New Hire Onboarding Checklist
View the New Hire Onboarding Checklist for Research Administrators.
Welcome Research Administrators and Fund Managers! The resources below are here to assist you in your responsibilities. Resources like the Community of Practice offer opportunities to crowdsource solutions without relying on submitting tickets. Newsletters help you to stay up to date with changes and common challenges, links to useful BLINK pages and office hours where you can get live online support with peers.
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Start Date |
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Supervisor Name |
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TES Point of Contact |
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Review General Role & Responsibilities |
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Pre-Award administration including (Use the RFP provided by PI to conduct Proposal Preparation, Proposal Review and Approval, Proposal Submission) |
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Post-Award administration including (Notice of award review and acceptance, subaward invoicing and award management and financial reporting) |
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Cash management |
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Preparation and submission of technical reports |
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Certification of time and effort |
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Responsible for financial oversight and fund management that passes internal and external auditing standards |
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Responsible for communicating financial status on all funds managed to Divisional MSO and individual PIs, and other departmental personnel as appropriate |
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Closeout process |
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Responsible for learning and understanding the various guidelines and restrictions affecting pre and post award management of all funds |
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Adhere to all deadlines, both internal and external, regarding pre and post award funds |
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Adhere to generally accepted accounting principles (GAAP) as outlined by the University and the Department |
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Adhere to the Uniform Guidance for federal awards, and all other sponsor guidelines regarding sound cost accounting standards |
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Responsible for explaining policies and regulations of pre and post award administration of the University, various funding agencies, and Department to the individual PIs |
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Function as a resource for faculty, staff, and other fund managers within the unit |
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Respond to emails, phone calls, and other inquiries in a timely manner |
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Continue to learn and educate yourself on new policies, systems, and funding |
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HR Paperwork |
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Complete Human Resources Paperwork |
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Get Equipment |
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Laptop |
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Monitor(s) |
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Keyboard |
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Mouse |
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Webcam (if applicable) |
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Docking Station (if applicable) |
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Access Provisioning for Systems and Data |
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Single Sign On (SSO) |
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Active Directory (AD) |
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Business Systems |
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Outlook & Google (along with any corresponding and additional inboxes) |
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Shared Drives and/or Digital Folders and Documents |
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Cognos |
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Tableau |
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FinancialLink (FinLink) for historic information prior to 7/1/2020 |
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Create accounts at sponsor sites: Grants.gov, eRA Commons, Fastlane, etc. due to different DUNS and EIN for specific VC Area (e.g., SIO, HS SPPO, GC) |
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Register for Trainings & Mentorship |
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Research Adminstrator/ Fund Manager Bootcamp |
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Research Adminstrator/ Fund Manager Mentorship Program |
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Oracle: Buy and Paying for Financial Unit Approvers |
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Concur: Event and Expenses Reimbursements |
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Hot Topics: Concur Approver Roles |
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Bookmark Resources |
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Pay Cycle Transaction Timeline (Deadlines & Non-transaction Days (MO/BW)) |
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Mark Key Dates/Deadlines on Calendar |
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Finance Schedules & Deadlines |
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Direct Retro Deadline (for monthly and bi-weekly employees) |
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Funding Entry Deadline (for monthly and bi-weekly employees) |
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Sign Up to UCSD & Non-UCSD Listservs |
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General Campus |
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General Campus Fiscal Contacts |
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AA Fund Managers |
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Grad Division Financial Listserv |
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UC Path Biweekly Updates |
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ORA Research and Compliance Newsletter |
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National Council of University Research Administrators (NCURA) |
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Join Community of Practice (CoP) |
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Business Intelligence & Analytics CoP Join Analytics Communities of Practice at UC San Diego. Communities of practice consist of regular Zoom sessions, mailing lists and forums where analysts come together to discuss specific topics, share best practices, ask questions and get answers. |
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Join Office Hours |
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Budget & Finance Office Hours |
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Budget & Finance Event Calendar View the Event Calendar on Blink, which showcases a consolidated view of Office Hours, Instructor-Led Training sessions, and Hot Topics. Be sure to try out the different calendar views in the upper right corner! |
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