Award - Field Definitions by Tab

 Award Tab → Document Overview Panel

Basic identifying information about the document version.

Field Name	Definition / Use
Description	This text field can be used to enter text to identify this specific document version.
Organization Document Number	When applicable, institutions may require a separate tracking number that may correspond to a paper document or separate electronic document in another system in their organization.
Explanation	Reason / further detail / explanation.

Award Tab → Funding Proposal Panel

The Funding Proposal section links existing Institutional Proposal to an Award Document. Subsequently, this linking automatically updates the Institutional Proposal’s Status from ‘Pending’ to ‘Funded’, automatically pre-fills some of the information on the Award. For more information on the data that maps from Funding Sources see the Award - Institutional Proposal to Award Field Mapping article.

Field Name	Definition / Use
Institutional Proposal Number	The Institutional Proposal that is being funded by this award.
Proposal Merge Type	Whether this is Initial Funding, No Change, Merge, or Replace the IP. Initial Funding (when IP first added to an Award) For subsequent IP’s added to an Award, the following options are available: No Change, Merge, Replace
Current Funding Proposals	Information from the added Institutional Proposal record.

Award Tab → Details & Dates Panel

Field Name	Definition / Use
Current Actions Subpanel
Transaction Type	Describes the type of transaction being created for the award.
Notice Date	Can be used to capture an institutionally defined date, such as the sponsor notice, modification, or authorization for the selected transaction type.
Comments	Can be used to enter additional information relevant to the Transaction being entered.
Institution Subpanel
Award ID	System generated Award Number.
Lead Unit	Lead Unit of the Award.
Version	System generated number. When a new award is created, the version number will always be 1. A new version is assigned each time the Award is edit after it has been finalized.
Account Type	The type of account for this award, as defined by your institution.
Award Status	The current status of this award as defined by your institution.
Activity Type	The university functional area for this award.
Account ID	A number assigned to the award by your institution’s financial ledger system.
Award Type	Type of award instrument received from the sponsor (e.g. Grant, Contract, etc.)
Award Title	The official title for the award from the Notice of Award (NOA).
Sponsor Subpanel
Sponsor ID	The organization or agency providing support for this sponsored project to your institution.
Prime Sponsor	The organization or agency that is the original source of funds for the sponsored project.
Sponsor Award ID	The identification number assigned to the award by the Sponsor. Often obtained from the NOA.
CFDA Number	The Catalog of Federal Domestic Assistance Code used to identify federal research programs. The first 2 digits identify the federal agency.  The last 3 digits identify the specific federal program.
Modification ID	This field is to track modification / amendment numbers from sponsor.
NSF Science Code	An identifier for the type of research activity. Your institution may require that awards include a NSF Science Code for all sponsors. National Science Foundation (NSF) code is used by many institutions to support local and federal reporting requirements (e.g. HERD survey).
FAIN ID	Federal Award Identification Number is unique within the Federal agency, and required for each financial assistance award to assist recipients in correctly reporting subawards. The Federal agency may not - with limited exceptions - modify the FAIN during the life of the award.
Federal Award Year	Federal Award Year as indicated in the Notice of Award.
Sponsor Funding Transferred Subpanel Refers to funds awarded by the sponsoring agency, which were received from the budget of another Federal agency via inter-agency transfer. This is an especially common practice for DARPA and Homeland Security funds.
ID / Description	The sponsor code / name of the federal entity that funds have been transferred from  (more than one entity may be identified).
Time & Money Subpanel
Project Start Date	The project period start date based on the sponsor award document.
Project End Date	Projected end of the period of performance - expiration of currently funded period plus anticipated but currently unfunded periods, including possible option years.
Obligation Start Date	The start or effective date of the current funding period.
Obligation End Date	The end date or expiration date of the current funding period.
Federal Award Date	Federal Awards Only. The date when the Federal award is signed by the authorized official of the Federal awarding agency.
Execution Date	The date the award was received / executed.
Modification Date	The date the award modification was received / executed.
Anticipated Direct	The anticipated sponsor direct funding for the entire project period. This is the current direct obligation plus anticipated incremental funding and future year funding, including possible option years. Cost sharing should not be included.
Anticipated F&A	The anticipated sponsor F&A funding for the entire project period. This is the current F&A obligation plus anticipated incremental funding and future year funding, including possible option years. Cost sharing should not be included.
Anticipated Total	The total anticipated sponsor funding for the entire project period. This is the current total obligation plus anticipated incremental funding and future year funding, including possible option years.
Obligated Direct	The direct cost amount obligated by the sponsor to date under the award. Cost sharing should not be included.
Obligated F&A	The F&A cost amount obligated by the sponsor to date under the award. Cost sharing should not be included.
Obligated Total	The total amount obligated by the sponsor to date under the award.

