Assistant Controller – Contracts and Grants Accounting
+1 415 476-0829
Contracts & Grants Accounting
Management Contact
CGA Support Team Manager
+1 415 502-6625
CGA Service Team Manager
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This guide provides an overview of active attributes used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each attribute would be added to an award. Attributes are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Attributes enable tracking and reporting based on various features of an award. The comment field of the Attribute will provide the unique details about the Attribute specific to the award; generally are excerpts of the award agreement clauses themselves.
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Sponsor Type Description Usage 01 Federal Government Departments, agencies, etc. of the United States government 02 State Government Departments, agencies, etc. of the State of California 03 Other Government Agency
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This guide provides an overview of active terms used in PeopleSoft/Research Administration System (RAS), as well as the situations in which each term would be added to an award. Terms are added to an award during setup and can be modified later by Contracts & Grants Accounting (CGA) if the characteristics of an award change. Terms provide management with insight to compliance requirements. The comment field of the Term will provide the unique details about the Term specific to the award; generally are excerpts of the award agreement clauses themselves.
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Research Services Analysts (RSAs) and department users granted the proper security may use the UCSF Research Administration System (RAS) to manage the Subawards issued under an Award. This step-by-step guide explains how to monitor the Subaward’s amounts authorized, amounts invoiced, and amounts paid.
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The following chart describes the selections for Flow Through Type that appear on the Flow Through detail page when creating a Subcontract proposal in RAS. When your proposal has an Agreement Type of Subcontract, you are required to select a Prime Sponsor and a Flow Through Type for your proposal. The nature of a subcontract is that you are requesting money from another institution that has an award from a sponsor such as NIH, DOD, or any other sponsor; the sponsor where the money originates is called the Prime Sponsor. For each proposal with an agreement type of Subcontract, you must use the detail page to identify the Prime Sponsor and Flow Through Type.
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During Final Financial Reporting, Invoicing and Closeout of Sponsored Awards, departments ensure that all expenses are complete, accurate and allowable, and that costs from subawardees, other Dept IDs, and recharge units have been recorded in the General Ledger (GL). In situations when expenses have not been recorded in the GL, an expense accrual may be required. An expense accrual is the recording of the cost estimate for a product or service that was delivered during the award period but has not yet been recorded in the GL. Creating an accrual ensures that all direct expenses are properly recorded at Final Invoicing, Reporting and Closeout.
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This step-by-step guide explains the process of navigating to and completing the Final Reporting Certification in RAS.
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Step-by-step guide for using the Stipend Payment Request Application.
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This step-by-step guide outlines the purpose for preparing budget entries that facilitate financial reporting and compliance management for sponsored research, along with the step-by-step process for preparing, editing, and submitting Budget Adjustment Journals in PeopleSoft.
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Award Modification When project modifications (i.e., revised budgets, no-cost extensions, etc.) are necessary, principal investigators/departments must provide adequate justification and ensure required approvals are obtained. Modifications such as those listed below, typically require approval from the sponsor, RMS as well as CGA. Change in scope Change in Key Personnel Supplemental Funding Budgeting Revisions * Carryover Funding * Sponsor approved No-Cost Extension (NCE) Grant Transfers * If pre-approved by the sponsor, these items can be requested of CGA directly.
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NOTE: The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. Effort reporting has been replaced by award verification.
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UCSF assigns the responsibility for financing overdrafts, unallowable charges and deficits as well as receiving surpluses to the department that owns the award. During the award lifecycle, situations may arise that require the use of a discretionary journal to transfer identified charges from an award to the department. After consultation with campus and in order to complete these transfers in an efficient, consistent, and timely manner, discretionary journals will use a default chartstring following the procedure outlined below.
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Establishing Journal Preparers and Approvers in PeopleSoft Take the two-part online course “Understanding PeopleSoft Journals” in the UC Learning Center. Completion of this course is required for access to PeopleSoft General Ledger and Journals. Journal Preparers must complete Understanding Journals: Journal Preparer Actions (opens in new window).
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New Award Setup Process When the appropriate unit within the Office of Sponsored Research (OSR) completes the input and loading of appropriate documents into the Centralized Agreement Contract Tracking and Approval System (CACTAS), they hand off the record to CGA by populating the “Award Set-Up Queue” in CACTAS which indicates that the record is ready for processing.
