Coming later this month, Award Verification Tool users will see several new enhancements to the web version of the application. In response to feedback from UCSF’s research administration community, the following new features aim to streamline the user experience:
Buttons to verify individual awards and review individual projects are replaced by checkboxes. Save time by selecting multiple awards or projects before verifying or reviewing.
Verify and review buttons in section headers have a new color scheme to enhance visibility.
The display settings you select for each dashboard section...
Starting April 2024, Contracts and Grants Accounting (CGA) will streamline escalation notifications for awards that are out of compliance with the award verification process.
Here’s what you need to know:
Quarterly Notification Schedule: the simplified escalation process will send quarterly notifications for overdue awards in January, April, July, and October.
Verifications Past Due by One to Three Months: the Principal Investigator (PI) and Research Services Analyst (RSA) will receive notification of all awards with verifications up to three months overdue. RSA notifications will group...
We have reached capacity for the April and May sessions of the current Post Award Management (PAM) training series. If you are registered and will not be able to attend, please cancel your registration in the UC Learning Center to make your seat available.
The next PAM training series will be announced soon. We encourage new research administrators to review post award financial administration guidance on the Controller’s Office website and to stay informed by joining the Research Administration forum on Microsoft Teams.
If you have questions about using the UC Learning Center, contact...
The next Research Administration (RA) Town Hall will take place on Thursday, March 14, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We have updated the current series format to provide more interaction between instructors and fellow learners. We encourage all new research administrators and those seeking a refresher to join us.
Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:
Mar 21, 2024: Cash and Collections for Sponsored Projects
Apr 18, 2024: Financial Reporting...
On January 29, 2024, the National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2024 salary limitation under NOT-OD-24-057 (opens in new window). NIH is currently operating under a Continuing Resolution. The “Further Continuing Appropriations and Other Extensions Act, 2024” (Public Law 118-22 (opens in new window)) applies the terms and conditions of the Consolidated Appropriations Act, 2023. These terms and conditions of the Appropriations Act restrict the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of...
Since its re-launch in September 2023, the enhanced Proposal and Award Metrics Dashboard (PAMDash) has received over 3,000 views. If you did not attend our earlier training sessions, now is the perfect time to get acquainted with the dashboard.
Whether you are a regular user or you have not yet explored PAMDash, join us for one of two office hour sessions for a dashboard overview and to get answers to your questions. Contracts and Grants Accounting will also share what is planned for the next round of enhancements and want to hear your feedback.
Join our office hours (opens in new...
Due to a limited number of registrations, we rescheduled the previously announced January Q&A sessions to Tuesday, February 6, from 2-3 p.m.
The live Q&A session will provide answers to follow-up questions after watching the video presentation, Trainee Appointment and Compensation Review Under the New Collective Bargaining Agreements (CBAs) (opens in new window).
Upon watching all four sections of the presentation in the UC Learning Center, participants will receive an email link to register for a live Q&A session. To help us address everyone’s questions, please include...
The next Research Administration (RA) Town Hall will take place on Thursday, March 14, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We have updated the current series format to provide more interaction between instructors and fellow learners. We encourage all new research administrators and those seeking a refresher to join us.
Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:
Feb 22, 2024: Billing for Sponsored Projects
Mar 21, 2024: Cash and Collections for Sponsored Projects
Apr 18, 2024:...
Mark your calendar for the next Research Administration (RA) Town Hall that will take place on Thursday, March 14, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams:
Sign into Microsoft Teams and navigate to the Teams page....
As previously announced, a new video presentation, Trainee Appointment and Compensation Review Under the New Collective Bargaining Agreements (CBAs) (opens in new window), is now available in the UC Learning Center.
After watching all four sections of the presentation, participants will receive an email link to register for a live Q&A session. Sessions will be offered via Zoom from 1 – 2 p.m. on Wednesday, January 17 and Wednesday, January 24. To help us address everyone’s questions, please include your questions when you submit your registration.
We strongly encourage all research...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us for the latest series.
Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:
Jan 25, 2024: Award Setup for Sponsored Projects
Feb 22, 2024: Billing for Sponsored Projects
Mar 21, 2024: Cash and Collections for Sponsored Projects
Apr 18, 2024: Financial...
Mark your calendar for the next Research Administration (RA) Town Hall that will take place on Thursday, March 14, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams:
Sign into Microsoft Teams and navigate to the Teams page....
The next Research Administration (RA) Town Hall will take place on Wednesday, December 13, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
In December 2022, the University of California and employees represented by the United Auto Workers (UAW) reached new collective bargaining agreements for represented Postdoctoral Scholars and Academic Researchers and Academic Student Employees and Graduate Student Researchers.
Contracts and Grants Accounting, the Office of Sponsored Research, and UCSF Human Resources have produced a video presentation to assist research administrators in understanding the various appointment combinations and funding requirements for Postdoctoral Scholars, GSRs, and Residents/Clinical Fellows under the new...
This is a reminder that the next Research Administration (RA) Town Hall will take place on Wednesday, December 13, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page....
A few seats remain for the final module of the current Post Award Management (PAM) training series. Log into the Post Award Management (PAM) training series (opens in new window) to register for the December 14, 2023, session on Compliance for Sponsored Projects.
Presented twice per year in five modules, PAM training is designed to introduce new research administrators to post award processes. It is also recommended for anyone seeking a knowledge refresher.
The first series of 2024 is also available for registration:
Jan 25, 2024: Award Setup for Sponsored Projects
Feb 22, 2024: Billing...
Contracts and Grants Accounting (CGA) is pleased to share the following additional enhancements to the Research Administration System (RAS) to further aid department research administrators in identifying and reconciling sponsored research payments. These changes are part of the CGA Support Team’s ongoing efforts to streamline sponsored research collections and payment processes, to improve transparency, and to improve internal controls.
Better Labeling to Identify Payment Entered Dates
To better reflect data displayed in RAS and to avoid unnecessary confusion:
The Deposit/Payment...
In December 2022, the University of California and employees represented by the United Auto Workers (UAW) reached new collective bargaining agreements (opens in new window) for represented postdoctoral scholars and academic researchers (opens in new window) and academic student employees and graduate student researchers. (opens in new window)
Contracts and Grants Accounting, the Office of Sponsored Research, and UCSF Human Resources are creating a new video-based presentation to help research administrators address how to handle funding under the new bargaining agreements.
This one-hour...
The next Research Administration (RA) Town Hall will take place on Wednesday, December 13, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create team...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We have updated the current series format to provide more interaction between instructors and fellow learners. We encourage all new research administrators and those seeking a refresher to join us.
Currently scheduled and available for registration:
November 16, 2023: Financial Reporting and Award Closeout for Sponsored Projects
December 14, 2023: Compliance for Sponsored Projects
Log into the UC Learning...
The next Research Administration (RA) Town Hall will take place on Wednesday, December 13, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create team...
Are you wondering how the Proposal and Award Metrics Dashboard (PAMDash) can help enhance research administration for your department? Join the Controller's Office Contracts and Grants Accounting team for an upcoming demonstration session to see new dashboard enhancements, walk through common scenarios for using the dashboard, and get answers to your questions. Complete this registration (opens in new window) to attend (UCSF authentication required).
Are you wondering how the Proposal and Award Metrics Dashboard (PAMDash) can help enhance research administration for your department? Join the Controller's Office Contracts and Grants Accounting team for an upcoming demonstration session to see new dashboard enhancements, walk through common scenarios for using the dashboard, and get answers to your questions. Complete this registration (opens in new window) to attend (UCSF authentication required).
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We have updated the current series format to provide more interaction between instructors and fellow learners. We encourage all new research administrators and those seeking a refresher to join us.
Currently scheduled and available for registration:
October 19, 2023: Cash Management and Collections for Sponsored Projects
November 16, 2023: Financial Reporting and Award Closeout for Sponsored Projects
December...
Are you wondering how the Proposal and Award Metrics Dashboard (PAMDash) can help enhance research administration for your department? Join the Controller's Office Contracts and Grants Accounting team for an upcoming demonstration session to see new dashboard enhancements, walk through common scenarios for using the dashboard, and get answers to your questions. Complete this one-time registration (opens in new window) to attend (UCSF authentication required).
Are you wondering how the Proposal and Award Metrics Dashboard (PAMDash) can help enhance research administration for your department? Join the Controller's Office Contracts and Grants Accounting team for an upcoming demonstration session to see new dashboard enhancements, walk through common scenarios for using the dashboard, and get answers to your questions. Complete this one-time registration (opens in new window) to attend (UCSF authentication required).
The Award Verification Tool mobile app makes it easy and convenient to complete essential tasks even when you’re away from your computer. It offers the flexibility to review projects and verify awards on the go, helping to ensure timely verification and resolution of any verification findings.
This powerful tool launched in December 2021 for Apple iOS and in February 2022 for Android devices. We have recently added a number of enhancements to improve your experience using the app, including an added feature for Apple iOS users to enable Face ID authentication. You can keep track of all...
This month, UCSF released the first major update to the Proposal and Award Metrics Dashboard (PAMDash) since its initial 2016 release. PAMDash provides self-service access to proposal and award data and was created in response to the growing need for departments to monitor extramural funding metrics.
Contracts and Grants Accounting (CGA) and the Office of Sponsored Research (OSR) collaborated with stakeholders across UCSF’s research administration community to deliver five key enhancements that offer new insights into managing proposal and award activity:
A new option to view proposal and...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We have updated the current series format to provide more interaction between instructors and fellow learners. We encourage all new research administrators and those seeking a refresher to join us.
Currently scheduled and available for registration:
September 21, 2023: Billing for Sponsored Projects
October 19, 2023: Cash Management and Collections for Sponsored Projects
November 16, 2023: Financial Reporting...
The next Research Administration (RA) Town Hall will take place on Thursday, September 28, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create team...
In August, Contracts and Grants Accounting will host weekly demonstration sessions to review the features of the new Deposit/Payment Inquiry Report and answer related questions.
Complete this one-time registration (opens in new window) to receive the Zoom link to join this session (UCSF authentication required).
In August, Contracts and Grants Accounting will host weekly demonstration sessions to review the features of the new Deposit/Payment Inquiry Report and answer related questions.
Complete this one-time registration (opens in new window) to receive the Zoom link to join this session (UCSF authentication required).
In August, Contracts and Grants Accounting will host weekly demonstration sessions to review the features of the new Deposit/Payment Inquiry Report and answer related questions.
Complete this one-time registration (opens in new window) to receive the Zoom link to join this session (UCSF authentication required).
Last month, Contracts and Grants Accounting (CGA) announced how the new Deposit/Payment Inquiry Report can help research administrators identify and reconcile sponsored research payment activity. CGA is excited to share how the following new report enhancements further streamline the collections and payment process.
Unapplied Cash Deposits Integration
Deposits logged weekly in the Unapplied Cash Deposits list are now integrated into the Deposit/Payment Inquiry Report in the Research Administration System (RAS). Authorized users can review and download unapplied cash data directly...
The next Research Administration (RA) Town Hall will take place on Thursday, September 28, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create team...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. For the new series beginning this month, we have tailored the session format to provide more interaction between instructors and fellow learners. We encourage all new research administrators and those seeking a refresher to join us.
Currently scheduled and available for registration:
August 24, 2023: Award Acceptance and Setup for Sponsored Projects
September 21, 2023: Billing for Sponsored Projects
October 19...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
The next Research Administration (RA) Town Hall will take place on Thursday, September 28, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or...
The Contracts and Grants Accounting (CGA) Support Team is pleased to announce two recent enhancements that are part of our ongoing efforts to streamline sponsored research collections and payment processes and to improve internal controls.
RAS Award Contacts
As part of our collections communication strategy, CGA sends monthly notices to sponsors for awards with new outstanding balances over 120 days. Beginning July 2023, CGA will copy the department's Research Services Analyst (RSA) on these monthly communications to facilitate better collaboration.
Campus departments often maintain...
Effective July 1, 2023, it is mandatory for departments to submit all fixed price billing requests via the Research Administration System (RAS). Any requests submitted using another method will be returned without being processed.
UCSF implemented a new procedure in January 2022 to initiate fixed price billing requests, including clinical trials, using RAS. The new process aims to reduce delays and errors that are a result of the manual submission and assignment of requests across multiple systems. It also provides department research administrators with greater visibility into the status of...
The next Research Administration (RA) Town Hall will take place on Thursday, September 28, from 10 a.m. to noon via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create team...
As of July 1, 2023, the administration of all sponsored projects from Benioff Children’s Hospital Oakland has transferred to UCSF. Every sponsored project is required to have a UCSF faculty member designated as the Principal Investigator (PI) and a Dept ID within the SFCMP Business Unit designated as the owner.
Proposal and award management roles and responsibilities follow UCSF’s regular project lifecycle:
The Office of Sponsored Research manages all proposal preparation, negotiation, and award execution.
The PI and department are responsible for overall award management.
Controller’s...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
August 24, 2023: Award Acceptance and Setup for Sponsored Projects
September 21, 2023: Billing for Sponsored Projects
October 19, 2023: Cash Management and Collections for Sponsored Projects
November 16, 2023: Financial Reporting and Award Closeout for...
Effective July 1, 2023, the Facilities and Administrative (F&A) indirect cost recovery rate for State of California funded agreements will increase to 35% for on-campus awards. The indirect cost recovery rate for projects performed off-campus will remain at a maximum of 25% of Modified Total Direct Costs (MTDC).
Rates as of February 2023 are as follows.
Period
On-Campus
Off-Campus
July 1, 2022 through June 30, 2023
30%
25%
July 1, 2023 through June 30, 2024
35%
25%
These rates do not apply to funds originating from a federal award...
The next Research Administration (RA) Town Hall will take place on Thursday, June 22, 2023, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
Instructions to join the Research Administration forum on Microsoft Teams are available on the Controller's Office website.
The next Research Administration (RA) Town Hall will take place on Thursday, June 22, 2023, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. Contracts and Grants Accounting presents the PAM series twice per year in five separate modules.
The final module of the current series, Financial Reporting and Award Closeout for Sponsored Projects, will be presented on Thursday, May 25, 2023, from 9:30 to 11 a.m.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via...
As previously announced, the Student Accounting function has moved from Contracts and Grants Accounting (CGA) to join the newly-formed Accounts Receivable and Banking Services team. Contracts & Grants Accounting Service Team 1 (opens in new window) continues to support post-award research administration functions, such as termination notices and award management, for all fellowships and training grants:
Student fellowships (designated by the agreement type FEL)
Training grants (designated by Federal awards with the funding mechanism of D43, D71, T01, T02, T08, T09, T15, T20, T32, T34...
The next Research Administration (RA) Town Hall will take place on Thursday, June 22, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. Contracts and Grants Accounting presents the PAM series twice per year in five separate modules.
Currently scheduled and available for registration:
April 27, 2023: PAM4 - Cash Management and Collections for Sponsored Projects
May 25, 2023: PAM5 - Financial Reporting and Award Closeout for Sponsored Projects
Log into the UC Learning Center (opens in new window) to...