Award Tab → Subawards Panel

This section can be used too capture any budgeted subcontract information associated with the Award. The Subaward Organization would be listed in this panel, along with the dollar total for the Subaward.

Subawards can also be linked to Awards from within the Subaward Module. If this Award is used as a funding source for any Subaward in the Subaward Module, then this Subaward will automatically appear in this Award Document in the Subawards where this award is a Funding source subpanel.

Field Name	Definition / Use
Approved Subaward Subpanel
Organization Name	The name of the subaward organization.
Amount	The approved amount for the Subaward.
Subawards where this award is a funding source Subpanel The following info is populated from the Subaward module: Subrecipient Name Subaward ID Obligated Amount Subaward Status

Award Tab → Sponsor Template Panel

Sponsor templates can significantly decrease the amount of time it takes to create an award and significantly increase award accuracy. Templates can include all the standard contact types, report types & frequencies, and all the terms and conditions required for a particular Sponsor Award Type (NIH R01’s or Fellowships, FDP awards, a Foundation award, or a commercial sponsor’s general terms).

Once the template is applied, the administrator can edit the items inserted by the template to customize the award to match the sponsor agreement.

Field Name	Definition / Use
Sponsor Template Code	Allows users to search for and select the sponsor template they want to apply to the award.
Description	Will display the description maintained for the template in the Sponsor Template Maintenance Table > Description field.

Award Tab → Keywords Panel

Field Name	Definition / Use
Keywords	Institutionally defined Keywords related/relevant to the project.

Contacts Tab → Key Personnel and Credit Split Panel

Identifies PI (Multi-PI(s)), Co-Investigator(s), and Key Persons, and associated unit, role, phone and email address for each; drill down to display additional person effort and unit details. Key Personnel information from the linked Institutional Proposal will be displayed in addition to basic information, with expandable detail subsections with inquiry icons that allow for the display of even more detail for certain fields.

Field Name	Definition / Use
Key Personnel Subpanel
Person Name	Displays the full name of the individual.
Unit	Displays the Home Unit (Primary Department) of the Person.
Role	Key Personnel role designation on the project.
Office Phone	Displays the Phone Number for the Person.
Email	Displays the email for the Person.
Person Details Section
Include in Credit Allocation	Checkbox to indicate if the person should also appear in the Combined Credit Split section.
Faculty	Indicates if Employee is a faculty member. Checked - if in KC Person record the employee is set as faculty Unchecked - if in KC Person record the person is not set as faculty
Total Effort	Total Proposed Effort. (Effort entered here pulls into the Current Report)
Academic Effort	Proposed Effort during the Academic period. (Effort entered here pulls into the Current Report)
Summer Effort	Proposed Effort during the Summer period. (Effort entered here pulls into the Current Report)
Calendar Effort	Proposed Effort during the Calendar period. (Effort entered here pulls into the Current Report)
Unit Details Section
Lead Unit	Indicates which Unit in the List for the PI is the Lead Unit of the Proposal. All other Units listed will not have the radio button checked.
Unit Name	The Name of the Unit/Department.
Unit Number	The Number of the Unit/Department.
OSP Administrator	Displays those individuals who have been defined as OSP_ADMINISTRATORS for the Unit / Department.
Combined Credit Split Subpanel Includes the percentage of ‘credit’ assigned to each Investigator / Key Person and to each Unit associated with each Investigator / Key Person.
<Investigator Names and Units>	Investigators’ / Key Personnel names and units which were entered on the Personnel panel.
Credit	This section identifies the percentage of credit attributable to each Investigator / Key Person, and to their units, for the credit split types defined by the institution.

