10 Each award is assigned a "Responsible Organization" and an "Award Manager". The Responsible Organization is usually the Budget Centre (organizational unit) that has mobilized the funds. The Award Manager usually belongs to the Responsible Organization, and will ensure the award is established and administered in accordance with the terms and conditions of the source contribution.
20 The Award Manager initiates the creation of an award by preparing an Award Activation Request (AAR), and distributes the award to three levels of the organization - Strategic Objective, Major Office and Budget Centre – initially using AAR or later using an Award Distribution Request (ADR). Both the AAR and ADR require the signature of the Award Manager. The Income and Award Unit records the award details and distribution instructions in the GSM from the AAR and ADR.
30 Implementation can begin only after an award has been fully distributed to all three levels, down to the Budget Centre, followed by two further steps: Project Funding and Award Budgeting. Project Funding occurs when the recipient Budget Centre assigns funding to one or more of its workplans. Income and Award Management (IAM) unit or the Regional Budget and Finance Officer records Project Funding in GSM. Award Budgeting involves funding a Top Task within the selected workplan, and approved by the workplan manager. Encumbrances can be created and expenditure incurred against an approved Award Budget.
40 As indicated in section IV.2.6 paragraph 30, under the heading "Accounts Receivable", Award Managers are responsible for monitoring the status of receivables against their awards and ensuring that payments are made in accordance with the timeline in the contribution. The only exception is receivables for Assessed Contributions, which are managed by IAM.
50 The total expenditure in each award should always be positive (i.e. having a debit balance of expenditure). For any awards with negative expenditure (i.e. having a credit balance of expenditure) at the end of the biennium, the negative expenditure will be cleared from the award by FNM and transferred to Non Assessed Income (see section XII.4.2 paragraph 30, last bullet point) before the biennium accounts are closed.
