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href="/cdn-cgi/l/email-protection#3d7e7a7c6e584f4b545e5879584e567d485e4e5b13585948"><span class="__cf_email__" data-cfemail="2d6e6a6c7e485f5b444e4869485e466d584e5e4b03484958">[email protected]</span></a> </div> <div class="field field-type-text field-name-field-co-fax-number field-name-field-co-fax-number"> <label>Fax</label> 415.390.9100 </div> <div class="field field-type-text field-name-field-co-campus-mail field-name-field-co-campus-mail"> <label>Campus Mail</label> Box 0815 </div> <div class="field field-type-link-field field-name-field-link field-name-field-link"> <a href="https://ucsf.box.com/shared/static/uwwbc90kkbzjj85yxqikq8vw6cq1thnx.pdf">Download Org Chart (PDF)</a> </div>  </div> <div class="group-right "> <h2 style="font-weight:normal">Management Contact</h2> <div class="field field-type-entityreference field-name-field-co-management-contact field-name-field-co-management-contact"> <div class="field-items"> <div class="field-item even">  <article class="node node-ucsf-person " about="/contacts/ellyn-mccaffrey" typeof="sioc:Item foaf:Document"> <a href="/contacts/ellyn-mccaffrey" rel="bookmark">Ellyn McCaffrey</a> <span property="dc:title" content="Ellyn Mccaffrey" class="rdf-meta element-hidden"></span> <div class="content"> <div class="field field-type-text field-name-field-person-working-title field-name-field-person-working-title"> Assistant Controller – Contracts and Grants Accounting </div> </div> </article> </div> <div class="field-item odd">  <article class="node node-ucsf-person " about="/contacts/azeb-sertsu" typeof="sioc:Item foaf:Document"> <a href="/contacts/azeb-sertsu" rel="bookmark">Azeb Sertsu</a> <span property="dc:title" content="Azeb Sertsu" class="rdf-meta element-hidden"></span> <div class="content"> <div class="field field-type-text field-name-field-person-working-title field-name-field-person-working-title"> CGA Compliance Manager </div> </div> </article> </div> <div class="field-item even">  <article class="node 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href="/services/contracts-grants-accounting?qt-co_quicktabs_service_content=2#qt-co_quicktabs_service_content" id="quicktabs-tab-co_quicktabs_service_content-2" class="quicktabs-tab quicktabs-tab-view quicktabs-tab-view-co-view-service-unit-content-co-block-su-news active">Newsletter Articles</a></li> </ul><div id="quicktabs-container-co_quicktabs_service_content" class="quicktabs_main quicktabs-style-nostyle"><div id="quicktabs-tabpage-co_quicktabs_service_content-0" class="quicktabs-tabpage "><div class="view-co-view-service-unit-content view-id-co_view_service_unit_content view-display-id-co_block_su_training co-view-container co-view-container-filter-top co-view-container-filter-border co-view-container-filter-bg-gray view-dom-id-5bd8e096b652810f8201f407ffcf0b07"> <div class="view-filters"> <form action="/" method="get" id="views-exposed-form-co-view-service-unit-content-co-block-su-training" accept-charset="UTF-8"><div class="views-exposed-form"> <div class="views-exposed-widgets clearfix"> <div id="edit-su-training-keyword-search-wrapper" class="views-exposed-widget views-widget-filter-search_api_views_fulltext"> <label for="edit-su-training-keyword-search"> Keywords </label> <div class="views-widget"> <div class="form-type-textfield form-item-su-training-keyword-search"> <input type="text" id="edit-su-training-keyword-search" name="su_training_keyword_search" value="" size="30" maxlength="128" /> </div> </div> </div> <div class="views-exposed-widget views-submit-button"> <input type="submit" id="edit-submit-co-view-service-unit-content" name="" value="Search" /> </div> </div> </div> </form> </div> <div class="co-list-items-wrapper"> <ul class="co-list-lines-items"> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/negotiating-award-terms-conditions-pre-award-offices">Negotiating Award Terms and Conditions for Pre-Award Offices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/effort-reporting-system-cost-sharing">Effort Reporting System - Cost Sharing</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/using-irr-sharepoint-site-pi-guide">Using the IRR SharePoint Site - PI Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide documents the basic steps for using the Intercampus Requests for Reimbursement (IRR) SharePoint Site for Principal Investigators. The IRR SharePoint site is a central repository for “invoices” between campuses (IRRs) for all UC locations. The goal of this SharePoint site is to make it easier for all ten UC campuses, DANR, and UCOP to submit and retrieve IRRs for Multiple Campus Awards facilitating more rapid payment. Documents are stored and maintained in the folders by the location being billed. For example, UC San Diego’s IRRs requesting payment from UC Davis are stored in the UC Davis document library.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/using-irr-sharepoint-site-staff-guide">Using the IRR SharePoint Site - Staff Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes the steps to upload, email, delete, and view IRRs and Aging Reports in the Intercampus Requests for Reimbursement (IRR) SharePoint Site for staff users. The IRR SharePoint site is a central repository for documents (IRRs and Aging Reports) for all UC locations. The goal of this SharePoint is to make it easier for all ten campuses, DANR, and UCOP to submit and retrieve IRRs for Multiple Campus Awards facilitating more rapid payment. Documents are stored and maintained in the library by location being billed. For example, UC San Francisco’s IRRs requesting payment from UC Davis are stored in the UC Davis document library.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/using-irr-sharepoint-site-administrator-guide">Using the IRR SharePoint Site - Administrator Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes the steps used by Site Administrators to add, remove, and modify users, IRRs and Aging Reports in the Intercampus Requests for Reimbursement (IRR) SharePoint.