ORDM's Frequently Asked Questions refers to extramural research awards, not intramural awards which are managed by General Accounting (see FAQ #8). They reflect the most common questions received by ORDM. If you have other questions related to awards or funds, please also see OCGA’s FAQ and EFM’s FAQ.
From OCGA’s FAQ# 2.5:
If all compliance, internal documents and finalized agreement are in place, then it can take up to three (3) business days for a fund number to be established once the award has been assigned to ORDM for final processing.
A fund number being assigned is dependent on a multitude of factors including, but not limited to: Completeness of proposal file and compliance documents, complexity of the received award, responsiveness of the sponsor for negotiation of the agreement, volume of proposals to be submitted by OCGA to the sponsor.
Once an award is assigned to ORDM, the most common delays include:
- Account and/or cost center not provided on the EPASS by the administering department
- Cost center not linked to the account (see FAQ #3 below)
- Cost center does not belong to the PI of the award
- Account number does not match the program type
For all of these scenarios, ORDM will email the administering department contact noted on the EPASS for clarification.
Please also see EFM’s FAQ for more information on account types.
For contracts/subcontracts that are subject to federal E-Verify regulations, all employees who will be paid from the contract/subcontract must be e-verified. Otherwise, any salary costs incurred prior to the date of e-verification will not be allowed.
ORA will send out two emails regarding e-verify:
Email #1 – fund number has not yet been assigned – This initial email is to alert you that the incoming award is subject to e-verify so you can begin the process of e-verification. Please work with your Department Human Resources and the Central Resource Unit (CRU) to confirm that employees who will be paid from the contract have been e-verified.
Email #2 – ORA will send an automated Notice of Award action after ORDM assigns a fund number and fully executes the award. The email will include the fund number and note that the project is subject to federal e-Verify regulations. CRU will be copied on this second email.
A RAS provides a fund number to incur and account for costs before an award is fully executed by OCGA, but ORDM does not appropriate funds for a RAS. The administering department is approved to incur expenses and the general ledger will reflect a deficit until the award is fully executed. In the event an award is not received, it is the department's responsibility to cover incurred costs.
Please see OCGA’s website Pre-Award Spending page for more information.
If the change in PI occurred during the budget period, ORDM will link the new PI’s account/cost center, but ORDM will not change the previous appropriation on the former PI’s account/cost center. The new PI’s account/cost center will be used for the next appropriation and all future appropriations.
UC awards are managed by General Accounting (GA). GA will assign a fund number and handle the financial reports and intercampus transfer of funds. ORDM will create and upload the snapshot after GA has confirmed the fund number. Please contact GA for questions regarding UC awards.