Before spending begins on a sponsored award, certain steps must be taken to set up accounts or authorize pre-award spending. Follow the Award Setup business process to ensure the accurate and efficient recording of award data in GMAS and the setup of accounts in the General Ledger.

Prior to Award Setup

• Carefully read the Notice of Award (NoA) and review the terms & conditions
• If award requirements are complex and include restrictions, work with your SRA or OSP financial analyst to determine best practices
• Check for GMAS approvals still in “Needed" or "Pending" status. Inform PI to obtain approvals, if needed (IACUC, IRB, OAIR, etc.)
• If cost sharing is applicable, verify or update cost sharing information in GMAS
• Confirm final awarded budget with PI. Send award allocation to SRA
• Confirm final Research Team with PI. Update the GMAS Research Team, accordingly
• If there are subawards, include the amounts to be issued for each sub in GMAS
• For Awards in Foreign Currency, allocate 10% of the award costs to cover potential foreign currency fluctuations
• Check the project's Administrative Team in GMAS to verify that the correct people are listed, in order to ensure all appropriate parties will get action memos
• If there are part-of accounts to other departments, add personnel to the Administrative Team to ensure they receive action memos
• Update any additional documents to the GMAS document repositories

After Award Setup

• Complete data changes in Wasabi to align with PI and personnel effort on new award
• Setup the project budget in the General Ledger (GL)
• If cost sharing is applicable, create a companion account, if needed
• Use GMAS non-financial reports module to schedule any progress, technical or other reports (OSP will schedule financial reports)