Contacts Tab → Unit Contacts Panel

Award specific unit / department contacts and administrators.

Field Name	Definition / Use
Person	Can be added manually or users can click the [sync to lead unit button] to displays all persons (and their associated roles) who are defined as Unit Administrator Types with the Default Group Flag of ‘U’ for the lead Unit of the award.
Project Role	Person's corresponding role as defined in the Unit Administrator table.
Office Phone	Person's phone number.
Email	Person's email address.

Contacts Tab → Sponsor Contacts Panel

Agency / Sponsor Contacts. At least one sponsor contact has to be added in order to ‘finalize’ the Award Document. Sponsor Contacts can be added via the Sponsor Template.

Field Name	Definition / Use
Person or Organization	Agency / Sponsor contacts and their respective role(s). Can be added manually or if a Sponsor Template is used, the Sponsor Contacts defined there will pull in with their defined roles.
Project Role	Person's / Organization's corresponding role on this award.
Office Phone	Person's / Organization's phone number.
Email	Person's / Organization's email address.

Contacts Tab → Central Administration Contacts Panel

Displays name, unit, project role (unit admin type), phone, and email information about the individuals who will be involved in award administration.

Field Name	Definition / Use
Person	Displays all persons who are defined as Unit Administrator Types with the Default Group Flag of ‘C’, for the lead Unit of the award.
Project Role	Person's corresponding role as defined in the Unit Administrator table.
Unit	Lead Unit of the Award.
Office Phone	Person's phone number.
Email	Person's email address.

Commitments Tab → Cost Sharing Panel

This section allows institutions to track the part of total project costs paid from sources other than the sponsor, as committed in the proposal budget, the sponsor agreement, or other obligation. Will feed from the linked IP until, or if it’s replaced by the Cost Sharing in the applied Sponsor Template.

Field Name	Definition / Use
Percentage	Your institution determines how you use this field. Some examples of commonly used percentages are percentage of total costs, percentage of a line item, and percentage of total cost sharing.
Type	Types of cost sharing as defined by the institution.
Project Period	The project period, calendar year, or FY associated with the cost sharing row. (Institutions decide whether they use Project Period, Year, or FY in this field. The column label can be changed by modifying the following parameter: CostShareProjectPeriodNameLabel)
Source	The institution's internal account covering / responsible for the cost share amount / expenses.
Destination	The institution's internal account used solely to accumulate the funded cost sharing expenses.
Commitment Amount	The cost share amount committed for the cost share type selected.
Cost Share Met	The amount of cost share met against the commitment amount.
Verification Date	The date that the cost share met has been verified.
Unit Name	The Unit / Department name responsible for the cost share row.
Unit	The Unit / Department number responsible for the cost share row.
Comments	Internal notes or other information about this cost share.

Commitments Tab → Rates Panel

This section allows institutions to identify F&A and Benefits Rates applicable to this aw.

Field Name	Definition / Use
F&A Rates Subpanel This section displays the facilities and administrative cost rate(s) that are associated with an award. You may enter different rates for multiple periods, if appropriate.
Rate	The F&A Rate for the specified period and Location (Campus).
Type	The F&A base type.
Fiscal Year	The year to which the F&A Rate applies, as determined by your institution’s F&A rate agreement.
Start Date	System fills both the Start Date and End Date when you press the [Tab] key after entering the Fiscal Year. You can change the Start Date and End Date to reflect a partial period.
End Date	System fills both the Start Date and End Date when you press the [Tab] key after entering the Fiscal Year. You can change the Start Date and End Date to reflect a partial period.
Campus	The location of the proposed work, on- or off-campus.
Source	The account or department that pays for the Unrecovered F&A.
Destination	The account the Unrecovered F&A should be charged to.
Unrecovered F&A	The amount of indirect costs not covered by the sponsor.
Comments	Internal notes or other information about this F&A.
Benefits Rates Subpanel This section enables institutions to track non-standard benefit rates. Under some circumstances, an award may require an institution to use a benefits rate other than those that have been negotiated.  For example, if a sponsor does not pay fringe benefits, you may enter the rate as zero.
On Campus	The applicable on-campus benefit rate.
Off Campus	The applicable off-campus benefit rate.
Comments	Additional information about the benefit rates for future reference.

