The Office of Sponsored Projects Accounting oversees the post-award financial administration of sponsored research for the university, including:

• Award, Award Line, and Grant Worktag information (setup and modification)
• Plan/Budget (detailed budget and reallocation)
• Invoices
• Accounts receivable
• Financial reports
• Expense transfers

I want to request:

• Award, Award Line, Grant Worktag, and/or Plan Creation
• Award, Award Line, and/or Grant Worktag Modification
• Amendment Plan/Budget
• Cost Center Change on Award/Award Line/Grant Worktag 
• Grant or Grant Hierarchy Change 
• Cost transfers (formerly known as non-payroll expense transfer)
• Payroll Accounting Adjustment (formerly known as payroll expense transfer)
• Spend category correction
• Clearing an overdraft
• Clearing a non-payroll unallowable cost
• Internal requisition journal voucher

I want information about:

• Types of Awards and Award Lines
• Available and Restricted Spend Categories on the Grants Worktag – excludes Payroll related spend categories
• Financial reporting
• Account closeout
• Invoicing
• Workday Hub Quick Reference Guides – includes accessing/viewing awards and grants, award tasks, grant dashboards, etc.
• Workday Financial Management Reporting – includes former Account Status Report / Available Balance report
• Grants Management Training
• Total payments received
• Year-end closing procedures/deadlines
• IRS Form W-9
• Bank verification letter
• Bank accounts and routing numbers

Announcements

• SPA UPCOMING OFFICE HOURS:
  • In observance of the upcoming Thanksgiving Holiday, the SPA Office will be closed on Thursday, November 28th and Friday, November 29th, and will return to normal business hours on Monday, December 2nd, 2024.
  • In observance of the upcoming University’s Winter Recess, the SPA Office will be closed Tuesday, December 24th, 2024 to Friday, January 3rd, 2025, and will return to normal business hours on Monday, January 6th, 2025.

• FY22 Transactions with Incorrect FD Worktag:
• If you are inquiring about payroll transactions under Grant Driver Worktag with incorrect fund worktag that need to be fixed, depending on your role access, you can find transactions by running the following reports:
  1. Find Journal Lines
  2. Grant Detail Balances
  3. USC Labor Distribution Detail
• Grant Worktags should only be assigned with FD007, FD008, or FD009. Incorrect Fund Worktag are correcting using Workday Payroll Accounting Adjustments (PAA). Additionally, review any related Payroll Costing Allocations (PCA) to ensure the proper Fund Worktag is updated. If you have any questions on PCA, please contact Payroll Services.

• Workday Grant Management Changes effective March 1st (Cayuse Go-Live).
  • Integration to initiate new award records, then SPA will complete the award creation process in Workday.
    • Note: Award Amendment/Modification will continue to be manually processed from Cayuse to Workday.
  • Automatically creates specific Grant ID Worktags (master and/or satellites).
    • Creates new Master Award Line/Grant ID Worktag.
    • Creates new Satellite Award Lines/Grant ID Worktags when designated on awarded agreement/Cayuse:
      • Restricted Funds, including Participate Support Costs.
      • Subawards, if the subrecipient is provided to DCG to enter in Cayuse.
      • Cost Share. Note: Cost Sharing related to waived F&A does not require a Grant ID Worktag.
  • Satellites not created via integration will still require the “Grant Award Line Establishment” Workday Business Form.
    • Internal Satellites (Genomic Arrays, segregation for internal purposes, etc.)
    • Subaward, if not created via integration.
  • Workday Award record will have a link to the Cayuse Award under the Proposal ID field.
  • There is no award budget breakdown integration at this time.
  • SPA Accountant not listed in Cayuse, please refer to SPA’s website to locate the Award Contract Owner. 

• SPA 2021/2022 Workday Fiscal Year-End Closing Procedures/Deadlines:
  

  Workday Tasks	Deadline
  Payroll Accounting Adjustments	Submit into SPA’s inbox by Wednesday, 7/13/2022 to be considered for FY 2021/2022.
  Non-Payroll Accounting Adjustments / Cost Transfers / Journals related to Grant worktags	Submit into SPA’s inbox by Friday, 7/22/2022 to be considered for FY 2021/2022.
  Budget Amendments	Submit into SPA’s inbox by Wednesday, 7/27/2022 with Amendment Date with June 2022 to be considered for FY 2021/2022.

• Workday Financial Released on July 6!
  Our website now has new content regarding information and procedures for Grants Management related Workday processes. Please visit the the USC Workday Imagine website for more information about Workday.

• SPA 2020/2021 Year-End Closing Procedures/Deadlines are now available!
  View our Year-End Closing Procedures/Deadlines memo for procedures and due dates related to SPA processes. UPDATE: Due to the 13-series close extension, Detailed Budget and SPA Budget Reallocation submission dates have been extended to Friday, July 23, 2021.

• NEW Process regarding Satellite Establishment for Subawards!
  Effective November 1, 2020, each new subaward issued under a new or existing award, will be set up under a unique satellite account in KFS. This change is to streamline the conversion of financial data from KFS to Workday Finance. See the notice form the IMAGINE Finance Transformation Team and SPA’s email announcement.

• Per the university’s guidance regarding the COVID-19 pandemic, our office will be closed until further notice and will continue to operate remotely during our normal business hours. Please refer to the following information to accommodate for the change. **UPDATE 2023** SPA office continues to work remotely except for Wednesday in which are work on-site. 
  
  • • Mail – All mail and packages will be delivered to our office, please add our mail code “8001” in the address to ensure accurate/timely delivery. For example:

      Sponsored Projects Accounting Office
      3500 South Figueroa Street, Suite 102
      Los Angeles, CA 90089-8001
      OR
      Via campus mail: UGB 102 – MC 8001

  • • Contact – Should you have any questions or concerns, we recommend contacting our staff via email.
      

      Name	Email Address	Phone Number
      Andy Castillo	andycast@usc.edu	(213) 740-0403
      Bodrae Choi	bodraech@usc.edu	(213) 821-6404
      Carmen Martinez	carmenma@usc.edu	(213) 821-6414
      Carol Chau	chauc@usc.edu	(213) 821-6422
      Cindy Lee	cmlee@usc.edu	(213) 740-5381
      Edith Ducy	ducy@usc.edu	(213) 740-0401
      Francis Hui	huifranc@usc.edu	(213) 821-6408
      Genesis Gutierrez	genesisg@usc.edu	(213) 821-6412
      Gina Galang	fernando@usc.edu	(213) 821-6403
      Hiyori Tokairin	htokairi@usc.edu	(213) 821-6426
      Jonathan Mendonca	jmendonc@usc.edu	(213) 821-1384
      Monica Pupo	pupo@usc.edu	(213) 740-1253
      Norma Ramirez	nlramire@usc.edu	(213) 821-6424
      Robin Yang	xdy@usc.edu	(213) 821-6409
      Seth Conrad	sethconr@usc.edu	(213) 821-1319
      Shawn Suzuki	shawnsuz@usc.edu	(213) 821-6405
      Stacey Arthur	sarthur@usc.edu	(213) 821-6406
      Ted Liu	tedliu@usc.edu	(213) 821-6413
      Yanina Diaz	yaninadi@usc.edu	(213) 821-0501

• • SPA Lockbox Officially Closed:
    As of June 4, 2019, SPA is no longer receiving payments through our lockbox address (File No. 52095, Los Angeles, CA 90074-2095). Please forward all payments to our physical address:

    Sponsored Projects Accounting Office
    3500 South Figueroa Street, Suite 102
    Los Angeles, CA 90089-8001