Skip to main content

Setting Up Grant Codes

Emily Yeomans
  • Updated

Prior to entering proposal and grant information in the grant data entry screen, you will need to set up the codes to be used. Codes are what populate the drop-down menus when you are entering data on grants.

Code List

* = required

** = required

Principal Investigator Codes

  1. In the menu, click File.
  2. Click Principal Investigators. 

    2019-09-04_14-04-09.png
  3. On the new screen, click Insert to start a new screen. 

    2019-09-04_14-05-17.png
  4. Enter the PI ID, and click Ok. 

    2019-09-04_14-06-44.png

2019-09-04_14-08-52.png

  1. ID*: a unique identifier for each PI.
  2. Alternative ID: ID and the Social Security number can be the same.
  3. Last Name*: the PI’s last name.
  4. First Name, MI*: the PI’s first name and middle initial.
  5. Degree**: the PI’s degree.
  6. Date of First Appt: the PI’s first appointment.
  7. Date to Renew Appt: the date that the PI’s appointment must be renewed.
  8. Phone: the PI's phone number.
  9. PI Groups**: allows for grouping of PIs.
  10. Status*: designates whether the account is active or terminated.
  11. Academic Title: the title held by the PI.
  12. Area of Interest: the PI's area of interest.
  13. Email: the PI's email.
  14. Department: enter up to two departments for the PI. The name of the department is automatically filled in by the system when the user enters the department number.
  15. Division: enter up to twp divisions for the PI.
  16. Post Doc: defines if the PI is Post Doc.
  17. Member**: defines if a PI is a Cancer Center Member.
  18. Date Terminated: the date that the PI was terminated.
  19. Date of Birth: the date of birth for the PI.
  20. Programs**: Used by NCI Cancer Center.
  21. Overlap: Used on other support pages.

Account Codes

  1. In the menu, click File.
  2. Click Codes, Accounting, and then Accounts.

    2019-09-04_14-30-33.png

  3. Click Edit, then Insert to start a new screen.

2019-09-04_14-32-42.png

  1. Account Code*: can be up to 20 alphanumeric characters.
  2. Object Set*: defines which set of object codes the account uses.
  3. Corporation*: the corporation that the account is assigned to.
  4. Department*: The department the account is housed in. This controls which accounts a user will see in the data entry account validation drop down box. The account department section in the security system refers to this value.
  5. Division*: identifies the division to which the account belongs.
  6. Prior Year Account
  7. Description*: the name of the account.
  8. Proposal #
  9. Agency
  10. Agency #

2019-09-04_16-07-05.png

  1. Status*: designates whether the account is active or terminated.
  2. Account Attributes: the account number attributes assigned by the University Accounting Office. It includes the *Ledger (LR), Account number (Acct), Campus number (Campus), and Budget number (BD). Users can define the titles of their attributes by selecting File, Options, and User Defined Form Labels.
  3. Budget Start Date: the current budget period starting date for the account.
  4. Budget End Date: the current budget period ending date for the account.
  5. Project Start Date: the current project period starting date for the account. Usually used with contracts and grants.
  6. Project End Date: the current project period ending date for the account. Usually used with contracts and grants.

2019-09-04_14-36-50.png

  1. Account Type**: used to group account numbers for balance and reporting purposes.
  2. Indirect Object Code:
  3. Historical Account Identifier**: identifies previous account numbers used for the account.
  4. Default CostCtr**: the default cost center code. If a cost center code is entered here, it will automatically be filled in on the transaction and budget data entry screens any time the account number is entered.
  5. Indirect Cost Group**: the indirect cost group that applies to the account. This information is used when computing indirect cost encumbrances on reports. Usually used with contracts and grants.
  6. Fringe Benefit Rate Code**: the fringe benefit rate structure for the account. In most installations, it is "NONE". Other values are used when fringe benefit rates depend on the account number.
  7. Indirect Cost Rate: defines the exact indirect cost rate that is applied to encumbrances on the account.
  8. Phone Charges:
  9. Accounting Admin**: the accounting administration code responsible for the account.
  10. PI ID**: the identification number for the principal investigator. When the ID number is chosen from the drop down menu, the system automatically fills in the PI’s name in the next field.
  11. Year End Type: the type of year-end assigned to the account. There are three categories: Carry Over-Unused money is carried over to the next budget year; Lose-Unused money is lost at the end of the budget year; None-No year end.
  12. Default ObjcodeGrp: a default object code grouping for reports. The choices are Major - Groups reports by Major object codes defined in the database; Budget-Groups reports by Budget object codes defined in the database; Minor- Groups reports by all minor codes defined in the database
  13. Fiscal Year Account: identifies whether the account is a fiscal year account.
  14. Driven:

Funding Agencies

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Funding Agencies.
  3. Click Insert to start a new row.

2019-09-04_14-47-40.png

  1. Code
  2. Agency Name:
  3. Agency Type: default is "None." Other options need to be set up prior to populating (see Agency Type).
  4. Indirect Cost %:
  5. Agency Type 2:

2019-09-04_14-49-43.png

  1. Research Type:
  2. Peer Review:
  3. Use Full Title on NCI:
  4. Internal Sponsor:
  5. Salary Cap ID:

Agency Type

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Agency Type.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Status

Research Type

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Research Types.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Sort Order: the sort order for reporting purposes

Award Type

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Award Type.
  3. Click Insert to start a new row.
  1. Code
  2. Group:
  3. Description
  4. Status

Award Group

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Award Group.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Status

Effort Types

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Effort Types.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. C/S:
  4. Status

Effort Year Types

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Effort Year Types.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Months Per Year:
  4. Status

Project Types

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Project Types.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Status

Proposal Types

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Proposal Types.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Competitive:
  4. Status

University Policies

  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on University Policies.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Status
  1. In the menu, click on File.
  2. Navigate to Codes, Grant, and click on Sponsor Policies.
  3. Click Insert to start a new row.
  1. Code
  2. Description
  3. Status

Related articles