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Managing Sponsored Project Funds: How to View Award Documents

Find out how to view award documents scanned and stored in the BFS imaging system, iDocs.

Document lookup

The OPAFS award document lookup allows you to view award documents that OPAFS keeps in the BFS imaging system, iDocs. iDocs stores documents and images. A single document may contain multiple images. OPAFS organizes the documents into primary and secondary categories.

Documents are sorted by the date that they were entered into iDocs by OPAFS. However, you can re-sort the columns as desired. 

Access

With access, you will be able to view any documents OPAFS has scanned related to any executed award within your department(s). You cannot add or edit documents.

To get access, ask your sponsored projects manager, MSO, or DBO to submit a request through ASK. They must include:

  • Your name
  • Your Business Systems userid
  • Department name(s) and department code(s) for any additional departments you need access to in addition to your home department

If you change departments, your new MSO will need to reauthorize you.

To access the tool, please go to https://awards.bfs.ucsd.edu.

Category definitions

  • Award: Any documents associated with the official award record including:
    • NOA: Notice of Award (the initial award document)
    • Advanced Approval: Advanced Spending Document
    • RES form
    • Proposal: The final proposal
    • Amendments/Modifications
    • Cost Share Docs
    • Department Notification: Email to department with new IFOPAL
    • Progress Reports
    • Journals
    • COEUS RKS: older record of the IFOPAL creation.  NO longer used
    • Other: Any
    • Cost Transfer Documents: Emails regarding cost transfer approval/rejections
  • Intercampus: Invoices, MCA’s and supporting document related to intercampus subcontracts
    • UCSD is Prime: Documents related to the outgoing intercampus subcontracts
    • UCSD is Subprime: Documents related to the incoming intercampus subcontracts
  • Correspondence: Any correspondence that the OPAFS Award Accountant saves related to the award
  • Billing: Invoices that UCSD Submitted and copies of payments that were process through OPAFS
    • Please note that in October 2013, OPAFS launched a new invoicing system (SPARCM) and those invoices are not viewable through this system.These invoices are viewable through SPARCM.
  • Financial Reporting: Financial reports submitted to the agency
    • Interim financial reports; quarterly, annual
    • Final Financial Reports: Final report including the FER