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Award Setup | Office of Sponsored Research
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href="/ucsf-research-administration-glossary">UCSF Research Administration Glossary</a></li> <li class="last leaf menu-mlid-12456"><a href="https://brm.ucsf.edu/emf/guidelines-requirements-funds-received-extramural-sources" title="">Guidelines & Requirements for Funds Received from Extramural Sources</a></li> </ul></li> <li class="expanded menu-mlid-14211"><a href="/news-0">News</a><ul class="menu"><li class="first leaf menu-mlid-1791"><a href="/news" title="">Campus News</a></li> <li class="last leaf menu-mlid-12576"><a href="/nih-updates">NIH Updates</a></li> </ul></li> <li class="last leaf menu-mlid-8311"><a href="/find-my-support" title="">Find My Support</a></li> </ul></div> </div> </div> </div> </div> </div> <div id="breadcrumb" class="row-full-width"><div class="inside"><h2 class="element-invisible">You are here</h2><div class="breadcrumb"><a href="/">Home</a> > <a href="/project-life-cycle">Project Life Cycle</a> > <span class="breadcrumb-page-title">Award Setup</span></div></div></div> <h1 class="title" id="page-title">Award Setup</h1> <div class="content-top"> </div> <div id="main-wrapper"> <div id="main" class="clearfix"> <div id="content" class="column"> <div class="inside"> <a id="main-content"></a> <div class="tabs"></div> <div class="region region-content"> <div id="block-system-main" class="block block-system"> <div class="content"> <div id="node-196" class="node node-page slider-secondary clearfix" about="/award-setup" typeof="sioc:Item foaf:Document"> <span property="dc:title" content="Award Setup" class="rdf-meta element-hidden"></span><span property="sioc:num_replies" content="0" datatype="xsd:integer" class="rdf-meta element-hidden"></span> <div class="content"> <div class="field field-name-field-body field-type-text-long field-label-hidden"><div class="field-items"><div class="field-item even"><p>OSR is responsible for preparing, interpreting, negotiating and accepting grants on behalf of The聽<a href="http://regents.universityofcalifornia.edu/" target="_blank">Regents of the University of California</a>聽(UC) for sponsored projects. Awards given to UCSF and its researchers are awards to The Regents of the University of California. As a constitutional corporation, The Regents are responsible for the commitments made in their name by accepting grants and executing contracts. 聽</p> <div class="collapse-item"> <div aria-expanded="true" class="header-text" role="button" style="background-color:#052049; color: #FFFFFF;" tabindex="0"> <p style="font-size:16px;" title="">Award Intake</p> </div> <div aria-hidden="false" class="content-text" role="region" tabindex="-1"> <p>The OSR聽Triage team receives proposal and grant award matters, identifies the required action and assigns matter. Forward all awards聽to聽<a href="/cdn-cgi/l/email-protection#7a393d1b0d1b081e0e1f1b173a0f19091c541f1e0f"><span class="__cf_email__" data-cfemail="3e7d795f495f4c5a4a5b5f537e4b5d4d58105b5a4b">[email protected]</span></a>.聽</p> </div> </div> <div class="collapse-item"> <div aria-expanded="true" class="header-text" role="button" style="background-color:#058488; color: #FFFFFF;" tabindex="0"> <p style="font-size:16px;">Set-up in聽the Research Administration System (RAS)</p> </div> <div aria-hidden="false" class="content-text" role="region" tabindex="-1"> <p>The award acceptance process ends when a fully executed contract, grant or amendment is received from the Sponsor and all compliance requirements are in place.聽</p> <div class="wysiwyg_twocols layout--50-50"> <div class="wysiwyg_twocols--first bg--transparent"> <p><strong>OSR</strong> routes to <a href="https://controller.ucsf.edu/services/contracts-grants-accounting" target="_blank">Contracts and Grants Accounting (CGA)</a>聽in聽CACTAS聽for聽<a href="https://controller.ucsf.edu/how-to-guides/contracts-grants-accounting/research-administration-system" target="_blank">Research Administration System (RAS</a>)聽setup and Chart of Accounts (COA)聽assignment.