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The University of California, San Francisco (UCSF) has developed charging practice guidelines for sponsored projects in accordance with the Uniform Guidance and associated Cost Accounting Standards (CAS).
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A special state appropriation is a type of agreement which is a hybrid between a sponsored project and internal University of California agreement. Special state appropriations exist for all four tenets of the Mission Statement of the University of California, San Francisco: Instruction, Research, Patient Care and Public Service. For research purposes, a special state appropriation is a study that has been approved for funding internally by a University of California program. In this regard, a special state program has features of an intramural agreement. The primary University of California statewide research programs are:
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Award Requirements All end of project financial reports must be received per the sponsor’s requirements and deadline. The financial report must accurately account for all expenditures. Institutions must liquidate all obligations incurred per the sponsor’s requirement and deadline. All awards must be closed out in the institution's financial system within 120 days of the project end date. All technical reports, progress reports, and other deliverables must be completed per the sponsor’s requirements and deadlines. Establishing the Award Trail Out Period
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This job aid defines program income, explains reporting requirements for program income on sponsored projects, and outlines how to account for program income using the accounting method required by the award.
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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. The period of performance is typically the award period but may be defined as alternative dates in the award document. Examples of program income include:
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Participant support costs are defined in the Uniform Guidance as direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to, or on behalf of, participants or trainees (but not employees) in connection with conferences or training projects (except NIH Kirschstein-NRSA programs). Participant support costs do not include expenses incurred to incent or enable research subjects to participate in studies, such as gift cards, stipends, dependent care costs, parking fees and transportation.
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This guide outlines the steps to prepare a non-payroll accrual entry, which may be required under Final Financial Reporting, Invoicing and Closeout of Sponsored Awards.
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The Termination Notice (TN) documents the termination of appointments for National Research Service Award (NRSA) recipients.
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This guide describes how to enter, edit, and submit Regular (Source Code 545) and Exception (Source Code 547) Sponsored Research Cost Transfer Journals.
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The Student Service Team in Contracts and Grants Accounting works with departments to disburse funds to students and post doctoral candidates.
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Billing and collections is a collaborative effort requiring Contracts and Grants Accounting (CGA) and the individual department to partner together. Depending on the type of award, either CGA or the department will handle the procedures and responsibilities. Broadly, CGA handles the majority of specific billing tasks including updating the Research Administration System (RAS) with the department reviewing RAS regularly and contacting CGA to ensure billing is complete and payment is received and applied correctly.
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An External Audit is a periodic or specific purpose audit conducted by external (independent) qualified accountant(s). Its objective is to determine, among other things, whether (1) the accounting records are accurate and complete, (2) prepared in accordance with generally accepted accounting principles, and (3) the statements prepared from the accounts present fairly the organization's financial position, and the results of its financial operations.
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The Educational Travel Grant Procedure was established to streamline the acceptance, processing, payment application, and close-out of nominal travel grants from select private sponsors. This procedure applies only to a small subset of travel grants and is not meant as a general substitute for normal grant submission, acceptance, and post-award procedures.
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Award Purpose defines the type of sponsored award. For additional information on Award Purpose see the UCSF Research Administration Glossary located on the Office of Sponsored Research website Function defines the mission/purpose of the transaction. For additional information on Function, see the Quick Reference Guide “What Function Should I Use for My Activity?”
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Effective April 1, 2015, the following procedures will apply to foreign currency awards. Exchange Rate Consideration The exchange rate is the price of one currency expressed in terms of another currency. For example, the average exchange rate of the U.S. Dollar to the Euro for March, 2014 was 0.72. This means 1 U.S. Dollar was equivalent to 0.72 Euros. Fluctuation in exchange rates can have significant effect on the payments for sponsored research projects. All UCSF departments should be aware of the risks, including potential loss of Dollars, involved in agreements containing payment terms in foreign currency.
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Overview These procedures set forth the accounting to move the deficit/overdraft or surplus associated with a sponsored award as well as to sweep the cost share for a sponsored award. These procedures ensure consistency in accounting treatment while allowing for proper mission-based reporting. Deficit Transfers Transfers are needed to clear overspending on an award which can result from:
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Fund Numbers for 2015-16 though 2017-18 for State General Fund, General Fund Specific State Appropriations, and Special State Appropriation.
