Grant Reporting System (GRS) - Frequently Asked Questions

GRS Access

  • What is the process for adding a Research Assistant (RA) to the Grant Reporting System?
    • The Research Assistant role allow RA’s, which the PI has delegated fiscal review authority over his/her grants, to view grant index reports that have been manually assigned in the Grant Reporting System.   
    • You need to request access to the System using a Request for Access form. Complete the form as directed. Under the Grant Reporting & Reimbursement System heading, check the Research Assistant box, and include the Grant Index/Org information under Other.
  • How do I add a Co-Principal Investigator (Co-PI) to the Grant Reporting System?
    • An after-hours process automatically adds Principal Investigators (PI), Co-PI’s and Fund Financial Managers to the Grants Reporting System when a grant code is added to Banner.
  • How do I add a new grant to a PI’s list of grants? 
    • An after-hours process automatically adds new grants to the Grants Reporting System when the grant code is added to Banner.
    • All other Grants for which the person is not assigned as a PI or Co-Pi in Banner must be manually added by the BIC.
  • I have changed departments and no longer have access to the Grant Reporting System. What do I need to do to restore my access?
    • Each night the Grants Reporting System performs a security audit, disabling user access when there has been a change in employment status or Home Org.
    • To restore your access, you will need to contact your Business Center for assistance with completion and submission of an updated Request for Access form. They will specify on the form which Orgs you are authorized to access in the Grants Reporting System.
  • I need to access My Grants from an off-campus location. What do I do?
    • Access to the Grant Reporting System is authenticated through an OSU onsite security process. In order to access your grant reports remotely, you will need to first login to a Virtual Personal Network (VPN). If you need assistance with VPN, please contact your unit’s IT support personnel.

GRS Reports

  • My Grants report does not show any of my closed grants. Is there a report for closed grants?
    • Grants are included in My Grants and PI Lookup reports for 90 days after the grant end date. You can view a closed grant by entering the Grant Index in the Index Search feature.
  • How do I view account detail in a grant report?
    • Per OSU HR Policy, PI’s are limited to viewing Grant Detail by account rollup only.  Account detail is not available in the “Grant Reports” format which is the only format available for PI’s to view.
    • Grant Accountants have the option of viewing grant reports by Account Rollup (Grant Reports) or by Account Detail (Index Account Reports).
  • What is a non-FIS Encumbrance?
    • These encumbrances are entered manually into the Grant Reporting System by either the Business Center’s grant accountant or PENDING documents in FIS (Fund Types 31-39). The PENDING FIS documents are distinguished by the DocCode ID.
  • The payroll expense encumbrances are too high. Also, the encumbrances are beyond the grant end date. Why is this and is it possible to have the encumbrances modified?
    • Payroll expenses are often encumbered beyond the grant end date for many reasons.
    • The Parameter “Payroll Encumbrances” gives the user the option to view the report with or without Payroll encumbrances that extend beyond the Grant End Date.
    • For more assistance, contact your Business Center payroll representative for more information about the payroll encumbrances.
  • Why is the payroll expense encumbrance detail total higher than what is reported in the Grant Summary?
    • Banner payroll expense encumbrances are posted once a month at month end, therefore, the totals may not be the same in instances where the expense was moved off the grant at mid-month.
  • How do I access My Grant reports when I am away from Corvallis?
    • Access to the Grant Reporting System is authenticated through an OSU onsite security process. In order to access your grant reports remotely, you will need to first login to a Virtual Personal Network (VPN). If you need assistance with VPN, please contact your unit’s IT support personnel.

Printing GRS Reports

  • How do I print a Grant report?
    • In the top right corner of the report, click either the printer icon or the pdf icon. This action exports the report as a pdf which you can then print using your local printer.
  • The wide-format Grant Reports do not print on a single sheet of paper. What do I need to do?
    • The wide format reports are formatted to print as a pdf so all the report columns fit on a single sheet. To print a report on letter-size or legal-size paper, follow the instructions provided in the Printing Wide Format Reports help guide.