A revised version of the Cost Sharing Budget Template is now available for download from the Controller's Office website. The redesigned template includes three new features to help departments streamline their work and to ensure compliance with University and federal policy:
Use a dropdown menu to select the type of "Cost Sharing Funding Source" that will be used to cover the commitment. Available options to choose from are: Dept. Discretionary, Faculty Practice, Faculty Practice GME, PI Discretionary, Professional Fees, and Other.
The form now requires the signature of the Department...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
March 23, 2023: PAM3 - Billing for Sponsored Projects
April 27, 2023: PAM4 - Cash Management and Collections for Sponsored Projects
May 25, 2023: PAM5 - Financial Reporting and Award Closeout for Sponsored Projects
Log into the UC Learning Center (...
The next Research Administration (RA) Town Hall will take place on Thursday, March 16, from 9:10 to 11 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create team...
A revised version of the Late Cost Transfer Policy Exception Request Form is now available on the Controller’s Office website. The updated form aims to streamline departmental preparation and to reduce the review and approval time by Contracts and Grants Accounting (CGA).
Here are four new features of the updated form:
You must indicate a "Reason for Late Cost Transfer". Selecting the appropriate reason will ensure your request is quickly routed to the appropriate CGA approver.
Driver
Reason
CGA Approver
Sponsor
Late Receipt of the Award...
The next Research Administration (RA) Town Hall will take place on Thursday, March 16, from 9:10 to 11 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create team...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
February 23, 2023: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 23, 2023: PAM3 - Billing for Sponsored Projects
April 27, 2023: PAM4 - Cash Management and Collections for Sponsored Projects
May 25, 2023: PAM5 - Financial Reporting and...
The National Institutes of Health (NIH) and the Agency for Healthcare Research and Quality (AHRQ) published updated information regarding the Fiscal Year 2023 salary limitation under NOT-OD-23-056 (opens in new window) and NOT-HS-23-005 (opens in new window) respectively. The Further Consolidated Appropriations Act, 2023 (Public Law 117-328 (opens in new window)), signed into law on December 29, 2022, restricts the amount of direct salary which may be paid to an individual under an HHS grant, cooperative agreement, or applicable contract to a rate no greater than Executive Level II of the...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
January 26, 2023: PAM1 - Compliance for Sponsored Projects
February 23, 2023: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 23, 2023: PAM3 - Billing for Sponsored Projects
April 27, 2023: PAM4 - Cash Management and Collections for...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
The final module of the current series, PAM5: Financial Reporting and Award Closeout of Sponsored Projects, will be held on Thursday, December 15, from 9:30 to 11 a.m. Look for the next PAM training series schedule in the January edition of the Controller’s Office Newsletter.
Log into the UC Learning Center (...
The next Research Administration (RA) Town Hall will take place on Tuesday, December 13, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create...
Two recent updates to the web version of the Award Verification Tool make it faster to find information to review and verify.
New way to navigate the Award Project Summary Page: For one-click navigation through a PI's award portfolio, use the arrow icons instead of selecting from the dropdown menu. A counter indicates where you are within the list of awards in the PI’s portfolio.
Payroll Summary report results by Activity Period: You can now filter the report by one or more Activity Period. You will see the new Activity Period(s) filter once you select a Project....
The next Research Administration (RA) Town Hall will take place on Tuesday, December 13, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
November 17, 2022: PAM4 - Cash Management and Collections for Sponsored Projects
December 15, 2022: PAM5 - Financial Reporting and Award Closeout for Sponsored Projects
Log into the UC Learning Center (opens in new window) to register. PAM training...
The next Research Administration (RA) Town Hall will take place on Tuesday, December 13, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
To join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams and navigate to the Teams page.
Click Join or create...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
October 27, 2022: PAM3 - Billing for Sponsored Projects
November 17, 2022: PAM4 - Cash Management and Collections for Sponsored Projects
December 15, 2022: PAM5 - Financial Reporting and Award Closeout for Sponsored Projects
Log into the UC Learning...
The next Research Administration (RA) Town Hall will take place on Thursday, September 15, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
In preparation for the Town Hall, we encourage you to join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
September 26, 2022 (NEW DAY & TIME): PAM2 - Award Acceptance and Setup for Sponsored Projects
October 27, 2022: PAM3 - Billing for Sponsored Projects
November 17, 2022: PAM4 - Cash Management and Collections for Sponsored Projects
December 15, 2022...
The next Research Administration (RA) Town Hall will take place on Thursday, September 15, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
In preparation for the Town Hall, we encourage you to join the new Research Administration forum on Microsoft Teams.
Sign into Microsoft Teams...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
The next series begins this month. Currently scheduled and available for registration:
August 25, 2022: PAM1 - Compliance for Sponsored Projects
September 29, 2022: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 27, 2022: PAM3 - Billing for Sponsored Projects
November 17, 2022:...
As announced previously, the Effort Reporting System (ERS) was retired effective June 30, 2022. The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. All effort reports, including related certification activity through June 30, 2022, have been archived.
Certification for the few remaining outstanding effort reports will now need to be handled manually outside of ERS. The Contracts and Grants Compliance team will provide instructions on how to manually certify an effort report to impacted departments.
Effort...
The California Institute for Regenerative Medicine (CIRM) has implemented a new salary cap, effective July 1, 2022. The CIRM salary cap has increased from $284,000 to $301,000 per year at 100% FTE.
The new salary cap can be used for existing awards, and funds can be re-budgeted to accommodate the increase in salary starting July 1. However, incremental salary charges must be covered by existing CIRM funds; no additional CIRM funds will be provided to cover the increase. Future proposals should be submitted using the increased cap for budgeting purposes.
The CIRM salary cap specifies the...
The next Research Administration (RA) Town Hall will take place on Thursday, September 15, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
In preparation for the Town Hall, we encourage you to join the new Research Administration forum on Microsoft Teams.
Sign...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
August 25, 2022: PAM1 - Compliance for Sponsored Projects
September 29, 2022: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 27, 2022: PAM3 - Billing for Sponsored Projects
November 17, 2022: PAM4 - Cash Management and Collections for...
Guidance for research administrators on the National Institutes of Health (NIH) childcare reimbursement process was updated in March regarding supplemental funds to defray childcare costs for eligible fellows and trainees funded through Ruth L. Kirschstein National Research Service Awards (NRSA). The Agency for Healthcare Research and Quality (AHRQ) has adopted the same guidance with the publications of:
NOT-HS-22-013: AHRQ Announcement of Childcare Costs Allowance for Ruth L. Kirschstein National Research Service Award (NRSA) Individual Fellows (F32s) (opens in new window)
NOT-HS-22-014...
Last month, Contracts & Grants Accounting (CGA) announced plans to retire the Effort Reporting System (ERS) by June. Users will be unable to access ERS after June 30, 2022. Effort reports and related activity through June 30, 2022, will be archived.
All effort reports must be certified prior to being archived. CGA is following the established effort report escalation process to complete outstanding effort reporting certifications for all previous cycles. The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020.
If...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
August 25, 2022: PAM1 - Compliance for Sponsored Projects
September 29, 2022: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 27, 2022: PAM3 - Billing for Sponsored Projects
November 17, 2022: PAM4 - Cash Management and Collections for...
The next Research Administration (RA) Town Hall will take place on Thursday, June 16, 2022, from 9:30 - 11:30 a.m. via Zoom.
Town Hall communications for the UCSF Research community have transitioned from Chatter to Microsoft Teams. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
In preparation for the...
On March 25, 2022, the National Institutes of Health (NIH) and the Agency for Healthcare Research and Quality (AHRQ) issued NOT-OD-22-099 - Upcoming Changes to the Federal Financial Report (FFR) Beginning April 1, 2022 (opens in new window), which removed the requirement to submit a Federal Cash Transaction Report (FCTR) quarterly. While this notice specifically indicates this was for NIH and AHRQ funding, HHS provided further clarification that this change is applicable to all other HHS Operating Divisions.
For all direct funding from HHS agencies, UCSF has previously submitted an FCTR...
As a result of the transition to award verification, Contracts & Grants Accounting (CGA) plans to retire the Effort Reporting System and archive effort reports by June 2022. This date is an extension to the previously announced target retirement date of December 2021.
All effort reports must be certified prior to being archived. The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. CGA has been working with the appropriate contacts to complete outstanding effort reporting certifications for all previous cycles...
The next Research Administration (RA) Town Hall will take place on Thursday, June 16, 2022, from 9:30 - 11:30 a.m. via Zoom.
Town Hall communications for the UCSF Research community have transitioned from Chatter to Microsoft Teams. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings.
In preparation for the...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
The final module of the current series, PAM5: Financial Reporting and Award Closeout of Sponsored Projects, will be held on Thursday, May 19, from 9:30 to 11 a.m.
Log into the UC Learning Center (opens in new window) to register. PAM training modules are presented via Zoom webinar. If you have any questions...
Diversity supplements are administrative supplements sponsored by the National Institutes of Health (NIH). They are intended to improve the diversity of the research workforce by recruiting and supporting post-baccalaureate, pre-doctoral students, post-doctorates, and eligible investigators from groups that have been shown to be underrepresented in health-related research. This supplement opportunity is also available to Program Directors(s)/Principal Investigator(s) of research grants who are or become disabled and need additional support to accommodate their disability in order to continue...
The next Research Administration (RA) Town Hall will take place on Thursday, June 16, 2022, from 9:30 - 11:30 a.m. via Zoom.
As previously announced, Town Hall communications for the UCSF Research community have transitioned from Chatter to Microsoft Teams. We will communicate further details about the Town Hall through the Research Administration forum on Microsoft Teams. We use Teams to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Teams to submit topic requests for upcoming Town Hall meetings...
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
April 21, 2022: PAM4 - Cash Management & Collections for Sponsored Projects
May 19, 2022: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC Learning Center (opens in new window) and search for "PAM"...
A new reference guide on the National Institutes of Health (NIH) childcare reimbursement process provides guidance to research administrators on the handling of supplemental funds to defray childcare costs for eligible fellows and trainees funded through Ruth L. Kirschstein National Research Service Awards (NRSA). It describes the process at UCSF from proposal through award closeout and was developed by a cross-functional team from the Office of Sponsored Research, Contracts & Grants Accounting, Supply Chain Management, and UCSF’s Payroll Office.
Background
In 2021, the NIH recognized...
Cost Sharing commitments must be monitored and reported when they are either mandatory committed or voluntary committed under the federal definitions found in the Uniform Guidance under § 200.306 Cost sharing or matching. The following reference materials have been recently updated with enhanced guidance related to monitoring and reporting of cost sharing commitments for sponsored awards:
Cost Sharing on Sponsored Awards
Outgoing Subawards Process and Monitoring
Award Setup
Below is a summary of these updates. For further information, review the materials referenced above on the...
The next Research Administration (RA) Town Hall will take place on Thursday, March 24, 2022, from 9:30 - 11:30 a.m. via Zoom.
Town Hall communications for the UCSF Research community are transitioning from Chatter to Microsoft Teams. Teams will allow us to take advantage of additional functionality in the future, including using multiple channels to organize information. For the Town Hall on March 24, we will share agendas and follow-up messages using both the new Team and existing Chatter platforms.
All current members of the Research Administration Town Hall Chatter Group are encouraged...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
March 17, 2022: PAM3 - Billing for Sponsored Projects
April 21, 2022: PAM4 - Cash Management & Collections for Sponsored Projects
May 19, 2022: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
To register,...
On February 10, 2022, the National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2022 salary limitation under NOT-OD-22-076. NIH is currently operating under a Continuing Resolution. The “Continuing Appropriations Act, 2022” (Public Law 117-70) applies the terms and conditions of the Consolidated Appropriations Act, 2021. These terms and conditions of the Appropriations Act restrict the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management recently released new salary levels for the Executive...
You can now download the Award Verification Tool mobile app for your Android devices. The mobile app provides convenient access to the Award Verification Tool and is designed to help you complete essential tasks including reviewing projects and verifying awards when you are away from your computer.
How to Access the Mobile App
You must enroll your Android or Apple iOS device using the Intune Company Portal before you can access the mobile app. Refer to Award Verification Tool Access for step-by-step instructions for your device.
Using the Mobile App
Watch a brief demonstration on how to...
The next Research Administration (RA) Town Hall will take place on Thursday, March 24, 2022, from 9:30 - 11:30 a.m. via Zoom.
We will use the Research Administration Town Hall Chatter Group to communicate further details about the March Town Hall, including the agenda and the Zoom webinar link. Planning is underway to migrate the Research Administration Town Hall Chatter Group to Microsoft Teams; stay tuned for further details to be announced next month.
If you have questions about the RA Town Hall, use the Research Administration Town Hall Chatter Group to submit your...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
February 17, 2022: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 17, 2022: PAM3 - Billing for Sponsored Projects
April 21, 2022: PAM4 - Cash Management & Collections for Sponsored Projects
May 19, 2022: PAM5 - Financial Reporting & Award...
You can now download the Award Verification Tool mobile app for your Android devices. The mobile app provides convenient access to the Award Verification Tool and is designed to help you complete essential tasks including reviewing projects and verifying awards when you are away from your computer.
How to Access the Mobile App
You must enroll your Android or Apple iOS device using the Intune Company Portal before you can access the mobile app. Refer to Award Verification Tool Access for step-by-step instructions for your device.
Using the Mobile App
Watch a brief demonstration on how to...
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...
As defined in the Uniform Guidance, §200.405, “a cost is allocable to a particular Federal award or other cost objective if the goods or services involved are chargeable or assignable to that Federal award or cost objective in accordance with relative benefits received.” When costs benefit two or more awards, the benefit for each award and the allocation methodology used to charge each award must be documented. Recent audits highlight the importance of this documentation.
The new Cost Allocation Methodology Best Practices reference guide is now available on the Controller’s Office website....
The Award Verification mobile app provides convenient access to the Award Verification Tool when you are away from your computer. The mobile app is available now for Apple iOS devices and is planned for release later this month for Android devices.
Is the mobile app for you?
The mobile app is designed to help Principal Investigators (PIs) and Program Managers complete essential tasks:
identify awards due for verification
view award and project data
read and enter comments
review projects
verify sponsored awards
Department finance and research administrators can download and share...
The next Research Administration (RA) Town Hall will take place on Thursday, March 24, 2022, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall in the February Controller's Office Newsletter, including meeting logistics and how to submit topic requests for upcoming Town Hall meetings.
If you have questions about the RA Town Hall, email [email protected].
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate modules.
Currently scheduled and available for registration:
January 27, 2022: PAM1 - Compliance for Sponsored Projects
February 17, 2022: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 17, 2022: PAM3 - Billing for Sponsored Projects
April 21, 2022: PAM4 - Cash Management & Collections for Sponsored Projects
May...
We are pleased to announce the release of a new tool to help make completing award verifications easier. Beginning today, you can download the Award Verification Tool mobile app for your Apple iOS device. The mobile app provides convenient access to the Award Verification Tool and is designed to help you complete essential tasks, like reviewing projects and verifying awards, when you are away from your computer.
