1. Post-Award Presentation
Department of Radiology & Biomedical Imaging
Staff Meeting
April 1, 2015

2. Research Administration Team
Enrique Menendez Director of Research Administration
Katherine Diaz Post-Award Team Leader
Jason Rahman Post-Award Analyst IV
Susan Lin Post-Award Analyst IV
Yiran Xie Post-Award Analyst III
Kathryn Wold-Murphy Post-Award Analyst III
Chan Nguyen Post-Award Analyst III
Scarlett Jin Post-Award Analyst III
Frances Chinn Post-Award Analyst III
Jackie Jay-Farmer CIND Post-Award Analyst IV
Maria Velasco CIND Post-Award Analyst I
Matthew Ho CIND Post-Award Analyst II
Juliet Fockler CIND Post-Award Analyst III
Carmel Papa Industry Contracts Coordinator
Jason: Advanced Imaging Techniques / Body
Susan: MQIR
Yiran: Women’s Imaging
Kathryn: Radiology Outcomes / OHNS
Chan: Brain
Scarlett: OHNS
Frances: Seed Grant / Reconciliation

3. What Do We Do? What types of accounts are managed?
Federal Grants and Contracts
Non-Federal Grants and Contracts
Gift and Endowments
Discretionary
How much funding is managed?
NIH: $35M (UCSF: $16M & NCIRE: $19M)
Non-NIH: $23M
Gifts/Endowments/Discretionary: $8M
Total Funding: $66M
Note: This funding is for the Department of Radiology only.

4. Overview Budget Status Reports Compliance Human Resources
BearBuy & MyExpense
Progress Reports & Financial Reports
Industry Contracts & Clinical Pricing
Team Building & Special Projects

5. Budget Status Report
Budget Status Report (BSR) is an in-house developed financial and projection tool for grants management.
Projection Includes:
Personnel – who and % efforts
Non Personnel – supplies and materials, travel expenses, machine times, etc.
Balance at the end of each budget and project period.
One of the main responsibilities of post-award team is to budget and project expenditures on grants after it has been awarded. In order for us to manage grants successfully, we use a tool called Budget Status Report.

6. BSR – Summary
This is BSR – Summary sheet. Top portion is the personnel expenses and bottom part is non-personnel expenses. You can see the breakdown of these expenses on the left. We use the BSR to project how the grant will be spent on each of these categories. At the end of the budget period, are we projecting a positive or negative balance? In this example, there is a positive balance. We will run couple of scenarios on how to spend down this balance. Ex: increase efforts of personnel or we anticipate a higher travel expenses or a combination of both.

7. BSR - Payroll

8. Budget Status Report Developed Folder System
Developed Naming Convention
Users: Post-Award Analysts, Financial Managers, PIs, RIG Leaders & Vice Chairs of Research
BSR Folder Location:
\\radfiles.ucsf.edu\groups\BSR

9. Compliance Departmental Policies University Policies
UCSF Cost Accounting Standard (CAS) Guidelines
Campus Administrative Policies
Agency Terms & Conditions
NIH guidelines
Sponsor guidelines
Office of Management and Budget (OMB) Circular
A-21: Cost Principles for Educational Institutions 
A-110: Uniform Administrative Requirements with Institution of Higher Education, Hospitals, and other Non-Profit Organizations
A-133: Audits of Institutions of Higher Education

10. Human Resources
Academics: annual reappointments, salary review, separations, promotion, visa, and funding distributions
Academic Volumes
70 Sponsored Funded Academic Faculty
57 Non-Faculty Academics
18 Without Salary (WOS) Visitors and Limited Hires
44 Postdocs
16 Graduate Students
Staffs: funding distributions, limited hires and separations
Staff Volumes
42 Staff Research Associates (SRAs) and Clinical Research Coordinators (CRCs)
Note: These are Department of Radiology personnel only.

11. Bearbuy & MyExpense Bearbuy/My Expense Key Points Review Allowability
Review Funding
Review Match Exceptions
Key Points
24 Hour Turnaround Time
Segregation of Duties
Cannot be approver and purchaser
FedEx Charges

12. Progress Reports Progress Report Other Support Page
Provide financial information
Personnel on the award
Calendar Months/Effort levels
25% thresholds on effort reduction and carry forward
Review and identify if a NCE is needed

13. Financial Reports
Financial reports are prepared by the CGA’s FSR team for all federal awards. Financial reports are prepared by Post Award for all private awards.
Reports are due within 90 days of the end of the grant support
Review the FSR/FFR and make any cost transfers, PET, or journal entries that are needed that are not captured on the report

14. Financial Reports
Non-Federal Grants
Federal Grants

15. Closeout
Closeout
Review all expenditures for allowability and within budget
Clear any Overdraft/surplus to appropriate accounts
Ensure that all payments have been made
CGA places stop code on the fund to prevent future spending

16. Industry Trials & Clinical Pricing
Liaison to industry contracts
Industry trials budget development
Protocol entry into OnCore
Departmental OnCore Superuser
Preparing Coverage Analysis (In process with Compliance)

17. Radiology Pricing
Determine Type of Scan
Is this a Research Scanner?
Go to:
Is this a Clinical Scanner?
Prerequisites
Access Charge Master
Go to:
1. Research Scanners: Recharge based. No CPT code needed
Clinical Scanners: CPT code based. Charge master is used to look up rates for procedures
2. For Research scanners go to website and use Internal Rate
3. To obtain accurate radiology pricing, the following information is needed
CPT code IF AVAILABLE
Description: i.e. specific x-ray view, scan with or without contrast
Anatomical region if not specified in description
Campus location
Who will be providing service: MD, technician, etc.
4. Charge master- Technical Fee
5. Website – Professional Fee

18. Industry Trials
Submit Documents to ICD
Is this a Clinical Trial?
Preliminary MCA
Budget Development
PI/Study Team Review & Approval
Budget Negotiation
Consistency Check 1 & 2
Is this a Sponsored Research Study?
Contract Negotiation & Execution
Submit Documents to Industry Trials Coordinator
Preliminary MCA - Enter protocol information and billing designations into OnCore
Identifying costs and ensuring coverage
Review & approve MCA & budget
Negotiation with sponsor
Check 1- Final ICF vs. MCA
Check 2- ICF vs. MCA vs. Budget

19. Team Building & Special Projects
Weekly Post-Award Meetings
Joint Meetings between Post-Award and RMS
Monthly Post-Award Presentations on New Topics
Team Building Events (Group Lunches, Fundraisings, Running Group)
Website development
Research Administration
Faculty Survival Guide
Hyperpolarized MRI Technology Resource Center
Financial Tool Development (BSR & Salary Worksheet)
Networking Activities
University and SOM Subcommittee Participation

20. Team Spirit