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Sample CGA notice of upcoming award termination.
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This table allows pre-award offices to easily compare preferable, acceptable, and not acceptable award terms and conditions along with other considerations and comments. Required Award Term Preferable Position Acceptable Position Not Acceptable Position Considerations Comments 1. Award Budget Period
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This DocuSign Workflow Owner User Guide covers : Assigning a single approver and optional note Adding additional workflow Tracking status of an envelope Receiving completion or declination notice with link to invoice Error handling Out of office - sharing DocuSign folders
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Topics in this DocuSign User Guide for Approvers: Approving an invoice Declining to sign an invoice Routing to a different approver Receiving completion notice with link to signed invoice Out of office -sharing DocuSign folders
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Information for prospective and current postdocs, postdoc alumni, and faculty mentors is available on the Office for Postdoctoral Scholars website. In the Controller's Office:
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Slide deck from the UC Office of the President on the UC Effort Reporting System - Cost Sharing. NOTE: The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. Effort reporting has been replaced by award verification.
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CGA service teams provide support based on award department. In order to ensure high quality service and compliance for certain special award types, these special awards are supported by a single team regardless of the department associated with the award.
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Describes the UCSF procedures for requesting approval for additional compensation for Ruth L. Kirschstein National Research Service Award (NRSA) Fellows under National Institutes of Health (NIH) Grants Policy Statement 11.2.10.2.
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The federal government and other sponsors define cost sharing as the portion of sponsored project costs not borne by the sponsor. There are three types of cost sharing: Mandatory Committed Voluntary Committed Voluntary Uncommitted Award/proposal terms and conditions specifically require cost sharing, or cost sharing is agreed to between the institution and the sponsor when accepting a sponsored agreement.
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Chapter 23 (Assembly Bill 74), Statutes of 2019: LIST OF STATE GENERAL FUND, UC GENERAL FUND & SPECIAL STATE APPROPRIATION FUND NUMBERS FOR 2017-18 THROUGH 2019-20
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This Quick Reference Guide explains the procedures for payment remittance for all sponsored projects. Instructions include payment remittance procedures for both paper checks and electronic funds transfer (EFT).
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Read about UCSF's new award verification procedure being implemented in April, 2021. Award verification is UCSF's procedure to support Principal Investigators (PIs) in meeting the requirements of the Uniform Guidance for federal awards.
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Learn what you can do now to get ready to use the Award Verification Tool beginning in April.
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Access resources and training to view details, steps, demonstrations, or try actions available in the Award Verification Tool.
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The Award Verification Tool was designed with built-in flexibility to meet the varied needs of research teams. The following workflow process diagrams illustrate a few of the ways to integrate the award verification process and use of the Award Verification Tool into local financial procedures. Your local award verification process and role assignments should complement and leverage your existing procedures such as PI/RSA meetings, and BSR or other financial reports. Keep in mind that not all awards and projects within a PI's portfolio need to follow the same process; apply the process that best fits the specific situation.
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Research Services Analysts (RSAs) have the ability to manage Program Manager assignments directly in RAS. The steps in this guide describe the procedure RSAs can follow to add the Program Manager Reporting Role to an award.
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Contents Roles and Access Award Verification Procedure and Timing General Ledger Verification Reports Additional Resources
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Review answers to common questions about award verification.
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UCSF will implement a new award verification procedure in April 2021 to support Principal Investigators in meeting the requirements of Uniform Guidance for federal awards. Following are detailed considerations you can consider now to get ready to use the Award Verification Tool in April. Or you can choose to follow a more focused look at how to Get Ready for Award Verification.
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Use this checklist to assess your readiness to begin using the Award Verification Tool in April 2021 and as new sponsored awards are funded and set up in the Research Administration System (RAS). More information is available on the Get Ready for Award Verification web page.
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Issue Platform Mitigation Plan Resolution When using the Send and Email feature to email comments from the mobile app, comments entered with line breaks (by tapping the Return button) appear in the email message with "<BR>" in place of each line break. Mobile This is a known issue with iOS 14.x versions 14.6 and higher. Upgrade to iOS version 15 to resolve. Users receive a "Stale Request" error when logging into the mobile app. Mobile Closing and relaunching the mobile app will resolve the issue.
