Re: end of year reports Chaffins, Gary 29 Jun 2000 12:11 EST
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 ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================