How to Access the Mobile App
Beginning December 13 for Apple iOS devices and coming in January for Android devices, download the mobile app from UCSF's Intune Company Portal....
Completing award verifications while on the go is about to get easier. Beginning December 13 for iOS devices and coming in January for Android devices, the Award Verification Tool goes mobile, providing convenient access when you are away from your computer.
Principal Investigators (PIs) and Program Managers can use the Award Verification Tool mobile app to complete essential tasks from their phone or tablet device, including
Verifying awards
Reviewing projects
Viewing and entering comments
Some of the features available in the web-based version of the Tool, including links to...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate two-hour modules.
The final module of the current series is available for registration:
December 16, 2021: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC Learning Center and search for "PAM" in Find a Course. PAM training modules are presented via Zoom webinar. If you have any...
The next Research Administration (RA) Town Hall will take place on Thursday, December 9, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate two-hour modules.
Currently scheduled and available for registration:
November 18, 2021: PAM4 - Cash Management & Collections for Sponsored Projects
December 16, 2021: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC Learning Center and search for "PAM" in Find a Course....
The next Research Administration (RA) Town Hall will take place on Thursday, December 9, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you...
The following enhancement was migrated to the Award Verification Tool on October 13, 2021.
Award Verification sort order has been updated. Listings of awards on the Award Verification dashboard are now sorted by verification due date and then by award number. Awards are displayed in the following order:
Past Due
Due This Month
Not Yet Due
The next Research Administration (RA) Town Hall will take place on Thursday, December 9, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate two-hour modules.
Currently scheduled and available for registration:
October 21, 2021: PAM3 - Billing for Sponsored Projects
November 18, 2021: PAM4 - Cash Management & Collections for Sponsored Projects
December 16, 2021: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate two-hour modules.
Currently scheduled and available for registration:
September 21, 2021: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 21, 2021: PAM3 - Billing for Sponsored Projects
November 18, 2021: PAM4 - Cash Management & Collections for Sponsored Projects
December 16, 2021: PAM5 - Financial Reporting...
The next Research Administration (RA) Town Hall will take place on Thursday, September 23, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you...
Financial closeout requirements in the Uniform Guidance changed effective November 12, 2020. The revised guideline, applicable to all federal awards, can be found in Uniform Guidance, 2 CFR §200.344 - Closeout. This guideline provides up to 120 days after the period performance end date to submit the final financial report and to have liquidated all obligations through the Letter of Credit (LOC) drawdown process.
As announced at the Research Administration Town Hall on June 24, the National Institutes of Health (NIH) has recently issued NOT-OD-21-102, Reminders of NIH Policies Related to...
Departments should strive to ensure that all payroll expenses are properly allocated to the correct award prior to the end of the trail out period. If situations arise when the timely processing of a salary cost transfer is not possible, a payroll expense accrual is required to draw down funds via Letter of Credit processing as well as to issue the final financial report and/or invoice to the sponsor.
With the transition to UCPath, payroll expense accruals required for final financial reporting and invoicing are no longer processed by Contracts and Grants Accounting (CGA). Previously,...
Award setup begins in the Office of Sponsored Research (OSR) and is handed off to Contracts & Grants Accounting (CGA) via the Centralized Agreement, Contact Tracking and Approval System (CACTAS). Upon completing a negotiation, OSR transmits a CACTAS record to CGA where it is manually assigned to the appropriate CGA Service Team Member to set up the award in the Research Administration System (RAS).
In the spirit of continuous improvement and to enhance the customer experience, CGA implemented a new process in June 2021 to automate the assignment of CACTAS records for award setup. While...
In collaboration with our business partners in IT, Contracts & Grants Accounting (CGA) is implementing a multi-year project to update and improve invoicing and billing processes at UCSF. The first two phases of the project focused on streamlining CGA processes to reduce or eliminate manual and repetitive actions. We recently launched a third project phase focused on standardizing the sponsored project billing request process that campus departments initiate. Departments most commonly initiate invoicing for fixed price awards, including clinical trials, where the invoicing process requires...
The Assistance Listing Number, formerly known as the Catalog of Federal Domestic Assistance (CFDA) Number, is a five-digit number assigned in the awarding document for all federal assistance award mechanisms, including federal grants and cooperative agreements. Used for governmental reporting and auditing, the Assistance Listing Number is clearly identified in all award notices.
Example: Assistance Listing Number in Notice of Award
The first two digits of the Assistance Listing Number reflect the major federal agency. The partial list below...
On July 28, PIs, Program Managers and RSAs were notified by email that sponsored award activity for June 2021 was loaded in the Award Verification Tool and is ready for review and verification. The current deadline to verify sponsored awards with current statuses of “Due This Month” and “Past Due” is 10 p.m. on August 15.
Please note:
The Payroll Summary Report will not display June data until final year-end close processing is complete; the target date for June Payroll Summary Report data is August 5.
Due to year-end processing activities, the verification periods for June and July data...
The next Research Administration (RA) Town Hall will take place on Thursday, September 23, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate two-hour modules.
Currently scheduled and available for registration:
August 26, 2021: PAM1 - Compliance for Sponsored Projects
September 21, 2021: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 21, 2021: PAM3 - Billing for Sponsored Projects
November 18, 2021: PAM4 - Cash Management & Collections for Sponsored...
As previously announced, enforcement of the award verification escalation procedure is set to begin in July 2021. The Contracts & Grants Accounting (CGA) Compliance Unit has allowed one full calendar quarter prior to starting the escalation process so that the campus can get up to date with verifications required for all sponsored awards with activity back to May 2020.
The escalation procedure for past-due awards is described on the Controller’s Office website. Per this procedure, the following notifications will be sent by CGA Compliance for those awards that are out of compliance with...
The next Research Administration (RA) Town Hall will take place on Thursday, September 23, from 9:30 - 11:30 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. The PAM series is presented twice per year in five separate two-hour modules.
Currently scheduled and available for registration:
August 26, 2021: PAM1 - Compliance for Sponsored Projects
September 21, 2021: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 21, 2021: PAM3 - Billing for Sponsored Projects
November 18, 2021: PAM4 - Cash Management & Collections for Sponsored...
On May 12, PIs, Program Managers and RSAs were notified by email that April month-end data was loaded into the Award Verification Tool. The verification deadline for awards newly identified as "Due This Month" is 10 p.m. on June 9. In addition, awards due for verification the previous month that were not verified by the May 11 deadline have progressed to a status of “Past Due".
As a reminder, the escalation procedure for past-due awards is available on the Controller’s Office website. The Contracts & Grants Accounting (CGA) Compliance Unit is allowing one calendar quarter prior to...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
August 26, 2021: PAM1 - Compliance for Sponsored Projects
September 21, 2021: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 21, 2021: PAM3 - Billing for Sponsored Projects
November 18, 2021: PAM4 - Cash Management &...
The next Research Administration (RA) Town Hall will take place on Thursday, June 24, from 9 - 11 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
The following enhancements were migrated to the Award Verification Tool on May 12, 2021. Review updates to known issues on the System Information page.
Comments
When the Include in History PDF checkbox is selected during entry of a comment, the Comments section will display a folder icon.
Faculty Mentor and OSR Analysts roles assigned in RAS are no longer loaded into the Award Verification Tool. As a result, PIs who also have Faculty Mentor role assignments in RAS will no longer see comments for these awards on their Award Verification dashboard.
During the sponsored...
With the implementation of the award verification procedure, departments may want to consider reallocating budgets to more easily review budget balances in the Award Verification Tool at the project-activity period and/or expense account level.
CGA uses an internal budgeting process to establish sponsor-approved budgets in RAS and post initial budget journals to the General Ledger. This process appropriates the total budget for each award to the identified primary project and corresponding posting Dept ID in RAS. Where essential, or appropriate for award management, department administrators...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
May 27, 2021: PAM 5 – Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC Learning Center and search for "PAM" in Find a Course. PAM training modules are presented via Zoom webinar.
If you have...
A salary cost transfer that results in the transfer of payroll expenses more than 120 days from the posting of the original transaction is considered late. When unavoidable circumstances necessitate a transfer after 120 days, a full explanation is required for audit purposes, including a well-documented account of the events that led up to the late adjustment. In addition to completing the Direct Retro transaction in UCPath, departments are required to submit a Late Cost Transfer (LCT) Policy Exception Request Form with all supporting documentation to [email protected].
All late salary...
As announced on April 12, the Award Verification Tool is now live. Principal Investigators (PIs) are required to complete verification at least quarterly for all sponsored awards where they are designated as the award owner. PIs, Program Managers and Research Services Analysts (RSAs) should now be using the Award Verification Tool, available from MyAccess (note that you must first connect to UCSF’s Pulse Secure VPN). Information about accessing and using the Tool is available on the Award Verification web page.
Initial Verification Deadline
At go-live, the Tool displays all active sponsored...
With the move to a more paperless environment, many sponsors have shifted remitting payment from checks to Automated Clearing House (ACH) and wire payments. These forms of payment do not always provide the necessary supporting details to identify the payment without further research. The Controller’s Office maintains several tools to support departments in connecting incoming funds with the correct research project.
A new Identifying Unapplied Sponsored Research Payments how-to guide describes the lists maintained by Contracts & Grants Accounting and the Cash and Controls team to...
The next Research Administration (RA) Town Hall will take place on Thursday, June 24, from 9 - 11 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
As a result of the implementation of UCPath and the transition to award verification, Contracts & Grants Accounting (CGA) plans to retire the Effort Reporting System and archive effort reports by December 2021. All effort reports must be certified prior to being archived.
The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. CGA is working to complete outstanding effort reporting certifications for this period and all previous cycles by following the established Effort Report Escalation Process.
For more...
The following UCSF policies and guidelines related to sponsored award management were updated in conjunction with the deployment of UCSF’s award verification procedure on April 12, 2021.
Campus Administrative Policy 300-19: Expenditures of Sponsored Projects
Cost Accounting Standard (CAS) Guidelines
Post Award Responsibilities Quick Reference Guide
Information related to the retired effort reporting certification process remains available on the Controller’s Office website for reference.
If you have any questions, please contact CGA Compliance at [email protected].
The Award Verification Tool is now live!
Today's release transitions UCSF to the new award verification procedure that replaces effort reporting. Principal Investigators (PIs) are now required to complete verification at least quarterly for all sponsored awards where they are designated as the award owner. PIs, Program Managers and Research Services Analysts (RSAs) should now begin using the Award Verification Tool.
When are Verifications Due?
The deadline for awards identified as due this month is 10 p.m. (Pacific Time) on May 11.
Each month, the Award Verification Tool will indicate...
We are approaching deployment of award verification at UCSF!
All Principal Investigators (PIs), Program Managers, and RSAs documented in the Research Administration System (RAS) will receive an email from [email protected] announcing that the system is live. Beginning April 12, users can access the Award Verification Tool via MyAccess.
At go-live, data in the system will reflect financial activity posted to the General Ledger through the March 2021 monthly close. The Award Verification Tool will indicate the verification status for sponsored awards within each Award PI's portfolio...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
April 22, 2021: PAM 4 – Cash Management & Collections for Sponsored Projects
May 27, 2021: PAM 5 – Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC Learning Center and search for "...
A new job aid describes the steps Research Services Analysts (RSAs) can follow to add Program Manager reporting role assignments to awards in RAS.
As defined in the UCSF Research Administration Glossary, a Program Manager:
...defines and oversees a portfolio of projects needed to reach a program’s overall goals. The program manager’s role articulates a program’s strategy and objectives and extends beyond the completion of individual projects to the long term realization of the program.
Major components of the role include defining the program governance (controls); planning the overall...
Award verification is UCSF's procedure to support Principal Investigators (PIs) in meeting the requirements of the Uniform Guidance for federal awards. Beginning in April, PIs will be required to use the new Award Verification Tool to review and verify expenses for all sponsored awards where they are established as the award owner (Award PI). The new process replaces effort certification using the Effort Reporting System and aims to reduce the time required of PIs for compliance activities.
PIs, Program Managers, Research Services Analysts (RSAs), and department administrators who have a...
The Controller’s Office Student Accounting team regularly conducts training to guide administrators through every aspect of the non-payroll stipend process. New employees responsible for submitting non-payroll stipend requests are encouraged to attend. The training is also a good refresher for all employees who submit these requests.
The following sessions are open and available for registration:
March 10, 2021, from 10 to 11:30 a.m.
April 15, 2021, from 10 to 11:30 a.m.
May 10, 2021, from 1 to 2:30 p.m.
Attendance is limited, and registration is required. To register, log...
The next Research Administration (RA) Town Hall will take place on Tuesday, March 30, from 9 - 11 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
March 18, 2021: PAM 3 – Billing for Sponsored Projects
April 22, 2021: PAM 4 – Cash Management & Collections for Sponsored Projects
May 27, 2021: PAM 5 – Financial Reporting & Award Closeout for Sponsored Projects...
On January 29, 2021, the National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2021 salary limitation under NOT-OD-21-057. With the passing of the Further Consolidated Appropriations Act, 2021 (Public Law 116-260) on December 27, 2020, NIH received the authority to incur obligations for FY2021. Consistent with prior years, the terms and conditions of the Appropriations Act restrict the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management recently released new salary levels for the Executive...
As previously announced, UCSF will implement a new, mandatory sponsored award verification procedure in April 2021 to support Principal Investigators (PIs) in meeting the requirements of the Uniform Guidance for federal awards. UCSF has ceased using the Effort Reporting System, and PIs will use a new online tool for award verification. Here is what you can do now to get ready for the implementation of award verification in April.
Plan to join an upcoming webinar
The Controller's Office will host a two-part webinar series on important topics related to the new award verification procedure....
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
February 25, 2021: PAM 2 – Award Acceptance and Setup for Sponsored Projects
March 18, 2021: PAM 3 – Billing for Sponsored Projects
April 22, 2021: PAM 4 – Cash Management & Collections for Sponsored Projects
May 27,...
The next Research Administration (RA) Town Hall will take place on Tuesday, March 30, from 9 - 11 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
The next Research Administration (RA) Town Hall will take place on Tuesday, March 30, from 9 - 11 a.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
All late cost transfers are an exception to established UCSF policy and are closely reviewed before being approved or denied. Effort should be taken to minimize the need for late cost transfers by reviewing financial activity in a timely manner and transferring expenses to the appropriate funding source within 120 days as necessary. By consistently reviewing expenses and transferring timely, the additional documentation and explanations associated with late cost transfers can be avoided reducing potential audit disallowance risks to the University.
While there are circumstances that make it...
Beginning in April 2021, UCSF will implement a new award verification procedure to support Principal Investigators (PIs) in meeting requirements under the Uniform Guidance for federal awards. A key goal of award verification is to reduce the time required of PIs for compliance activities. PIs will cease using the Effort Reporting System and will use a new online tool for award verification.
