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Index/ Fund for Sponsored Projects Overview
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Summary: If you manage funds for sponsored projects, read this page for information and guidelines on index and fund numbers. |
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The index for a sponsored project identifies where you want a charge to be posted.
The fund for a sponsored project identifies the source of funding, tracks essential award information, and accounts for all transactions charged to that award.
Obtaining a new index and fund number: After an award for a sponsored project is received, an index and fund must be set up before you can incur expenses. The Office of Post Award Financial Services (OPAFS) sets up the initial index and fund as authorized by the Office of Contract and Grant Administration (OCGA). OPAFS sends you the index and fund information as soon as it is set up.
Note: OPAFS cannot establish your fund until the award is officially received and accepted by the University, even though the funding agency may have notified the PI of the award.
Advance approval: If a delay in receiving new funding might negatively impact a project, you can request advance approval to have an index and fund set up prior to official acceptance of the award by completing a Request for Advance Approval form (download from OCGA site). OCGA must approve advance approvals. A request for an advance is appropriate only when:
- The funding agency makes a firm commitment to award the contract or grant.
- There is an essential need to spend in advance of the award.
- Other funding exists to cover the risk of a delayed start date or failure of the award.
Intercampus projects: Some sponsored projects involve other UC campuses. An intercampus sub-award is processed from the prime campus to other participating or recipient campuses. OPAFS sets up the index and fund for intercampus awards.
Sub-funds: OPAFS may set up sub-funds on an award for specific accounting purposes, such as agency requirements to account for and bill increments separately, accounting for restricted funds, or applying multiple indirect cost rates to one award. The initial fund number ends with the letter A, but sub-fund numbers end with B–Z.
When you receive a new index and fund:
- E codes and W codes can help you track and prevent normally unallowable or questionable charges to your fund. E codes represent expenses that are normally unallowable and are set up by OPAFS. W codes represent expenses that are questionable and are set up by the department.
- Multiple indexes can help you identify separate increments of a fund or meet internal reporting requirements. For example, you might want two indexes on a fund to track expenses for two PIs. You accomplish this by setting up a subsequent index (index copy).
When your project is nearing completion:
- Early index inactivation can help you manage your award and prevent overdrafts. When the end date is approaching or the project is close to or has exceeded its budget allocation, use the early index inactivation process to prevent new payroll distributions, new purchase order entries, new travel transactions, and recharges from being charged to the index. Pre-existing activity and the ability to process expense transfers, financial journals, and similar transactions won't be affected.
- Permanent index inactivation should be done when the project is complete. All accounting elements associated with the index must be removed before it can be inactivated. If they aren't, the inactivation process will be delayed.
- Inactivating a fund is OPAFS' responsibility. OPAFS inactivates funds when:
- The award has terminated.
- All associated indexes are inactive.
- All accounting elements are removed or brought to zero. This includes:
- Transferring expenses in excess of the award (overdrafts)
- Removing all liens and other cash advances, accounts payable, and payroll
- Inactivating detail codes used for billing purposes
- Zeroing outstanding accounts receivable, budget, and financial balances.
- For assistance, contact the OPAFS administrator responsible for your fund when you think it is ready for inactivation.
Questions? Please see OPAFS Contacts.
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