Tami Sadusky

1

• Updates
• Request to Transfer Expenditures (RTE)
• Notice of Expiration (NOE) letter
• Fabrication Policy
• Industry Sponsored Clinical Trials

Tami Sadusky Executive Director
2

• Request to Transfer Expenditures (RTE)
•  
• As My Financial Desktop has fully implemented
  the Transactions application to campus, the time
  has come to retire the paper Request to Transfer
  Expenditure (RTE) on grant and contract budgets.
  
• Effective April 15th, all Requests to Transfer
  Expenditures must be processed in the Financial
  Desktop Transactions application. 
• RTE forms, as well as Requests to Transfer
  Expenditures submitted on paper Journal Vouchers
  (JV), received in GCA after April 15th will be
  returned to the department.
• A new Deficit Transfer Request form will be
  available on April 15th.
•  

3
Request to Transfer Expenditures
(cont.)    Monday, April 13, 10 am Last training
opportunity available for administrators MyFD
Training Resources http//www.washington.edu/admi
n/finacct/office/fd/help/v2/training.htmltraining
schedule How to transfer an expenditure http//w
ww.washington.edu/admin/finacct/office/fd/help/v2/
abouttransactions Demo of how to do a
transfer http//www.washington.edu/admin/finacct/
office/fd/help/v2/tutorials/salarytransfer_demo/sa
larytransfer_demo.htm Helpful FAQs on
MyFD http//www.washington.edu/admin/finacct/offi
ce/fd/help/v2/FAQs.html Grant and contract cost
transfer policy http//www.washington.edu/researc
h/osp/gim/gim15.html
4
Notice of Expiration (NOE) Letter TO Administrat
or for Department A, Box 35XXXX   FROM GCA Team
Five gcafive_at_u.washington.edu Box
351122   RE NOTICE OF EXPIRING BUDGETS   The
following budgets are expiring. Please review
these budgets to make sure all appropriate
charges and credits have posted. GCA will begin
closing these budgets 30 days after expiration.
Fourteen days prior to the final report/invoice
date, GCA will prepare the final report and or
invoice. Any charges/credits not posted to the
budget at that time will not be included and will
become the departments responsibility.
PI Budget Exp Date Final Report Date
Final Invoice Date Doe, John 61-3000 4/30/09
7/29/09 none Smith, Jane 62-4000 4/30/09
7/29/09 none Brown, Clara 63-5000 4/30/09
none 6/30/09 Nguyen, Brian 63-6000 4/30/09
6/30/09 6/15/09 Jones, William 80-7000 4/30
/09 none 6/30/09  
5

• Notice of Expiration (cont.)
•  
• GCA will not be conducting compliance reviews of
  these budgets, so it is imperative that you
  review them to certify that
•  
• All allowable transactions have posted to the
  budget.
• All charges/credits are allowable per sponsor
  guidelines. To transfer unallowable charges to
  an appropriate budget, submit an Online Expense
  Transfer (OET) or Online Salary Expense Transfer
  (OSET) via My Financial Desktop.
• All post expiration charges are allowable. The
  goods and services must have been received and
  used in furtherance of the funded project prior
  to expiration.
• All outstanding encumbrances are liquidated.
• Cost share commitments have been met. If there
  are outstanding commitments, please submit the
  necessary documentation immediately.

6
Notice of Expiration (cont.)   Complete
instructions for reviewing the closing of budgets
can be found at http//www.washington.edu/researc
h/gca/uwin/closeacct.html.   Please direct all
communication regarding these budgets to GCA Team
Five via Grant Tracker at https//gcaserver.financ
e.washington.edu/gca/gt/sdlsearch.aspx.   Thank
you for your assistance in closing these budgets
in a timely manner. Complying with sponsor
regulations helps insure that the UW will be
reimbursed for all appropriate charges, helps
facilitate the timely granting of renewal awards
and helps protect the eligibility of the UW for
future funding. Note In response to
requests from our customers, we are actively
working on a process improvement that will allow
for these letters to be sent to you via e-mail,
and ultimately via Grant Tracker.  
7

• Revised Fabrication Policy
•  
• Link from EIOs homepage  - Should be live
  Monday morning 4/13 and actual site will be
• http//www.washington.edu/admin/eio/homepage/fabri
  cation.html
•  
• Link will also be communicated in next FM
  newsletter
•  
• Key components include
• Allowable and Unallowable Costs
• Procedure (Department, GCA, EIO)
• JV Request Template
•  
• Still to come
• Expanded FAQs
• Checklist

8

• New Policy for Pay-In-Advance
• Industry Sponsored Clinical Trials
• With 25 Indirect Cost Rate
•  
• GCA and OSP have agreed upon a new policy for
  setting up and supplementing Clinical Trials from
  industry sponsors that are Pay-In-Advance and
  have an Indirect Cost Rate of 25.
• There will be an eFA for the initial set up of
  the budget. The eFA should include
• Payment Type Pay-In-Advance
• FA Rate 25
• Remarks Section/OSP Comments
  Clinical Trial FOP 11 Auto-Budget-On
  Do not set up budget or revenue for this
  award. They will increase as checks are
  received.
•   Current Amount Total Award Amount
• 
  GCA will not set up budget amount
• 
  or process revenue JV.
•  
• After the budget is initially set up, there will
  be no eFAs supplementing them.
• These budgets will use FOP 11 and Auto-Budget-On.
  As a check is applied,
• both the Budget and the Revenue will be increased
  by the amount of the check.
•  

9

•  
• Industry Sponsored Clinical Trials (cont.)
• The departments are being asked to direct their
  Clinical Trial checks, with the Budget Number
  clearly stated, to GCA. As soon as the check is
  received in GCA, it will be able to be applied to
  the budget.
•  
• When closing these budgets
• No closing GABS is necessary
• No closing revenue JV is necessary
• An ending balance will be transferred via the
  Cash Transfer Form
•  
• What changes for the departments?
• They will send their Clinical Trial checks
  directly to GCA
• They do not have to submit GC1s for supplements
• Supplement will be budgeted under Object Code 38
  only no 25-99
• There will be no IC encumbrance due to no budget
  amount in 25-99
• Departments wont receive e-mail notification
  that the award has been increased
•  
• The departments will be able to see all checks
  applied to their budget, as well as the total
  amount of cash posted to date, by using Grant
  Tracker.