Why is UCSF implementing award verification?
Uniform Guidance reformed federal government procedures for assistance awards (e.g., grants and cooperative agreements) with the goal to increase...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
January 19, 2021: PAM1 - Compliance for Sponsored Projects
Log into the UC Learning Center and search for "PAM" in Find a Course to register. Until further notice, all PAM training modules will be presented via Zoom webinar.
If you have...
A subaward is a formal legal agreement between the Regents of the University of California on behalf of its San Francisco campus (UCSF) and another organization (subrecipient). An outgoing subaward is used when a substantive portion of the programmatic work outlined in a UCSF proposal is conducted at another organization. These subawards include terms and conditions found in UCSF’s prime award that flow down to the subrecipient.
The Uniform Guidance under 2 CFR §200.331 and 2 CFR §200 Subpart F – Audit Requirements have a renewed focus on monitoring outgoing subawards. At UCSF, the Principal...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
December 17, 2020: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
January 19, 2021: PAM1 - Compliance for Sponsored Projects
Log into the UC Learning Center and search for "PAM" in Find a Course to register. Until...
The next Research Administration (RA) Town Hall will take place on Tuesday, December 8, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
Contracts and Grants Accounting (CGA) has updated the procedures to address automatic award advances for awards that are committed through the entire performance period. In these scenarios, awards are set up in the Research Administration System (RAS) with multiple activity periods that correspond to anticipated future years on the Award Modifications page.
The UCPath system requires that the activity period in which a funding entry effective date falls is active at the time of funding entry in order to submit the transaction. To allow for the initiation of funding entry for future effective...
Departments are responsible to ensure that billing is complete and payment is received per the terms and conditions of the award. In addition to reviewing the RAS Invoice/Payment Reconciliation Report regularly, departments should check the Unapplied Cash Deposits listing monthly to identify and claim Automated Clearing House (ACH) and wire payments received but not yet recorded against the correct award in RAS.
On a daily basis UCSF receives both international and domestic funds in the form of ACH credits and wire transfers. Electronic payments intended for research projects may not have...
The Payment Management System (PMS) is a tool managed and supported by the Program Support Center (PSC) in the US Department of Health & Human Services (DHHS). It helps grant recipients, like UCSF, to draw down funds on Letter of Credit (LOC) awards and more recently, to file some Federal Financial Reports (FFR). The system also helps UCSF request funds for research, report cash disbursements, and maintain UCSF accounting records.
At UCSF, PMS is managed by the Controller’s Office, and access is restricted only to those in Contracts & Grants Accounting (CGA). CGA performs...
The UCSF Health Sciences Compensation Plan is made up of three primary components: base salary (X and X'), negotiated additional compensation (Y), and incentive/bonus compensation (Z). UCSF has previously allowed Z payments to be funded from non-federal sponsored sources in alignment with the terms and conditions of each award. After reviewing this funding practice, the systemwide costing policy group has identified that the charging of Z payments to sponsored activities is out of compliance with UCOP Policy AM-P196-37: Payroll: Health Sciences Compensation.
Section VII of the policy,...
The next Research Administration (RA) Town Hall will take place on Tuesday, December 8, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
November 19, 2020: PAM4 - Cash Management & Collections for Sponsored Projects
December 17, 2020: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
January 19, 2021: PAM1 - Compliance for Sponsored Projects
Log...
Please be advised of an important change in federal flexibilities related to salaries and benefits on federal awards provided in Office of Management and Budget (OMB) memorandums M-20-17 and M-20-26.
As of October 1, 2020, salaries and related benefits should not be charged to federal awards for individuals who are unable to perform any work on those awards. We believe that very few Principal Investigators should be impacted, as research continues at UCSF both onsite and remotely, in some capacity. However, should there be a resurgence in COVID-19, and a reduction in our ability to...
Master Agreements embody agreed-upon terms and conditions of a basic relationship between the University and a sponsor. Contracts and Grants Accounting worked with UCSF Information Technology to develop and implement a new process to record and track Master Agreements, as well as the projects and tasks under each Master Agreement, in the Research Administration System (RAS) of UCSF’s PeopleSoft Financial system. Effective September 24, 2020, all new Master Agreements will be set up in RAS as a new award with the agreement type “Master Agreement Award”. These awards will not have a Fund...
The next Research Administration (RA) Town Hall will take place on Tuesday, December 8, from 1:30 - 3:30 p.m. via Zoom.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
October 29, 2020: PAM3 - Billing for Sponsored Projects
November 19, 2020: PAM4 - Cash Management & Collections for Sponsored Projects
December 17, 2020: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
Log into...
The Office of Research will provide an upcoming training on the new streamlined workflow and budgeting process for work between UCSF Benioff Children’s Hospital Oakland and UCSF's research enterprise. During the training, the Office of Research will review the research services agreement and key touch points, as well as policies and procedures for clinical trial budgeting for both Industry and Non-Industry sponsors.
The training will be held on September 22, 2020, from 1 p.m. – 3 p.m. via Zoom. Click here to register.
The deadline for effort reporting certifications for the January 1 to May 2, 2020 period was August 30. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA is beginning to distribute periodic escalating notifications as described in the Effort Report Escalation Process. The first notifications are being sent to department Effort Reporting Coordinators (ERCs). Notifications will then be sent to Principal Investigators (PIs) and department financial administrators, and finally to department chairs...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
September 17, 2020: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 29, 2020: PAM3 - Billing for Sponsored Projects
November 19, 2020: PAM4 - Cash Management & Collections for Sponsored Projects
December 17, 2020: PAM5...
The next Research Administration (RA) Town Hall will take place on Wednesday, September 23, from 1:00 - 3:00 p.m.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
As announced in the July 2020 Controller's Office Newsletter, the Controller's Office has developed a new process for campus departments to request benefit cost transfers. UCSF's Composite Benefit Rate (CBR) agreement is applicable to all federal and non-federal sponsors, and sponsors should adhere to the full rates. However, a benefit cost transfer may be required when a sponsor has placed restrictions on allowable benefits costs and all — or a portion of — benefits charges must be transferred off of a project. Due to the limited number of situations currently identified, all benefit...
A salary cap establishes a maximum annual rate of pay at which an individual's full time effort over a twelve-month period can be charged for a federal contract, grant, or cooperative agreement. The most notable salary cap that we adhere to at UCSF is the U.S. Department of Health and Human Services (DHHS) salary cap which is tied to executive Level II of the Federal Executive pay scale. This pay scale is followed by all DHHS agencies, including the National Institutes of Health (NIH), Health Resources and Services Administration (HRSA), and Centers for Disease Control and Prevention (CDC)....
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
August 25, 2020: PAM1 - Compliance for Sponsored Projects
September 17, 2020: PAM2 - Award Acceptance and Setup for Sponsored Projects
October 29, 2020: PAM3 - Billing for Sponsored Projects
November 19, 2020: PAM4 - Cash Management &...
The next Research Administration (RA) Town Hall will take place on Wednesday, September 23, from 1:00 - 3:00 p.m.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the Zoom webinar link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have...
Effort reporting for the January 1 to May 2, 2020 period is due by August 30, 2020. If you have not yet certified, please complete the certification process as soon as possible to ensure UCSF meets the required 100% certification rate.
Due to the transition to UCPath on June 1, the current effort reporting certification period is limited to effort data as recorded in UCSF’s legacy PPS system for the January 1 to May 2, 2020 period. On July 1, 2020, the Effort Reporting System (ERS) generated effort reports for the January 1 to May 2, 2020 period. Effort reporting certifications for this...
In conjunction with the UCPath go-live on June 1, UCSF implemented a Composite Benefit Rate (CBR) model to assess the employer share of benefit costs for all faculty and staff. In preparation for this change, all research proposals submitted since October 1, 2019, included CBRs. The federal government has now approved UCSF’s CBR model for use effective June 1 in accordance with 2 C.F.R. § 200.431 (d). As authorized in 2 C.F.R. § 200.431 (d), UCSF may assign and recover from all federal sponsors fringe benefit costs for related salary as a pooled average cost, or CBR, unless specifically...
While the vast majority of invoices generated for sponsored research are paid to UCSF in a timely manner, some enter the collections process. The formal collections process begins in Contracts and Grants Accounting (CGA) when an invoice is 120 days overdue. For larger invoices over $500,000, CGA proactively follows up at the 90-day past due mark to prevent further aging.
CGA has implemented several new practices to further support the collections process.
Dunning notices emailed to sponsors are now automated and sent to every sponsor with an invoice over 60 days overdue.
Sponsors receive...
The California Institute for Regenerative Medicine (CIRM) has implemented a new salary cap, effective July 1, 2020. The CIRM salary cap has increased from $266,000 to $284,000 per year at 100% FTE.
The new salary cap can be used for existing awards, and funds can be re-budgeted to accommodate the increase in salary starting July 1. However, incremental salary charges must be covered by existing CIRM funds; no additional CIRM funds will be provided to cover the increase. Future proposals should be submitted using the increased cap for budgeting purposes.
The CIRM salary cap specifies the...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
August 25, 2020: PAM1 - Compliance for Sponsored Projects
Log into the UC Learning Center and search for "PAM" in Find a Course to register. Until further notice, all PAM training modules will be presented via Zoom webinar.
If you have any...
Due to the transition to UCPath on June 1, the next effort reporting certification period will be limited to effort data as recorded in UCSF’s legacy PPS system for the January 1 to May 2, 2020 period. On July 1, 2020, the Effort Reporting System (ERS) will generate effort reports for the January 1 to May 2, 2020 period. Effort reporting certifications for this period are due by August 30, 2020.
Per current UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus...
The next Research Administration (RA) Town Hall will take place on June 4, from 2:00 - 4:00 p.m. as a Zoom webinar.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the webcast link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via MyAccess.
If you have questions...
The next Research Administration (RA) Town Hall will take place on June 4, from 2:00 - 4:00 p.m. and is currently planned as a Zoom webinar.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the webcast link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter Group, available via...
UCSF receives a significant amount of Federal funding from contracts, grants, and cooperative agreements every year and must follow regulations and guidance in administering the awards. Federal agencies periodically perform audits to ensure that institutions comply with all regulations and guidance.
UCSF was notified that The National Science Foundation – Office of Inspector General (NSF-OIG) has contracted with Cotton & Company LLP (C&C) to conduct an audit of NSF awards issued to UCSF. The initial period will cover payment claims made to NSF between December 1, 2019 and February 29...
The deadline for effort reporting certifications for the July 1 to December 31, 2019 period was April 29. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA is beginning to distribute periodic escalating notifications as described in the Effort Report Escalation Process. The first notifications are being sent to department Effort Reporting Coordinators (ERCs). Notifications will then be sent to Principal Investigators (PIs) and department financial administrators, and finally to department...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series, which is presented twice per year.
Currently scheduled and available for registration:
May 20, 2020: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC Learning Center and search for "PAM" in Find a Course. Until further notice, all PAM training modules will be presented via Zoom...
In conjunction with campus leadership and the Office of Sponsored Research (OSR), Contracts & Grants Accounting (CGA) is working to monitor, identify, and capture the impact to sponsored funding as implications of COVID-19 continue to evolve and more information is provided.
Additionally, UCSF Guidance for Handling Financial Implications of COVID-19 is available on the UCSF Finance website. This document provides guidance primarily for campus units. It continues to be updated and expanded as the situation evolves.
CGA is working to ensure continuity of services during this period....
Effort reporting for the July 1 to December 31, 2019 period is due by April 29, 2020. If you have not yet certified, please complete the certification process as soon as possible to ensure UCSF meets the required 100% certification rate.
Per UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series, which is presented twice per year.
Currently scheduled and available for registration:
April 28, 2020: PAM4 - Cash Management & Collections for Sponsored Projects
May 20, 2020: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
To register, log into the UC Learning Center and search for "PAM" in Find a Course...
UCSF Contracts & Grants Accounting (CGA) is working to identify the allowability of costs associated with any disruptions to sponsored projects stemming from the coronavirus. Please first follow all UC travel policy and guidance found in Travel Policy & Regulations Governing Travel (G-28) when canceling or rescheduling travel. As the situation continues to evolve and we receive more information, we will post updated direction for other extraordinary and/or non-cancellable costs.
UCSF Guidance for Handling Financial Implications of COVID-19 is now available on the Budget and Resource...
On March 1, 2020, the Effort Reporting System (ERS) will generate effort reports for the July 1 to December 31, 2019 period. Effort is required to be certified 120 days after the end of the reporting period. Given that this year is a leap year, effort reporting certifications for this period are due by April 29, 2020.
Per current UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
March 25, 2020: PAM3 - Billing for Sponsored Projects
April 28, 2020: PAM4 - Cash Management & Collections for Sponsored Projects
May 20, 2020: PAM5 - Financial Reporting & Award Closeout for Sponsored Projects
Log into the UC...
UPDATE: The next Research Administration (RA) Town Hall will take place on March 26. Based on UCSF's escalated COVID-19 policies and guidance for events of 50 or more, the Town Hall will be available via webcast only.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the webcast link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings. In preparation for the Town Hall, we encourage you to...
On February 5, 2020, the National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2020 salary limitation under NOT-OD-20-065. With the passing of the Further Consolidated Appropriations Act, 2020 (Public Law 116-94) on December 20, 2019, NIH received the authority to incur obligations for FY2020. Consistent with prior years, the terms and conditions of the Appropriations Act restrict the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management recently released new salary levels for the Executive...
A surplus—defined as revenue in excess of expenditures—occasionally remains at the conclusion of an award. Common among clinical trials and private contracts and grants, surpluses are either returned to the sponsor or retained by the University as support, based on sponsor terms. Where sponsor terms permit UCSF to keep a surplus, specific criteria must be monitored to ensure that activities conducted support sponsor terms and to assess tax risk if a significant profit is realized on sponsored research. The proper recording of expenses onto the award provides this assurance.
Based on...
In accordance with data classification standards defined in UCSF Policy 650-6, Addendum F, the Contracts & Grants Accounting Collections Unit delivers electronic invoices to recipients with external email addresses using UCSF’s encrypted email service. Recipients must complete a one-time registration process to receive encrypted email from UCSF. Registration instructions are included in the first encrypted email message and are also available on the Information Technology website.
IT Security maintains additional resources on the use of secure email at UCSF.
On March 1, 2020, the Effort Reporting System (ERS) will generate effort reports for the July 1 to December 31, 2019 period. Effort is required to be certified 120 days after the end of the reporting period. Given that this year is a leap year, effort reporting certifications for this period are due by April 29, 2020.
Per UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review,...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
February 25, 2020: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 25, 2020: PAM3 - Billing for Sponsored Projects
April 28, 2020: PAM4 - Cash Management & Collections for Sponsored Projects
May 20, 2020: PAM5 -...
The next Research Administration (RA) Town Hall will take place on March 26, from 10 a.m. to noon in room MH-1400 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the webcast...
