PI and Research Lab Personnel

• Develop complete, timely proposals.
• Prepare all required reports and submit to sponsors.
• Understand sponsors’ terms and conditions and university policies and procedures related to sponsored project administration.
• Manage and control project funds, including subcontractor funds, to ensure compliance with award terms and conditions and university policy.
• Authorize expenses.
• When applicable, certify personnel effort and approve cost share reports.
• Ensure scientific integrity and manage projects.
• Manage subcontractor progress.
• Ensure that staff have adequate training for research involving human subjects, animal and/or hazardous materials.

PI’s Department Administrator and Staff

• Assist with development of proposals.
• Prepare administrative reports for submission to sponsors.
• Keep PI informed of the financial status of the award and assist in administration of the award.
• Provide the PI with business and accounting expertise.
• Process financial and budget transactions and review project status monthly to ensure only allowable costs are recorded and project expenditures are within budgetary constraints.
• Maintain and monitor effort commitments for faculty.
• Established appropriate accounting structures to satisfy sponsor financial reporting requirements.
• Coordinate financial reporting with Contracts and Grants Accounting based on approved sponsor’s budget categories.
• Assist in the preparation of prior approval requests for PIs.

Sponsored Programs

• Review and approve proposals.
• Negotiate awards and sub-awards, and accept on behalf of the UC Regents.
• Approve and submit post-award reports to sponsors, as required.
• Review and approve proposal budgets, ensuring compliance with UC and Sponsor policies.
• Advise PIs and their staffs on budget preparation and indirect cost calculation.
• Collect internal approvals and conflict of interest disclosure forms.
• Distribute proposal information to appropriate campus offices such as Environmental Health & Safety, Contracts and Grants Accounting and other departments.
• Conduct campuswide training in pre-award management.
• Provide technical support for the campus’s eRA systems such as Cayuse SP/424 and FCOI.

Contracts and Grants Accounting

• Establish awards in the financial system.
• Approve project expenditure accounts and ensure reporting attributes are accurate
• Prepare financial reports throughout the life of the project.
• Prepare invoices, letter of credit draws, perform collection activities.
• Coordinate effort reporting process.
• Perform post-audit reviews of financial transactions.
• Coordinate financial close out of the award.
• Conduct campuswide training in post-award management.
• Coordinate federal audit requests with Audit and Advisory Management Services.