</p> </div> <div class="wysiwyg_twocols--second bg--transparent"> <p><strong><a href="https://controller.ucsf.edu/services/contracts-grants-accounting" target="_blank">CGA</a>聽</strong>completes complete the award setup by:</p> <ol> <li>Entering聽the entering the financial (e.g. F&A rates) and award information (e.g. terms) in the <a href="http://controller.ucsf.edu/how-to-guides/contracts-grants-accounting/research-administration-system" target="_blank">RAS</a>.聽 <ul class="list-bullets"> <li>Uploading聽award documents</li> </ul> </li> <li>Transmitting聽award information PI and department</li> <li>Notifying the Department and PI once the award set-up is complete <ul class="list-bullets"> <li>CGA will provide the award# (e.g. A121300), the primary project ID (e.g. 121300A), and Posting Level Dept ID.聽</li> <li>Departments have 1 business day聽to request changes to the assigned Posting level DeptID.</li> <li>For multi-project award, the Department must make a request to聽<a href="/cdn-cgi/l/email-protection#80e3e7e1f3f6e3e4e5f3ebc0f5e3f3e6aee5e4f5"><span class="__cf_email__" data-cfemail="afece8eedcd9cccbcadcc4efdaccdcc981cacbda">[email protected]</span></a>.聽CGA will then generate additional ProjectIDs linked to the fund (e.g. 121300B, 121300C, 121300D, etc.)</li> </ul> </li> </ol> <p><em>Data entered into RAS is used to generate reports and track funding.</em></p> </div> </div> </div> </div> <div class="collapse-item"> <div aria-expanded="false" class="header-text" role="button" style="background-color:#007CBE; color: #FFFFFF;" tabindex="0"> <p style="font-size:16px;">Award Advance</p> </div> <div aria-hidden="true" class="content-text" role="region" tabindex="-1"> <p>An Award聽Advance聽(also known as聽<em>At-Risk Fund</em>聽or聽<em>Advance Fund</em>) is a request for the advancement of funds prior to the receipt of funding from the extramural funding source. PI and Department must complete and submit the聽<a href="/sites/g/files/tkssra1766/f/wysiwyg/AWARD%20ADVANCE%20REQUEST.docx" target="_blank">Award Advance Request form</a>聽to OSR.聽OSR will verify all compliance requirements in accordance with the applicable regulations and will create an Award Advance CACTAS record that is submitted to CGA.聽</p> <p>An Award Advance requires the PI and Department Chair (MSO signature accepted on form) to certify that the department will pay any expended funds from the departmental discretionary account or other department-designated account in compliance with UCSF policy if the award is not received by the University.</p> <p><a href="/institutional-information#deansig" target="_blank">Dean鈥檚 signature</a> is required if the award advance request is greater than $500k total costs.聽</p> <p>For a period advance of an existing award, if there are future years in RAS, advances for the next activity periods are automatic.聽</p> <p>If the award does not have future years in RAS, then the聽<strong>department</strong>聽submits a ServiceNow ticket to CGA (<a href="/cdn-cgi/l/email-protection#a6e5e1e7f5c3d4d0cfc5c3e2c3d5cde6d3c5d5c088c3c2d3"><span class="__cf_email__" data-cfemail="7e3d393f2d1b0c08171d1b3a1b0d153e0b1d0d18501b1a0b">[email protected]</span></a>), including:</p> <ol> <li>Commitment to fund from contracting officer at sponsoring institution for the subsequent budget period</li> <li>Confirmation of active certifications in place or in progress</li> </ol> <p>CGA will authorize the award advance:</p> <ol> <li>No past-due receivables older than 90 days</li> <li>Not a clinical trial</li> <li>Record the intent intent to fund letter in CACTAS; a new agreement will be created if needed.</li> </ol> <h4>PHS-Funded Awards</h4> <p>Due to the new federal COI rules, if you are submitting an advance for PHS-funded awards, you must complete your required COI disclosure in COI-SMART (available via聽<a href="https://myaccess.ucsf.edu/" target="_blank">MyAccess</a>) before the funds can be released</p> <h4>NIH Rules</h4> <p><a href="https://grants.nih.gov/grants/policy/nihgps/HTML5/section_7/7.9_allowability_of_costs_activities.htm" target="_blank">NIH</a> permits up to 90 days pre-award spending.