We use the award effective date (when we can begin spending the dollars,
excluding any internal preaward spending we may have initiated) and only for
the dollars available for expenditure (not all three years for an
incrementally funded award).  That way we feel relatively secure that our
numbers are meaningful and as accurate as we can make them for internal use.

If you use the date you received the award notice you will have occasions
where you may record the dollars for two budget periods for the same grant
as well as including competitive renewals in the same fiscal year.

I think many of us are familiar with the occasions when some agencies have
"dumped money" (sending out award notices) several months in advance of the
availability of the dollars.  If you don't use the effective date of the
dollars, then your numbers, for historical purposes as well as usefulness
for any forecasting is flawed before you begin.

There is also what I call a trap of politics, that being a need (perceived
or otherwise) to show growth in awards and accomplishing that by simply
varying the period you elect to capture your award data.  This will usually
lead you to redefine your award data periods from one year to the next.  The
result is reports with more and more meaningless data.

Erroneous historical information means little ability try to model
correlation between award and expenditure data and forecasts for F&A
recovery etc.

In your example I assume that the July 1 date would be the start date of the
availability of the funds therefore we would record it as an FY 2000-2001
agreement (we are on a July 1 - June 30 fiscal year).

Gary Chaffins
Director, Office of Research Services and Administration
5219 University of Oregon
Eugene, OR 97403-5219
Office: (541) 346-2395
Fax: (541) 346-5138
e-mail: xxxxxx@orsa.uoregon.edu

-----Original Message-----
From: xxxxxx@SBLHS.ORG [mailto:xxxxxx@SBLHS.ORG]
Sent: Thursday, June 29, 2000 7:51 AM
To: xxxxxx@HRINET.ORG
Subject: end of year reports

RESADM-Lers:
 in compiling end-of-year reports of proposals and awards, what
determines for you which fiscal year an award is recorded in? E.g. -- the
award letter on a recent grant is dated 6/19/00, but the agency's agreement
will likely not be signed until after July 1.

For purposes of documenting the activity of the pre-award side of your
office, do you count this as an award in FY 00 or FY 01?
-----------------
Molly Daniel
Grants Specialist
Planning Dept.
Sarah Bush Lincoln Health Center
1000 Health Center Drive
Mattoon, IL 61938-0372
tel. 217-258-2195
fax 217-258-4135
email: xxxxxx@sblhs.org
web: www.sarahbush.org

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