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Award/Project/Task Overview

Find information and guidelines on award, project and task numbers for sponsored projects.

Obtaining a new Award, Project and Task number

The award for a sponsored project is created in Kuali Research. It identifies the source of funding, tracks essential award information, and accounts for all transactions charged to that award.

The project for a sponsored project tracks activity for awards, capital projects, or other types of work with a defined start date. It is auto-generated by OFC when the award is created. The billing occurs at project level. An additional project is required for different financial units, different billing types and when carryover is restricted on billed awards.

The task is created with the project. The transactions post at task level. A different task number is required for different burden/indirect cost rates and different programs or functions. 

After an award for a sponsored project is received, an award, project and task must be set up before you can incur expenses. The Sponsored Projects Finance (SPF) sets up the initial award, project and task in OFC as authorized by the Office of Contract and Grant Administration (OCGA). OFC will auto-generate an IFOP email and send it to the listed Fund Manager and MSO with the award information as soon as it is setup.

Note: SPF cannot establish your award until the award is officially received, accepted by the University and compliance has been met (IACUC, COI, IRB), even though the funding agency may have notified the PI of the award.

Advance spending

If a delay in receiving new funding might negatively impact a project, you can request advance approval to have an award, project and task set up prior to official acceptance of the award by completing a form. OCGA must approve advance spending requests. A request for an advance is appropriate only when:

  • The funding agency makes a firm commitment to award the contract or grant.
  • There is an essential need to spend in advance of the award.
  • Other funding exists to cover the risk of a delayed start date or failure of the award.

Intercampus projects

Some sponsored projects involve other UC campuses. A multicampus award is processed from the prime campus to other participating or recipient campuses. SPF sets up the award, project and task for multicampus awards where we are the recipient. No new award, project or task is needed if we are the prime.

Sub-funds

SPF may set up different projects or task on an award for specific accounting purposes, such as agency requirements to account for and bill increments separately, accounting for restricted funds, or applying multiple indirect cost rates to one award. 

When you receive a new award, project and task

  • Transaction Control accounts can help you track and prevent normally unallowable or questionable charges to your award. Transaction Control accounts represent expenses that are normally unallowable and/or questionable and are set up by SPF.
  • Multiple projects can help you identify separate increments of an award or meet internal reporting requirements. For example, you might want two projects on a award to track expenses for two PIs. You accomplish this by requesting a subsequent project or task by contacting the SPF Award Accountant.
  • Note, if you need a new project or task with a different program such as for student stipends, tuition and fees, contact your SPF Award Accountant to request. The SPF Award Accountant will review the award to ensure that training is part of the budget before creating one.

When your project is nearing completion

  • Department is responsible for
    • Transferring expenses in excess of the award (overdrafts)
    • Removing all liens
    • Removing other cash advances, accounts payable, and payroll
  • Inactivating a project/award

    is SPF' responsibility. SPF inactivates funds when:
    • The award has terminated.
    • All associated projects are inactive.
    • All accounting elements are removed or brought to zero. This includes:
      • Transferring expenses in excess of the award (overdrafts)
      • Removing all liens
      • Removing other cash advances, accounts payable, and payroll
      • Zeroing outstanding accounts receivable, budget, and financial balances.
    • For assistance, contact the SPF Award Accountant responsible for your fund when you think it is ready for inactivation.
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.