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/find-your-cga-service-team">Find Your CGA Service Team</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/graduate-student-researcher-compensation-guidance">Graduate Student Researcher Compensation Guidance</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/additional-compensation-t32f32-postdoctoral-fellows">Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/cost-sharing-sponsored-awards">Cost Sharing on Sponsored Awards</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-23-assembly-bill-74-statutes-2019">Chapter 23 (Assembly Bill 74), Statutes of 2019</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/payment-remittance-procedures-sponsored-projects">Payment Remittance Procedures for Sponsored Projects</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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). </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/get-ready-award-verification">Get Ready for Award Verification</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Learn what you can do now to get ready to use the Award Verification Tool beginning in April. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/award-verification/using-award-verification-tool">Using the Award Verification Tool</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Access resources and training to view details, steps, demonstrations, or try actions available in the Award Verification Tool. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-verification-workflow-process-role-examples">Award Verification: Workflow Process and Role Examples</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-add-program-manager-award-research">How to Add a Program Manager to an Award in the Research Administration System (RAS)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/webinar-qa-considerations-adapting-award-verification-tool-local">Webinar Q&A: Considerations for Adapting the Award Verification Tool to Local Business Practices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Contents Roles and Access Award Verification Procedure and Timing General Ledger Verification Reports Additional Resources </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/award-verification-faqs">Award Verification FAQs</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Review answers to common questions about award verification.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-verification-detailed-procedures-portfolio">Award Verification: Detailed Procedures and Portfolio Considerations</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification-contracts-grants-accounting/award-verification-preparation-checklist">Award Verification Preparation Checklist</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/award-verification-tool-known-issues">Award Verification Tool Known Issues</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/award-verification-roles">Award Verification Roles</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/award-verification-guidelines">Award Verification Guidelines</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/identifying-unapplied-sponsored-research-payments">Identifying Unapplied Sponsored Research Payments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/key-differences-between-web-mobile-versions">Key Differences between the Web and Mobile Versions of the Award Verification Tool</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/cost-allocation-methodology-best-practices">Cost Allocation Methodology Best Practices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/postdoctoral-scholar-childcare-reimbursement-process">Postdoctoral Scholar Childcare Reimbursement Process</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This document outlines the reimbursement process and department responsibilities for tracking expenses related to childcare reimbursement programs for eligible postdoctoral scholars.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/managing-diversity-supplements">Managing Diversity Supplements</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/understanding-effort">Understanding Effort</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Effort is the portion of time spent on a given professional activity expressed as a percentage of the total professional activity for which an individual is employed by the University of California. Total professional activity includes research, teaching, patient care, administrative and other University appointed activities. Effort is divided into three categories:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/introduction-cost-transfers-ucsf">An Introduction to Cost Transfers at UCSF</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Access this course in the UC Learning Center that covers foundational information about Cost Transfers at UCSF.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/effort-reporting-effort-reporting-system-ers">Effort Reporting & the Effort Reporting System (ERS)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Effort Reporting How-to Guide.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/understanding-facilities-administrative-fa-rates-base">Understanding Facilities & Administrative (F&A) Rates and Base Codes</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/submitting-private-contractgrant-financial-status-reports">Submitting Private Contract/Grant Financial Status Reports (FSR) to sponsors</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/fa-matrix">F&A Matrix</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/uc-campus-campus-indirect-cost-application-job">UC Campus to Campus Indirect Cost Application Job Aid</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This job aid has been created to clarify indirect cost application when UCSF and another UC campus are working together on a specific activity requiring significant time and resource investment. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/nih-career-development-awards-k-awards">NIH Career Development Awards (K Awards)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">National Institutes of Health (NIH) Career Development Awards, commonly referred to as K awards, are intended to provide support and protected time for faculty to develop research skills and to ultimately ensure a pool of highly trained research scientists. There are three main types of awards:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/financial-reporting-closeout-non-payroll-accruals">Financial Reporting and Closeout - Non-Payroll Accruals</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/financial-reporting-closeout-%E2%80%93-payroll-expense-transfers">Financial Reporting and Closeout – Payroll Expense Transfers and Accruals </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/proposals-award-acceptance">Proposals and Award Acceptance</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/post-award-financial-administration">Post-Award Financial Administration</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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 (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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-setup">Award Setup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-spending">Award Spending</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/sponsored-award-financial-reporting">Sponsored Award Financial Reporting</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-closeout">Award Closeout</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/ras-user-reference">RAS User Reference</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/outgoing-subawards-process-monitoring">Outgoing Subawards Process and Monitoring </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/research-administration-system">The Research Administration System</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/post-award-responsibilities-quick-reference">Post Award Responsibilities Quick Reference Guide</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Post Award Responsibility matrix shows Contracts and Grants Accounting (CGA) and Principal Investigator (PI)/Department responsibilities by function. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-run-ras-inquiries-rsas">How to Run RAS Inquiries (for RSAs)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-update-research-administration-system-ras">How to Update Research Administration System (RAS) Project Details</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-perform-ras-invoice-payment-reconciliation">How to Perform RAS Invoice Payment Reconciliation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-attributes-glossary">RAS Attributes Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-award-milestones-glossary">RAS Award Milestones Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This quick reference provides brief a explanation of each PeopleSoft/Research Administration System (RAS) Award Milestone.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-contract-type-glossary">RAS Contract Type Glossary</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-sponsor-related-codes-glossary">RAS Sponsor Related Codes Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/ras-terms-glossary">RAS Terms Glossary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-view-outgoing-subawards-ras">How to View Outgoing Subawards in RAS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.  </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/flow-through-types">Flow Through Types</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/accruals-financial-reporting-invoicing-closeout-sponsored">Accruals for Financial Reporting, Invoicing and Closeout of Sponsored Awards</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-complete-ras-final-reporting-certification">How to Complete the RAS Final Reporting Certification Form</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains the process of navigating to and completing the Final Reporting Certification in RAS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/inquiry-reports/fa-base-codes-rates">F&A Base Codes and Rates Lookup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-prepare-edit-submit-budget-adjustment">How to Prepare, Edit, and Submit Budget Adjustment Journals in PeopleSoft (Source Codes 135, 136, 137, and 138)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/award-modifications-budget-adjustments">Award Modifications and Budget Adjustments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/effort-report-escalation-process">Effort Report Escalation Process</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This page describes the escalation process to ensure that effort reports generated from the Effort Reporting System (ERS) are certified timely. Contracts & Grants Accounting (CGA) retired ERS on 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/cga-default-discretionary-journal-procedure">CGA Default Discretionary Journal Procedure</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/automatic-award-advance-procedures">Automatic Award Advance Procedures</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/checking-award-status">Checking on Award Status</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/cost-accounting-standards-cas-guidelines">Cost Accounting Standards (CAS) Guidelines</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/state-california-awards-appropriations-billing">State of California Awards - Appropriations and Billing</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-1-statues-2009-general-fund-specific-state">Chapter 1, Statues Of 2009: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2009-10 </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-712-statues-2010-general-fund-specific-state">Chapter 712, Statues Of 2010: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2008-09 Through 2010-11 </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-33-statues-2011-general-fund-specific-state">Chapter 33, Statues Of 2011: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2009-10 