Contracts and Grants Accounting (CGA) supports UCSF's mission by providing collaborative and advisory post-award management and financial oversight of sponsored research. CGA partners with departments in the effort to ensure billing for awards is complete and payments are received and applied correctly. In particular, the collections process is a collaborative effort involving both the department and CGA.
If a funder or sponsor is 90 days delinquent on paying an invoice, CGA begins the formal collection process and pursues the sponsor until they have exhausted every avenue. Where appropriate...
The next Research Administration (RA) Town Hall will take place on March 26, from 10 a.m. to noon in room MH-1400 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the webcast...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
January 27, 2020: PAM1 - Compliance for Sponsored Projects
February 25, 2020: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 25, 2020: PAM3 - Billing for Sponsored Projects
Log into the UC Learning Center and search for "...
The next Research Administration (RA) Town Hall will take place on December 11 from 1:00 to 3:00 p.m. in rooms 1401 and 1402 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
December 18, 2019: PAM5 - Financial Reporting and Award Closeout of Sponsored Projects
January 27, 2020: PAM1 - Compliance for Sponsored Projects
February 25, 2020: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 25, 2020:...
The deadline for effort reporting certifications for the January 1 to June 30, 2019 period was October 28. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA is beginning to distribute periodic escalating notifications as described in the Effort Report Escalation Process. The first notifications are being sent to department Effort Reporting Coordinators (ERCs). Notifications will then be sent to Principal Investigators (PIs) and department financial administrators, and finally to department...
The next Research Administration (RA) Town Hall will take place on December 11 from 1:00 to 3:00 p.m. in rooms 1401 and 1402 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
November 21, 2019: PAM4 - Cash Management and Collections for Sponsored Projects
December 18, 2019: PAM5 - Financial Reporting and Award Closeout of Sponsored Projects
January 27, 2020: PAM1 - Compliance for Sponsored Projects
February 25...
Effort reporting for the January 1 to June 30, 2019 period is due by October 28, 2019. If you have not yet certified, please complete the certification process as soon as possible to ensure UCSF meets the required 100% certification rate.
Per UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and...
The next Research Administration (RA) Town Hall will take place on December 11 from 1:00 to 3:00 p.m. in rooms 1401 and 1402 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
October 29, 2019: PAM3 - Billing for Sponsored Projects
November 21, 2019: PAM4 - Cash Management and Collections for Sponsored Projects
December 18, 2019: PAM5 - Financial Reporting and Award Closeout of Sponsored Projects
Log into the...
CGA’s goal is to process all Payroll Expense Transfer Uploader (PETU) forms in a timely manner. While CGA strives to process all PETUs daily, incomplete or incorrect form submissions may cause delays.
Departments should prepare PETUs based on the policies and guidelines provided on the first tab of the form. While most PETU submissions correctly follow these instructions, you can avoid delays in processing by taking note of the following tips to avoid common errors:
DPE Input Tab
Do not leave blank rows between rows of expenses.
Do not edit or format the data that you have pasted into...
The next Research Administration (RA) Town Hall will take place on Wednesday, September 18 from 1:00 to 3:00 p.m.* in Byers Auditorium, Genentech Hall at Mission Bay.
Celebrate National Research Administrator’s Day by joining us at Mission Bay after the meeting for refreshments and to receive a token of appreciation for the invaluable contributions you make to the global research enterprise. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
September 26, 2019: PAM2 - Award Acceptance and Set Up for Sponsored Projects
October 29, 2019: PAM3 - Billing for Sponsored Projects
November 21, 2019: PAM4 - Cash Management and Collections for Sponsored Projects
December 18, 2019: PAM5...
On September 1, 2019, the Effort Reporting System (ERS) will generate effort reports for the January 1 to June 30, 2019 period. Effort reporting certifications for this period are due by October 28, 2019.
Per current UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semi-annually. Exceptions are pre- and postdoctoral individuals...
Effective September 1, 2019, the research space at China Basin Landing (CBL) will be treated as on-campus for purposes of Facilities and Administrative (F&A) cost recovery.
As a result, UCSF will cease recharging grants and contracts located at CBL for rent and operations, and the on-campus F&A rate will be applied. All grants should be reviewed for re-budgeting opportunities. For grants without re-budgeting options or where the sponsor denies the re-budgeting, the differential F&A charge will be refunded at year-end. New grants approved after September 1, 2019, should be charged...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
August 28, 2019: PAM1 - Compliance for Sponsored Projects
September 26, 2019: PAM2 - Award Acceptance and Set Up for Sponsored Projects
October 29, 2019: PAM3 - Billing for Sponsored Projects
November 21, 2019: PAM4 - Cash...
The next Research Administration (RA) Town Hall will take place on Wednesday, September 18 from 1 to 3 p.m. in Byers Auditorium, Genentech Hall at Mission Bay.
In honor of Research Administrator’s Day, observed nationally in September, join us at Mission Bay for refreshments and to receive a token of appreciation for the invaluable contributions you make to the global research enterprise. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
August 28, 2019: PAM1 - Compliance for Sponsored Projects
Log into the UC Learning Center and search for "PAM" in Find a Course to register.
If you have any questions about using the UC Learning Center, contact Controller's Office...
The deadline for effort reporting certifications for the July 1 to December 31, 2018 period is April 30, 2019. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA is beginning to distribute periodic escalating notifications as described in the Effort Report Escalation Process. The first notifications are being sent to department Effort Reporting Coordinators (ERCs). Notifications will then be sent to Principal Investigators (PIs) and department financial administrators, and finally to...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
May 23, 2019: PAM5 - Financial Reporting and Award Closeout of Sponsored Projects
Log into the UC Learning Center and search for "PAM" in Find a Course to register.
If you have any questions about using the UC Learning Center,...
The next Research Administration (RA) Town Hall will take place on May 16 from 9 to 11 a.m. in Room N-114, Genentech Hall at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the webcast link,...
On April 17, 2019, the National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2019 salary limitation under NOT-OD-19-099. With the passing of the Department of Defense and Labor, Health and Human Services, and Education Appropriations Act, 2019 (Public Law 115-245) on September 28, 2018, NIH received its FY2019 appropriation. Consistent with prior years, the terms and conditions of the Appropriations Act restrict the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management recently released new...
Effort reports for the July 1 to December 31, 2018 period are available for review and certification. Effort report certifications for this period are due by April 30, 2019. If you have not yet certified, please complete the certification process as soon as possible to ensure UCSF meets the required 100% certification rate.
UCSF Campus Administrative Policy 300-19 requires timely documentation of after-the-fact verification of personnel expenditures charged to federally sponsored projects in accordance with campus policies and Uniform Guidance. This includes federal flow-through subcontracts...
The next Research Administration (RA) Town Hall will take place on May 16 from 9 to 11 a.m. in Room N-114, Genentech Hall at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the webcast link, and...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
April 22, 2019: PAM4 - Cash Management and Collections for Sponsored Projects
May 23, 2019: PAM5 - Financial Reporting and Award Closeout of Sponsored Projects
Log into the UC Learning Center and search for "PAM" in Find a Course to...
Uniform Guidance 200.413 only allows for Administrative and Clerical (A&C) employees’ salaries to be charged to a federal award when such positions are “integral” to carrying out the scope of the award. Generally, “integral” is defined as:
Personnel costs must be essential, vital, or fundamental to the performance of the award or activity as documented in the award proposal or scope amendment.
Generally administrative and clerical support as individual annual effort must not be less than 10% per year as documented in their effort report.
CGA Compliance conducts quarterly compliance...
National Institutes of Health (NIH) Notice NOT-OD-02-017 defines Graduate Student Researcher (GSR) compensation for those GSRs funded by NIH research grants. The compensation level is tied to the National Research Service Award (NRSA) Postdoctoral stipend level 0 that is in effect at the time the grant award is issued. GSR compensation includes total salary or wages, fringe benefits and tuition remission from all NIH sources. The notice established a policy related to the level of compensation for graduate students supported by funds from the NIH. This policy applies to all graduate students...
Journal source codes indicate the purpose of a PeopleSoft transaction and are used to identify transactions required for external reporting by UCSF. As cost transfer transactions are highly scrutinized by our sponsors, unique journal source codes 545 and 547 have been created to identify and track cost transfer activity for sponsored research. In addition, these cost transfer journal source codes facilitate capturing the full cost of research for strategic external reporting.
Cost transfers involving sponsored awards should only be processed by journal using either source code 545 or 547 and...
On March 1, 2019, the Effort Reporting System (ERS) will generate effort reports for the July 1 to December 31, 2018 period. Effort reporting certifications for this period are due by April 30, 2019.
Per current UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals...
The next Research Administration (RA) Town Hall will take place on March 7 from 9 to 11 a.m. in Training Room GEN-N114, Genentech Hall at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
March 27, 2019: PAM3 - Billing for Sponsored Projects
April 22, 2019: PAM4 - Cash Management and Collections for Sponsored Projects
May 23, 2019: PAM5 - Financial Reporting and Award Closeout of Sponsored Projects
Log into the UC...
Effective with new funding received on or after July 1, 2019, UCSF administrative offices will categorize federally-funded clinical trials as Organized Research. This change is the result of an impact analysis and survey of UC campuses with medical centers following a review of the October 2014 revision by the National Institutes of Health (NIH) to its definition of clinical trial.
The survey of UC campuses with medical centers revealed that all except UCSF currently classify federally-funded clinical trial awards in the Organized Research direct cost base and apply the higher indirect...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
February 14, 2019: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 27, 2019: PAM3 - Billing for Sponsored Projects
April 22, 2019: PAM4 - Cash Management and Collections for Sponsored Projects
May 23, 2019: PAM5 -...
The next Research Administration (RA) Town Hall will take place on March 7 from 9 to 11 a.m. in Training Room GEN-N114, Genentech Hall at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
January 23, 2019: PAM1 - Compliance for Sponsored Projects
February 14, 2019: PAM2 - Award Acceptance and Setup for Sponsored Projects
March 27, 2019: PAM3 - Billing for Sponsored Projects
Log into the UC...
The next Research Administration (RA) Town Hall will take place on March 7 from 9 to 11 a.m. in Training Room GEN-N114, Genentech Hall at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas,...
October 28, 2018, was the deadline for effort reporting certifications for the January 1 to June 30, 2018 period. To ensure that all effort reports are certified in accordance with policy, Contracts and Grants Accounting (CGA) has initiated escalating notifications as described in the Effort Report Escalation Process. The goal of the process is to help ensure all UCSF effort reports are certified as timely as possible and to prevent moving charges associated with uncertified reports to the department that owns the award.
First notifications at 10 days past due have been sent to department...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
December 20, 2018: PAM5 - Financial Reporting and Award Closeout of Sponsored Projects
January 23, 2019: PAM1 - Compliance for Sponsored Projects
February 14, 2019: PAM2 - Award Acceptance and Setup for Sponsored Projects...
The next Research Administration (RA) Town Hall will take place on December 13 from 10 a.m. to noon in Byers Auditorium, Genentech Hall at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the...
In early 2019, UCSF will implement new tools and procedures to manage the end-to-end subaward process. As part of this change, all subaward requests, modifications, and invoices will be processed using UCSF’s BearBuy procurement system in conjunction with CACTAS.
New BearBuy forms for Subawards, Subcontracts, amendments and Multi-Campus Awards will replace the use of manual Subaward Request Forms to initiate and modify subawards and subcontracts. BearBuy departmental workflows will be used for the approval of all requests and modifications. BearBuy invoice approval will replace the current...
The Controller's Office is pleased to introduce David Scarbeary-Simmons as the new Support Team Manager for Contracts and Grants Accounting. Working in close collaboration with Principal Investigators, research administrators, and university partners, the Support Team Manager oversees Accounting Analysis, Collections, and Project and Data Management operations to ensure continued value-added post-award management services in support of the campus research enterprise.
David joined CGA in the summer of 2016 as supervisor of the Clinical Service Team. The Clinical Service Team will be led by...
October 28, 2018 was the deadline for effort reporting certifications for the January 1 to June 30, 2018 period. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA is beginning to distribute periodic escalating notifications as described in the Effort Report Escalation Process. The first notifications are being sent to department Effort Reporting Coordinators (ERCs). Notifications will then be sent to Principal Investigators (PIs) and department financial administrators, and...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
November 29 - Cash Management and Collections for Sponsored Projects
December 20 - Financial Reporting and Award Closeout of Sponsored Projects
Log into the UC Learning Center and search for "PAM" in Find a Course to register.
If...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
October 25 - Billing for Sponsored Projects
November 29 - Cash Management and Collections for Sponsored Projects
December 20 - Financial Reporting and Award Closeout of Sponsored Projects
Log into the UC Learning Center and...
Effort reporting for the January 1 to June 30, 2018 period is due by October 28, 2018. If you have not yet certified, please complete the certification process as soon as possible to ensure UCSF meets the required 100% certification rate.
Per UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and...
The Payroll and CGA Compliance units recently conducted a LEAN study to create greater efficiencies in processing payroll expense transfers (PETs). The study resulted in the following process improvements, eliminating duplication of effort between the two units and creating value for our customers:
Effective September, 2018, the ServiceNow resolution notes will indicate to customers when a particular payroll transfer will post to the General Ledger and appear on the Distribution of Payroll Expense report.
Interunit submission deadlines were extended to provide additional time for CGA...
Health Resources & Services Administration (HRSA) has announced that a comprehensive site visit of the recipient in the first year is a requirement of any new award from their agency. This in-depth review is conducted by external consultants with HRSA involvement; it covers a programmatic, fiscal, and administrative review of the award.
As a reminder, consult the following guidelines if you are contacted by HRSA or any external auditor:
Staff
Please obtain the following information:
Name of auditing/reviewing agency
Name of auditor/reviewer, phone number, and email...
In response to customer feedback requesting simplification of our email contacts, the [email protected] email address was deactivated, effective August 1, 2018.
Direct all email for CGA Compliance to [email protected]. Continuing through October 1, 2018, e-mail to the former compliance mailbox will be automatically re-directed to [email protected]. After October 1, 2018, [email protected] will be disabled, and senders will receive the following auto-reply: “We won’t be able to deliver this message to [email protected] because the address is no longer valid.”
Base Codes are established as a means to exclude different categories of cost so that Facilities & Administrative (F&A) costs are systematically recovered only on the direct cost basis appropriate for each funding mechanism and per sponsor terms. The base code, in combination with an indirect cost recovery rate, is how the research system recovers appropriate indirect costs.
UCSF has dedicated Base Code P for use with California Institute of Regenerative Medicine (CIRM) proposals and awards. This base code historically excluded equipment, tuition and fee remission, the...
To streamline UCSF policies related to Sponsored Award Management and to ensure they are up-to-date with references to applicable federal regulations, the following policy updates were recently released:
Policy 300-19 Expenditures of Sponsored Projects was updated to include relevant information from retired policies and updated references to federal regulations
The following policies were retired:
300-20 Effort Reporting of Federally Sponsored Projects
300-22 Cost Transfers (Expenditure Adjustments)
400-17 Cost Sharing
400-18 Program Income for Extramural Funds...
