Award Setup

Contracts and Grants Accounting (CGA) is responsible for completing the setup of both new awards and award modifications in the Research Administration System (RAS) and ultimately generates a Project for the department and PI to use for spending on the award. Once setup is complete, the CGA Service Team notifies the PI, Research Services Analysts (RSA), and OSR Primary Analyst.

Department/RSA Award Setup Responsibilities

Posting Level Department ID

Upon receiving a notification of a new award, the Department/RSA should review and update the Posting Level Department ID in RAS within 24 hours of the time of the notification.  CGA will appropriate the budget within two business days of the new award notification to the submitted Posting Level Department ID. Note that Industry Clinical Trials budgets will not be appropriated until invoices and/or payments are received.

The Posting Level Department ID can be edited on the Award tab of the Award Profile in RAS.

Dept ID entry screen in RAS

RAS Award Information

The Department/RSA is responsible for completing a review of the award information in RAS and communicate any issues with CGA in a timely manner.

Key items to review include:

  • The Award Documents tab
  • The budget
  • Financial and non-financial Milestones
  • The award period

In the RAS Award Profile, there are separate tabs for “Documents” and “Milestones.” The budget totals by period can be reviewed in the “Award Modification” link on the “Award” tab.

RAS Award Summary Page highlighting fields discussed

Additional Projects

Additional Projects can be used to track distinct activities on a single award. They may be necessary to enable separate billing of the activities or be used to reflect different F&A rates between portions of the award located at different locations.

To request additional Projects, complete a UCSF Sponsored Project Award Setup Change Request.

Cost Sharing

The reporting and audit requirements for mandatory committed and voluntary committed cost sharing necessitate tracking the actual commitment and funding for a sponsored project against the contractually committed amount. Cost sharing will only be tracked if there is a compliance requirement.  As part of the post-award process, departments must submit a Cost Sharing Budget Template within 10 working days of receiving an award notice with mandatory committed or voluntary committed cost sharing.  See Cost Sharing on Sponsored Awards for more information about cost sharing procedures at UCSF.