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System Availability The Award Verification Tool is available 24/7/365 except during the following regularly scheduled maintenance and data load windows: Every Saturday from 10 p.m. to Sunday at 10 a.m. Monthly before each data load from 10 p.m. the night before to 7 a.m. the day data becomes available. Other scheduled Award Verification Tool outages will be listed in the News and Announcements as information becomes available. Users will receive a "page not found" error message when the system is unavailable.
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Award Principal Investigators (as documented in RAS) can view data, enter comments, review projects, and verify awards. Project Principal Investigators and Program Managers (as documented in RAS) can view data, enter comments, and review projects. Multiple Principal Investigators (as documented in RAS) can view data and enter comments. Research Services Analysts (as assigned in RAS) can view data and enter comments.
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Contents Guidelines for Using the Award Verification Tool Before You Verify a Sponsored Award Using Comments Using Award Verification Tool Reports Reviewing Non-Sponsored Projects Guidance for Selected Circumstances and Cost Categories Actions During Award Lifecycle Select Cost Categories Requiring Additional Oversight
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To access the web version Log into MyAccess (opens in new window) and DUO multi-factor authentication, if prompted. Select Award Verification Tool from the applications list. If necessary, click Manage Favorites to find and save the Award Verification Tool to your list of applications.
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Function/Feature/Data Web Version Mobile Version UCSF VPN Required Not required Save a default Principal Investigator or Program Manager to view Available Not available Verify awards and Review projects Can verify multiple awards or review multiple projects with one action Can verify a single award or review a single project at a time Quarterly Award Verifications Due Section on dashboard Direct Balance Without Liens displayed
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When non-payroll costs benefit two or more awards or projects it is required that departments understand the benefit to each award and document the allocation methodology used to charge each award. As non-compliance in documenting and applying a cost allocation methodology is an area of focus for all audits, adhering to the following best practices is recommended. Why is Cost Allocation Important? Uniform Guidance Subpart E §200.405 (d), Allocable Costs, stipulates that it is necessary to substantiate the proportional benefit of costs when costs benefit two or more projects.
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Departments use the PeopleSoft Research Administration System (RAS) to submit invoices for processing. This step-by-step guide explains how to submit fixed price invoices in RAS.
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The National Institutes of Health (NIH) has recognized that the high cost of childcare affects graduate students and post-doctorates funded through Ruth L. Kirschstein National Research Service Awards (NRSA) fellowships in their ability to successfully complete their training and fully participate in the extramural research workforce. As part of their ongoing efforts to address this, the NIH issued NOT-OD-21-074 for NIH NRSA individual fellowships (F-Series) to be eligible for supplemental funds to defray childcare costs for any awards issued on or after April 8, 2021.
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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 Investigators(s) of research grants who are or become disabled and need additional support to accommodate their disability in order to continue to work on the research project.
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Effort Reporting How-to Guide.
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Facilities & Administrative (F&A) Costs are the costs that are incurred by a grantee for common or joint objectives that cannot be identified specifically with a particular project or program. These costs are also known as “indirect costs” or “overhead.” At UCSF, the Costing & Cost Recovery Policy & Analysis unit of Budget and Resource Management develops the F&A proposal and negotiates F&A rates with our assigned federal agency, the Department of Health and Human Services (DHHS).
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Private sponsors of contracts and grants require periodic Financial Status Reports (FSRs) to help ensure that the funding they have provided is being spent in accordance with their policies and the approved budget. To help ensure that this process is performed timely, CGA sends an email notification to the RSA and to Principal Investigator 45 days prior to the reporting deadline. To create and submit a Financial Status Report to a private sponsor:
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NOTE: The last effort reporting certification cycle at UCSF was completed in August 2020 for the period of January 1 through May 2, 2020. Effort reporting has been replaced by award verification.
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This guide outlines the purpose and process for preparing and reversing a non-payroll accrual entry, which may be required in the Final Reporting, Final Invoicing and Closeout of Federal Awards. These procedures apply to Federal and Federal Flow-Through award except for clinical trials. For clinical trials and private awards, see Final Reporting, Final Invoicing and Closeout – Clinical Trials and Private Awards
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This article outlines the purpose and process for preparing and reversing a payroll accrual entry, which may be required in the Final Reporting,Invoicing and Closeout of Federal Awards. See the article Final Reporting and Closeout of Federal Awards – Non-Payroll Accruals for instructions on preparing and reversing non-payroll accrual entries.
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At UCSF, Principal Investigators and department research administrators work with the Office of Sponsored Research (OSR) on pre-award activities from proposal development and submission through award negotiation and acceptance. OSR negotiates award terms on behalf of UCSF and the Regents of the University of California.
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Contracts and Grants Accounting (CGA) supports UCSF's mission by providing collaborative and advisory post-award management and financial oversight of sponsored research. CGA works collaboratively with Principal Investigators, research administrators, the Office of Sponsored Research, other University units, and sponsors from award set-up through close-out; managing billing, collections, and financial reporting as well as monitoring post-award compliance.
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Contracts and Grants Accounting (CGA) is responsible for completing the setup of both new awards and award modifications in the Research Administration System (RAS) and ultimately generates a Project for the department and PI to use for spending on the award. Once setup is complete, the CGA Service Team notifies the PI, Research Services Analysts (RSA), and OSR Primary Analyst.
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The proper administration of an award, including award spending, is the responsibility of the Principal Investigator (PI) and department. It is important the PIs and departments understand the terms and conditions of the award in order to fulfill the requirements outlined by the awarding agency. PIs are responsible for oversight of financial, scientific, and compliance aspects of the award. PIs and departments exercise budgetary control and ensure that expenditures incurred are within the authorized budget and period and that only those costs that are allowable, allocable and reasonable are charged.
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The PeopleSoft Research Administration System (RAS) is the system of record for post-award contracts and grants including expense processing, budgeting, revenue recognition, billing, and payment. This guide describes key data in PeopleSoft RAS that are relevant to understanding an award.
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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. The subrecipient takes full responsibility for adhering to the terms and conditions of the subaward including those flowed down from UCSF’s sponsor under the Prime award. UCSF’s Principal Investigator (PI) and his/her associated administering department are responsible for the conduct of the subrecipient’s work. PIs and departments should carefully read and follow regulations related to subawards in order to remain in compliance.
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The Research Administration System (RAS) is our system of record for post-award contracts and grants financial transactions used by campus/UCSF Health Research Services Analysts (RSAs) and the Contracts & Grants Accounting (CGA) unit of the Controller's Office throughout the award lifecycle. RAS is a module of the PeopleSoft financial system. RAS transactions include:
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The Post Award Responsibility matrix shows Contracts and Grants Accounting (CGA) and Principal Investigator (PI)/Department responsibilities by function.
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The Research Administration System (RAS) has seven inquiries that can be used to view and download data. This guide describes the required steps for Research Services Analysts (RSAs) to run these inquiries in RAS.
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Research Services Analysts (RSAs) and department users with the appropriate access may use the UCSF PeopleSoft Financial System to update Project Details. This step-by-step guide explains the required steps to change the RSA assigned to a Project, the Project Nickname, and the Dept Preferred Posting Level.
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This step-by-step guide outlines the process for accessing the RAS Invoice/Payment Reconciliation Report and reconciling invoices and payments in RAS to ensure that billing is complete and payment is received.
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Name Certification Begin Date Certification Expiration Date Akbarian,Amy A. 12/16/2015 12/31/2020 Al-Kubati,Mohammed 8/23/2017 8/31/2022 Ames,Holly A. 8/23/2016 8/31/2021 Assaf,Cheryl E. 11/28/2017 11/30/2022 Asuncion,Rudy A. 12/20/2017 12/31/2022 BARLOW,ANTHONY NORRIS 2/16/2016 2/28/2021 Beck,Jeffrey M. 8/30/2018
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Uniform Guidance reformed federal government procedures for assistance awards (e.g., grants and cooperative agreements) with the goal to increase accountability and transparency while reducing the administrative burden on award recipients. As a result, many peer organizations have implemented alternatives to effort reporting. Learn about alternatives to effort reporting under Uniform Guidance and how the award verification procedures being implemented at UCSF will leverage new and existing controls to meet the requirements of federal awards.
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PIs and their research/support teams across UCSF have unique needs. The new Award Verification Tool, deployed on April 12, 2021, was designed to be flexible to meet the varied needs of different research teams. A critical planning step for award verification will be to determine how each research team will work together and use the Tool to ensure the verification of each sponsored award at least quarterly. In this session, we will highlight considerations for incorporating the Award Verification Tool into local business practices.
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An award closeout is the final reconciliation and reporting of expenses and activities. This involves reviewing project expenditures, resolving open commitments, collecting subrecipient documents, and preparing required final reports and deliverables for submission to the sponsor. An automated notification from Contracts and Grants Accounting (CGA) will be sent to departments 45 days prior to the award end date that the award is coming to an end. Departments should then determine whether to request a No Cost Extension (NCE) or carryover. If the sponsor has pre-approved an NCE or carryover, then a confirmation from the departments should be sent to CGA via email.
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This procedure streamlines the administrative steps needed to process certain award advances without increasing institutional risk. Use of an award advance allows for spending in the correct Award and Activity Period, minimizing cost transfers. Without an award advance, departments will need to record expenditures on a discretionary fund until the sponsor funds the award/budget period. Which awards qualify for an automatic advance? CGA Compliance will establish an advance in RAS for a continuation or supplemental year on a current award, including City and County of San Francisco (CCSF) awards, when:
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Departments complete the Final Reporting Certification Form in the PeopleSoft Research Administration System (RAS) system as part of the Final Reporting Certification Process initiated by Contracts & Grants Accounting (CGA). CGA will notify the RSA and Principal Investigator (PI) by email when an award is scheduled to expire and action in accordance with the Financial and Reporting Closeout Process is required. The email contains details on the award, and a link to PeopleSoft RAS. Use the details on the award to complete the Final Reporting Certification Form within PeopleSoft RAS and submit online to CGA for review and approval. The form will route to the correct CGA analyst based on the award number.
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Contracts and Grants Accounting (CGA) is responsible for financial reporting for sponsored awards. CGA works with Principal Investigators and departments to ensure that financial reporting is completed timely. Frequency of submission will vary and is based on the terms of each agreement or sponsor request. CGA prepares and submits financial reports for federal awards. For private awards, departments prepare financial reports and submit them to CGA for review and submission to the sponsor. CGA will always contact you before submitting a final financial report and may contact you with questions regarding the preparation of interim financial reports.
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The following guide outlines the necessary steps for departments and Contracts & Grants Accounting (CGA) during final financial reporting, invoicing and closeout for all types of sponsored awards. While federal and non-federal awards are treated differently in some cases, in general the principles are the same. Variances are highlighted where appropriate.
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Departments are responsible to ensure that billing is complete and payment is received per the terms and conditions of each award. In some cases, payments intended for research projects may not have enough information included with them to identify the correct project and distribute the funds appropriately. The Controller’s Office maintains the following tools to support departments in identifying incoming funds and distributing them to the correct sponsored award.
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This guide outlines how to submit stipend requests.
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This quick reference provides brief a explanation of each PeopleSoft/Research Administration System (RAS) Award Milestone.
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For students who have received a loan. See also Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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Used when transferring payroll expenses from a non-capped to a NIH-capped project. U2C-PETU should not be used to transfer expenses that can currently be transferred using the original PETU
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External form for submitting stipend payment requests. Form will not open unless connected to UCSF VPN or on UCSF CAMPUS network.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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For information about this form, see Assistance for Students with Loans.
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Must be completed by Access Administrator
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Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds.
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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 cost transfers will be performed initially by Contracts and Grants Accounting.
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Used primarily for all expense transfers of payroll originating in PPS and contained within the Distribution of Payroll Expense (DPE) Report in MyReports. It cannot be used to transfer charges from a non-capped fund to an NIH-capped fund or to only change the activity period or sub-account. Instructions for use are located in the first tab of the excel file.
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This form is to be used when requesting a new award or a competitive renewal award that has not been fully negotiated at the time of the official start date.