If you prepare and submit proposals, manage research projects or financials, negotiate contracts and awards, or oversee research compliance, join us on Tuesday, September 25 to celebrate research administrators at UCSF.
Research Administrator Day is observed nationally on September 25 to recognize the invaluable contributions made to the global research enterprise by research administrators. A hosted lunch, refreshments and panel discussions will provide opportunities to engage with other Research Administrators on campus about hot topics in research administration. Join us for all or part...
On September 1, 2018, the Effort Reporting System (ERS) will generate effort reports for the January 1 to June 30, 2018 period. Effort reporting certifications for this period are due by October 28, 2018.
Per current UCSF Campus Administrative Policy 300-19, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals...
The next Research Administration (RA) Town Hall will take place on September 13 from 10 a.m. to noon in room 102 Rock Hall (Pottruck Auditorium) at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
September 27 - Award Acceptance and Setup of Sponsored Projects
October 25 - Billing for Sponsored Projects
November 29 - Cash Management and Collections for Sponsored Projects
December 20 - Financial Reporting and Award Closeout of...
Mark your calendar for national Research Administrator Day, observed annually on September 25 in recognition of the contributions made to the research enterprise by research administrators. This year, the Executive Vice Chancellor and Provost is collaborating with the Office of Sponsored Research and the Controller's Office to celebrate research administrators with an event on Tuesday, September 25, from 10:30 a.m. - 2:30 p.m. at Parnassus.
The event will be filled with opportunities to meet others working in research administration, including presentations from Principal Investigators...
As reported in the April 2018 Controller’s Office Newsletter, Contracts and Grants Accounting (CGA) implemented a lockbox service with Bank of America for all sponsored research and institutional loan checks. This service requires checks to be sent directly to the bank. The Controller’s Office has seen a high rate of adoption of this new practice, and we greatly appreciate your cooperation as we transition to the new service.
While all sponsors and all students with institutional loan balances have been notified, please encourage sponsors and students to send all check payments for sponsored...
The next Research Administration (RA) Town Hall will take place on September 13 from 10 a.m. to noon in room 102 Rock Hall (Pottruck Auditorium) at Mission Bay. We encourage everyone to join us at Mission Bay, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas...
General Ledger (GL) verification is a key control of UCSF and is a requirement per Campus Administrative Policy 300-46, General Ledger Verification. The process helps departments ensure that financial transactions recorded in the General Ledger are in accordance with all relevant policies, regulations, and sponsor or donor terms and conditions. GL verification applies to all financial transactions, regardless of the funding source. For sponsored projects, GL verification helps to ensure that spending is aligned with the sponsor or agency terms and conditions.
As reported in the June 2018...
Fiscal year-end close is quickly approaching! To help ensure you are prepared, note the following key dates for fiscal year-end close out activities for sponsored awards. Be advised that these activities occur before the Control Point Final Close on July 24.
Category
Due Date
Department Action
June Payroll Expense Transfers (PETs)
Monday, July 2
Friday, July 13
PETs for sponsored awards are due to the Controller's Office Solution Center
PETs for non-sponsored awards are due to the Controller's Office...
The California Institute for Regenerative Medicine (CIRM) has implemented a new salary cap, effective July 1, 2018. The CIRM salary cap has increased from $246,000 to $266,000 per year at 100% FTE.
The new salary cap can be used for existing awards, and funds can be re-budgeted to accommodate the increase in salary starting July 1. However, incremental salary charges must be covered by existing CIRM funds; no additional CIRM funds will be provided to cover the increase. Future proposals should be submitted using the increased cap for budgeting purposes.
The CIRM salary cap...
On May 9, 2018, the National Institutes of Health (NIH) announced its fiscal year 2018 Ruth L. Kirschstein National Research Service Award (NRSA) stipend levels for Postdoctoral Scholars (NOT-OD-18-175).
Pursuant to the Postdoctoral Scholars’ Memorandum of Understanding (MOU) between the University of California and the UAW union, Article 4, Compensation, the University salary scales for Postdoctoral Scholar salary/stipend minimum rates will be increased effective June 1, 2018. The minimum salary/stipend rate for experience level 0 matches experience level 2 on the NIH scale...
As a result of the signing into law of The Consolidated Appropriations Act, 2018 (Public Law 115-141), the National Institutes of Health (NIH) has released a number of notices concerning requirements for use of NIH grant, cooperative agreement, and contract award funding for federal FY 2018.
The National Institutes of Health (NIH) released a Notice of Fiscal Policies in Effect for FY 2018 (NOT-OD-18-180) on May 16, 2018. In summary:
Subject
Summary
FY 2018 Funding Levels
In general, non-competing continuation grants (research and non-...
The next Research Administration (RA) Town Hall will take place on June 27 from 10 a.m. to noon in room 1401/1402 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series. The PAM series is presented twice per year.
Currently scheduled and available for registration:
August 21 - Compliance for Sponsored Projects
September 27 - Award Acceptance and Setup of Sponsored Projects
October 25 - Billing for Sponsored Projects
November 29 - Cash Management and Collections for Sponsored Projects...
Register now for the Certified Research Administrator (CRA) Review Session and the Certified Financial Research Administrator (CFRA) Review Session. Both the CRA (June 14) and CFRA (June 15) review sessions will be held as scheduled. Do not wait to register if you are considering becoming certified in either program during the upcoming fall 2018 or spring 2019 exam cycles. These will be the only sessions offered in 2018 at UCSF.
The Research Administrators Certification Council (RACC) sponsors the exams and review sessions that are hosted by UCSF. The purpose of each...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and also serves as a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Join us for the final session for the spring 2018 series:
May 24 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and search for "PAM" in Find a Course to register. Then select "VIEW ALL" on the search results page. Look for an announcement of the fall 2018...
April 30, 2018 was the deadline for effort reporting certifications for the July 1 to December 30, 2017 period. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
Contracts and Grants Accounting (CGA) is distributing escalating notifications as described in the Effort Report Escalation Process. The first notifications are sent to department Effort Reporting Coordinators (ERCs). Notifications will then be sent to Principal Investigators (PIs) and department financial...
It has been almost two years since we completed the reorganization of Contracts and Grants Accounting (CGA). Our new organizational structure underscores the importance of building strong relationships with our many business partners. In an ongoing effort to strengthen these relationships, our teams visit their customer departments to promote collaboration and to get to know their customers even better. We would love an invitation to meet with you!
We are looking for opportunities to present on any topic of your choice that is of interest to your department. We can...
Register now for the Certified Research Administrator (CRA) Review Session and the Certified Financial Research Administrator (CFRA) Review Session. We can now confirm that both the CRA (June 14) and CFRA (June 15) review sessions will be held as scheduled. Do not wait to register if you are considering becoming certified in either program during the upcoming fall 2018 or spring 2019 exam cycles.
The Research Administrators Certification Council (RACC) sponsors the exams and review sessions that are hosted by UCSF. The purpose of each Body of Knowledge Review...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and also serves as a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
April 26 - Cash Management and Collections
May 24 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and search for "PAM" in Find a Course to register. Then select "VIEW ALL" on the search results page. Look...
Register now for the NEW Certified Research Administrator (CRA) Review Session and the Certified Financial Research Administrator (CFRA) Review Session.
A Certified Research Administrator (CRA) Body of Knowledge review session has been added to coincide with, and complement, the previously scheduled Certified Financial Research Administrator (CFRA) Body of Knowledge review session. The CRA session will be offered on June 14, 2018 and the CFRA session will be offered on June 15, 2018. These review sessions are perfectly timed for the upcoming fall exam cycles. For each...
The National Institutes of Health (NIH) has published updated information regarding the Fiscal Year 2018 salary limitation under NIH Notice NOT-OD-18-137. With the passing of the Omnibus Appropriation on March 23, 2018, NIH received its FY2018 appropriation. NIH continues to operate under the "Continuing Appropriations Act, 2018" (Public Law No: 115-141). The terms and conditions of the Consolidated Appropriations Act restrict the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management recently released new salary levels for the...
Contracts and Grants Accounting (CGA) remains committed to providing the best possible customer support to the campus. In the December 2017 Newsletter, we brought to your attention that the ServiceNow resolution note was hidden in the middle of the notification email. We heard your concerns that the location of the resolution note can be confusing. As of March 7, 2018, the resolution note has been relocated to the top of the notification email and is clearly separated from the original request as shown in the screenshot below. ...
The Contracts and Grants Accounting (CGA) Project and Data Team provides support to the campus for both pre-award and post-award data and reporting. The Project and Data Team is organizationally and physically located in CGA, but since July 2016 has been supporting both CGA and the Office of Sponsored Research (OSR).
You can answer many research administration and management questions using tools available to campus administrators. These tools include MyReports and PAMDash. CGA and OSR recommend the use of:
MyReports for budget and financial data...
Contracts and Grants Accounting (CGA) has implemented a lockbox service with Bank of America for all sponsored research and institutional loan checks. This service requires that checks be sent directly to the bank. Our bank will scan the checks, deposit the funds, and make the data available to the authorized employees of the Controller’s Office via an online system. Effective immediately, send all check payments for sponsored research (including clinical trial payments), institutional loan checks (including emergency loans), and stipend refund checks to:
Post...
Effort reports for the July 1 to December 31, 2017 period are available for review and certification. Effort report certifications for this period are due by April 30, 2018.
UCSF Campus Administrative Policy 300-20 requires all personnel paid from, or with effort commitments to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals supported 100% by a fellowship (...
The next Research Administration (RA) Town Hall will take place on March 27, 2018 from 1:30 to 3:30 p.m. in room 1401/1402 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas,...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
March 28 - Billing for Sponsored Projects
April 26 - Cash Management and Collections
May 24 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and search for "PAM" in Find a Course to register. Then select "VIEW ALL...
The federal government does not expect voluntary committed cost sharing in proposals. It cannot be used as a factor during the merit review of applications or proposals unless it is both in accordance with the federal awarding agency regulations and specified in the notice of funding opportunity. When cost share is required as part of the notice of funding opportunity, the cost share is considered mandatory and must be tracked and reported. When cost share is not required by the notice of funding opportunity and effort and/or other costs are quantified and documented in the award or proposal...
The new job aid NIH K Awards: Clarification of Level of Effort and NIH Policy on Compensation and Salary Supplementation may help you answer questions from Principal Investigators (PIs) about level of effort on K Awards and to explain the difference between complementary effort, concurrent support, and compensation. Diagrams of several examples of Compensation, Complementary Effort, and Concurrent Support are intended to help PIs understand and find the best method to manage their effort on their K Award. The job aid is available now on the...
The Controller’s Office, on behalf of UCSF's Research Advisory Board and in conjunction with Human Resources, has created a UCSF policy and process for gaining approval for additional compensation for T32/F32 Post-Doctoral Fellows from federal funds. Related to the article posted in the January 2018 CO Newsletter on the Compensation Policy for Graduate Student Researchers (GSRs), this is specific to fellows supported by the Ruth L. Kirschstein National Research Service Award (NRSA), including T32 institutional NRSAs and F32 individual NRSA.
National Institutes of Health (NIH)...
The Certified Financial Research Administrator (CFRA) Body of Knowledge review session originally scheduled for February 9, 2018 has been rescheduled. The new date is June 15 and is perfectly timed for the September exam cycle. For the session to proceed, 15 people must be registered by May 25*. We encourage you to register early to ensure the class is not cancelled.
The exam and review session are sponsored by the Research Administrators Certification Council (RACC) and hosted by UCSF. The purpose of the Body of Knowledge Review Session is to familiarize you with the outline of...
The University of California campus Chancellors, together with UCOP Chief Finance Officer Nathan Brostrom, agreed to hold the Facilities and Administrative (F&A) or indirect cost rate for State of California funded agreements static at 25% of modified total direct cost (MTDC) for another fiscal year (i.e., through June 30, 2019). This rate does not apply to funds originating from a federal award subject to the Uniform Guidance. In accordance with 2 CFR 200.414 and 2 CFR 200.331, when UC performs as a subrecipient to a state pass-through entity under a...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
February 28 - Award Acceptance and Set Up for Sponsored Projects
March 28 - Billing for Sponsored Projects
April 26 - Cash Management and Collections
May 24 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and...
The next Research Administration (RA) Town Hall will take place on March 27, 2018 from 1:30 to 3:30 p.m. in rooms 1401 and 1402 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to...
On behalf of the Research Advisory Board, UCSF is adopting new policies and procedures to allow for additional compensation from federal funds for Ruth L. Kirschstein National Research Service Award (NRSA) Fellows. The NIH Grants Policy Statement 11.2.10.2 was amended to remove the prohibition for any additional salary support for NRSA fellows from federal research grants and to allow for up to 25% salary (10 hours per week) for NRSA fellows under certain circumstances. The main requirement is that the additional salary and effort be associated with work that is not related to the NRSA...
The NIH issued NOT-OD-17-094 to provide guidance and updates on salary supplementation and compensation for recipients of Career (“K”) Awards. Salary supplementation refers to the effort committed to the K Award whereas salary compensation refers to effort not committed to the K Award. Salary supplementation for the effort directly committed can be provided by the recipient institutions of the K Award to be consistent with the institutions salary scale. However, this can only be supported by non-federal funds and not require extra duties or responsibilities that interfere with the goals of...
The National Institutes of Health (NIH) Notice NOT-OD-0217 defines Graduate Student Researcher (GSR) compensation for those GSRs funded by NIH research grants and cooperative agreements. The compensation level is tied to the National Research Service Award (NRSA) Postdoctoral stipend level 0 that is in effect at the time the grant award is issued. GSR compensation includes total salary or wages, fringe benefits and tuition remission from all NIH sources. UCSF policy allows for a GSR to be supported by other sources to help defray the costs of their education. Compliance to the NIH Grants...
The campus has received a new Facilities and Administrative costs (F&A) agreement from the Department of Health and Human Services, Division of Cost Allocation. These rates will be used for all new, renewal, resubmission, or competitive supplement proposals for grants, contracts, and other agreements with the Federal Government beginning immediately using November 27, 2017 as the DHHS agreement date when requested by funding agencies. The new rates are now available for use in eProposal and PeopleSoft.
Effective Dates and F&A Rates for Extramural Funds Under the New...
As previously announced in the November 2017 Controller’s Office Newsletter, changes were implemented to the deferred revenue process for contracts and grants. These changes leverage our system to more efficiently meet Governmental Accounting Standards Board (GASB) accounting standards. GASB requires that revenue be recognized when earned. If revenue has been recorded due to cash receipt or invoicing but certain milestones or actions must be completed before it is considered earned, the revenue cannot be included in current earnings and must be deferred into a future period.
The new contract...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
January 31 - Compliance for Sponsored Projects
February 28 - Award Acceptance and Set Up for Sponsored Projects
March 28 - Billing for Sponsored Projects
Log on to the UC Learning Center and search for "PAM" in Find a Course to register....
