funding Action or any type of Admin Action to “File” if it has a status of “In OSP.”

Make the Reassignment

  • Under Reassign, use the Assign To drop-down menu to select the desired individual or location
  • Optionally, you can enter a comment in the OSP note field
  • To complete the process, click Assign

If the Reassign page had opened in a separate window, it will automatically close when you click the Assign button.

Note: You also have the option to reassign an item when you add or modify a Hold, or change its status (Deny, Mark as Duplicate, Approve, etc.).

When you are reassigning an item that’s in a cycle, you can reassign other Related Cycle Items at the same time.

View Assignment History

You can also see the item’s Assignment History from the Reassign page. The history shows prior assignments and indicates the date and time, who made the change, the new assignment, and any added notes.

  • On the Reassign page, scroll down to the Assignment History section, and click Show Assignment History to expand the section

The information displayed includes

  • Date Assigned is the date of the change.
  • Assigned By displays the person who made the change.
  • Assigned To displays the new assigned person or location.
  • OSP Note Text displays any notes entered with the reassignment; a system-generated comment displays for default, or initial, assignments.

Access Actions Returned to OSP by GCA

An FA or PAC with the status of In GCA is editable in SERA. Just as you can click a link and send an action to GCA, GCA has the option to “Return to OSP” any action that needs changes or additional information.

Clicking the return link opens a pop-up window. It includes a comments box for notes to OSP. The “Item will be assigned to” value is the OSP person the action is assigned to when GCA returns it.

When the GCA person clicks the Return to OSP button, the status of the action changes from In GCA to Returned by GCA, and the system automatically assigns the action to the person in OSP named in the Prepared By field (or to the Failover Team if the person is no longer OSP staff).

To see these items on your tasklist, you would need to include the Returned by GCA status in your tasklist option choices.

When you open the action in SPAERC, you can see the new status and assignment, and the action will be editable. It will be read-only for GCA.

action returned by G C A

You can see any text that GCA added to the GCA Comments field. In the OSP Notes History, you can see the entry for the Status change, with notes from GCA about the needed changes, and the Assignment to the OSP person who prepared the action.

action O S P notes history

Re-Send to GCA

On the left navigation menu, there will be a link to “Re-Send to GCA” for returning the FA or PAC to GCA once you have made the requested changes.

action re-send to G C A menu link

When you click the link a pop-up window opens, providing you a comment box.

Clicking on the Re-Send to GCA button will complete the process and change the action’s status to Re-Sent by OSP. A pink In GCA banner displays for the action and your access is set to read-only.

action in G C A banner

In SERA, the changes and notes are visible in the History section, which is similar to the OSP Notes History section, at the foot of the detail page.