Through 2011-12 </a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-21-statues-2012-general-fund-specific-state">Chapter 21, Statues Of 2012: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2010-11 Through 2012-13</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-20-assembly-bill-statues-2013-general-fund-specific">Chapter 20 (Assembly Bill) Statues Of 2013: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2011-12 Through 2013-14</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-25-senate-bill-statues-2014-general-fund-specific">Chapter 25 (Senate Bill) Statues Of 2014: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2012-13 Through 2014-15</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/chapter-10-assembly-bill-statues-2015-general-fund-specific">Chapter 10 (Assembly Bill) Statues Of 2015: General Fund Specific State Appropriations & Special State Appropriation Fund Numbers for 2013-14 Through 2015-16</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/final-reporting-final-invoicing-closeout-clinical-trials">Final Reporting, Final Invoicing and the Closeout of Clinical Trials and Private Awards</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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 </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/accounting-program-income">Accounting for Program Income</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/accounting-program-income">Accounting for Program Income</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/understanding-participant-support-costs">Understanding Participant Support Costs</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-prepare-non-payroll-accrual-entry">How to Prepare a Non-Payroll Accrual Entry in PeopleSoft (Final Reporting & Closeout Process)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/nih-termination-appointments">NIH Termination of Appointments</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">The Termination Notice (TN) documents the termination of appointments for National Research Service Award (NRSA) recipients. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/sponsored-research-post-award-administration/training/how-prepare-edit-submit-sponsored-research">How to Prepare, Edit, and Submit Sponsored Research Cost Transfer Journals in PeopleSoft (Source Codes 545/547)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This guide describes how to enter, edit, and submit Regular (Source Code 545) and Exception (Source Code 547) Sponsored Research Cost Transfer Journals.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/contracts-grants-accounting/how-survive-external-audit">How to Survive an External Audit</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/educational-travel-grant-procedure">Educational Travel Grant Procedure</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/valid-award-purposefunction-combinations">Valid Award Purpose/Function Combinations</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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?”</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/foreign-currency-awards">Foreign Currency Awards </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/accounting-surplus-overspending-transfers-cost-share-sweep">Accounting for Surplus, Overspending Transfers, and Cost Share Sweep Transactions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/statutes-2015-16-through-2017-18-general-fund-specific-state">Statutes for 2015-16 Through 2017-18: General Fund Specific State Appropriations & Special State Appropriation</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Fund Numbers for 2015-16 though 2017-18 for State General Fund, General Fund Specific State Appropriations, and Special State Appropriation.  </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/sample-notification-award-termination">Sample Notification of Award Termination</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Sample CGA notice of upcoming award termination. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/special-state-appropriations">Special State Appropriations</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/approved-cost-transfer-reviewers">Approved Cost Transfer Reviewers</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Name Certification Begin Date Certification Expiration Date Akbarian,Amy A. 6/1/2020 6/30/2025 Al-Kubati,Mohammed 8/23/2017 8/31/2022 Ames,Holly A. 5/19/2020 5/31/2025 Asato,Maria L. 5/27/2020 5/31/2025 Assaf,Cheryl E. 11/21/2022 11/30/2027 Asuncion,Rudy A. 1/3/2023 1/31/2028 BARLOW,ANTHONY NORRIS 1/1/2021 1/31/2026</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting/unapplied-cash-deposits">Unapplied Cash Deposits</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Deposits logged in the Unapplied Cash Deposits list are now integrated into the Deposit/Payment Inquiry Report in the Research Administration System (RAS). See Identifying Unapplied Sponsored Research Payments for further guidance. The Unapplied Cash Deposits list previously available via UCSF box is no longer maintained. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/webinar-compensation-compliance-under">Webinar: Compensation Compliance under Uniform Guidance</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/contracts-grants-accounting-award-verification/webinar-considerations-adapting-award">Webinar: Considerations for Adapting the Award Verification Tool to Local Business Practices</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/award-verification/presentation-award-verification-ucsf">Presentation: Award Verification at UCSF</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Award verification presentation materials are available for RSAs, department administrators, and others interested in sharing details locally about the Award Verification project. MyAccess login is required. If you have questions, email <a href="/cdn-cgi/l/email-protection" class="__cf_email__" data-cfemail="88c9ffe9faecdeedfae1eee1ebe9fce1e7e6c8fdebfbeea6edecfd">[email protected]</a>. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/accounting-reporting/establishing-journal-preparers-approvers-peoplesoft">Establishing Journal Preparers and Approvers in PeopleSoft</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/codes-data-lookup/award">Award Information Lookup</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN. Lookup Award Information </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/about-award-verification">About Award Verification</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/sponsored-research-post-award-administration/award-verification-tool-enhancement-summary">Award Verification Tool Enhancement Summary</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This reference details a history of enhancements to the Award Verification Tool. See Using the Award Verification Tool to view detailed instructions on using this application. April 2024 April 2024 enhancements to the web version of the Award Verification Tool: 1. 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. 2. Verify and review buttons in section headers have a new color scheme to enhance visibility.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/applying-salary-caps-ucpath-funding">Applying Salary Caps for UCPath Funding Transactions</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This page outlines the steps required to authorize and apply a salary cap before it is available in UCPath for funding entries and salary cost transfers.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/sponsored-research-post-award-administration/post-award-management-pam-sponsored-awards">Post Award Management (PAM) of Sponsored Awards Training</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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 90-minute modules in the PAM series; the PAM series is presented twice per year.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/sponsored-research-post-award-administration/how-run-department-ar-invoice-inquiry-report">How to Run the Department AR Invoice Inquiry Report in PeopleSoft RAS </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This step-by-step guide explains how to run the Department Accounts Receivable (AR) Invoice Inquiry Report from within PeopleSoft RAS.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/billing-collections">Billing and Collections</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> 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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/understanding-award-processing-dates">Understanding Award Processing Dates</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">This article describes how Contracts and Grants Accounting (CGA) establishes and updates processing begin and end dates for applicable awards. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/how-to-guides/sponsored-research-post-award-administration/final-financial-reporting-invoicing">Final Financial Reporting, Invoicing and Closeout of Sponsored Awards</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/reference/sponsored-research-post-award-administration/ras-ar-aging-report">RAS A/R Aging Report</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content"> In August 2024, the Department AR Invoice Inquiry report replaced the weekly RAS A/R Aging Report posted on the Controller’s Office website. The RAS A/R Aging Report will longer be updated starting September 1, 2024. Read more about this change and review step-by-step instructions on how to run the Department AR Invoice Inquiry report. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/training/sponsored-research-post-award-administration/how-submit-fixed-price-invoices-ras">How to Submit Fixed Price Invoices in RAS</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> </ul></div> </div> </div><div id="quicktabs-tabpage-co_quicktabs_service_content-1" class="quicktabs-tabpage quicktabs-hide"><div class="view-co-view-service-unit-content view-id-co_view_service_unit_content view-display-id-co_block_su_form co-view-container co-view-container-filter-top co-view-container-filter-border co-view-container-filter-bg-gray view-dom-id-743516b2b6140764c3f6a3f228210bb5"> <div class="view-filters"> <form action="/" method="get" id="views-exposed-form-co-view-service-unit-content-co-block-su-form" accept-charset="UTF-8"><div class="views-exposed-form"> <div class="views-exposed-widgets clearfix"> <div id="edit-su-form-keyword-search-wrapper" class="views-exposed-widget views-widget-filter-search_api_views_fulltext"> <label for="edit-su-form-keyword-search"> Keywords </label> <div class="views-widget"> <div class="form-type-textfield form-item-su-form-keyword-search"> <input type="text" id="edit-su-form-keyword-search" name="su_form_keyword_search" value="" size="30" maxlength="128" /> </div> </div> </div> <div class="views-exposed-widget views-submit-button"> <input type="submit" id="edit-submit-co-view-service-unit-content" name="" value="Search" /> </div> </div> </div> </form> </div> <div class="co-list-items-wrapper"> <ul class="co-list-lines-items"> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/additional-compensation-t32f32-postdoctoral-fellows-federal-funds">Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds Form</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/nrsa-fellow-childcare-letter-attestation">NRSA Fellow Childcare Letter of Attestation</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/nrsa-trainee-childcare-letter-attestation">NRSA Trainee Childcare Letter of Attestation</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/payroll/payroll-expense-transfer-uploader-form-petu">Payroll Expense Transfer Uploader (Form PETU) </a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/private-contract-grant-financial-report-template-current-period">Private Contract or Grant Financial Report Template - Current Period</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/private-contract-grant-financial-report-template-cumulative-report">Private Contract or Grant Financial Report Template - Cumulative Report</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/award-advance-request-form">Award Advance Request Form</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/sponsored-project-award-setup-change-request">Sponsored Project Award Setup Change Request</a></h3> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/cost-sharing-budget-template">Cost Sharing Budget Template</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/late-cost-transfer-policy-exception-request-form">Late Cost Transfer Policy Exception Request Form</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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).