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System Status: 

New Hire Onboarding Checklist

Welcome to Research Administration! Please print and use the New Hire Onboarding Checklist below to get started.

Research Administrator Name


Start Date


Supervisor Name


TES Point of Contact


Review General Role & Responsibilities

Pre-Award administration including (Use the RFP provided by PI to conduct Proposal Preparation, Proposal Review and Approval, Proposal Submission)

Post-Award administration including (Notice of award review and acceptance, subaward invoicing and award management and financial reporting)

Cash management

Preparation and submission of technical reports

Certification of time and effort

Responsible for financial oversight and fund management that passes internal and external auditing standards

Responsible for communicating financial status on all funds managed to Divisional MSO and individual PIs, and other departmental personnel as appropriate

Closeout process

Responsible for learning and understanding the various guidelines and restrictions affecting pre and post award management of all funds

Adhere to all deadlines, both internal and external, regarding pre and post award funds

Adhere to generally accepted accounting principles (GAAP) as outlined by the University and the Department

Adhere to the Uniform Guidance for federal awards, and all other sponsor guidelines regarding sound cost accounting standards

Responsible for explaining policies and regulations of pre and post award administration of the University, various funding agencies, and Department to the individual PIs

Function as a resource for faculty, staff, and other fund managers within the unit

Respond to emails, phone calls, and other inquiries in a timely manner

Continue to learn and educate yourself on new policies, systems, and funding

HR Paperwork

Complete Human Resources Paperwork

Get Equipment





Webcam (if applicable)

Docking Station (if applicable)

Access Provisioning for Systems and Data

Single Sign On (SSO)

Active Directory (AD)

Business Systems

Outlook & Google (along with any corresponding and additional inboxes)


Shared Drives and/or Digital Folders and Documents


Oracle & Concur Role Request

Kuali Research

Business Analytics Hub (BAH)





FinancialLink (FinLink) for historic information prior to 7/1/2020

STAR system

Sponsored Projects Finance - STaRT Tool

Create accounts at sponsor sites:, eRA Commons, Fastlane, etc. due to different DUNS and EIN for specific VC Area (e.g., SIO, HS SPPO, GC)

Register for Trainings & Mentorship

Research Adminstrator/ Fund Manager Bootcamp

Research Adminstrator/ Fund Manager Mentorship Program

RA Certificate Program

Oracle BI - Faculty and Research Panorama

Cognos Training

Tableau Training

Oracle: Buy and Paying for Financial Unit Approvers

Concur: Event and Expenses Reimbursements

Hot Topics: Concur Approver Roles

Bookmark Resources


Acronyms and Abbreviations

UC San Diego Services & Support

Budget & Finance Services & Support

Budget & Finance Knowledge Base Articles (KBAs)

Research Services & Support

Research Knowledge Base Articles (KBAs)


Pay Cycle Transaction Timeline (Deadlines & Non-transaction Days (MO/BW))

Funding Job Aids

Concur Request & Expense Glossary

Research Administration Glossary

Budget & Finance Glossary

Oracle Procurement Glossary

Data Glossary

Fiscal Closing

Mark Key Dates/Deadlines on Calendar

Ledger Close Dates

Fiscal Closing 2020-2021

Financial Schedules

Proposal Deadline Dates (with 14/5/2 deadlines)

Direct Retro Deadline (for monthly and bi-weekly employees)

Funding Entry Deadline (for monthly and bi-weekly employees)

Budget & Finance Event Calendar

Sign Up to UCSD & Non-UCSD Listservs

General Campus

Sponsored Projects Finance

General Campus Fiscal Contacts

AA Fund Managers

Grad Division financial listserv

UC Path biweekly updates

IPPS quarterly newsletter

ORA research and compliance newsletter

Budget and Finance Weekly Digest

National Institutes of Health (NIH)

National Science Foundation (NSF)

National Council of University Research Administrators (NCURA)

Society of Research Adminstrators International (SRAI)

Join Community of Practice (CoP)

Kuali Research COP

Budget & Finance COP

Business Intelligence

Cognos COP

Tableau COP

Advanced Analytics

Employee Analytics

Financial Analytics

Research Analytics

Student Analytics

Join Office Hours

Accounts Receivable, Cash, & PPM General Projects
Fridays, 8:30-9:30am (on hold)

Equipment Management: Buying Research and Inventorial Equipment

Fund Management
Thursdays, 11:00-12:00pm

Oracle BI & Financial Reporting
Wednesdays, 1:00-2:00pm

Faculty and Researcher Reporting Office Hours
Tuesdays, 1:00-2:00pm

Procure to Pay & Travel and Expense
Mondays, 1:00-2:00pm & Wednesdays, 9:00-10:00am

Integrated Procure to Pay Solutions (IPPS) Hot Topics
4th Wednesday of the Month, 11:00-12:00pm

UCPath Office Hours