Finance, Contracts and Grants

Contact Information

Institutional Information 

Please contact your assigned Research Administrator: 

Supervisor: Brooke Noonan 

  • What services can my research administrator provide? 
  • Our office is happy to help CEE faculty, grad students, postdocs, and researchers with managing the life-cycles of their awards. From pre-proposal to closeout, we offer a variety of services to assist with securing intra- and extra-mural funding for your projects.  
    Pre-Award 
    Research administrators are generally responsible for: 
    •    drafting the budget and budget justification as directed by PIs 
    •    assisting with uploading proposal documents into submission systems  
    •    assisting with proposal entry into Cayuse SP 
    •    coordinate with Sponsored Programs Office and/or Graduate Studies 
    Post-Award 
    Research administrators are responsible for providing financial and administrative management of extramural projects including: 
    •    Coordination of effort reports 
    •    Monitor cost-share commitments and reporting 
    •    Communication with SPO/Grad Studies, CGA, and Sponsor as needed 
    Closeout 
    We are responsible for assisting with close-out of extramural awards. 
  • What campus resources are available to help me with writing my proposal?  

  • The Office of Research Interdisciplinary Research Support (IRS) team offers support with the preparation of grant proposals for large-scale interdisciplinary research programs. They also frequently offer workshops on topics related to grantsmanship.  Please visit the IRS website for more information. 

    The UC Davis Office of Research also offer proposal development resources including templates for some proposal components. 

  • I want to submit a proposal, what do I do?  

  • Once you have identified a funding opportunity for which you would like to apply, please send a copy of the RFP to your research administrator for review.  They will follow-up with you to discuss your proposal and develop a timeline for submission. 

    Please keep in mind UC Davis Sponsored Programs (SPO) requires a minimum of five business days to review proposals prior to submission. 

    Please provide your research administrator with the following info: 
    •  Link to RFP  
    •  Proposal due date 
    •  Beginning and end dates of the proposed project 
    •  Any additional PI's to be listed on the grant (if more than one), and their colleges/departments 
    •  If you are considering subcontracts/sub-awards, please provide the administrative contact 
    •  If UCD is the subaward, contact information for Prime award administrator 
    •  Senior Personnel (names and departments) 
    •  Contact information for outgoing subawards 
    •  Required cost sharing, if any 
    •  Preliminary budget information: PI effort, other personnel, supplies, travel (domestic/foreign), equipment 

  • What is cost share? 

  • For questions and assistance with cost share, please reach out to your research administrator first.   

    UC Davis Sponsored Programs Guidance on Proposals with Costshare for descriptions of commitment types and UC policies related to cost share. 

    For proposals that do not include cost sharing, avoid using the following terms which can suggest a cost share commitment: 
    ∙  Cost sharing 
    ∙  Sharing 
    ∙  Matching 
    ∙  In-kind 
    ∙  Donate 
    ∙  Commit (when including a dollar amount or percentage of time) 
    ∙  Allocate (when including a dollar amount or percentage of time) 
    ∙  Volunteer 
    ∙  Support at no cost 

  • Who can help me with effort reporting? 

  • The Effort Reporting System and basic Effort Reporting information can be found here.  For questions and assistance with effort reports requiring your certification, please reach out to your research administrator. 

    Please note that effort certification is required for audit purposes and the project Principal Investigator is responsible for certifying effort on their federal projects. 

  • Will my award allow that? 

  • Always contact your research administrator regarding expense allowability.  Common sponsor policies can be found below, however awards may have specific conditions described in the award terms and conditions beyond these policies. 

    National Science Foundation - The most recent Proposal & Awards Policies & Procedure Guidelines (PAPPG) can be found along with Significant Changes and FAQs.  
    FDP Matrix - Prior approval matrix for several federal agencies.  
    University Terms & Conditions - Included as part of state contracts. 

  • How do I set up a service agreement?  

  • Please visit https://supplychain.ucdavis.edu/procure-contract/biz-rev-contracts to determine if the request may be set us as a service agreement.   

    To establish an agreement, you will need to provide the appropriate documentation listed at https://supplychain.ucdavis.edu/procure-contract/biz-rev-contracts/contract-request to your research administrator for processing in KFS. 

    A reminder that only contracting services or SPO can sign agreements. 

  • Who can help with my sponsor annual/quarterly reports? 
  • Contact your research administrator to obtain any financial or personnel data needed to complete your sponsored required reports.  
  • I received notice of an audit, who do I contact? 

  • Contact the External Audit Coordination Team and your research administrator right way.  If you are unsure if the sponsor's request is an audit, reach out to the External Audit Coordination Team to discuss.  

    The External Audit Coordination Team can be emailed with specific questions. For additional information, visit this website. 

  • Conducting research outside of the US? 

  • UC Davis Sponsored Programs has provided guidance regarding International Relationship and Activities.  Here you will find information on Steps to Ensure Compliance, Disclosure Requirements, Financial Conflicts of Interest, and Export Control Compliance. 

    As foreign activity has become more heavily scrutinized, please remember that any foreign research activity must be reported and some sponsors may require advance approval of foreign activities.