Beginning January 18, 2022, UCSF will implement a new process to request billing for fixed price awards, including clinical trials. Department research administrators will initiate and track fixed price billing requests using the Research Administration System (RAS). The new process replaces the current requirement that administrators email requests to [email protected] and will become mandatory for department submission of all fixed price billing requests beginning February 1, 2022.
The new procedure aims to reduce delays and errors that are a result of the manual submission and assignment of requests across multiple systems. Departments will gain greater visibility into the status of each request. Tracking of requests in a single system will allow for improved performance metrics and greater precision in communicating processing timeframes. This change is part of a multi-year project to update and improve invoicing and billing processes at UCSF.
Through a new “CGA Request System” link in RAS, departments will create a “Fixed Price Bill” request, upload invoices directly into RAS, and communicate additional details to their CGA Service Team. The new procedure leverages data available in RAS to auto-assign requests in real time to the appropriate Service Team member. Departments can track the status and history of each request directly in RAS.
How to Prepare for the New Fixed Price Billing Request Procedure
To review the steps required to submit fixed price invoices in RAS:
- Watch a brief demonstration presented at the December 9, 2021 Research Administration Town Hall (MyAccess login required).
- Read the new job aid, How to Submit Fixed Price Invoices in RAS, available on the Controller’s Office website.
If you have questions, contact your CGA Service Team.