Demystifying the UCFunded Grant Process

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Demystifying theUC-Funded Grant Process

• Research Administration Compliance Meeting
• December 12, 2007
• A Collaborative Presentation by
• Sponsored Projects Office (SPO),
• Industry Alliance Office (IAO),
• Extramural Funds Accounting (EFA), and
• Campus Budget Office (CBO)

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Overview

• Categories of UC-Funded Awards
• Award Processes
• Stages of UC Funded Grant Award Process
• Central Office Roles
• Summary
• Resources

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I. Categories of UC Funded Awards

• What are UC-Funded Grant Awards?
• Programs administered by UCOP available to any UC
  faculty/student
• Programs awarded by UCOP program through a sister
  campus
• Programs awarded by UCOP program through the UCB
  campus
• Subawards are not UC-Funded Grant Awards.

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II. Award Processes

• There are multiple kinds of awards award
  processes
• Contracts/Grants Award Process
• Subaward
• UC Funded Grant
• This is the focus of todays presentation.
• Industry Contracts/Grants Award Process
• Industry/UC Matching Fund Award Process
• This is the focus of todays presentation.
• Gift Award Process

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III. Stages of UC Funded Grant Award Process

• Proposal
• Preparation by Dept/PI
• Review and approve by SPO/IAO
• Submission
• Award
• SPO/IAO receives and reviews award letter
• SPO/IAO submits Award information to SPO Records
  Management Team
• SPO Records Management Team distributes Notice of
  Award (NOA) to Dept, PI and CBO.
• Transfer of Funds to UCB
• Approved awards are received ONCE MONTHLY at end
  of month in CBO (not EFA or GAO).
• Budget journals are posted to dept ledger by CBO.

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IV. RolesSponsored Projects Office (SPO)

• Review and approve proposals prior to
  submission
• Ensure compliance issues are resolved
• Distribute NOA to PI, Dept, and CBO
• Office of record for requests to and
  approvals from Sponsors
• Handle majority of the UC Funded Grant Programs
• Including UC Discovery Fellowships and
  Opportunity Awards

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IV. RolesIndustry Alliances Office (IAO)

• Our office manages all contracts funded by
  Industry (entities with dot com (.com) after
  their name)
• Specifically, we manage UC Discovery Grants and
  will be managing a part of the EBI contracting
  process.

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IV. RolesExtramural Funds Accounting (EFA)

• EFA is responsible for the set-up, activation,
  invoicing, reporting and close-out of the
  Industry Matching portion of UC Discovery Grants,
  NOT the UC Funded portion
• Intercampus Subawards are not considered UC
  Funded Awards

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IV. RolesCampus Budget Office (CBO)

• Receive UC-Funded Grant Awards in UCOP
  Interlocation Transfer of Funds System (ITOF)
  prior to entry in BFS.
• Review and post journals in BFS to create budgets
  for UC-Funded Grant Awards.
• Assist departments with ITOF transfers.
• Help translate UCB chart string to UCOP Corporate
  Account structure
• Tips for finding the

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V. Summary

• POINTS TO REMEMBER
• SPO IAO handles proposal and award stage
• EFA does not assign fund numbers for UC-Funded
  Grant Awards.
• CBO processes Interlocation Transfers of Funds
  for UC-Funded Grant Awards.

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VI. Resources

• UC Funded Grant Programs http//www.ucop.edu/rese
  arch/funding/welcome.html
• Handouts