Overview

This quick reference guide lists common terms used for business processes that utilize grant funding. Principal investigators will be automatically included in the approval process whenever a grant worktag is used.

Key Terminology

UNI Works Term	Legacy Term	Definition
Award	Grant	Represents the agreement or contract from a 3rd party sponsor. The award captures the issuing sponsor, funding amount, dates, parameters, etc.
Costing Allocation	Labor Distribution Split Funding	Funding source for payroll
Cost Share	Cost Share Match	The portion of project costs covered by the grantee at UNI and not the sponsor. A specific program number will be requested from Financial Accounting & Reporting Services to be used on all cost share transactions.
Expense Report	Employee Reimbursement	Employees can create and submit expense reports to be reimbursed for business related purchases, such as travel. Cost Center Financial Analysts can create and submit expense reports on behalf of an employee as well.
Fund	Fund	The funding source for an award. This will be one of four categories – Federal, State, Local, or Other – and will be automatically populated based on the grant worktag. Where Fund numbers used to indicate a grant in Oracle, UNI Works will utilize grant worktags.
Grant Worktag	Fund	Legacy fund number for a grant prefaced with GR (example: GR-000003 Turtle Conservation-12/24 – 6623). Entering the grant worktag will automatically populate the following fields: Cost Center, Fund, Functional Classification. Grants starting before 7/1/2024 will include the legacy fund number in the grant worktag.
Program Income	Program Income	Income generated using resources provided by the grant. This used to have its own fund number in Oracle. Within UNI Works, it will have its own worktag within the award lines.
Spend Authorization	Travel Authorization	The process to request pre-approval for travel or other reimbursable expenses. This can be done through the OBO Hub or by Cost Center Financial Analysts.
Sub Award	Subaward	A subcontractor assisting with the deliverables of the grant. In Oracle, these used a separate account string. Within UNI Works, each subaward will have its own award line.

Approvals

Whenever a grant worktag is used in a transaction, the principal investigator will automatically be added to the approval workflow. This includes any purchases, contingent employee hiring, costing allocations, and cost share.

Cost Share

If a grant has a cost share component, the department must reach out to Financial Accounting & Reporting Services to request a program number for the cost center that will be used for cost share expenses. This program number will need to be manually added to the transaction worktag.