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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.



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

Mark Key Dates/Deadlines on Calendar

Finance Schedules & Deadlines

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)

Sign Up to UCSD & Non-UCSD Listservs

General Campus

Sponsored Projects Finance - STaRT Tool

General Campus Fiscal Contacts

AA Fund Managers

Grad Division Financial Listserv

UC Path Biweekly Updates

ORA Research and Compliance Newsletter

Budget and Finance Newsroom

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 & 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.

Join Office Hours

Budget & Finance Office Hours

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!

UCPath Office Hours