Award Setup

As part of the ongoing Research Administration Modernization project, URA has implemented the Account Create Team as of Monday, December 4th. This impacts units whose accounts are currently created centrally. Units currently creating their own accounts will not see any changes until we are properly staffed and have all tools available as designed for future state.

Advance Accounts

Advance accounts are accounts set up prior to the University's receipt and acceptance of a sponsored award to allow the Department to ability to incur allowable costs to an appropriate account, reducing the need for cost transfers upon award acceptance.

Advance accounts, noted with an account status of "A" in the financial system, can be requested by the unit prior to URA's receipt of an award agreement. To request an advance account, please submit the Advance Account request form available here: https://ura.uchicago.edu/page/forms-templates. Form instructions are also available at the link above.

Bilateral advance accounts, noted with an account status of "N" in the financial system, will be automatically created by URA upon receipt of an award agreement. These accounts will be created to allow the Department to allocate appropriate expenses during award negotiation prior to the distribution of the award. 

The process for advance accounts and bilateral advance accounts currently only impacts departments whose accounts are created centrally. 

The advance account policy is available here: https://ura.uchicago.edu/page/policies. 

Unilateral* Awards:

ACT staff will monitor awards received via the current central e-mail. ACT staff will intake award, create account (communication with department will be via e-mail requesting information detailed here) forward to the Post Award RA for review and distribution. Departments will receive their account number within the distribution e-mail via AURA. ACT  staff will be copied on award distribution via AURA and will proceed with reconciling the account. 

Bilateral** Awards:

ACT  staff will intake awards. Once identified as bilateral, the ACT will create a bilateral advance account (communication with department will be via e-mail requesting information detailed here) and turn over the award to the Post Award RA  to review, negotiate, and accept the award. The Post Award RA will activate the account prior to distribution and the account number will be included in the distribution notification sent to units. ACT  staff will be copied on award distribution via AURA and will proceed with reconciling the account. 

*Unilateral Accounts require no signature nor negotiation of terms and conditions

**Bilateral Accounts require signature to acknowledge acceptance of terms and conditions and may require negotiation.

Units currently creating their own accounts will not be impacted by this process at this time.