The purpose of this procedure is to outline the steps to take when changing dates on the project, task, and award in the grants management module of the Research Foundation (RF) business applications.
An account relationship consists of a project/task/award (and installment) combination. The overlapping period of the project/task/award and installment(s) defines the time period available for transactions. Therefore, when processing a date change the project/task/award and installment(s) must be changed in order for the “new” time period to be created.
Date changes can be processed for a variety of reasons, including amendments received from sponsors, pre-award costs, automatic renewal authorization, etc.
When you change dates, you must first decide if transactions (expenditures or encumbrances) exist that are outside the "new" time period. If transactions exists that are not within the time period to be established, the appropriate department must be notified and the transactions must be reviewed and appropriate actions taken prior to changing dates.
Transferred transactions still exist as transaction lines and will prohibit some parts of the account relationship (project/task/award/installments) from being changed. These items can be changed to the last transaction item date. For example,
Situation
Resolution
Some date changes may require the existing award budget to be moved to a budget period that corresponds with the new time period for the account relationship. For example, if the start date is changing from 10/1/04 to 12/1/04, the budget currently is entered in OCT-04 budget column and would need to be moved to the DEC-04 budget column.
All date changes require the successful baselining of the award budget.
The following chart outlines the steps to take in the RF business applications for each type of date change that may be requested.
|
START DATE CHANGES |
END DATE CHANGES |
||
Steps |
Roll Forward |
Rollback |
Extension |
Rollback |
1 - Perform Preliminary Review |
Check to see if transactions exist outside of the date range. Verify that award budget is entered in a budget period that corresponds with the new project/task/award period. Amend if needed. |
None. Note: Rolling back only the project or task will change the account relationship time period. |
NONE |
Check to see if transactions exist outside of the date range. |
2 - Adjust Project/Task |
Roll-forward task start date Save Roll-forward project start date Save |
Rollback project start date Save Rollback task start Date Save |
Extend project completion date Save Extend task end date Save |
Rollback task start date Save rollback Project start date (if applicable) Save |
3 - Adjust Award/Installment(s) |
Roll-forward installment start date Save Roll-forward award start date Save |
Rollback award start date Save Rollback installment(s) date Save |
Extend award close date Save Extend award end date Save Extend installment(s) close date Save Extend installment(s) end date Save |
Rollback Installment(s) end date Save Rollback Installment(s) close date Save If allowable, rollback award end date and then close date Save |
4 - Baseline Budget |
Baseline award budget |
Baseline Award Budget |
Baseline award budget |
Baseline Award Budget |
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