Funding awards

The Program Officer records the funder, award amount, award date and restrictions against the relevant program. The award moves from proposed through approved and active before it is closed. The status marks the award decision; the program keeps its own lifecycle status and budget.

• Record the award. The Program Officer enters the funder, amount, date and restrictions on an award linked to its program.
• Review the terms. The Reviewer checks the restrictions and program before approving a proposed award.
• Follow activation. The Program Officer records Active separately for the award and program, preserving the meaning of each status.

A sponsor offers a restricted award for a program with a wider research budget. The Program Officer adds the restrictions to the award record. The Reviewer checks the program and the permitted expense scope before approving the award. The Finance Officer can then consult that award while reviewing a later expense claim tied to the same program.

Agree who is the independent Reviewer, how restrictions are written so they can be applied consistently, and what makes an award active. Record whether the amount is the entire commitment or the portion usable in the current program period. Decide who records the closed status after the funded work ends.

Plan the first operating cycle before using these records for reporting.

Use an award with a restriction and a proposed expense category. Ask the Reviewer to explain the approval decision from the award and program records. Trace the decision to the linked program without inferring eligibility from the amount alone. Check that a proposed award is not presented as active funding.

When a program has more than one award, the Program Officer should review each award on its own terms. The award date and amount explain when the commitment was recorded; the restrictions explain how it may be used. Before a claim is approved, the Reviewer should find the relevant award and compare its terms with the expense category and evidence. An award that has closed stays part of the program history even when current activity continues under another source of funding.

• Active Funding Awards — Shows active commitments with their programs, amounts and restrictions.
• Awards for review — Lists proposed awards for the Reviewer to assess against their programs.

See the process and check the record model.