Post-Award Resources: Fund Management
Contacts| Purchasing| Reimbursement| Links
Fund Set-Up
Award Set-up Process Revised August 2006
Fund Request Form Use this form when requesting: pre-award costs on FDP grants; a new fund to be set up in advance of an award being received by the University; or new fund year on an existing award. The form requires the pre-approval of the Post-award Manager, as well as the signatures of both the PI and one of the Co-Chairs. Instructions for Fund Advance Request Form
Speedchart ID Request Used to request a speedchart number linked to a fund/dpa. Please notify Peter Armour when you are requesting a new speedchart number.
Multi-number Speedchart Request Used to request a speedchart number that splits the charges proportionately out to more than one fund number. Please notify Peter Armour when you are requesting a new speedchart number.
How to determine which type of outgoing contract you need
Fund Reconciliation & Review
DEB Ledger Reconciliation Guidelines
Excel Projection Sample This projection is adaptable to most sponsored project fund types and contains notations about the worksheet itself as well as postaward tips.
Lien Removal Materiel Management attaches liens (aka encumbrances) to fund/dpa's based on our purchase requisitions. These liens should disappear when the item is fully paid or we cancel the original order. On occasion, the lien remains on the ledger even after the payment or cancellation happen. To remove an inactive lien from a fund, complete the Lien Removal form and email it to Materiel Management. The current contact for this is Maria Fandino at 415-514-2131.
Journals
JOURNALS UPDATE
Effective 4/12/04, you can no longer submit hardcopy journals. Instead, you must use the Peoplesoft system to prepare a Budget Adjustment Journal, Non-payroll Cost Transfer, or Financial Journal.
Training and Reference Materials
Payroll Expense Transfer aka UPAY (short) This is an Excel workbook document. This form is used to make changes and/or corrections by transferring employee effort between specific fund/dpas.
Payroll Expense Transfer (long) This is an Excel workbook document. This form is used to make changes and/or corrections by transferring employee effort between specific fund/dpas when the correction is made more than two years in the past or when effort changes are made for faculty and involve changes between salary-capped and uncapped federal fund sources.
Vacation Leave Transfer The Vacation Leave Transfer (VLT) is used to transfer the proper proportions of an employee's unused, accrued vacation leave from expiring/closed fund sources to new fund sources. The Excel workbook document contains a blank worksheet, with instructions, for computing the vacation balance distribution, as well as sample Accounting Department forms. The workbook was updated March, 2005.
Fund Close-Out
Preparing for Grant or Contract Closing
Closeout Procedures for Sponsored Projects
NIH Commons Closeout Submission Procedures
Clearing Overdrafted Private Funds
Federal Funds
Cost Allowability What tests does the NIH use to determine the allowability of costs? There are four tests: (1) reasonableness (including necessity), (2) allocability, (3) consistency, and (4) conformance with limitations or exclusions as specified in the terms and conditions of the award, including those in the cost principles themselves.
These tests apply regardless of whether the particular category of costs is one specified in the cost principles or one governed by other terms and conditions of an award. These tests also apply regardless of treatment as a direct cost or an F&A cost. The fact that a cost requested in a budget is awarded, as requested, does not ensure a determination of allowability. The organization is responsible for presenting costs consistently and must not include costs associated with their F&A rate as direct costs.
NIH Grants Policy Statement (search "allowability")
No-cost Extensions (NIH) PI's may extend the final budget period of previously approved project periods one time for a period of up to 12 months beyond the original expiration date shown in the NGA if
- No additional funds are required to be obligated by the NIH awarding office
- The project's originally approved scope will not change, and
- Any one of the following applies
- Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project
- Continuity of NIH grant support is required while a competing continuation application is under review
- The extension is necessary to permit an orderly phase-out of a project that will not receive continued support
The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an extension without additional funds.
UCSF C&G office will automatically process the first no-cost extension as long as the above terms apply. Second (and beyond) no-costs are possible, but will require budgets and budget justifications and are not guaranteed. PI must notify the NIH awarding office, in writing, of the extension 10 days before the expiration date of the project period. See sample letter. For more info, see the NIH Grants Policy Statement (search "extension").
Small Business Agreements on Federal Contracts Small business plans represent contractual obligations and are features of all federal contracts (e.g. OAI, ROAD, and POWR). As part of the plans, the University agrees to use a list of small business vendors when purchasing supplies, equipment, travel, copies, etc. Before purchasing for federal contracts, please check with the project director to get a list of the small business vendors and their commodities. We are expected to meet the purchasing quotas and have to report each year on our progress. Failure to meet our financial spending targets could result in a recall of funds.
Effort Reporting System (ERS)
The electronic Effort Reporting System replaced paper Payroll Activity Reports in 2007. Reviewers must complete WebCT training in order to assist PI's with effort certification. Effective April, 2007, reviewers can review effort via the Campus ERS system. It is no longer necessary to do this in Weblinks.
Cash Handling
Cash handling procedures for DEB consulting, course and other income