</p> <p><em>Special rules apply on funds for State and City and County of San Francisco require additional signatures.</em></p> </div> </div> <h4>Resources</h4> <ul> <li><a href="https://ucsfonline.sharepoint.com/:x:/s/OSRStaff2-DepartmentChairMSOandDelegation/EXub0-ChlZJIp2twpFEVmEYBI4XVQs1kHe99BkKg6Ob5IA?e=TfW10S" target="_blank">Current list of RMS Teams, Department Chairs, MSOs and Delegated Authorities</a>聽(UCSF Login Required)</li> </ul> </div></div></div> <div class="paragraphs-items paragraphs-items-field-paragraph-sections paragraphs-items-field-paragraph-sections-full paragraphs-items-full"> <div class="field field-name-field-paragraph-sections field-type-paragraphs field-label-hidden"><div class="field-items"><div class="field-item even"><div class="entity entity-paragraphs-item paragraphs-item-textarea"> <div class="content"> <div class="field field-name-field-pg-textarea-text field-type-text-long field-label-hidden"><div class="field-items"><div class="field-item even"><div class="wysiwyg_twocols layout--50-50"> <div class="wysiwyg_twocols--first bg--transparent"> <p><a href="/negotiate-award">Previous Step - Negotiate Award</a></p> </div> <div class="wysiwyg_twocols--second bg--transparent"> <p style="text-align: right;"><a href="/set-sub-awards" target="_blank">Next Step - Issue Subawards/Subcontracts</a></p> </div> </div> <p>聽</p> </div></div></div> </div> </div> </div></div></div></div> </div> </div> </div> </div> </div> </div> </div> <div id="sidebar" class="column"> <div class="sidebar"> <div class="section"> <div class="region region-sidebar"> <div id="block-fieldblock-node-page-default-field-blockref-sidebar" class="block block-fieldblock"> <div class="content"> <div class="field field-name-field-blockref-sidebar field-type-blockreference field-label-hidden"><div class="field-items"><div class="field-item even"><div id="block-block-46" class="block block-block"> <h3>Responsibilities</h3> <div class="content"> <h5>Principal Investigator</h5> <ul> <li>Review NOA. award, contracts</li> <li>Provide protocol approvals</li> <li>Complete COI</li> </ul> <hr /> <h5>OSR Staff</h5> <ul> <li>Create CACTAS record</li> <li>Assign to OSR staff</li> <li>Review NOA</li> </ul> <hr /> <h5>Department Staff</h5> <ul> <li>Review NOA聽</li> <li>Approve significant changes</li> <li>Create Spending Plan</li> </ul> <hr /> <h5>Detailed Responsibilities聽</h5> <p><u><a href="/rms-service-partnership-agreement-spa">RMS Service Partnership Agreement (SPA)</a></u></p> </div> </div></div><div class="field-item odd"><div id="block-block-11" class="block block-block"> <h3>Contact Us</h3> <div class="content"> <h5 style="color: #FFFFFF;"><em><u><a href="/find-my-support" target="_blank">Find Your OSR Support</a></u></em></h5> </div> </div></div><div class="field-item even"><div id="block-block-116" class="block block-block"> <div class="content"> <p><a class="btn--small btn--white--underline" href="https://ucsf.co1.qualtrics.com/jfe/form/SV_8HOu4QbWPyMy0zI" target="_blank">Provide Website Feedback</a></p> <p>聽</p> </div> </div></div></div></div> </div> </div> </div> </div> </div> </div> </div></div> <div id="footer"> <div class="section"> <div class="footer-bottom"> <nav aria-label="Footer Navigation" class="footer--navigation"> <ul> <li><a href="/cdn-cgi/l/email-protection#b5dac6c7dcdbd3daf5c0d6c6d39bd0d1c0">Contact Us</a></li> <li><a href="https://www.ucsf.edu/accessibility-resources">Accessibility</a></li> <li><a href="https://www.ucsf.edu/website-privacy-policy">Privacy Policy</a></li> <li><a href="https://websites.ucsf.edu/website-terms-use">Terms of Use </a></li> <li><a href="https://websites.ucsf.edu/azlist">A-Z Website List</a></li> </ul> </nav> <div class="footer--copyright"> <p>© 2025 The Regents of the University of California</p> </div> </div> </div> </div> </div> </div> <script data-cfasync="false" src="/cdn-cgi/scripts/5c5dd728/cloudflare-static/email-decode.min.js"></script><script type="text/javascript"> /*<![CDATA[*/ (function() { var sz = document.createElement('script'); 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