Part III - UNM Finance: Practical Applications

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Standard Accounting Resource Manual (SARM)

MSC 0000 00
1 University of New Mexico
Albuquerque, NM 87131

Post Award Documents

Award Notice, Award Modifications,  and Pre-Award Transmittal Sheet

The award notice comes from the granting agency and contains the terms and conditions of the award. The Pre-Award office generates a transmittal sheet which summarizes the award and sends the transmittal and a copy of the award to the department and the CGAO.  If an award is modified (e.g. period of performance or additional funding), the Pre-Award office generates another transmittal sheet to include the modification. 

Notice of Index or Indices

The CGAO will send an email to the department notifying them that an index has been created in Banner.   This will be the index used to expense items to the grant via P-Card, requisitions, payroll, DPEZ, and purchase orders.  Until an index is set up, you cannot expense items to the grant.  You will also receive the Signature Authorization Form with the Index notice.  This form delegates signature authority and indicates the over-expenditure index to be used.

Sub Award Contract and Invoices

If one or more sub awards exist, the Pre-Award office will generate a contract to the subcontractor.  It contains the terms and conditions of the sub award, the budget, and the statement of work.  The subcontractor will submit invoices for payment according to the terms of the award.

Expenditure Documents

These can include copies of DPIs, Journal Vouchers, Purchase Requisitions, stipends, honorariums, internal service invoices, etc.

Reports

Copies of monthly expenditure reports, generated from either Banner or internally, and any reconciliation notes should be filed.