</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/request-approval-departmental-cost-transfer-reviewer">Request For Approval of a Departmental Cost Transfer Reviewer</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">To be approved as a Cost Transfer Reviewer, the candidate must: have duties that include financial management and control for the department hold an exempt payroll title, PSS 3 (e.g., Analyst 3) and above have completed the online certification course, An Introduction to Cost Transfers at UCSF Submit this form, along with the Certificate of Completion for "An Introduction to Cost Transfers at UCSF" to the Contracts & Grants Accounting Compliance Unit at: <a href="/cdn-cgi/l/email-protection" class="__cf_email__" data-cfemail="4c0f0b0d1f293e3a252f2908293f270c392f3f2a62292839">[email protected]</a>.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/cost-reimbursable-invoice-template">Cost Reimbursable Invoice Template</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/contracts-grants-accounting/fixed-price-invoice-template">Fixed Price Invoice Template</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/payroll/uncapped-capped-payroll-expense-transfer-uploader-u2c-petu">Uncapped-to-Capped Payroll Expense Transfer Uploader (U2C-PETU)</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/payroll/benefit-cost-transfer-worksheet">Benefit Cost Transfer Worksheet</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">UCSF's Composite Benefit Rate (CBR) (opens in new window) 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. All benefit cost transfers are performed by Contracts and Grants Accounting and processed using UCPath.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/forms/award-verification/register-award-verification-qa-series">Register for the Award Verification Q&A Series</a></h3> </div> <div class="views-field views-field-body"> <span class="field-content">Complete this form to receive the Zoom information for our weekly Award Verification Q&A sessions. </span> </div></li> </ul></div> </div> </div><div id="quicktabs-tabpage-co_quicktabs_service_content-2" class="quicktabs-tabpage quicktabs-hide"><div class="view-co-view-service-unit-content view-id-co_view_service_unit_content view-display-id-co_block_su_news co-view-container co-view-container-filter-top co-view-container-filter-border co-view-container-filter-bg-gray view-dom-id-ec7fabd6aea519f79caa2c590fd801c1"> <div class="view-filters"> <form action="/" method="get" id="views-exposed-form-co-view-service-unit-content-co-block-su-news" accept-charset="UTF-8"><div class="views-exposed-form"> <div class="views-exposed-widgets clearfix"> <div id="edit-su-news-keyword-search-wrapper" class="views-exposed-widget views-widget-filter-search_api_views_fulltext"> <label for="edit-su-news-keyword-search"> Keywords </label> <div class="views-widget"> <div class="form-type-textfield form-item-su-news-keyword-search"> <input type="text" id="edit-su-news-keyword-search" name="su_news_keyword_search" value="" size="30" maxlength="128" /> </div> </div> </div> <div class="views-exposed-widget views-submit-button"> <input type="submit" id="edit-submit-co-view-service-unit-content" name="" value="Search" /> </div> </div> </div> </form> </div> <div class="co-list-items-wrapper"> <ul class="co-list-lines-items"> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202411/contracts-grants-accounting/plan-join-next-research-administration-town-hall-december-10">Plan to Join the Next Research Administration Town Hall on December 10</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-11-01T00:00:00-07:00" datetime="2024-11-01T00:00:00-07:00">November, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">The next Research Administration (RA) Town Hall will take place on Tuesday, December 10, 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 also available on the Controller's Office website. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202411/contracts-grants-accounting/post-award-management-pam-training-series">Post Award Management (PAM) Training Series</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-11-01T00:00:00-07:00" datetime="2024-11-01T00:00:00-07:00">November, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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. Below are the remaining sessions in the current series. All sessions run from 10 a.m. to noon:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202410/contracts-grants-accounting/join-next-research-administration-town-hall-december-10">Join the Next Research Administration Town Hall on December 10</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-10-01T00:00:00-07:00" datetime="2024-10-01T00:00:00-07:00">October, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Join the Next Research Administration Town Hall on December 10</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202410/contracts-grants-accounting/post-award-management-pam-training-series">Post Award Management (PAM) Training Series</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-10-01T00:00:00-07:00" datetime="2024-10-01T00:00:00-07:00">October, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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. Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202410/contracts-grants-accounting/october-2024-enhancements-proposal-award-metrics-dashboard">October 2024 Enhancements to the Proposal and Award Metrics Dashboard</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-10-01T00:00:00-07:00" datetime="2024-10-01T00:00:00-07:00">October, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Latest enhancements to the Proposal and Award Metrics Dashboard (PAMDash)</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202409/contracts-grants-accounting/join-next-research-administration-town-hall-september-26">Join the Next Research Administration Town Hall on September 26</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-09-01T00:00:00-07:00" datetime="2024-09-01T00:00:00-07:00">September, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">The next Research Administration (RA) Town Hall will take place on Thursday, September 26, 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 also available on the Controller's Office website. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202409/contracts-grants-accounting/post-award-management-pam-training-series">Post Award Management (PAM) Training Series</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-09-01T00:00:00-07:00" datetime="2024-09-01T00:00:00-07:00">September, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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. Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202409/contracts-grants-accounting/cga-streamlines-processing-begin-end-date-setup-maintenance">CGA Streamlines Processing Begin and End Date Setup and Maintenance</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-09-01T00:00:00-07:00" datetime="2024-09-01T00:00:00-07:00">September, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Here's what you need to know about award processing dates.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202408/contracts-grants-accounting/join-next-research-administration-town-hall-september-26">Join the Next Research Administration Town Hall on September 26</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-08-01T00:00:00-07:00" datetime="2024-08-01T00:00:00-07:00">August, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">The next Research Administration (RA) Town Hall will take place on Thursday, September 26, 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 also available on the Controller's Office website. </span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202408/contracts-grants-accounting/post-award-management-pam-training-series">Post Award Management (PAM) Training Series</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-08-01T00:00:00-07:00" datetime="2024-08-01T00:00:00-07:00">August, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Register for an upcoming session of the Post Award Management training series.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202408/contracts-grants-accounting/research-administration-system-ras-payment-process">Research Administration System (RAS) Payment Process Improvement</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-08-01T00:00:00-07:00" datetime="2024-08-01T00:00:00-07:00">August, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">At the start of Fiscal Year 2024-25, the Contracts and Grants Accounting Payments Desk implemented a new feature in RAS to streamline the application of payments to open invoices. Known as the Payment Predictor, this functionality automatically applies payments directly to invoices when the payment amount falls within a specific dollar threshold of the invoice amount. A payment within the threshold will automatically write-off any minor overpayment or underpayment. The RAS Invoice/Payment Reconciliation screen will indicate the write-off with a WU (write-off underpayment) or WO (write-off overpayment) entry and a zero balance.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202408/contracts-grants-accounting/ras-department-ar-invoice-inquiry-report-replaces-ras-ar">RAS Department AR Invoice Inquiry Report Replaces RAS A/R Aging Report</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-08-01T00:00:00-07:00" datetime="2024-08-01T00:00:00-07:00">August, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Identify and reconcile open invoices where payment is not received or applied.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202407/contracts-grants-accounting/post-award-management-pam-training-series">Post Award Management (PAM) Training Series</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-07-01T00:00:00-07:00" datetime="2024-07-01T00:00:00-07:00">July, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Register for an upcoming session of the Post Award Management training series.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202405/join-next-research-administration-town-hall-june-20">Join the Next Research Administration Town Hall on June 20</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-05-01T00:00:00-07:00" datetime="2024-05-01T00:00:00-07:00">May, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Join the next Research Administration (RA) Town Hall.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202403/reminder-join-next-research-administration-town-hall-march-14">Reminder to Join the Next Research Administration Town Hall on March 14</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-03-01T00:00:00-08:00" datetime="2024-03-01T00:00:00-08:00">March, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Join the next Research Administration (RA) Town Hall.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202402/contracts-grants-accounting/post-award-management-pam-training-series">Post Award Management (PAM) Training Series </a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-02-01T00:00:00-08:00" datetime="2024-02-01T00:00:00-08:00">February, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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: Feb 22, 2024: Billing for Sponsored Projects</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202402/post-award-management-pam-training-series">Post Award Management (PAM) Training Series</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-02-01T00:00:00-08:00" datetime="2024-02-01T00:00:00-08:00">February, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Review the Post Award Management (PAM) training modules currently available for registration.