Chartstring set-up

Sponsored Programs Administration (SPA) and Sponsored Projects Accounting and Compliance (SPAC) are each responsible for different steps in setting up a new chartstring. The owner department (the department responsible for financial management and budget for the project) must review the new chartstring information.

If you are responsible for reviewing award information for your unit, you will need to be added to the departmental email distribution list for your department. Contact your dean's office for information about the SPA-SPAC email distribution list. In addition, you will need the following access:

Chartstring Set-up Flowchart

Make sure the project was routed and that it has a status of “Approved and Submitted” in Kuali Research Proposal Development. For NIH NRSA fellowships (F31 and F32 awards), the Trainee Statement of Appointment and other forms must be submitted before award setup can be completed.

For NIH, NSF, and some other federal awards, upon receipt of the award, SPAC will review the award and the information in Kuali Research Institute Proposal. SPAC then sets up the award in eUMB Financials and notifies the department via the Departmental Distribution List of the Project number(s) and other key data.

For other awards, SPA receives the award and uploads it in Kuali Research. An email is sent from SPA to SPAC and to the Departmental Distribution List indicating that a new award is available for setup. SPAC then sets up the award in eUMB Financials and notifies the department via the Departmental Distribution List of the Project number(s) and other key data.

The department is responsible for reviewing the award setup and chartstring data in eUMB (Grants Projects View) to ensure that everything is consistent with the award. Errors in certain data fields cannot be corrected other than by setting up a new chartstring, so do not charge any expenses to the Project until the data have been reviewed and found accurate. Any questions or errors should be brought to the attention of SPAC. Be sure to check:

  • Activity Type
  • Owner Department Code
  • Sponsor Type
  • Standard versus Deliverable Fund Type [This is the cost basis for billing — actual expenses (Standard) or payment based on milestones or completion of deliverables (Deliverable)]
  • PCBU (result of the Sponsor Type and Fund Type attributes)

Multiyear project IDs will be established in advance.

SPA enters the award in Kuali Research Award and sends an email notification to the Departmental Distribution List with the Kuali Researcj Award record number. Kuali Research Award includes information on award terms and reporting as well as an electronic copy of the award document.

Award Modifications

SPA receives and processes the award modification document and uploads it in Kuali Research. An email is sent from SPA to SPAC and to the Departmental Distribution List indicating that award documentation is available for setup. After SPAC makes appropriate changes in eUMB Financials, an email notification is sent to the Departmental Distribution List with the Project number(s) and other key data. After SPA enters appropriate changes into Kuali Research Award, and sends an email notification to the Departmental Distribution List with the Kuali Research Award record number.

Department Email Distribution Lists

Email Distribution List Updates — To request updates to the email distribution lists used by SPA and SPAC for proposal and award notifications: