Award verification activities are conducted and documented using the Award Verification Tool. The Award Principal Investigator must verify at least quarterly that payroll and other expenses for each of their sponsored awards (including privately funded sponsored awards) are allowable, allocable and reasonable. Other features available in the Award Verification Tool are optional and can be adopted depending on department, division, and Control Point requirements; complexity of each PI's portfolio; and communication and meeting schedules.
Technical Support
System and Data Availability
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 announced as information becomes available. Users will receive a "page not found" error message when the system is unavailable.
Data Availability
Data becomes available in the Award Verification Tool once per month after monthly close. Principal Investigators, Program Managers and RSAs will receive an email when data becomes available each month. The Award Verification Tool will not be available during the data load beginning at 10 p.m. the night before until 7 a.m. the day data becomes available.
| Month & Year | System Unavailable During Data Load | Data Available in Award Verification Tool (subject to change) |
|---|---|---|
| April 2024 | 10 p.m. May 9 to 7 a.m. May 10 | May 10, 2024 |
| May 2024 | 10 p.m. June 11 to 7 a.m. June 12 | June 12, 2024 |
| June 2024 (year-end close) | 10 p.m. July 21 to 7 a.m. July 22 | July 22, 2024 |
| July 2024 | 10 p.m. August 11 to 7 a.m. August 12 | Aug 12, 2024 |
| August 2024 | 10 p.m. September 11 to 7 a.m. September 12 | September 12, 2024 |
| September 2024 | 10 p.m. October 9 to 7 a.m. October 10 | October 10, 2024 |
| October 2024 | 10 p.m. November 12 to 7 a.m. November 13 | November 13, 2024 |
| November 2024 | 10 p.m. December 10 to 7 a.m. December 11 | December 11, 2024 |
| December 2024 | 10 p.m. January 11 to 7 a.m. January 12 | January 12, 2025 |
| January 2025 | 10 p.m. February 12 to 7 a.m. February 13 | February 13, 2025 |
| February 2025 | 10 p.m. March 11 to 7 a.m. March 12 | March 12, 2025 |
| March 2025 | 10 p.m. April 9 to 7 a.m. April 10 | April 10, 2025 |
| April 2025 | 10 p.m. May 11 to 7 a.m. May 12 | May 12, 2025 |
| May 2025 | 10 p.m. June 10 to 7 a.m. June 11 | June 11, 2025 |
Access
Award Verification Roles
- 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.
- Financial and Administrative Staff (assigned the Financial Role in MyReports) can view data.
| Role | View Data | Enter Comments | Review Projects | Verify Awards | Source |
|---|---|---|---|---|---|
| Award Principal Investigator | Yes | Yes | Yes | Yes | RAS - Award Owner |
| Project Principal Investigator | Yes | Yes | Yes | No | RAS - Project Owner |
| Multiple Principal Investigator | Yes | Yes | No | No | RAS - Multi-PI |
| Program Manager | Yes | Yes | Yes | No | RAS - Program Manager |
| Research Services Analyst (RSA) | Yes | Yes | No | No | RAS - RSA |
| Viewer | Yes | No | No | No | MyReports - Financial Role |
Assigned roles and access to the Award Verification Tool is linked to data in the Research Administration System (RAS) and MyReports, and all Award Verification Tool roles are automatically provisioned based on information in RAS and MyReports. Award PI and Project PI assignments are refreshed with the monthly data load. Role assignments for Program Managers, Multiple PIs, RSAs, and viewers are refreshed nightly.
Refer to The Research Administration System, for more information about RAS and actions RAS users can take including adding a Program Manager to a sponsored award.
To run MyReports from the Award Verification Tool (available exclusively in the web version of the Tool), you must be provisioned with MyReports access. Principal Investigators are automatically provisioned with MyReports access. Everyone else must submit a request for access through their Department Access Administrator. Refer to MyReports Access & Availability for more information.
Award Verification Tool Access
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. - When connecting to the Award Verification Tool from outside the UCSF network, you must first connect to UCFS’s Pulse Secure VPN (opens in new window).
- If you work at an affiliate location that restricts installation of UCSF's Pulse Secure VPN, you can use the VPN web portal (opens in new window).
For assistance with connecting to the VPN web portal, visit https://it.ucsf.edu/how-to/vpn-web-portal (opens in new window) or contact the IT Service Desk(opens in new window).
Refer to UCSF Web Browser Standards(opens in new window) on IT's website to view current standards and determine whether your browser is supported.
To download and access the mobile app
Authorized users have the option of using the mobile app version of the Award Verification Tool. You must enroll your device using the Intune Company Portal app (Comp Portal) before you can download the UCSF Award Verification mobile app. If you are not already enrolled, follow the instructions on the IT website to enroll your mobile device in the Intune Company Portal (opens in new window). If you need assistance with the Intune Company Portal, refer to the Intune Frequently Asked Questions (opens in new window) or contact the IT Service Desk (opens in new window).
- Download the UCSF Award Verification Tool app to your device.
- For iOS devices:
- Open the Intune Company Portal (Comp Portal) on your device.
- Select 'Award Verification Tool' from the list of apps in the Intune Company Portal.
- There is no limit to the number of licenses for this app, and you can ignore the message concerning licenses.
- Tap Install.
- You will receive a pop-up message that requires you to confirm your choice.
- During app installation, look at the home screen of your device (not the Intune Company Portal) to determine progress and if the app has been successfully installed.
- For Android devices:
- Launch the managed Google Play Store (Play Store) from your work profile.
- The location of your work profile varies by device manufacturer and Android version.
- Search for 'Award Verification Tool'.
- Tap Install.
- Launch the managed Google Play Store (Play Store) from your work profile.
- For iOS devices:
- Open the UCSF Award Verification app on your device and tap the Login button.
- Log in using your MyAccess credentials and DUO multi-factor authentication, if prompted.
- You can enable biometrics or use your device passcode to access the app.
- Your biometrics or device passcode will be required after 15 minutes of inactivity.
- As an extra security measure, you will need to use MyAccess and DUO weekly, or upon returning to the app after logging out.