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Toolkit

TOOLKIT & RESOURCES FOR PREPARATION AND MANAGEMENT

The Office of Research Opportunity & Strategy strives to provide support and education in the relevant facets of the award cycle. The resource toolkit is available to all investigators and administrators needing additional guidance and insight in their proposal preparation and management.

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Administrative & Management

Resources to aid in the role as a department or division administrator.

A spreadsheet that delineates roles and responsibilities across division/center PI & admins and central admin offices. 

Download Spreadsheet

Coming soon

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Proposal Preparation

Templates, worksheets and standard language to aid in your proposal planning and preparation.

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NIH R-Series proposal preparation documents and checklist. Please visit the NIH site for additional resources.

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Award Management & Processing

Templates, worksheets and standard language to aid in your post-award management and and planning.

Accounts Payable  processing schedule - Please use this link to review AP’s processing time for different types of invoices. The document is updated regularly. 

Cost Transfer Presentation - RAF - an overview of the cost transfer process and how to perform related functions

Systems Request Form - download and fill out form as needed for the various UCLA systems. 

"H&I" - hold reason codes, description and associated notes.

The personnel projection calculator is an excel sheet designed to help you project the pay out (bi-weekly increments) for an individuals unique distribution on an award.

Download the Personnel Projection Calculator

Vacation time charged to contract and grant funds (C&Gs) results in credits to sub 06. This tool can be used to calculate credits from vacation time charged to sponsored projects. This calculation ensures you are spending down all funding (and prevents an unspent balance on the fund to be sent back to the sponsor).

Download Vacation Credits Calculator

The rapid closeout tool is designed to assist in the award and funding account closeout process.

Download the Rapid Closeout Tool 

 

 

Some sponsors (NIH) have a limitation on the direct salary allowable on the award they issue. If an individual’s total negotiated salary (TNS) exceeds the limitation, only an amount up the cap can be requested. The Salary Cap Tool allow you to calculate the difference in amount covered by the award and what will be expensed to the unrestricted fund.

Download Salary Cap Calculator

OTHER RESOURCES

Boilerplates for Resources, Request a Letter of Support, and Sample Grant Applications:

Grant Library Ticket Submission Guide - visit online portal access sample application and submission guide.

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