Overview
CGA works collaboratively with Principal Investigators, research administrators, the Office of Sponsored Research (OSR), 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.
Campus and UCSF Health Departments Post-Award Responsibilities
- Understand your responsibilities; review the Post Award Responsibilities Job Aid
- Ensure that expenses are incurred and recorded in accordance with award terms and conditions, and that award verification is completed at least quarterly for all sponsored awards
- Conduct your general ledger verification monthly as required by campus policy
- Follow external audit guidelines: gather information, inform your department or Control Point manager, do NOT give out any information on initial contact
- Understand the CGA Default Discretionary Journal Procedure
Stay informed
- Attend the quarterly Research Administration Town Hall meeting broadcast via Zoom. CGA in collaboration with OSR produce the Town Hall to inform the campus research community about policy and process changes. Meeting recordings are normally available shortly after each session in the Research Administration forum on Microsoft Teams.
- Join the Research Administration forum on Microsoft Teams to view Town Hall agendas, access broadcast links, submit questions during the Town Hall meetings, view Town Hall recordings, and communicate with other research administrators. Microsoft Teams replaced the RA Town Hall Chatter Group for Town Hall communications. To join the forum:
- Sign into Microsoft Teams and navigate to the Teams page.
- Click Join or create team.
- Type “Research Administration” in the Search teams search box.
- From the Search results, hover over the Research Administration team and click Join team.
- Attend Post Award Management (PAM) training classes. The PAM series is an introduction to post award processes. There are currently five separate two-hour modules, and the PAM series is offered twice per year. L
- Subscribe to the Controller's Office Newsletter.
Key Topics
Review the topics below for guidance on specific business procedures.
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Award Spending
Overview
This guide provides tools and training to help departments in the proper administration of their awards, including award spending.
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Cost Allocation Methodology Best Practices
Overview
This guide provides background, best practices, and guidance for cost allocation.
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Outgoing Subawards Process and Monitoring
Overview
A subaward is a legal agreement between UCSF and another organization (subrecipient) facilitated by the University of California Regents.
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Accounting for Program Income
Overview
This guide provides information on identifying, recording, and using program income.
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State of California Awards - Appropriations and Billing
Overview
A special state appropriation is a type of agreement that is a hybrid between a sponsored project and an internal University of California agreement.
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Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds
Overview
This page provides information and guidance for requesting additional funding and time for T32/F32 postdoctoral fellows.
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Billing and Collections
Overview
This guide covers UCSF billing and collections processes, including department-CGA coordination, award-specific tasks, and payment handling.
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Sponsored Award Financial Reporting
Overview
This guide provides an overview of the responsibilities, processes, and resources that aid sponsored award financial reporting for the goal of completing general ledger verification.
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Understanding Participant Support Costs
Overview
Participant support costs cover stipends, travel, etc., for trainees, excluded from MTDC for ICR. MTDC excludes various costs post-2014.
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Submitting Private Contract/Grant Financial Status Reports (FSR) to sponsors
Overview
This guide explains that private sponsors require financial reports and UCSF notifies the research administrator and principal investigator 45 days before the deadline.
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NIH Career Development Awards (K Awards)
Overview
National Institute of Health (NIH) Career Development (K) Awards fund faculty to develop research skills, ensuring a pool of highly trained scientists.
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Award Modifications and Budget Adjustments
Overview
This guide covers UCSF award modifications, including budget revisions, reallocations, sponsor approvals, and managing project changes.
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Postdoctoral Scholar Childcare Reimbursement Process
Overview
This document explains the reimbursement process and departmental roles in managing childcare expenses for eligible postdoctoral scholars.
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Managing Diversity Supplements
Overview
Diversity supplements are administrative supplements sponsored by the National Institutes of Health (NIH).