Date Amendments: Changing Start and End Dates in Grants Management

Purpose

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.

Background

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.

Factors to Consider

Transactions

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

Budget Periods

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.

Baselining the Budget

All date changes require the successful baselining of the award budget.

Required Steps in the RF Business Applications

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

Change History

 

 

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