New Award Checklist
Last Updated: November 1, 2021 9:04:25 AM PDT
Give feedback
Please print and use the New Award Checklist below to get started.
New Award Checklist |
|
![]() |
Award setup email received from Sponsored Projects Finance (including Notice of Award)- read Notice of Award carefully and highlight special terms and conditions, check to see if there was a budget reduction, note reporting deadlines, check if the proposal falls under the Federal Demonstration Project and if carryover is allowed without prior approval. |
![]() |
Notify PI of new award; forward award setup email with Notice of Award attached and send full chartstring. If there are special terms and conditions or a budget reduction- make sure to tell PI. If there are multiple PIs with separate budgets on the project or subrecipients, communicate with PI to determine how budget will be split. |
![]() |
Discuss payroll changes that are needed with Principal Investigator to move personnel onto new project; coordinate with appropriate HR office (in training, introduce the idea of UC Path combo codes) |
![]() |
Submit request to create additional tasks for subawards and multi-Principal Investigators to Sponsored Projects Finance award accountant |
![]() |
If award has cost sharing, make sure Sponsored Projects Finance award accountant has set up cost sharing specific project; if not, alert Sponsored Projects Finance that cost sharing is included and needs to be set-up |
![]() |
Make sure Principal Investigator, task manager(s) and fund manager(s) have appropriate project/task roles; submit a Services & Support ticket if necessary |
![]() |
Create electronic folder on department server
|
![]() |
Award Correspondence (award setup, agency communication, NCE notices) |
![]() |
Internal Documentation (cost transfers, budget allocation backup, Principal Investigator documentation) |
![]() |
Notice of Awards
|
![]() |
Proposal files |
![]() |
Reports |
![]() |
Subawards (if applicable) |
![]() |
Submit budget allocation in Oracle Financials Cloud (if budget is being divided among multiple tasks, get approval from Principal Investigator prior to submitting budget allocation) |
![]() |
Add report due dates (RPPRs, FERs, etc) to calendar |
![]() |
Add new project/task(s) to Principal Investigator fund report |
![]() |
Check to see if Principal Investigator has budgeted effort on award; put together a plan for how effort will be charged during the budget year (through Summer Salary, FSEP, GCCP or HCOMP) |
![]() |
Create subaward in Kuali Research (if applicable) |