Award Status

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Award Status

Maint. Doc Screen Label: Award Status Type

The Award Status maintenance document is used to establish and maintain numeric codes and textual description values which are stored in database tables. This data serves as reference information that is made available for display and selection in various areas of the system, including other e-docs. The award status changes over the award’s life. The award status often indicates when an award will be included in the institution’s financial system. For example, an award may be included immediately in the institution’s financial system if the award needs further research, other actions, is closed, or expired.

Modification Of Existing Values: Existing values can be edited as long as the description is synonmous with the original term. New values can be added. You should not delete existing values.

Document Layout

Figure 1214 Award Status Maintenance Document Example Layout

Edit Award Status Section

The Edit Award Status section of the Award Status maintenance document is a unique section that allows you to specify and maintain the details associated with the reference table record in fields.

Table 679 Award Status Maintenance Document - Edit Award Status Section Field Descriptions

Field	Description
Status Code	Enter a numeric value to uniquely identify the award status in the system.
Description	Required. Enter a textual name of the state to make it clear what its purpose is. • Active: A fully executed or modified award document. Awards with an Active status code allow project activity, budget set up, expense posting in the financial system, and requesting payment from the sponsor. This type of award is included as a Current Support in the Current & Pending Support Report. • Inactive: Non-executable awards such as duplicate entries. Follow your institution’s procedures when selecting this award status code. Awards with an Inactive status code do not allow budget set up, expense posting in the financial system, or requesting payment from the sponsor. This type of an award will not be included as Current Support in the Current & Pending Support Report. • Pending: A fully executed or modified award document that is not completed or received during the award period entered. Institutions with awards with a Pending status code anticipate a project date extension and allow project spending. Awards with a Pending status code do not allow requesting of payment from the sponsor for new expenses incurred. This type of award will be included as Current Support in the Current & Pending Support Report. • Terminated: An award that has passed the Project End Date, but that is not administratively or financially closed. This is a temporary award status code. Institutions with awards with a Terminated status code anticipate no further date extensions or funding, but may allow continued project account activity. Awards with a Terminated status code allow for budget set up and expense posting to the financial system. Payment may still be due from the sponsor, but this award will no longer appear as Current Support in the Current & Pending Support Report. • Closed: An award where the financial and administrative closeout process is complete, final reports have been submitted to the sponsor, and receipts equal expenses and funding authorizations. Institutions with awards with a Closed status code anticipate no further activity on the award. Awards with a Closed status code do not allow budget setup and expense posting to the financial system. Receipt of final payment from the sponsor has already occurred. This type of award will no longer appear as a Current Support in the Current & Pending Support Report. • Hold: An award that requires additional time for the research of award errors. You can use the Hold status code without creating financial system entries or recording other account information. This is a temporary award status code. Awards with the Hold status code do not allow budget set up, expense posting to the financial system, or requesting payment from the sponsor for new expenses incurred. This award is included as Current Support in the Current & Pending Support Report.

Field

Description

Status Code

Enter a numeric value to uniquely identify the award status in the system.

Description

Required. Enter a textual name of the state to make it clear what its purpose is.

• Active: A fully executed or modified award document. Awards with an Active status code allow project activity, budget set up, expense posting in the financial system, and requesting payment from the sponsor. This type of award is included as a Current Support in the Current & Pending Support Report.

• Inactive: Non-executable awards such as duplicate entries. Follow your institution’s procedures when selecting this award status code. Awards with an Inactive status code do not allow budget set up, expense posting in the financial system, or requesting payment from the sponsor. This type of an award will not be included as Current Support in the Current & Pending Support Report.

• Pending: A fully executed or modified award document that is not completed or received during the award period entered. Institutions with awards with a Pending status code anticipate a project date extension and allow project spending. Awards with a Pending status code do not allow requesting of payment from the sponsor for new expenses incurred. This type of award will be included as Current Support in the Current & Pending Support Report.

• Terminated: An award that has passed the Project End Date, but that is not administratively or financially closed. This is a temporary award status code. Institutions with awards with a Terminated status code anticipate no further date extensions or funding, but may allow continued project account activity. Awards with a Terminated status code allow for budget set up and expense posting to the financial system. Payment may still be due from the sponsor, but this award will no longer appear as Current Support in the Current & Pending Support Report.

• Closed: An award where the financial and administrative closeout process is complete, final reports have been submitted to the sponsor, and receipts equal expenses and funding authorizations. Institutions with awards with a Closed status code anticipate no further activity on the award. Awards with a Closed status code do not allow budget setup and expense posting to the financial system. Receipt of final payment from the sponsor has already occurred. This type of award will no longer appear as a Current Support in the Current & Pending Support Report.

• Hold: An award that requires additional time for the research of award errors. You can use the Hold status code without creating financial system entries or recording other account information. This is a temporary award status code. Awards with the Hold status code do not allow budget set up, expense posting to the financial system, or requesting payment from the sponsor for new expenses incurred. This award is included as Current Support in the Current & Pending Support Report.

Examples

Figure 1215 Award Status Maintenance Document Example Values

Common Features

This maintenance document includes the following features that are common to most KC maintenance documents:

Table 680 Links to Common Maintenance Document Component Instructions

Common Maintenance E-Doc Component	Cross-Reference Links To Usage Instructions
Document Header	For more information, see “Header Area” in E-Doc Fundamentals.
Document Overview Section	For more information, see “Document Overview” on page 93 in Common E-Doc Tabbed Sections.
Notes and Attachments Section	For more information, see “Notes and Attachments” on page 94 in Common E-Doc Tabbed Sections.
Ad Hoc Recipients Section	For more information, see “Ad Hoc Recipients” on page 96 in Common E-Doc Tabbed Sections.
Route Log Section	For more information, see “Route Log” on page 97 in Common E-Doc Tabbed Sections.
Action Buttons	For more information, see “Action Buttons” on page 71 in Selection, Entry and Action Tools.

Process

For information about searching for, initiating, editing, copying, submitting, saving, closing, canceling, and/or routing a maintenance document, see “Common Maintenance E-Doc Operations” in the Overview section.