Fund Management

Office Hours: Monday – Friday: 7:30AM – 4:30PM (Lunch 12-1)

Shirley Yee – Fund manager, Supervisor, , 310-794-9309, 56-125L EIV

Erik Butcher – Fund manager, , 310-206-5385, 56-125K EIV

Marty Revilla – Purchasing Officer & Jr. Fund Manager, , 310-825-7884, 56-125M EIV

 

Office of Contract and Grant Administration Contacts (OCGA)

Proposal Intake Team
Johanna Haraway Manager 267-4066
Jennifer Caldejon Analyst 794-0159
Magaly Chavez Specialist 794-0318
Gerald Gamble Specialist 794-8586
Kelsey Hernandez Specialist 794-6742
Award Intake Team
Harveen Kukreja Manager 794-0402
Sam Perez Analyst 794-0618
Ghazaleh Nourparvar Specialist 794-0289
Contract & Grant Officers
Flora O’brien Contract & Grant Officer 206-0807
Shauna Huntsman Sr. Grant Analyst 794-0191

 

Complete OCGA Staff Directory

Useful Links for Contracts and Grants Proposal Preparation

Post Award Fund Management

Industry Sponsored Research, Patents & Materials Transfer Agreement

Proposal Preparation

The major steps involved in submitting a proposal are:

  • Reading RFP/agency guidelines
  • Developing a scope of work
  • Identifying key personnel
  • Determining necessary resources
  • Preparing budget and budget justification
  • Completing agency and internal forms
  • Obtaining necessary approvals
  • Reviewing and submitting proposal

Minimum Proposal Requirements

Minimum Requirements for OCGA to review:

  • Complete EPASS with PI Signature
  • Form 740 or 700U
  • 1 Page Project Summary
  • Sponsor Guidelines
  • All Sponsor forms requiring OCGA signature
  • Final Budget with Budget Justification
  • Subaward Documents (if applicable)

Requirements for Review, Approval & Submission

  • Completed EPASS with all required signatures
  • Sponsor Guidelines
  • Final Proposal (budget, science, agency required signatures, biosketches, etc.)
  • Subaward Documents (if applicable)
  • PI Exception Letter (if applicable)
  • Signed/Completed COI forms (if applicable)

“Where do I start?”

Step 1.  Contact your fund manager at least 3 weeks prior to the deadline to inform them of the upcoming proposal.  Responsible fund managers list is attached.

Provide your fund manager with the following basics:

  1. Program announcement/agency guidelines.
  2. Agency Due Date
  3. Fund limitation
  4. Project duration and dates
  5. Preliminary budget (can be sent on a word document)

Step 2.  Your fund manager will prepare:

–  A specialized budget using an internal budget template

–  EPASS – an internal campus form used for review and approval of proposals to extramural funding agencies.

–  740 Form – Statement of Financial Interest Related to Sponsored Projects, for federal or state programs.

–  700-U – Statement of Economic Interest for Non-governmental Entity

–  eDGE Disclosure – financial disclosure submitted annually for PHS grants.  Disclosures are submitted through the Conflict of Interest site.

–  NIH PI Signature Form – NIH requires that PI signatures be obtained prior to submission and retained at OCGA to be made available to NIH upon request

Step 3. It is the PI’s responsibility to provide fund managers with all the required scientific/technical documents for the submission.  Proposals and all internal documents are due to OCGA for review 5 working days before they need to be submitted electronically or mailed.  Therefore, proposals and documents are due to fund managers no later than 7 business days before the sponsor deadline.

Step 4. Your fund manager will upload all documents to the UCLA Grants System no later than 7 business days before the sponsor deadline.

Step 5. A final PDF version of the proposal will be emailed to the PI.  The PI must approve the final version before it is submitted by OCGA

Postaward Management 

It is critical for each individual in the life cycle to understand his/her role for the process to work. All the parts of the award life cycle are interrelated.

Where do you fit in the award life cycle?

Award Set-Up (EFM/OCGA)

Once accepted, the award must be processed and a fund number assigned. The process includes:

  • Enter and update basic award data in InfoEd
  • Record terms and conditions
  • Determine fund number
  • Communicate information (via PAN and award synopsis)

The most critical step in setting up an award is the establishment of a fund number and linkage to an account. Spending on an award cannot begin until this has been accomplished. When established, the full accounting unit (FAU) will have these components:

LOC Account Cost Center Fund
1 digit 6 digits 2 digits 5 digits
4 442521 ZZ 12345

Request for Authorization to Spend (E-RAS)

A RAS is a request made by the PI to obtain an account/fund number for an extramurally funded project prior to receipt of actual award from the sponsor. If the sponsor allows the university to incur pre-award costs, and when the following conditions are met, OCGA can authorize pre-award spending. OCGA confirmation of the conditions below is recorded on the E-RAS form:

  • There is a confirmed, pending commitment by the funding agency
  • There is an essential need to advance or commit the funds prior to receipt of the award
  • Other funding is available to cover the expense if there is an unanticipated delay in the start date or the agency fails to make the anticipated award

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