Register before January 19, 2018 for a review session for the Certified Financial Research Administrator (CFRA) exam. Sponsored by the Research Administrators Certification Council (RACC), UCSF will host a review session that will take place on February 9, 2018 at UCSF. The purpose of the Body of Knowledge Review Session is to familiarize you with the outline of information used as the basis of the CFRA certification offered by RACC. This review will help you determine in which areas you are weak and may need additional study. The CFRA is a great credential to add to...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
December 14 - Financial Reporting and Award Closeout
January 31 - Compliance for Sponsored Projects
February 28 - Award Acceptance and Set Up for Sponsored Projects
March 28 - Billing for Sponsored Projects
Log on to the UC Learning...
The next Research Administration (RA) Town Hall will take place on December 12, 2017 from 10 a.m. to noon in 1400 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in person, the Town Hall will also be available via webcast.
We will communicate further details about the Town Hall through the Research Administration Town Hall Chatter Group. We use Chatter to communicate agendas, the...
Contracts and Grants Accounting (CGA) uses the ServiceNow system to help us provide the best possible customer support to the campus. We respond to most ServiceNow tickets within two business days. After a ticket has been resolved, the ServiceNow system will generate an email notification to the customer with the original request and its resolution. You will find the resolution at the bottom of the notification email (see screenshot below). We are currently working closely with IT to improve the visibility of the resolution/action note.
In the last few...
In the October Controller's Office Newsletter, we announced changes to the contracts and grants deferred revenue process. As a reminder, following are the key points:
Deferred Revenue: This currently available contract type recognizes revenue when a schedule for revenue milestones based on technical or scientific accomplishments is included in the award agreement. The Deferred Revenue contract type defers the entire payment or installment until the milestone has been met. These deferrals are apparent in the MyReports Sponsored Awards Summary Report (job aid) where payments are...
The next Research Administration (RA) Town Hall is scheduled for December 12, 2017 from 10 a.m. to noon.
The RA Town Hall is offered quarterly and has only been available via live stream for the first two Town Halls in 2017. Based on feedback provided through the most recent RA Town Hall survey, we will hold the December 12 Town Hall in 1400 Mission Hall at Mission Bay. We encourage everyone to join us at Mission Hall, if possible. This is a great opportunity to meet others working on research administration at UCSF and to get your questions answered in person. If you are unable to attend in...
October 28, 2017 was the deadline for effort reporting certifications for the January 1 to June 30, 2017 period. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA is beginning to distribute periodic escalating notifications as described in the Effort Report Escalation Process. The first notifications are being sent to department Effort Reporting Coordinators (ERCs). Notifications will then be sent to Principal Investigators (PIs) and department financial administrators, and...
The Post Award Management (PAM) training series provides an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
November 14 - Cash Management and Collection for Sponsored Projects
December 14 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and search for "PAM" to register. If you have any questions about using the UC...
To meet Governmental Accounting Standards Board (GASB) accounting standards, revenue can only be recognized when earned. If revenue has been recorded due to cash receipt or invoicing but certain milestones or actions must be completed before it is considered earned, the revenue cannot be included in current earnings and must be deferred into a future period.
The currently available Deferred Revenue contract type recognizes revenue when a schedule for revenue milestones based on technical or scientific accomplishments is included in the award agreement. The Deferred...
As announced in the September 2017 Controller’s Office Newsletter, system enhancements were implemented to allow for better management of sponsored projects. Specifically, these updates allow us to better account for program income and for project or task order specific periods. We are happy to report that we successfully implemented both updates on September 15 as scheduled and these features are available for use.
As a reminder, these changes will not be automatically applied to existing projects. Please submit a Sponsored Project Award Setup Change Request Form to...
Effort reporting for the January 1 to June 30, 2017 period is due by October 28, 2017. If you have not yet certified, please complete the certification process as soon as possible to ensure that UCSF meets the required 100% certification rate.
Per current UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually....
The Post Award Management (PAM) training series is designed as an introduction to post award processes for new employees and is also a good knowledge refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
October 18 - Billing for Sponsored Projects
November 14 - Cash Management and Collection for Sponsored Projects
December 14 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and search for "PAM" to register....
On September 1, 2017, the Effort Reporting System (ERS) will generate effort reports for the January 1 to June 30, 2017 period. Effort reporting certifications for this period are due by October 28, 2017.
Per current UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals...
The Post Award Management (PAM) training series is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
September 21 - Award Acceptance and Setup of Sponsored Projects
October 18 - Billing for Sponsored Projects
November 14 - Cash Management and Collection for Sponsored Projects
December 14 - Financial Reporting and Award Closeout
Log on to the...
It has been over a year since Contracts & Grants Accounting (CGA) announced organizational changes in the July 2016 Controller's Office Newsletter. Over the last year, CGA staff have transitioned into their new teams and roles, welcomed new staff to fill open positions, completed multiple levels of training, and continued to make system improvements to more easily manage and monitor the range of University awards and funding mechanisms received by the University. During this year we also developed a better understanding of departmental needs and each department's...
Contracts & Grants Accounting (CGA), with the help of IT, is making two changes in the Research Administration System (RAS) to help better manage our sponsored projects. Both changes are to RAS Project Information; one change will help us better account for program income on federal awards, and the other will allow for project specific periods. These updates are scheduled for implementation on September 15, 2017.
Program Income:
In the October 2016 edition of the Controller's Office Newsletter, CGA announced an update for handling program income. Awards that have...
The next Research Administration (RA) Town Hall is scheduled for September 19 from 10 a.m. to noon.
The RA Town Hall is offered quarterly and has only been available via live stream this year. In honor of Research Administrator’s Day and based on last year’s very successful event, we will hold the September 19 Town Hall in Cole Hall on the Parnassus campus. We encourage everyone to join us at Cole Hall, if possible. We will have refreshments and tokens of appreciation in honor of Research Administrator Day! This is a great opportunity to meet...
The Post Award Management (PAM) training series is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
August 23 - Compliance for Sponsored Projects
September 21 - Award Acceptance and Setup of Sponsored Projects
October 18 - Billing for Sponsored Projects
November 14 - Cash Management and Collection for Sponsored Projects
December 14 -...
In order to meet new University of California Office of the President (UCOP) fiscal year 2017-18 reporting requirements and to improve contracts and grants accounting reporting capabilities, a number of Accounts have been renamed and added to the UCSF Account Tree. UCOP’s new FY2017-18 reporting requirements include segregating local and state revenue and bad debt expense by contracts and grants, as well as separating receivables and uncollectible accounts allowances between private and local. Based on an analysis of the existing Account structure, CGA decided to establish separate Accounts...
Register before August 1st for the review session for the upcoming Certified Financial Research Administrator (CFRA) exam. Sponsored by the Research Administrators Certification Council (RACC), UCSF will host the review session that will take place on August 21 at UCSF. The purpose of the Body of Knowledge Review Session is to familiarize you with the outline of information used as the basis of the CFRA certification offered by RACC. This review will help you determine in which areas you are weak and may need additional study. The CFRA is a great credential to add to your personal portfolio...
The Post Award Management (PAM) training series is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
August 23 - Compliance for Sponsored Projects
Log on to the UC Learning Center and search for "PAM" to register. If you have any questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess....
Occasionally, a department may receive a request for documentation from a sponsor or an auditor working on behalf of a sponsor. These requests can be called many different names: an audit, a desk review, a justification of expenses, etc. Regardless of the name, anytime documentation is requested, you should contact CGA immediately at [email protected] so that we can guide you through the process. The only time you should respond to a request without CGA involvement is if the sponsor is requesting something that has already been provided to them, such as a previously provided invoice or...
UCSF’s international activities and programs continue to grow. International activities are complex, requiring business and administrative expertise beyond the norm required for domestic activities.
Global Programs for Research and Training (Global Programs) supports UC researchers doing business internationally. It advances UCSF’s research and humanitarian mission abroad, providing in-country support that follows host country laws and regulations. Global Programs provides services for sponsored projects that include host-country operational administration (e.g., registration, finance,...
In a concerted effort to create the most effective training opportunities for the UCSF research administration community, we continue to use your feedback to improve and change the different avenues of training that are available on campus. There are three current forums for training: the Research Administration Town Hall, Post Award Management (PAM) training, and ad-hoc Lunch & Learn sessions. Based on your feedback, the Research Administration Town Hall schedule and format was changed beginning in March 2017. The Post Award Management (PAM) training series will be assessed in the coming...
In order to better facilitate report scheduling, an effort is underway to add filters that are currently only found on the HTML output to the filter page. Making all filters available on a report’s filter page allows users to create and save a MyFavorite for any combination of filters. The user can then schedule their MyFavorite and the resulting report will display data filtered by the desired parameters.
Filter page enhancements have been recently applied to:
Employee Appointment Report
Add Show Detail Group 1
Add Show Detail Group 2
Add Display Codes and Descriptions...
One module of the Post Award Management (PAM) training series is currently available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
May 3 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and search for "PAM" to register. If you have any questions about using the UC Learning Center, contact...
The next Research Administration Town Hall is scheduled for June 20 from 1 to 3 p.m. The presentation will only be available via live stream. We will communicate further details through the Research Administration Town Hall Chatter Group. Chatter is used to communicate agendas, the webcast link, and any technical issues or updates during the Town Hall meetings. You can also use Chatter to submit topic requests for upcoming Town Hall meetings.
In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter group, available via MyAccess.
In a continued effort to provide more information to Principal Investigators and departmental research administrators, CGA has implemented an update in RAS. This update is also critical for future planned enhancements that continue to streamline CGA processes.
A key part of this update is the addition of Invoices to the existing FSR Documents Tab. All submitted invoices will now be readily available to all RAS users. The tab also includes a cumulative total of all uploaded reports and invoices. This improvement will provide better visibility to the research community and allow for enriched...
As previously reported in our January 2016 Newsletter, effective September 1, 2015 advances are being automatically authorized within 60 days of the continuation period beginning date with a budget of 50% of next year funding (approximately 6 months spend) for the future Activity Period where the award has:
A continuation or supplement in progress (confirmed by CGA with the Contracting Officer)
No past due receivable older than 90 days
Active certifications/protocols (as needed) are in place or in progress
Not been classified as a clinical trial
If you have an award that meets the...
Effort Reporting for the July 1 to December 31, 2016 period is due by April 30, 2017. If you have not yet certified, please complete the certification process as soon as possible so UCSF meets the required 100% certification rate.
CGA implemented an Effort Report Escalation Process to help ensure UCSF effort reports are certified within 120 days of the end of the effort reporting period and to prevent the need to move charges associated with uncertified reports to the department that owns the award. As a part of this process CGA will provide periodic, escalating notifications - first to...
Modules of the Post Award Management (PAM) training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
April 19 - Cash Management and Collections
May 3 - Financial Reporting and Award Closeout
Log on to the UC Learning Center and search for "PAM" to register for any of these training...
In order to more effectively manage sponsored awards, CGA will implement a new budget journal source code, 138 Spon Proj Bud Other (CGA), effective April 1, 2017. This source code will be used by CGA to record the additional sponsored funding generated by STIP, exchange rate increases/decreases, stock gains/losses, and other miscellaneous adjustments required by the sponsor. After the implementation, CGA will process a source code 138 budget journal to recognize the STIP income/loss recorded after July 1, 2016.
This new source code builds on the changes described in the May 2016 Newsletter,...
NIH has published updated information regarding the Fiscal Year 2017 salary limitation under NIH Notice NOT-OD-17-049. The direct salary that an individual may receive ("salary cap") under an NIH award is restricted to Executive Level II of the Federal Executive pay scale. The Executive Level II salary level increased from $185,100 to $187,000 effective January 8, 2017.
Going forward, the Office of Sponsored Research (OSR) will use the new salary cap on all new, renewal, supplement, or resubmission NIH proposals. eProposal has been updated to include the new salary cap option: $187,000-...
Email sent to the CGA Service Desk email address, [email protected], normally creates a ticket in ServiceNow immediately upon receipt. We recently discovered that this service was interrupted beginning on March 8 and not all email received generated a ServiceNow ticket.
Service has been restored and we are currently in the process of creating approximately 200 ServiceNow tickets for the impacted email messages. We expect to complete this synchronization by Monday, April 3rd and respond to all delayed tickets by April 15th.
We apologize for not discovering this interruption sooner and...
Effort Reporting for the July 1 to December 31, 2016 period is due by April 30, 2017.
Per current UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals supported 100% by a fellowship (stipend) with no additional employment compensation, and college Work Study employees....
Roles and Responsibilities for Termination Notices
At the end of an appointment on a federal grant, a Termination Notice (TN) must be initiated through xTrain (an application in the NIH eRA Commons) for all trainees and fellows. For a fellowship, the Program Director/Principal Investigator (fellow) or a delegate must log on to xTrain and submit the TN. The fellow will then route the TN to their Sponsor. For training grants, the Program Director or Principal Investigator must locate each trainee and either re-appoint them or terminate the appointment in xTrain. The TN can be routed between...
Modules of the Post Award Management (PAM) training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
March 21 Billing for Sponsored Projects
April 19 Cash Management and Collections
May 3 Financial Reporting and Award Closeout
Log into the UC Learning Center and search for "PAM" to register for...
On March 1, 2017, the Effort Reporting System (ERS) will generate effort reports for the July 1 to December 31, 2016 period. Effort reporting certifications for this period are due by April 30, 2017.
Per current UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals...
Modules of the Post Award Management (PAM) training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are a total of five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
February 21 Award Acceptance and Set-Up for Sponsored Projects
March 21 Billing for Sponsored Projects
April 19 Cash Management and Collections
May 3 Financial Reporting and Award...
A survey was conducted last summer to gather input on the Research Administration (RA) Town Halls with the goal of creating a more effective forum for the UCSF research administration community. Based on input from the survey, the schedule and format of the RA Town Halls is being revised.
The RA Town Hall will be held quarterly beginning in March 2017. These sessions will be conducted as webinars; you may participate using your computer via a real-time webcast. We will continue to use the Research Administration Town Hall Chatter Group, available via MyAccess, to communicate agendas, the...
On March 1, 2017, the Effort Reporting System (ERS) will generate effort reports for the July 1 to December 31, 2016 period. Effort reporting certifications for this period are due by April 30, 2017.
Per current UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally-sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals...
Modules of the Post Award Management (PAM) training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are a total of five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
January 19 - Compliance for Sponsored Projects
February 21 - Award Acceptance and Set-Up for Sponsored Projects
March 21 -Billing for Sponsored Projects
Log into the UC Learning Center...
Federal agencies regularly conduct audits at colleges and universities that receive federal funding. In preparation for these audits, the federal agency typically requests downloads of two to three years of data from the institution's general ledger, and then uses specialized software to analyze the entire data population, discover trends and patterns, and determine which transactions to review. In recent audits, federal auditors have focused on the burn rate of award funds and the timing of expenditures as they relate to the performance period of the award. For example, if an award is 20%...
