Sponsored Programs Awards On-line system

FRS/SPM screens (6xx)

FAQ about Award Reimbursement Method

  1. What is an award “Reimbursement Method”?
  2. It is the method of reimbursement to the University by the Sponsor for expenses incurred relative to the award.
  3. Where is the award “Reimbursement Method” code located in the SPM screens?
  4. It is located in SPM screen 622, attribute “Reimbursement method.”
  5. To access data in screen 622, you need the award number; where do I find the award number of an account?
  6. The award # of an account is displayed in screen 652; copy and paste from 652 to 622.
  7. Where do I find payments received from Sponsors?
  8. Sponsors send payments via letter of credit or Non-letter- of-credit (checks, wire transfers and ACH). Non-letter-of-credit payments are found in FRS screen 018 in the award master GL account.
  9. What is the “Reimbursement Method” code for awards paid by “Letter of Credit”?
  10. The reimbursement method code is LOC, located in SPM screen 622.
  11. Are LOC payments recorded in the award master GL account number in screen 018?
  12. No, LOC payments are recorded in total in the Sponsor LOC GL account.
  13. What is the difference between an SL account number and a GL account number?
  14. Every account in FRS is assigned two numbers: The SL number and the GL number. For example, if SL account = 661234, the corresponding GL account =031234. In the SL number, you find Budget, Actual, and Encumbrance transactions. In the award master GL number, you find payments received for Non- LOC reimbursement methods.
  15. How do I know if a sponsored account is a master account?
  16. Check SPM screen 632 and look for master indicator = MT. Every award year has a master account number. See question # 3 to find the award number.
  17. Can I use the award master SL account number instead of the award number to display awards in screens 6xx?
  1. Yes, screens 6xx recognize the master SL account number as another key to open the award.
  1. What is the difference between reimbursement method CRSTD and CRDEP?
  2. CR = cost reimbursable; STD = billing by SPM central office; DEP = billing by department.
  3. Why an award is coded CRDEP?
  4. Because the sponsoring agency requires backup documentation attached to the bill.
  5. Why would an award be coded as “Cash Basis”?
  6. When the reimbursement method is “per patient”, or per any unit of measurement.
  7. How do I know if an award is coded “cash basis”?
  8. Check SPM screen 622. The Reimbursement Method = CB.
  9. What happens if cash basis award expenditures are greater than payments/allocations?
  10. At the end of the month, the overdrawn total direct cost amount will be credited to the SL account, sub-object 3759, and debited to the pharmaceutical default account of each department. Once payment is received, the sponsored central office will reverse entry accordingly.
  11. How do I know if an award is a “Federal Pass Through”?
  12. Check Federal Flag in SPM screen 652; FED FLAG = Y

March 5, 2008 - Terry Diaz