Commitments Tab → Preaward Authorization Panel

This section allows institutions to identify both, the sponsor-authorized and institutional-authorized, amounts committed to the award for the pre-award spending.

Field Name	Definition / Use
Sponsor Authorization Section
Authorized Amount	The sponsor - authorized amount available to spend.
Effective Date	The start date of the pre-award period.
Comments	Information about this Sponsor Authorization for future reference
Institutional Authorization Section
Authorized Amount	The institution - authorized amount available to spend.
Effective Date	The start date of the pre-award period.
Comments	Information about this Institutional Authorization for future reference.

Payment, Reports & Terms Tab → Payment & Invoices Panel

This section includes tools for setup of payment schedules and invoice requirements for the award.

Field Name	Definition / Use
Payment & Invoices Subpanel Includes the appropriate description of the basis of payment included in the award terms. If a Sponsor Template has been applied to the Award, some of this information may automatically be populated.
Payment Basis	The payment structure upon which the sponsor makes payment to your institution for performance of work on a sponsored project.
Payment Method	The mechanism for obtaining payment as required by the award document.
Document Funding ID	Can be used to enter the DFAFS Number (Department Federal Assistance Financing System). This is applicable to the NIH and Department of Education Awards.
Payment & Invoice Requirements Subpanel Contains details about the payment and invoice cycle and the invoice recipients.
Payment Type	The form name or type of invoice or report required by the sponsor.
Frequency	How often this payment type / invoice is due.
Frequency Base	The date from which Kuali Research will calculate the due dates of report(s) if they must be submitted on a set frequency.
OSP File Copy	The type of copy required by your central office.
Due Date	The invoice / payment due date
Invoice Instructions	Additional invoice instructions.
Recipients Section
Contact Type	The contact role / type.
Name / Organization	The person / organization that should receive the invoice / report.
Number of Copies	The number of invoice / report copies you need to send to this recipient.
Award Payment Schedule Subpanel Allows institutions to enter / track a payment schedule. AwardPaymentScheduleActiveLinks Parameter - Determines how users enter the Preparer and Status values. The object field is followed by the database field in parentheses. N = Enter text for Preparer: submittedBy (SUBMITTED_BY) and Status: status (STATUS). Y = Active links to Person table for Preparer: submittedByPersonId (SUBMITTED_BY_PERSON_ID) and Report Status table for Status: reportStatusCode (REPORT_STATUS_CODE).
Invoice ID	Invoice number.
Due Date	The date the payment is due.
Overdue	The number of days the payment is overdue.
Preparer	The name of the individual who prepared the payment and invoice information for submission.
Status	Invoice status.
Activity Date	The date payment was submitted.
Comments	Additional information.
Amount	Payment amount.
Last Update	System generated timestamp.

Payment, Reports & Terms Tab → Reports Panel

Field Name	Definition / Use
Report Classes Subpanel
Report Type	The form name of report required by the sponsor.
Frequency	How often this report type should be generated / submitted.
Frequency Base	The date from which Kuali Research will calculate the due dates of report(s) if they must be submitted on a set frequency.
OSP File Copy	The type of report copy required by your central office.
Due Date	The report due date
Recipients Section
Contact Type	The contact role / type.
Name / Organization	The person / organization that should receive the report.
Number of Copies	The number of report copies you need to send to this recipient.
Miscellaneous Procurement / Purchasing Subpanel Allows institutions to track if a Small Business Subcontracting Plan is required and the Procurement Priority.
Small Business Subcontracting Plan	Indicates whether the award includes a subcontracting plan that requires monitoring and reporting.
Procurement Priority Code	The code number establishing purchasing priority as indicated in the award.

Payment, Reports & Terms Tab → Terms Panel

Awarded projects usually have terms and conditions describing how to handle categories such as inventions, purchased property, publications, and travel that are associated with the project. Each of these categories may have one or more terms or conditions associated with it.

Most project sponsors have a standard set of terms and conditions for every funded project. Institutions can use the Terms section to look up and record the sponsor’s terms and conditions associated with a category.

Terms is another place where a Sponsor Template provides a significant benefit. The template will apply all the standard terms and conditions, as well as any local terms added. 

Field Name	Definition / Use
Code	The code  and description for the terms and conditions within the category.

Payment, Reports & Terms Tab → Special Approval Panel

This section allows institutions to track data on prior sponsor approval to purchase capital equipment or to pay for foreign travel with award.

Field Name	Definition / Use
Equipment Subpanel
Item	The equipment item you have been approved to purchase.
Vendor	The vendor name from whom this item will be purchased.
Model	The model information of this equipment item.
Amount	The sponsor-approved cost of this equipment.
Foreign Travel Subpanel
Traveler Name	Name of either an employee or non-employee traveler for whom the sponsor has pre-approved foreign travel on this award.
Destination	The place where this traveler is going.
Start Date	The start date of this approved foreign travel.
End Date	The end date of the approved foreign travel.
Amount	The cost which the sponsor has pre-approved for this foreign travel.

Payment, Reports & Terms Tab → Closeout Panel

This section integrates with the Payment, Invoice, and Reports sections to automatically display static closeout reports and due dates, and to provide a checklist for you when it is time to close an award.

Report types and dates on the Award Closeout section are read-only. Kuali Research gets this information from the Payment, Invoice, and Reports sections. 

Field Name	Definition / Use
Archive Location	The location of the closed Award File.
Archive Date	The date the final report on this project was archived.
Final Report	The name or description of a particular final report.
Due Date	The date the final report on this row is due.
Final Submission Date	The date the final report on this row was submitted or mailed to the sponsor.

Special Review Tab

This section contains information pertaining to reviews required for regulatory compliance. Types may be identified, their approval status is recorded, and relevant protocol number, and key date information is displayed.

Field Name	Definition / Use
Type	Indicates which special review, if any, is relevant to the award.
Approval Status	Approval Status of the Compliance / Special Review Type (e.g. Pending, Approved, etc.)
Protocol Number	A unique number assigned by the institution and/or compliance committee to a specific Protocol.
Application Date	The application date the protocol/request for permission to the relevant institutional committee/person was submitted.
Approval Date	The date the Compliance / Special Review was approved.
Expiration Date	The date, after which, the approval expires.
Exemption #	One of six categories of exempt research specified by the Federal Common Rule (45 CFR 46.101(b)). If the proposed project is exempt, as defined by the institutional committees, an exemption number is generally issued, and is entered into this field.
Comments	Additional information relevant to the Compliance / Special Review type.

Custom Data Tab

This section contains institutionally defined supplemental information, also known as Custom Data. These items may be used to collect data not captured by baseline Kuali Research Awards module. Custom Data fields are displayed in tabs and sections within tabs as specified when the custom data fields are configured. 

Comments, Noted, & Attachments Tab → Comments Panel

When the Award Comment Screen Flag column of the Comment code table has a “Yes” value, the Comments section of the Comments, Notes & Attachments page of the Award document displays that Comment Type.

Comments can be loaded via Sponsor Template. 

Kuali Research provides a means to view all previous comment versions when there is a history available. Only one new version of a comment per Award version is permitted regardless of how many times an Award version is saved (or how many changes are made) prior to submission.