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You must complete this budget template and submit it to Contracts and Grants Accounting (CGA) within ten working days of receiving the award notice for awards with cost share. This template must also be completed when a subaward cost share commitment is included in a subcontract issued under a sponsored award. When submitting the cost sharing budget template, indicate if the submission is a:
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For all PAYROLL and NON-PAYROLL expenditure transfers that are processed over 120 days after posting of original charges and results in a new charge (debit) to a Federal or Federal Flow-thru fund, OR to a competing project in the same fund (new competitive cycle, same fund).
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This form is generated automatically out of RAS for cost reimbursable awards. You can also populate this template for cost reimbursable invoices that cannot be generated automatically out of RAS.
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This form is generated automatically out of RAS for fixed price awards. You can also populate this template for fixed price invoices that cannot be generated automatically out of RAS. This form would also be used for clinical trial invoices.
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Departments complete the Final Reporting Certification Form in the PeopleSoft Research Administration System (RAS) system as part of the Final Reporting Certification Process initiated by Contracts & Grants Accounting (CGA). CGA will notify the RSA and Principal Investigator (PI) by email when an award is scheduled to expire and action in accordance with the Financial and Reporting Closeout Process is required. The email contains details on the award, and a link to PeopleSoft RAS. Use the details on the award to complete the Final Reporting Certification Form within PeopleSoft RAS and submit online to CGA for review and approval. The form will route to the correct CGA analyst based on the award number.
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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.
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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.
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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.
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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 Town Hall, we encourage you to join the new Research Administration forum on Microsoft Teams.
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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:
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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 to work on the research project.
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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. In preparation for the Town Hall, we encourage you to join the new Research Administration forum on Microsoft Teams.
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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:
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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.
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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:
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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
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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:
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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.
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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
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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.
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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:
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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]
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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:
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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.
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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.
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The next Research Administration (RA) Town Hall will take place on Thursday, December 9, from 9:30 - 11:30 a.m. via Zoom.
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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:
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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
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The next Research Administration (RA) Town Hall will take place on Thursday, December 9, from 9:30 - 11:30 a.m. via Zoom.
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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:
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New employees responsible for submitting non-payroll stipend requests are encouraged to attend an upcoming training conducted by the Controller's Office Student Accounting team. The training is also a good refresher for all administrators who submit these requests. The following session is open and available for registration: November 17, 2021, from 10 to 11:30 a.m. Attendance is limited, and registration is required. To register, log into the UC Learning Center and search for Non-Payroll Stipend Process using the "Find a Course" feature.
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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:
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The next Research Administration (RA) Town Hall will take place on Thursday, December 9, from 9:30 - 11:30 a.m. via Zoom.
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In October, UCSF will upgrade to the current release of Oracle Database. The Oracle Database platform is used by several applications and information systems at UCSF. The following financial systems will be unavailable during the maintenance periods specified. Please plan accordingly.
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New employees responsible for submitting non-payroll stipend requests are encouraged to attend an upcoming training conducted by the Controller's Office Student Accounting team. The training is also a good refresher for all administrators who submit these requests. The following sessions are open and available for registration: October 13, 2021, from 10 to 11:30 a.m. November 17, 2021, from 10 to 11:30 a.m. Attendance is limited, and registration is required. To register, log into the UC Learning Center and search for "Non-Payroll Stipend Process" in Find a Course.
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The next Research Administration (RA) Town Hall will take place on Thursday, September 23, from 9:30 - 11:30 a.m. via Zoom.
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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:
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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: October 13, 2021, from 10 to 11:30 a.m. November 17, 2021, from 10 to 11:30 a.m. Attendance is limited, and registration is required. To register, log into the UC Learning Center and search for "Non-Payroll Stipend Process" in Find a Course.
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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:
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The next Research Administration (RA) Town Hall will take place on Thursday, September 23, from 9:30 - 11:30 a.m. via Zoom.
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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:
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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.
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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 communication and the exchange of information with CGA. This project phase has three objectives:
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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).
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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, accruals and their reversals were processed by CGA in conjunction with the submission of Payroll Expense Transfer Uploader (PETU) forms.
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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.
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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:
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The next Research Administration (RA) Town Hall will take place on Thursday, September 23, from 9:30 - 11:30 a.m. via Zoom.
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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.
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The next Research Administration (RA) Town Hall will take place on Thursday, June 24, from 9 - 11 a.m. via Zoom.
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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:
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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".