Project Account Setup
Project Account Setup is a process where sponsor-funded projects have financial accounts created within the university financial system, PeopleSoft General Ledger (GL).
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New Award
Project account set-up is a joint effort between the Office of Research Administration (ORA) and the University of Maine System Accounting (UMSA). For new awards ORA will:
Organizational Prior Approval System (OPAS) Project Create
An OPAS provides PIs with the opportunity to initiate sponsored research or other activities prior to institutional acceptance of an award. Evidence of an intent to fund or a copy of the award is required from the Sponsor and should be included with the OPAS request.
Once approved the OPAS allows PIs and departments to record and track expenditures directly to the project, eliminating the need to charge costs to, and subsequently transfer costs from other unrelated PeopleSoft chartfields.
The general process and timeline for creating a project account under an OPAS is the same as a new award with the exception that under an OPAS, the full budget will not be entered into the GL until the award is received and fully executed.
View more information regarding the policy and procedure of an OPAS.
Continuation Funding for Existing Awards
Continuation funding applies to projects which are approved for multiple years, but funded one year at a time, or in increments. The F&A rate applied to continuation funds will be based upon what was approved at the time of award.
Typically, the PI should see an increase in their budget in GL within 3-5 business days from when they receive notification of the sponsor approved budget increase.
SUPPLEMENTAL FUNDING
Supplemental funding is additional funds above what was initially approved and is considered a new funding segment. The F&A rate applied to supplemental funds will be based upon the rate in effect at the time of the request, unless otherwise directed by the terms and conditions of the awarding agency.
Typically, the PI should see an increase in their budget in GL within 3-5 business days from when they receive notification of the sponsor approved budget increase.
Useful Information & Resources After Project Account Setup
How to Gain Access to a Sponsored Project in GL
For step by step instructions on how to access a sponsored project in GL, visit our instructions. If someone is unable to access the project account after following these steps, it could mean the individual does not have access to the departmental/program code combination specific to that project. Access to a sponsored project is granted by sending a request to umbudget@maine.edu. The PI or designee (if applicable) must be copied on all requests.
Training Opportunities
If you need more assistance or would like this information in a different format for accessibility reasons, please email us at ora@maine.edu.
