eBridge Support

Reconcile Award

When the Grants & Contracts Office (GCO) receives the grant award notification, GCO will update the award information in eBridge.  They will adjust the award periods if necessary and will enter the award amounts.  If the award amount is different than the proposed amount, the funding proposal will go to the “Awarded Pending Reconciliation” state whereby the Budget Specialist and/or the Primary Department Administrator will reconcile the award in eBridge.  Grants & Contracts Office will always award the grant pending reconciliation so other information can be updated in the Funding Proposal such as personnel, TBD, centers, subcontracts and/or travel.

Roles:  Budget Specialist (BS), Primary Department Administrator (PDA)

Steps:

1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
2. Make sure the Proposal Team role is selected from the top-left corner.
3. Select the Funding Proposal Name from My Inbox tab.
4. Update Funding Proposal SmartForm:
   1. Update the Funding Proposal SmartForm as you see appropriate, i.e. Personnel, TBD, centers, subcontracts, travel, etc.
   2. If personnel were added to the budget, make sure they "Agree to Participate", salary information is added to Page W. of the Budget, and their resources are approved.
   3. If personnel are to be removed from the budget, make sure their name(s) are deleted from the Funding Proposal SmartForm, Page B, and are deleted from the Budget SmartForm, Page W.
5. Reconcile the Budget SmartForm:
   1. From the “Funding Proposal Workspace” note the added section in the center of the page: Initial Proposed Budget Summary and Initial Award Summary.
   2. From the “Funding Proposal Workspace” scroll down to the bottom of the page.
      1. If the initial proposed budget summary & the initial award summary are not the same, you will see two budgets:
         1. Budget Under Reconciliation or Awarded Budgets
         2. Proposed Budget
   3. Select the “Budget Under Reconciliation or Awarded Budgets” SmartForm [Open] drop-down menu and select the first page of the budget - (R)-T. Budget Under Reconciliation.
      1. Reconcile the budget for the period(s) identified on Page (R)-T. Budget Under Reconciliation, Question 1.0.
   4. On the Budget Summary page, the Reconciliation Offset period(s) that need(s) to be reconciled is in a green font.
      1. Since the reconciliation offset includes the F&A costs, subtract the F&A from the reconciliation offset to determine the amount that needs to be adjusted on the budget.
      2. Example:  $68,879 ÷ 1.52 = $45,315 (Reconciliation offset amount ÷ 1 & the F&A rate for the specific funding proposal = amount to reconcile on the budget)
      3. Adjust the reconciliation offset amount as you see appropriate on the budget pages including subcontracts.
6. Forward the Reconciled Award:
   1. After the reconciliation information is complete, forward the reconciled award.
      1. If the Budget Specialist (BS) reconciled the award, then the BS will select the Forward Reconciled Award to PDA link from the left-hand column in the “Funding Proposal Workspace” for the Primary Department Administrator to review and approve.  Click OK.
      2. If the Primary Department Administrator (PDA) reconciled the award, then the PDA will select the Forward Reconciled Award to GCO link from the left-hand column in the “Funding Proposal Workspace”.  Click OK.
         1. If you were unable to reconcile the offset to zero, you must attach an excel budget spreadsheet showing why you were unable to reconcile the offset to zero when selecting the activity to Forward Reconciled Award to GCO.
7. The budget reconciliation activity is now complete.