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Search Lane |
First, consider the elements of an account number as shown in this example:
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8 is the Fund number. The college tracks all fiscal transactions within nine funds. Grant numbers always begin with an 8, which denotes the Special Revenue Fund within the college. 19 is the Sub-fund number and is assigned by the grant accountant in Funded Projects Accounting. The next three digits, 073, represent the department responsible for the account. The next four digits, 6200, combines the Activity type (6) and the Activity unit (200). This number can be used to differentiate between projects or programs, and is usually assigned by the grant accountant in Funded Projects Accounting. The Grant number, 2109, is assigned by Funded Projects Accounting and is unique to an individual grant. The Sub-grant number 01 is used to separate one aspect of a grant from another. Some grants have several Sub-grant parts. The last four digits, 6121, are made up of the Object (61) and Sub-object (21) numbers. The combined four digits are frequently referred to as the Sub-object. While the college has standard titles for Sub-objects, some flexibility is allowed when assigning titles to Sub-objects within a grant. Talk with the responsible accountant in Funded Projects Accounting if you wish to change an account title within your grant. |
If the grant includes match, the FPA accountant will assign the Sub-object codes because they vary depending upon the source of revenue and the type of match (cash or in-kind).
Once the grant is underway, it may be necessary to create additional account numbers. This usually occurs when the award is modified by the granting agency or through an authorized budget change that reallocates funds. The Grant Administrator will use the new account(s) on the adjusting BCR. (See BCR to change an existing grant budget)
See When
will account numbers be available for expenditures?
III How to complete the first BCR for a
new grant
B. Step by Step instructions
The first Budget Change Request for a new grant establishes the budget
as stated in the award document. The first BCR also establishes the account
numbers that will be used in the grant. Please read the information regarding
Establishing
Grant Account Numbers.
To complete the first BCR for a new grant, follow the steps below. It may
be helpful to print a copy of the Example
A-Sample BCR for a new grant and use it as a guide.
| 1. | In the first two horizontal boxes at the top of the form, enter your department name and the current date. The third box may be used by you to track this BCR-enter a number if desired |
| 2. | The three rows marked DAN/BAN should be left blank. These are not used for grants. |
| 3. | Under "Budget Account Number" write in the account number. The Funded Projects grant accountant will assist you with the selection of account numbers to be established. (See section on Establishing Grant Account Numbers) |
| 4. | Leave the "R*" column blank. This is not used for grants. |
| 5. | The "Current Budget" for new grants will always be zero. |
| 6. | Under "Reduction" enter in the beginning budgets for revenue
accounts.
Remember: Budgets are in whole dollars only ñ no cents. |
| 7. | Under "Addition" enter in the beginning budgets for expense accounts. |
| 8. | In the "Revised Budget" column enter in the new budget total. For each line take the "Current Budget" amount, add the "Additions" or minus the "Reductions". Double-check these totals. Also check your calculations for OPE and Indirect Cost accounts. |
| 9. | In the "Totals" line at the bottom, add each column vertically and enter the total. Double-check these totals. |
| 10. | In the box marked "Purpose of Request", write "To establish the beginning budget for the (Insert name here) grant". |
| 11. | The Grant Administrator must review, sign and date the BCR. |
| 12. | Make a copy of the completed BCR for your records. Submit the entire form to the appropriate Funded Projects accountant. |