Overview

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• Upon receipt of a fully executed Award amount from the sponsor, the authorized amount must be allocated to the Project
• The Project Budget Allocation must be completed/baselined in order for costs to be incurred for all types of Award
• This process is done in Oracle Awards PPM module in the Project tab
• More detailed steps can be found on the STaRT tool here: https://ucsdcloud.sharepoint.com/sites/STaRT/ofcppm/SitePages/OFC-PPM-Managing-Award-Project-Budgets.aspx 

Critical Concepts

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• Once the Award has been finalized, the Sponsored Projects Finance (SPF) Award Accountant will send an email notification to the Fund Manager that the Award is ready for Budget Allocation
• The Fund Manager/department contact assigned to the Award may be responsible for setting-up the initial budget as well as future changes to the budget
• Budget modifications that require prior approval from the agency will need go through OCGA and be reflected in Kuali Research (KR)
• Re-budgeting request between projects will need to be submitted by fund managers by sumbitting a ticket
• It is best practice that Budget Allocation be submitted within 48 hours after the Award is finalized or modification is received otherwise OFC will block any charges to the project
• If the Fund Manager is not able to initiate the budget within 48 hours, they may request that their Award accountant initiate and baseline the budget for the Award
• The Award Accountant will:
  
  • Review the budget and approve/set-baseline as appropriate within 48 hours of submission from the Fund Manager
  • Upon request by the Fund Manager, initiate and baseline the budget for Awards as follows, if Fund Manager is not able to in a timely manner
  • Operating Expenses: Total Direct Cost
  • Indirect Cost: Total Indirect Cost
  • ​​​​​​​Process Re-budgeting between Projects as requested by the Fund Managers​​​​​​​
  • Process budget restrictions to Financial Resources budget resource for NIH awards where carry over requires prior approval and any other financial restrictions per the Notice of Award
  • At Fiscal Year-end, process Allocations for the Awards with budget start date thru June 30 that has not been submitted by Fund Managers
• During Award close out, the Award Accountant or the Fund Manager have the option to process a deallocation from the Project budget to match final invoice or final report

Budget Resources

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The following Budget Resources will be used to set-up the budget, these resources map to UCSD language, not the seeded resources in OFC PPM

Full listing of Expenditure Types can be found in UCSD-DSH Project Information Lookup > click on the Expenditure Type tab, this report can also be found in reports.ucsd.edu

• Benefit Expenses
• Capital and CIP Expenses
• Financial Aid and Scholarship Expenses
• Indirect Costs
• Intercampus Subcontracts
• Operating Expenses
• Other Expenses
• Personnel Expenses
• Revenue Transactions
• Stipends
• Subcontracts
• Travel Expenses
• Tuition/Fee Remission
• UCSD Equipment