Sponsored Program Services

Post Award FAQ’s

 
 

        • I received the notice of award but my grant is not showing up in AIMS. What could be wrong?

          • The budget allocation has not been sent to SPS to upload.
          • The budget has not been posted in the grant.
          • There is a role issue (this applies to persons given AIMS access on the Responsibility Tab).

        • Why is there a cash balance in GR55 on a fund other than 46010000 (cost share funds)?

          • All or a portion of the cost share was budgeted prior to the start of pulling cash in August 2016.
          • Cost share budget may have not been entered on the Cost Share budget tab.

        • In GR55 there is an outstanding liability when closing my grant. What do I do?

          • First report the issue to the business office. If they are unable to determine what the cause is SPS should email spstech@purdue.edu while the business office should esclate the issue themselves.

        • When I run GR55 the information doesn’t look correct or is only including the current fiscal year. 

          • Double check that your “From Period” = 0

        • Budget Overview shows that revenue doesn’t match budget and expenses. What is wrong?

          • It is important to remember that cash only started pulling to the grants in August 2016. It is also important to make sure that you didn’t lock the WBSE or closed the grant before all transactions processed. Looking at GR55 will tell you if the fund has a $0.00 cash balance.

        • Does the revenue allocation program include cost share accounts?

          • No.  Cost share cash transfers process along with the budget postings for the current fiscal year. For future fiscal years the budget posts right away but the cash transfer does not post until July of that fiscal year. 

        • Can I lock WBSE’s as soon as my budgets have posted for either sponsor or cost share funds?

          • No. 
            • For cost share funds you need to leave the WBSE unlocked/open until the next day. Check to make sure the budget posted and the cash transfer was completed prior to locking/closing.
            • For sponsor funds you need to make sure revenue has been allocated to all WBSE/SP prior to locking/closing. Leave open until the revenue allocation has processed. Also make sure the budget validity date is is extended.

        • Can I change the status of my grant to Closed/Closed as soon as my budgets have posted for either sponsor or cost share funds?

          • No.
            • For cost share funds you need to leave the grant in Expired status until the next day. Check to make sure the budget posted and the cash transfer was completed prior to changing the status.
            • For sponsor funds you need to make sure revenue has been allocated to all WBSE/SP prior to changing the status. Leave grant in Expired status until the revenue allocation has processed. Also make sure the budget validity date is extended.

        • How do I search for a Purchase Order number for a grant if it wasn’t used as an External Reference?

          • Use T-Code: S_ALN_01000079 - Master Data Index for Grant
          • Click on the dynamic selections button that looks like this:
          • Open the grant master folder and scroll down to PO Number and double click or hit “apply selected items” button. Once the screen comes up enter the PO number in using either an asterisk to search for a part of it or the entire number
          • Once entered hit the save button. This will take you back to the main screen for the t-code. Hit the execute button to retrieve the results.

        • When is it appropriate to use an already created WBSE if I need to cancel the grant due to an error in grant setup?

          • If there has not been a budget or expenses posted to the WBSE.
          • If it is not the only WBSE on the grant that is being cancelled. The grant must contain 1 WBSE.

        • When should I ask the Business Office to confirm the setup of a grant before I establish the grant in SAP?

          • If the proposal includes Discovery Park or a split appointment for the PI then an e-mail should be sent to the lead business office to confirm the lead RCC on the grant before setup.

        • If I have a document to upload into PC that is a continuance of a previous document (i.e. further e-mail communication or a missed attachment, etc.) how should I handle that?

          • You can utilize the merge function in Perceptive Content to merge documents. If there is an overlap of pages within an e-mail you can also use the “thumbnails” within the document to delete out duplicate or blank pages.

        • A sponsor award, that has been renewed and continued for over 10 years, was set up as several different grants. What should the Total Project Award amount be listed as in the current grant?

          • If the sponsor sees the award all as one, then then the total project amount should be Current Year award plus any future years remaining.
          • The prior grant will need to be updated to only reflect the total amount funded on that specific grant.

        • I have an award that lists a CFDA# that is not in SAP, what do I do?

        • Perceptive Content is not showing the correct fields, what is wrong?

          • First validate what Application Plan you are using. SPS Post-Award and SPS COEUS is used primarily for grant setup and other non-income grant documents.

        • F&A is not posting correctly, what is wrong?

          • Generally, if F&A is not posting correctly it is a grant setup issue. Check the budget validity date, dimensions tab, supported objects tab, and all the overhead tabs to make sure all dates, check boxes, rates, and the IDC Base Field is correct. If you can’t find any issues, escalate to your manager.

        • I received an email that there is a setup issue within COEUS or SAP but I don’t see anything wrong.

          • Contact your manager to validate that they don’t see any issue and then email spstech@purdue.edu for clarification. All audits should be cleared as soon as possible so it is important to reach out if you aren’t sure how to correct an issue.

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      Graduate Fee Remits Frequently Asked Questions

       

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