Extramural Funding Overview
Extramural Funding Overarching Framework Summary by Grant Stage
Funding Opportunity
Go to the Funding Opportunity folder on the Process Improvement Department Sharepoint site to download the appropriate workflows.
- Search for funding opportunities
- Clarify fund source and type
- Review solicitation requirements for eligibility and feasibility
Proposal Preparation
Go to the Proposal Preparation folder on the Process Improvement Department Sharepoint site to download the appropriate workflows.
- Request and launch formal proposal with request for eCaf Questionnaire
- Verify or set-up PI eligibility
- Identify key roles to complete tasks
- Prepare budget and justification
- Review, itemize, and interpret sub-award/sub-contract requirements
- Prepare body of grant
Proposal Submission
Go to the Proposal Submission folder on the Process Improvement Department Sharepoint site to download the appropriate workflows.
- Execute eCAF
- Prepare sponsor application
- Obtain COEUS confirmation
Post-Proposal Submission
Go to the Post-Proposal Submission folder on the Process Improvement Department Sharepoint site to download the appropriate workflows.
- Identification of Supporting Material and Requirements
- Submission of supporting material after NOA
- Review for pre-award or other requirements
- Follow-up as needed regarding notification from sponsor and/or RED
- Review for completeness and signatures for acceptance
Set Up Award - Fund
Go to the Set Up Award (Fund) folder on the Process Improvement Department Sharepoint site to download the appropriate workflows.
- Review PAMIS Award for accuracy
- Verify and implement residual account request process
- Set-up and implement overall budget and expense categories
Implement Grant
Go to the Implement Grant folder on the Process Improvement Department Sharepoint site to download the appropriate workflows.
- On-going
- Personnel updates (New Post doc hires, COA updates, etc.)
- Residual review and quarterly allocations
- Acquisition of non-salary budgeted expenses (equipment, supplies, etc.)
- Monthly ledger reconciliation (COA corrections, encumbrance review, etc.) Analytic review and reporting
- PI certification
- As needed
- Rebudgeting
- Award continuation/renewal
- Proper verification of cost-sharing/matching as reported on award
Close Out
Go to the Close Out folder on the Process Improvement Department Sharepoint site to download the appropriate workflows.
90 days - prior to expiration
- Final report to PI and sponsor (Federal Financial Report (FFR))
- Final clearance of all encumbrances
- Final deficit clearing, fund close-out
- Final cost share report
Key Terms and Roles
| Term / Role | Description |
|---|---|
| Budget Period | The intervals of time into which a multi-year period of assistance (project period) is divided for budgetary and funding purposes. Budget periods are usually 12 months long but may be shorter or longer, if appropriate. |
| Principal Investigator (PI) | The eligible (as determined by UCR policy) and qualified person designated by UCR to direct a research project or program. The PI is responsible for overseeing the scientific and technical aspects of a project. Principal Investigators are required to be significantly involved in the project. “Fronting” as a Principal Investigator is contrary to UC/UCR policy. |
| Procurement Analyst | The Procurement Analyst is a Business Operations analyst who helps lead the procurement effort (prepare PO, issue PO, seek SRP approval for each grant, etc.) for everything that is procured for SOM. S/he works closely with SRP analyst to review approvals on each grant. |
| Research and Economic Development (RED) | RED is the UCR unit with delegated authority to submit all final proposals to the sponsor, on behalf of SOM. |
| Solicitation | A document that elicits proposals. |
| SOM Approving Unit | SOM approving unit may consist of the Dean's Office, Finance and Administration (F&A), or the Chair in the respective unit who has the approving authority for C&G-specific matters. |
| SOM Non-Approving Unit | |
| SRP Analyst | SRP analyst is the analyst assigned to lead the administration and management of the award. S/he can be assigned to manage the pre-award, post-award or both in some cases, and have the responsibility to help create and/or review budgets and who is granted authority to submit an eCAF to the PI for final review and certification. |
School of Medicine Process, Grants and Reporting Committee
The primary purpose of the SOM Process, Grants and Reporting (PGR) Committee is to establish formal approvals for standard operating procedures (SOP), including relevant documents, and to facilitate communication across SOM units. PGR’s governing charge includes oversight on pre- and post-award processes for all extramural funding, including research grants, clinical trials grants, education grants and mixed gift/grants, with reporting requirements whether from external or internal sources. This also includes other process (such as procurement) that may impact the grant-related SOPs.
Questions regarding the committee can be sent to pgrcc@medsch.ucr.edu
Committee membership is by role and is appointed annually for a one-year term. Current team members are as follows: