Office of the Comptroller
Project Setup

Grant Fund Continuations

 

Overview

The Grant Fund Continuation Tool supports the transition of payroll funding when a grant is renewed and a new grant fund replaces an ending grant fund.

When a continuation award is issued, Research Accounting Services (RAS) uses this tool to update employee payroll funding from the ending grant fund to the new continuation grant fund. This ensures payroll charges are applied to the correct grant fund going forward.

When the Tool Is Used

The tool is used when:

  • A renewed award results in a new grant fund replacing an ending grant fund.

  • Employees have active job records tied to the ending grant fund.

For these continuation awards, payroll funding will be moved from the old grant fund to the new continuation grant fund as part of the award setup process.

Example:
Fund 90XXX1 (ending grant) is replaced by Fund 90XXX2 (continuation grant). Employees charged to Fund 90XXX1 will have their payroll funding updated to Fund 90XXX2 beginning with the first payroll processed after the effective date.

Department Action Required

No action is required by departments for Grant Fund to Grant Fund continuations processed through this tool.

Research Accounting Services initiates all continuation updates as part of the award setup process and will notify departments when a continuation is processed.

How Payroll Is Updated

The tool applies only to future payrolls.

  • Payroll charges move from the ending grant fund to the continuation grant fund beginning with the first payroll processed after the effective date of the continuation (weekly, biweekly, or monthly).

  • The tool does not make retroactive payroll adjustments.

Departments must continue to submit labor redistributions for any retroactive payroll corrections.

Interaction with EPAFs

If an EPAF is submitted and fully approved before payroll is processed, the EPAF will take precedence over the continuation tool.

Payroll will follow the most recent approved action in place at the time payroll runs.

Phased Implementation

The Grant Fund Continuation Tool is being implemented in phases:

  • Phase 1 (Effective April 1, 2026): Grant Fund to Grant Fund continuations only

  • Phase 2 (Effective July 1, 2026): Addition of Cost Share Funds

  • Phase 3 (Effective October 1, 2026): Transitions from Grant or Cost Share Funds to Unrestricted Funds

Additional information will be provided as future phases are implemented.

 

Continuation Funds FAQ's

It moves payroll funding from an ending grant fund to a new continuation grant fund when a grant is renewed, ensuring charges are applied to the correct fund going forward. Departments do not need to submit an EPAF for Phase 1 continuations.

Research Accounting Services (RAS) administers the tool as part of the grant set-up process and will notify departments when a continuation is processed.

Only for Grant Fund to Grant Fund continuations (e.g., Fund 90XXX1 to Fund 90XXX2).

Cost share funds will be added in Phase 2 (July 1, 2026).

Transitions to unrestricted funds will be available in Phase 3 (October 1, 2026).

No. Existing payroll and EPAF processes remain the same. However, an approved EPAF in place before payroll runs will take precedence.

The tool will not permit movement to or from a terminated grant fund.