Modules of the Post Award Management (PAM) Training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are a total of five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
December 15
Financial Reporting & Award Close-out
Log into the UC Learning Center and search for "PAM" to register for this training module. If you have any questions about using...
Wondering about the status of your CGA ServiceNow ticket? Most CGA ServiceNow tickets are created via email, but these instructions work for any ServiceNow ticket -- even if you’ve contacted the UCSF IT Service Desk and they opened a ticket for you or you have completed the UCSF IT Self Service online form. Here are two methods to quickly find out the status of your incident ticket:
METHOD 1: Locate your incident opened email
Open the email (you receive an email response every time you send email to CGA)
Locate “Click here to view incident LINK” in the bottom, left of the email
Click on...
All late cost transfers are an exception to established policy and are closely reviewed before being approved or denied. As a result, the review and processing of late cost transfers takes significantly longer than non-exceptional cost transfers. Reviewing time increases when the Late Cost Transfer Policy Exception Request package submitted is incomplete, requiring further requests and additional response time. The best approach to obtaining timely processing of your late cost transfer policy exception request is to ensure that the Payroll Expense Transfer (PET) form and/or PeopleSoft (source...
The RAS Dept Preferred Posting Level determines which chartstring is used to record the Project budget and posting of subcontract expenses. This information should be updated by the RSA (see the job aid Updating RAS Project Details for step-by-step instructions). If this information is not updated or provided to CGA via email within two business days of the Award Setup email notification sent to the RSA, then CGA will post the budget to the most appropriate posting level Dept ID associated with the Award Dept ID. If the Award Dept ID is a posting level Dept ID, it is automatically set to be...
The next Research Administration Town Hall will be held on November 2 from 9 to 11 a.m. in Byers Auditorium at Mission Bay. A real-time broadcast to CL 221/222 in the Paul and Lydia Kalmanovitz Library at Parnassus will also be available. You may also participate using your computer via a real-time webcast.
In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter group, available via MyAccess. Chatter is used to communicate agendas, the webcast link, and any technical issues or updates during the Town Halls. You can also use Chatter to submit...
Modules of the Post Award Management (PAM) Training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are a total of five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
November 15 - Revenue, Cash Management and Collections
December 15 - Financial Reporting & Award Close-out
Log into the UC Learning Center and search for "PAM" to register...
An enhancement has been implemented on the RAS Award Profile page to display the previous competitive renewal award number (Previous Award), and the subsequent competitive renewal award number (Renewal Award). This feature allows RAS users to more quickly identify the relationships between awards. The data populating these two fields originates from the proposal. See the RAS User Guide for details on navigating to this and other RAS information.
RAS Award Profile page screenshort
The next Research Administration Town Hall will be held on November 2 from 9 to 11 a.m. in Byers Auditorium at Mission Bay. A real-time broadcast to CL 221/222 in the Paul and Lydia Kalmanovitz Library at Parnassus will also be available. You may also participate via a real-time webcast available from your computer.
In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter group, available via MyAccess. Chatter is used to communicate agendas, the webcast link, and any technical issues or updates during the Town Halls. You can also use Chatter to...
Modules of the Post Award Management (PAM) Training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are a total of five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
October 19
Billing for Sponsored Projects
November 15
Revenue, Cash Management and Collections
December 15
Financial Reporting...
A new job aid Accounting for Program Income is now available on the Controller's Office website. Program Income is gross income earned by the University that is directly generated by a supported activity or earned as a result of a federal award, in whole or in part, during the period of performance. Examples of program income include:
Fees for services performed
The sale of items fabricated under a federal award
A Recharge Activity is a Sales and Service Center activity which provides products and/or services to other University organizational units or departments, and charges for those...
In coordination with the Offices of Research Components (ORC), non-financial milestones will be added to RAS to help the PI and RSA meet their program reporting deadlines. Effective October 1, 2016, non-financial milestone data will be loaded for active NIH grants, fellowships, and cooperative agreement awards (where UCSF is the grantee), and all new agreements will be reviewed for these deadlines and the appropriate non-financial milestones will be added to RAS.
Once these milestones are established, RAS will generate an email reminder for pending non-financial milestones to the primary...
Update on Short Term Investment Pool (STIP) Procedures for Sponsored Awards
Effective July 1, 2016, STIP distribution began posting directly to the chartstring that earned the interest for those sponsored projects that have been identified with the STIP_REQ attribute. The STIP_REQ attribute was implemented for all awards where the sponsor requires the reporting, tracking or management of STIP within the award. During award set-up, CGA assigns this attribute in the Research Administration System (RAS) and includes a description of the clause that states the requirement. For example...
Effort Reporting for the January 1 to July 31, 2016 period is due by October 31, 2016.
Notices for this reporting cycle were delayed due to a system change; notifications were sent on September 21 to all parties. Please work with your Effort Reporting Coordinators and Investigators to meet the mandated October 31 deadline.
Per UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally-sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review...
The next Research Administration Town Hall will be held on Thursday, September 15 from 9 to 11 a.m. in 301 Health Sciences West (HSW) at Parnassus. A real-time broadcast to Pottruck Auditorium in Rock Hall at Mission Bay will also be available. You may also participate via a real-time webcast available from your computer.
We appreciate your participation in our recent survey and we will be sharing the results, including upcoming changes, at the September Town Hall.
We encourage you to take advantage of the opportunity to highlight your research administration team by joining us at the...
Modules of the Post Award Management (PAM) Training series are available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are a total of five separate two-hour modules in the PAM series; the PAM series is presented twice per year.
Currently scheduled and available for registration:
September 21 - Award Acceptance and Set-up
October 19 - Billing for Sponsored Projects
November 15 - Revenue, Cash Management and Collections
December 22 - Financial Reporting &...
Contracts & Grants Accounting (CGA) announced its final organizational changes in the July 2016 CO Newsletter. Since the announcement, CGA staff have transitioned to their new teams and roles, and nearly all positions have been filled. A reorganization of this magnitude involves many changes; from the mundane (moving staff to different workstations so teams are co-located) to the complex (cross training all staff while maintaining service levels). We appreciate your patience and understanding during this continuing transition.
Three tools are available to help you identify your service...
As last reported in the May Controller's Office Newsletter, all Department of Health and Human Services (DHHS) agencies have been switching the payment mechanism of their Letter of Credit (LOC) awards from pooled (G) accounts to subaccounts (P). The end of the final transition year is quickly approaching; changes should be completed by the end of this federal fiscal year (September 30, 2016).
This process only impacts those awards where UCSF is receiving new monies directly from a federal agency. Key follow-up items for the remaining few awards:
If you received a No-Cost Extension (NCE)...
On September 1, 2016, the Effort Reporting System (ERS) will generate new effort reports for the January 1 to June 30, 2016 period. Effort Reporting for this period is due by October 31, 2016.
Per UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally-sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals supported 100% by a...
This year, the Executive Vice Chancellor and Provost is collaborating with the Office of Sponsored Research and the Controller’s Office to celebrate UCSF’s research administrators with a one-day Research Administrators’ Day (RAD) event on Friday, September 23, 2016 at Mission Bay.
Dr. Keith Yamamoto, Vice Chancellor for Science Policy and Strategy and Vice Dean for Research, will kick-off the day with introductory remarks. Immediately following, Drs. Edward Chang (Neurological Surgery), Jaime Sepulveda (Global Health Sciences) and Diane Barber (Cell and Tissue Biology) will discuss “...
Foreign Currency Award Procedures
Fluctuations in exchange rate can have a significant effect on the payments for sponsored research projects when projects are paid in foreign currency rather than U.S. dollars. UCSF has implemented specific guidelines to manage the risk associated with accepting awards in foreign currency. If the negotiated terms of the award require foreign currency payments over the award’s life, this condition will be disclosed and acknowledged by the department through an OSR informed consent memo.
At the time of award acceptance, the department will choose whether the...
National Research Administrator Day is observed annually on September 25 in recognition of the contributions made to the research enterprise by research administrators. This year, the Executive Vice Chancellor and Provost is collaborating with the Office of Sponsored Research and the Controller’s Office to celebrate UCSF’s research administrators with a one-day Research Administrators’ Day (RAD) event on Friday, September 23, 2016 at Mission Bay. The day will be full of community engagement activities with food and music. Save the date and keep an eye out for additional details to be...
he next Research Administration Town Hall will be held on Thursday, September 15 from 9 to 11 a.m. in 301 Health Sciences West (HSW) at Parnassus. A real-time broadcast to Pottruck Auditorium in Rock Hall at Mission Bay will also be available. You may also participate via a real-time webcast available from your computer.
In preparation for the Town Hall, we encourage you to join the Research Administration Town Hall Chatter group, available via MyAccess. Chatter is used to communicate agendas, the webcast link, and any technical issues or updates during the Town Halls. You can also use...
All modules of the Post Award Management (PAM) Training series are now available for registration. PAM is designed as an introduction to post award processes for new employees and is also a good refresher for those seeking a basic process review. There are a total of five separate two-hour modules; the PAM series is presented twice per year.
Currently scheduled and available for registration:
August 30
Compliance
September 21
Award Acceptance and Set-up
October 19
Billing for Sponsored Projects
November 15...
At the end of an appointment on a federal grant, a Termination Notice (TN) must be initiated through xTrain (an application in the NIH eRA Commons) for all trainees and fellows. For a fellowship, the Program Director/Principal Investigator (fellow) or a delegate must log into xTrain and submit the TN. For training grants, the Program Director or Principal Investigator must locate each trainee and either re-appoint them or terminate the appointment in xTrain. The TN is routed between the PI and fellow/trainee as needed. The final step is to route the TN to the Business Official (BO).
For all...
Contracts & Grants Accounting (CGA) announced its final organizational changes in the July 2016 CO Newsletter. This reorganization aligns CGA teams with the Office of Sponsored Research (OSR) teams supporting increased collaboration between the pre- and post-award offices, and capitalizes on tools and functionality available in PeopleSoft version 9.2.
Three tools are available to help you identify your service team and award analyst:
In RAS: "CGA Service Team Member" field of the Award Details in the Award Profile
(see page 10 of the revised RAS Quick Reference Guide for RAS...
National Research Administrator Day is observed annually on September 25 in recognition of the contributions made to the research enterprise by research administrators. This year, the Executive Vice Chancellor and Provost is collaborating with the Office of Sponsored Research and the Controller’s Office to celebrate UCSF’s research administrators with a one-day Research Administrators’ Day (RAD) event on Friday, September 23, 2016 at Mission Bay. The day will be full of community engagement activities with food and music. Save the date and keep an eye out for additional details to be...
The Research Administration Town Halls are taking their normal summer hiatus; the next Town Hall will be held in September and announced in a future Newsletter.
In the interest of continuous improvement, we have created a survey to get your input on the Town Halls so we can come back from the break with an updated or more effective forum for the research administration community at UCSF. We need your help and input to achieve this goal. If you have not yet participated, please take five minutes to give us your input by filling out the survey.
The survey will be available through July 30,...
On December 26, 2013, the Office of Management & Budget (OMB) issued 2 CFR 200, commonly referred to as Uniform Guidance. Since then, the UCSF Uniform Guidance Workgroup has been collaborating with a UC system-wide workgroup to understand the impacts of Uniform Guidance on UC and help facilitate a smooth transition to these new federal rules and regulations at UCSF. The UCSF workgroup has recently posted an Annual Campus Report as an update on the workgroup’s activities since the 2014 initial assessment. We are immensely grateful for the efforts of the members of the UCSF workgroup over...
Effective February 1, 2016, all campus payroll transfers are being accrued during the month submitted and then reversed to coincide with the payroll compute and Distribution of Payroll Expense generation. This change has allowed departments to view the impact of a payroll transfer shortly after the payroll transfer has been submitted. Additionally, the change provides CGA with the necessary ledger detail required by Federal Policy when submitting final invoices and reports that include these late posting transactions. We have begun to incorporate these accruals into final invoices and...
Contracts & Grants Accounting (CGA) is pleased to announce its final organizational changes. One of the eight key recommendations from our business process improvement study was to reorganize CGA from the previous functional teams into end-to-end service teams. This reorganization aligns CGA teams with the Office of Sponsored Research (OSR) teams supporting increased collaboration between the pre- and post-award offices, and capitalizes on tools and functionality available in PeopleSoft version 9.2.
The new organization streamlines contacts; Principal Investigators and Research...
The basic cost principles must always be applied when identifying cost allowability. All costs must be reasonable, allocable, necessary, and consistently treated both directly and indirectly (e.g., following the campus F&A Rate Proposal), as well as be allowable on federal awards under the Uniform Guidance. The Uniform Guidance calls out 55 specific cost categories in sections 200.420 – 200.475. They cover a wide range of costs and have enough breadth that you can use them when trying to identify whether almost any cost category is allowable on a federal or federal flow-through award. If...
Do you prepare and submit proposals, manage research projects or financials, negotiate contracts and awards, or oversee research compliance?
National Research Administrator Day is observed annually on September 25 in recognition of the contributions made to the research enterprise by research administrators. This year, the Executive Vice Chancellor and Provost is collaborating with the Office of Sponsored Research and the Controller’s Office to celebrate UCSF’s research administrators with a one-day Research Administrators’ Day (RAD) event on Friday, September 23, 2016 at Mission Bay. The...
Beginning in Fiscal Year 2016-17, Payroll will change the way that accrual amounts for biweekly employees are posted to the General Ledger. The first biweekly payroll accruals in FY2016-17 will appear on the General Ledger in early September as part of the August monthly payroll journal posting. The new accrual amounts and accrual reversals will be visible in MyReports.
See the Payroll article for additional information and look to future editions of the Controller's Office Newsletter to learn more about the new biweekly payroll accrual process, and to find out about training opportunities...
The Research Administration Town Halls are taking their normal summer hiatus; the next Town Hall will be held in September and announced in a future Newsletter.
In the interest of continuous improvement, we have created a survey to get your input on the Town Halls so we can come back from the break with an updated or more effective forum for the research administration community at UCSF. We need your help and input to achieve this goal. Please take five minutes to give us your input by filling out the survey.
The survey will be available through July 30, 2016. (no longer available)
Effective June 1st, Attachment E for PeopleSoft Cost Transfer Journals will be updated to align with the Attachment E for the Payroll Expense Transfer Uploader (PETU). The first two questions in the journal Attachment E will be collapsed and you now explain the benefit to the project and the role or nature of the expense in one response. The second question will now address those expenses posting to the ledger after 120 days from the original posting date; you will still need to explain and justify the reason for the lateness of these transactions.
Principal Investigator certification is...
Effort Reporting for the July 1 to December 31, 2015 period is due by April 30, 2016.
Per UCSF Campus Administrative Policy 300-20, all personnel paid from, or with effort committed to, a federally-sponsored project (including federal flow-through subcontracts that the campus receives as a second-tier contractor of a federal agency) are required to review, correct, complete, and certify effort reports semiannually. Exceptions are pre- and postdoctoral individuals supported 100% by a fellowship (stipend) with no additional employment compensation, and college Work Study employees.
The Effort...