Comments, Noted, & Attachments Tab → Notes Panel

Field Name	Definition / Use
Created By	Displays the name of the person who entered the note.
Updated By	Displays the name of the person who last updated the note.
Note Topic	The note topic as entered by the user.
Note Text	Note text as entered by the user.
Restricted?	Select this to restrict the visibility of the note by other users.

Comments, Noted, & Attachments Tab → Attachments Panel 

Field Name	Definition / Use
Last Update	Displays date of last update.
Update By	Displays the name of the person who uploaded / updated the attachment.
Attachment Type	The type of attachment uploaded.
Description	Description text as entered by the user.
File Name	The file name of the attached file/document.

Award Actions Tab → Data Validation Panel 

This section allows users to validate data entered on the award prior to committing a new version of the document.

Here are some parameters that impact award data validation:

• awardUncertifiedKeyPersonnel Parameter - Determines whether award validation behavior when the award include uncertified Key Personnel. 0 = No validation, 1 = validation with warning message, 2 = validation with error message
• enable.award.FnA.validation Parameter - 0=No validation of Award F&A or Benefits rates, 1=Award rates must be entered as valid rate pairs, 2=Single Award rates are validated against Valid Rates table
• option.warning.error.award.FnA.validation Parameter - This parameter is used when parameter enable.award.FnA.validation = 2.If this parameter value = "W" then warning is given after validation and if value= "E" then error is given after validation.

Award Actions Tab → Hierarchy Actions Panel 

The Hierarchy Actions section of the Award Actions page allows you to view key Award details and copy Award information. Additionally, it allows you to navigate to an Award to view it in its entirety from the hierarchy. Lastly, it provides a way for you to create and maintain a hierarchical parent/child structure for an Award.

Field / Button Name	Definition / Use
	Causes the folder icons to close so that a plus + symbol appears, indicating the node is closed so that its contents are hidden and the descendents are not displayed. (The term “descendents” is the equivalent of children, grandchildren, great-grandchildren, and so on; each of which is also referred to as a “node” in the hierarchy.)
	Causes the folder icons to open so that a minus – symbol appears, indicating that the node is open and its contents are shown beneath it, including all descendant nodes.
	Expands to show the display of Detail, Award Copy, and New Child subsections that display field labels and their content, as well as selection and action tools.
	Opens the corresponding Kuali Research Award document in a new browser window (or tab depending on your browser settings).
	new:  Allows you to establish a new Kuali Research Award document that is a copy of the currently-displayed award node. child of:  Allows you to establish a copy of the currently-displayed award node with a new document number and specify that it be a child of an existing award either in the current hierarchy (via dropdown menu selection), or outside the current hierarchy (via lookup).
	new:  Allows you to establish a new child in this hierarchy copy from parent:  Allows you to establish a new child in this hierarchy that IS a copy of the parent award selected award:  Allows you to establish a new child in this hierarchy that is a copy of any other award that is not currently the parent, either by dropdown menu selection (existing hierarchy) or by lookup (not in currently-accessed hierarchy).

Award Actions Tab → Print Panel 

This section allows you to select information to be included in a report, then generate the report, which is a PDF suitable for viewing and printing. This can be done for Award Notice, Award Modification, Award Hierarchy, Time & Money History, and Time & Money Transaction Detail. 

Award Actions Tab → Ad Hoc Recipients Panel 

This section allows users to specify persons or groups who will receive action requests regarding the document. This section allows users to interrupt the normal workflow routing of the document and include individuals or workgroups in the routing path. Ad Hoc Routing does not supersede the normal workflow routing of the document but is in addition to the normal routing. 

Award Actions Tab → Route Log Panel

This section allows users to view document workflow status, actions taken, and future action requests.  

Medusa Tab 

The Medusa page of the Award document displays a graphical representation between one or more Proposal Development, Institutional Proposal and Award e-docs through the use of an expandable / collapsible tree view. These allow for the viewing of parent/child/sibling relationships between linked e-docs. Additionally, you are able to expand the view of summarized key information details about the document, view the notes associated with the document, and open the document from within the Medusa section.