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Responsibilities Checklist

Stay on track with the Research Administrator/Fund Manager Responsibility Checklist.

Daily Checklist

Check email, review the various requests, prioritize and determine actions/tasks/due dates (e.g. respond to your PIs and labs, SPO offices about any pressing issues; if you can't immediately take care of the action respond with a time estimate of when you will complete a task)

Financial Unit Approvers should login to Oracle and check their "Worklist" to review and approve transactions. Approval queues may include:

  • GL Journals
  • PPM Project Budgets, Cost Transfers, and Contracts 
  • Procurement & Payables Requisitions, Purchase Orders (POs), and Invoices

Log into Oracle and check "Worklist" and review and approve all "Procurement Orders"

Review and approve Concur Request and Expense Reports.
Log into Concur and under "My Tasks" or click "Required Approvals" and review and approve transactions (procurement card, travel, entertainment, reimbursements)

Complete any new proposal actions

Log into Kuali Research, go to "Research Home" and click "Common Tasks" and then click "Action Lists" review and approval subaward invoices

Review and approve UC Path Funding entries

Allocate new project budgets in OFC

Set up New Awards

Monthly Check List

Reconcile payroll (Direct Retros/funding changes if necessary), including default
Step 1: Download DOPEs from
Step 2: Review DOPEs
STep 3: Reconcile any issues in UCPath

Enter funding for new hires
Step 1: Bookmark UCPath Portal
Step 2: Log in to UCPath
Step 3: Go to PeopleSoft menu
Step 4: From PeopleSoft menu go to Set Up HCM, the go to Product Related followed by Commitment Accounting; go to UC Customizations; Click Funding Entry and then enter the new hire's funding

Update UCPath payroll funding for research staff, postdocs, gsrs, etc at request of PI

Update payroll projections

Review, update, share faculty funding reports as needed (ex. Faculty and Researher Panorama)

Go to OFC Committed Costs and investigate and clear outstanding commitments over 120 days old 

Review sampled transactions for allowability, allocability, and correct account code.

Review all procurement card purchases for allowability, allocability, and correct account code.

Investigate, document, and resolve unmatched invoices.

Document notes on questionable account codes. Send emails to OPAFS to log justifications of questionable/unallowable costs

Complete all Kuali Research records and route for approval.

Complete Annual and Final FERs for awards in SPARCM

Gift Funds- Process incoming gifts

Obtain, review and file recharge expense invoices/receipts from on campus entities

Review SPF 30, 60, 90 days notices for expiring awards and start closeout process

Submit Cost Transfers

Quarterly Checklist

Have 1:1 meetings with your PIs via zoom or in person to discuss status of current award portfolio and discuss current, pending and proposed projects, personnel updates, large expenditures, etc

Send PIs summary of DOPES report to make sure that effort is accurate