Checking on Award Status

New Award Setup

Process

When the appropriate unit within the Office of Sponsored Research (OSR) completes the input and loading of appropriate documents into the Centralized Agreement Contract Tracking and Approval System (CACTAS), they hand off the record to CGA by populating the “Award Set-Up Queue” in CACTAS which indicates that the record is ready for processing.

Status

CGA completes the award setup process and activates the award in RAS. An e-mail notification is sent to the PI and RSA upon activation. The award is ready for spending at this point. To confirm status, access the award profile in RAS and review if there is a fund code showing. If no fund code then award is not yet ready for the posting of expenditures.

RAS Fund Code

Continuation/Supplemental Award

Similar to new awards, OSR completes the input and loading of appropriate documents into CACTAS and populates the “Award Set-up Queue” to indicate that the record is ready for processing.

CGA completes the award modification process and updates the award end date, award modifications and other attributes, milestones, etc. An e-mail notification is sent to the RSA and PI when the update is complete.

To check on the continuation/supplemental award status, access the award profile in RAS and click on the “Award Modification” link.

RAS Award Modification

 

In the Award Modifications screen shown below:

If the applicable budget period is in an executed status e.g. Continuation, Supplement, Extension, etc., the modification has been processsed.

 

Award Modifications Screen Shot

Invoices and Payment Status

Posted Invoices and Payments

To check on payments, access the award profile in RAS and select the Invoice/Payment Recon link. This will allow access to invoices and payment information.

RAS Invoice/Payment Recon Link Screen Shot

 

To check on payments received but not yet applied in RAS, download a searchable excel version of the Unapplied Cash Deposits Report.

New Project Setup

Process

CGA establishes the primary project (1xxxxxA) at the time of new award setup.

There are many reasons that a department may want to have additional projects established for an award. Some awards require additional projects to separate out portions of funding, for projects being managed by different PI’s or for subaward monitoring.

To request an additional project be established, the department completes a Sponsored Project Award Set-up Change Request Form. Please be careful to follow the guidelines and do not override the examples that are on the first line of each section.

Once completed, email the form to [email protected]. The email will generate a ServiceNow ticket. A resolution email will be sent to the requestor when the ticket has been resolved. At this point, the additional project(s) should be available.

Resources

Policies