You can mark any action as duplicate. To do so:
To change an action to Denied status:
When you click Deny, the window will close and the action will display with the status of Denied.
If for some reason the status needs to change, the user may place the action back into the In OSP status by clicking In OSP on the left navigation menu and following step 3 above, clicking "In OSP" to complete the process.
GCA uses Funding Actions (FA) to set up a budget for an awarded project in the financial system. In order to start this process, you need to send GCA the Funding Action with all the relevant award information. Post-Award Changes (PACs) modify the initial award. You also send PACs to GCA. Once you send the action, its status changes to In GCA.
You can only send an FA or PAC to GCA after it is approved and is not on hold. Unless both of those conditions are true, the “Send to GCA” link will not display on the left navigation menu.
Note: If you have not entered data for all the required fields you will receive the following error message:
You must approve a Funding Action or a Post-Award Change before you can send it to GCA.
Note: If any required fields in the Action are not complete, you will receive Validation Errors when you click Approve. Simply close the window, complete the fields identified in the error message(s), and then repeat Step 2.
Note: After you approve an FA or PAC, the left navigation menu includes two new options: In OSP, and Send to GCA. If the action is on hold, the Send to GCA option will not appear.
A Post-Award Change, or PAC, records changes to the project after the sponsor awards funding. There are many situations in which a PAC may be necessary. Some of the most common reasons are a release of funding restrictions or a no-cost extension.
PACs must always be children of Funding Actions. To create a PAC, follow the directions to Create an Admin Action, and then convert the AA to a PAC.
Adding Information to a PAC
Most of the information specified in the PAC is standard on all Admin Actions and auto-populates from the parent FA when you create the PAC.
The following table identifies those fields unique to PACs. These fields auto-populate from the FA unless otherwise noted.
| Field | Description |
|---|---|
| Prepared By | Individual who prepared PAC (reviewed & entered data). |
| Approved By | Auto-populated upon approval. Only SPAERC users (OSP staff) can be approvers. |
| Prior Budget Number | If applicable. Usually visible from the Cycle and My Financial Desktop. If a Prior Budget Number does not exist, leave this field blank. |
| Budget Number, Budget Biennium | If applicable. Usually visible from the Cycle and My Financial Desktop. If a Prior Budget Number does not exist, leave this field blank. |
| Originating Sponsor Award Number | This value is inherited from the parent Funding Action. |
| Modification Number | This is an optional field. |
| Intellectual Property Provisions | You must indicate if “This agreement/amendment provides sponsor or third party with” any of the following:
Choose all that apply. If you select “None” the system will clear all other check boxes and disable them. To re-enable the check boxes, uncheck “None”. When you select either the Exclusive or Non-exclusive commercial license check boxes, the system displays a follow-up question of “Did the sponsor agree to WAIAP pricing?” You must answer Yes or No to this question. |
| Award Signature | This field records the date of last signature for all signed agreements (standard bi-lateral agreements or agreements which only carry a single signature). This will be used for award reporting, and by the School of Medicine and Clinical Trials Office to verify that agreements have been signed prior to enlisting participants in clinical trials studies.
Select Not Required or Required. When Required is selected, you must enter a date. If you change your choice from Required to Not Required, any existing date value will be cleared. |
Requested Changes
When you create a PAC, you must specify the type of change you are documenting. The following table describes the types of changes and how information about the change request comes into OSP. Several types require the addition of a date in a conditional field that will display below this section.
| Field | Description |
|---|---|
| Addition of Equip. or Gov’t Property | Use when equipment or government property will be added to a project. |
| Advanced Extension – renamed to Temporary Budget Extension | See Temporary Budget Extension. |
| Carryover | Allows PI to move funds from one budget period to another. |
| Change In Form of Payment | Sponsor changes the payment schedule or method. |
| Change in Key Personnel Effort | The PI or other persons defined as key personnel increase or decrease the amount of time/effort spent on the project. |
| Deprecated: Change in Authorized Action | Will display for historic PACs. Change in funding type (i.e. renewal to supplement). |
| Deprecated: Change of Award Type | Will display for historic PACs. Changing the award from “grant” to “contract” or vice versa. |
| Cost Share Change | Change in cost share. |
| Deprecated: Create Program Income Budget | Will display for historic PACs. A program income budget is needed if there is revenue generated by the project. (Obsolete) |
| De-obligation | A decrease in the award amount, usually due to closeout or change in end date. |
| Early Termination | A change in the end date (project period shortened). If selected, the Revised End Date field will display below this section. You must enter a value. |
| Extension | A change to the end date (project period extended). If selected, the Revised End Date field will display below this section. You must enter a value. |
| F&A Rate Change | A change to the F&A rate. |
| Other (explain in comments) | Specify details in OSP Comments. |
| Personnel Change (including PI) | A change to the personnel listed in the original awarded proposal. This is separate from Change in Key Personnel (KP) Effort. |
| Rebudgeting | A change to the budget. Identify specific budget changes in OSP Comments. For more information, see GCA’s page at: http://f2.washington.edu/fm/gca/node/247 |
| Relinquishment | Indicates relinquishment of remaining funds. If selected, the Revised End Date field will display below this section. You must enter a value. |
| Restriction Release | A removal of a line-item restriction on the project. If the restriction release involves lifting spending restrictions, GCA must be notified. |
| Deprecated: Significant Financial Interest (SFI) | Will display for historic PACs. SFI disclosure and Office of Research (OR) approval of a management plan to handle the SFI. |
| Start Date Change | A change to the start date of the project. If selected, the Revised Start Date field will display below this section. You must enter a value. |
| Subcontract Addition | Budget revised to add a subcontract (subaward) to the project (issue outgoing funding). (Obsolete) |
| Temporary Budget Extension (was Advanced Extension) | Internal extension allowed by OSP prior to sponsor approval. If selected, the Temporary End Date field will display below this section. You must enter a value. |
| Transfer to Surplus Account | A transfer of funds from a grant budget to a department’s surplus account, managed by the department’s Chair. |
| Work Scope Changes | A change in the work that was proposed or awarded. |
If needed, one of more of the following date fields will display below the Requested Changes list. Any fields that do display are required.