On May 12, PIs, Program Managers and RSAs were notified by email that April month-end data was loaded into the Award Verification Tool. The verification deadline for awards newly identified as "Due This Month" is 10 p.m. on June 9. In addition, awards due for verification the previous month that were not verified by the May 11 deadline have progressed to a status of “Past Due".
As a reminder, the escalation procedure for past-due awards is available on the Controller’s Office website. The Contracts & Grants Accounting (CGA) Compliance Unit is allowing one calendar quarter prior to starting the escalation process so that the campus can get up to date with verifications required for all sponsored awards with activity back to May 2020. CGA will enforce the escalation procedure beginning July 1, 2021.
Verification Timing during Fiscal Year-End
The Award Verification Tool data load schedule has been updated to reflect data availability during fiscal year-end activities. Timing of data loads and award verification due dates have been adjusted to accommodate availability of data due to year-end processing activities. Review key dates below and on the Award Verification Tool System Information page.
| "Data Through" Month & Year | System Unavailable During Data Load | Data Available in Award Verification Tool | Verification Due |
|---|---|---|---|
| May 2021 | 10 p.m., June 9 to 7 a.m., June 10 | June 10, 2021 | 10 p.m., July 26 |
| June 2021 (year-end close) | 10 p.m., July 26 to 7 a.m., July 27 | July 27, 2021 | 10 p.m., August 15 |
| July 2021 | 10 p.m., August 15 to 7 a.m., August 16 | August 16, 2021 | 10 p.m., September 12 |
We recommend proactively verifying all sponsored awards in any verification status by the July 26 deadline for May data. This will prevent awards from coming due for verification during the shortened verification periods for June and July data.
Recent Enhancements to the Award Verification Tool
The following enhancements were migrated to the Award Verification Tool on May 12, 2021.
- When the Include in History PDF checkbox is selected during entry of a comment, the Comments section will display a folder icon.
- Faculty Mentor and OSR Analyst roles assigned in RAS are no longer loaded into the Award Verification Tool. As a result, PIs who also have Faculty Mentor role assignments in RAS will no longer see comments for these awards on their Award Verification dashboard.
- The attestation window in the sponsored project review process is now labeled "PI/Program Manager Review" instead of "PI Review".
- When an individual is assigned both the Project PI and Program Manager role on a particular project, completion of a review is reflected in the Project PI Review Completed section instead of the Program Manager Review Completed section.
- The Non-Sponsored Project Summary view now displays the Non-Sponsored Projects section when drilling from a Non-Sponsored Project (as Project PI).
- Historical award and project assignments have been removed. PIs and Program Managers who changed award or project assignments in RAS since the Award Verification Tool pilot release on December 1, 2020, will see only current awards and projects in their portfolio upon logging in to the Tool. When running the Verification Status Report by RSA, RSAs will see only current award assignments.
- The PI's Verification History report has been modified as follows:
- Includes current award role assignments for PIs, Program Managers, and RSAs at the time of verification.
- No longer includes Base Salary and % of Base fields.
- The snapshot PDF of the PI’s Verification History report is now processed in a batch job after an award has been verified. The job may require up to 15 minutes to run. You can continue to use the Award Verification Tool while the PDF file is generated in the background. A warning message informs users to check back if they click the PDF icon before processing has completed.
- Where available, the Excel download version of the Verification Status Report includes the Business Officer name and email address associated with the award Dept ID (or a parent Dept ID when no Business Officer is assigned to the award Dept ID).
Support Reminders
There are many support resources available to help you get started with the Award Verification Tool and procedure. Review the Award Verification page on the Controller’s Office website for frequently asked questions, training, and verification guidelines. If you have questions, email [email protected].