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202402/join-next-research-administration-town-hall-march-14">Join the Next Research Administration Town Hall on March 14</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-02-01T00:00:00-08:00" datetime="2024-02-01T00:00:00-08:00">February, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">The next Research Administration (RA) Town Hall will take place on Thursday, March 14, from 10 a.m. to noon via Zoom.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202402/upcoming-pamdash-office-hours">Upcoming PAMDash Office Hours</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-02-01T00:00:00-08:00" datetime="2024-02-01T00:00:00-08:00">February, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Get your questions answered and learn about upcoming enhancements at the upcoming PAMDash office hours in February and March.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202402/nih-salary-cap-changes-effective-january-1-2024">NIH Salary Cap Changes Effective January 1, 2024</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-02-01T00:00:00-08:00" datetime="2024-02-01T00:00:00-08:00">February, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">The National Institutes of Health (NIH) published updated information regarding the Fiscal Year 2024 salary limitation.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202402/update-join-rescheduled-qa-session-trainee-appointment-compensation-review-under-new">UPDATE: Join the Rescheduled Q&A Session on Trainee Appointment and Compensation Review Under the New Collective Bargaining Agreements</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-02-01T00:00:00-08:00" datetime="2024-02-01T00:00:00-08:00">February, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">The Q&A session following the video webinar has been rescheduled to February 6, 2024.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202401/contracts-grants-accounting/save-date-next-research-administration-town-hall-march-14">Save the Date for the Next Research Administration Town Hall on March 14 </a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-01-01T00:00:00-08:00" datetime="2024-01-01T00:00:00-08:00">January, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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:</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202401/contracts-grants-accounting/post-award-management-pam-training-series">Post Award Management (PAM) Training Series </a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-01-01T00:00:00-08:00" datetime="2024-01-01T00:00:00-08:00">January, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202401/contracts-grants-accounting/join-january-qa-session-trainee-appointment-compensation">Join a January Q&A Session on Trainee Appointment and Compensation Review Under the New Collective Bargaining Agreements </a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2024-01-01T00:00:00-08:00" datetime="2024-01-01T00:00:00-08:00">January, 2024</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202312/contracts-grants-accounting/upcoming-post-award-management-pam-training">Upcoming Post Award Management (PAM) Training</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2023-12-01T00:00:00-08:00" datetime="2023-12-01T00:00:00-08:00">December, 2023</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">Review the Post Award Management (PAM) training modules currently available for registration.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202312/contracts-grants-accounting/remember-join-next-research-administration-town-hall">Remember to Join the Next Research Administration Town Hall on December 13 </a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2023-12-01T00:00:00-08:00" datetime="2023-12-01T00:00:00-08:00">December, 2023</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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.</span> </div></li> <li class="views-row co-list-lines-item"> <div class="views-field views-field-title"> <h3 class="field-content co-list-item-title"><a href="/news/202312/contracts-grants-accounting/coming-december-11-2023-video-presentation-address-trainee">Coming December 11, 2023: Video Presentation to Address Trainee Appointments and Compensation Under the Bargaining Agreements</a></h3> </div> <div class="views-field views-field-field-co-newsletter-date"> <em class="field-content"><time property="dc:date" datatype="xsd:dateTime" content="2023-12-01T00:00:00-08:00" datetime="2023-12-01T00:00:00-08:00">December, 2023</time></em> </div> <div class="views-field views-field-body"> <span class="field-content">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 Acad</span> </div></li> </ul></div> </div> </div></div></div> </div> </div> </div> </div> </div> <div class="footer-container"> <footer role="contentinfo" class="row"> <div class="footer-top"> <nav class="block block-menu co-menu-footer " role="navigation"> <h2 class="title">Resources</h2> <ul class="menu"><li><a href="/calendars-schedules">Calendars & Schedules</a></li> <li><a href="https://ucsf.box.com/s/og7ln4wcj0y07fn0oh1hmmxzms7hndm0" target="_blank">CONET (for Controller's Office Staff)</a></li> <li><a href="/user">Log In</a></li> <li><a href="/services/controllers-office-solution-center">Controller's Office Solution Center</a></li> <li><a href="/careers" target="_blank">Employment</a></li> <li><a href="/service-partnership-agreement">Service Partnership Agreement</a></li> <li><a href="https://brm.ucsf.edu/stip" target="_blank">STIP (Budget & Resource Management)</a></li> <li><a href="/software-system">UCSF Financial Systems</a></li> <li><a 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