1. UCLA Department of Medicine Office of Research Administration

3. Self-Supporting, non profit. Hint: As a non-profit fund, your goal is to have your recharges or revenue equal your expenses. “Must break even over a three year period.” Sales & Service Policy: UCLA Policy 340UCLA Policy 340 UCLA Department of Medicine Office of Research Administration

4. To provide support to academic units via recharges within the University or sales or products or services to multiple individuals or organizations outside the University at reasonable and equitable rates. See the APB website (www.apb.ucla.edu) to ensure that the proposed activity qualifies as a S&S activity. (e.g., Instruction, Research, and Community Services activities)www.apb.ucla.edu UCLA Department of Medicine Office of Research Administration

5. A faculty member in the Professorial Series. Must be a member of the Academic SenateAcademic Senate UCLA Department of Medicine Office of Research Administration

7. Submit an application to Office of Academic Planning and Budget through DOM’s liaison, Tsegaye Teshome. Application includes Fund Application/Revision Template (Word), & Excel Template. A ll applications must be approved by the PI, Dr. Fogelman as Department Chair, and Judith Rothman in the DGSOM Dean’s Office. Please note, all S&S funds will be established as 6XXXX fund numbers. UCLA Department of Medicine Office of Research Administration

8. The role of a fund manager: Monthly fund reconciliation to ensure that expenditures are in line with the approved application. A Revised Application is required for: Rate changes Methodology Subcodes Classes of customers Responsible faculty member change and/or dept. UCLA Department of Medicine Office of Research Administration

9. If revenue is received (e.g. cash, checks, etc.), the fund manager is responsible for depositing it into the revenue account. (Hint: 2XXXXX-CC-6XXXX) Work with DOM’s liaison, Tsegaye Teshome, on the annual review process. (Hint: Justifying end of year balance, revise application if needed) If a volume change is needed, work with Department Liaison to process a permanent TOF to reduce of increase the budget UCLA Department of Medicine Office of Research Administration

10. Fund Managers Fiscal Closing responsibilities: Must follow the June 1 st letter guidelines issued by Accounting. If applicable, prepare special reports to show the value of inventory and amount of accruals and deferrals of income and expenses that must be recorded in the June 30th General Ledger. All special reports must be submitted via DOM liaison Process TOF to zero out the revenue account (Hint: 2XXXXX-CC- 6XXXX) UCLA Department of Medicine Office of Research Administration

11. Keep in mind that at the beginning of each fiscal year each S&S fund will be appropriated with the amount requested on the approved application (aka your permanent budget), regardless of how much income is actually earned. UCLA Department of Medicine Office of Research Administration

12. Why? PI is no longer providing the product or service. If the fund is being transferred to another Department/Division. Fund balance at closing must be zero. Submit an email to the Department liaison requesting and justifying the account closure. If there is an overdraft please provide an unrestricted FAU to cover the overdraft. The Department Liaison will work with General Accounting (Natasha Plengsangtip for DOM) to close the Fund. UCLA Department of Medicine Office of Research Administration

13. Do NOT contact APB directly For DOM: Assistance in completing the application and any questions on S&S funds contact Tsegaye Teshome, x68351, or via email tteshome@mednet.ucla.edutteshome@mednet.ucla.edu Office of Academic Planning and Budget: Craig Gill and Mark Ramseyer UCLA Department of Medicine Office of Research Administration

16. A grant is a type of financial assistance awarded to an organization for the conduct of research or other program as specified in an approved proposal. For an award to be considered a grant, it will contain the following elements: Statement of work allows the PI significant freedom to change the emphasis within the general area of work as the project progresses Deliverables are minimal, consisting typically of reports Separate accounting procedures are required Grants most often use the cost-reimbursement method of payment UCLA Department of Medicine Office of Research Administration

17. A contract is an agreement to acquire services that primarily benefit the sponsor. For an award to be considered a contract, it normally must contain all of the following elements: Detailed financial and legal requirements included with a specific statement of work A specific set of deliverable and/or reports to the sponsor Separate accounting procedures Legally binding contract clauses UCLA Department of Medicine Office of Research Administration

18. Contracts, by their nature, are restrictive, meaning there is little flexibility on the part of the academic department to rebudget funds without prior sponsor approval. Invoicing on contracts can be more complex, especially if tied in with milestones or tasks that must be completed by the PI before an invoice can be submitted and/or paid. UCLA Department of Medicine Office of Research Administration

19. Gifts, bequests, and donations are awards given with few or no conditions specified. Gifts may be provided to establish an endowment or to provide direct support for an existing program. Frequently, gifts are used to support developing programs for which other funding is not available. The unique flexibility, or lack of restrictions, makes gifts attractive sources of support. UCLA Department of Medicine Office of Research Administration

20. General Characteristics of Gifts: Donor receives nothing in return No contractual obligations Awarded irrevocably (i.e. balance is never returned to donor) Voluntary transfer No specified performance period UCLA Department of Medicine Office of Research Administration

21. Gift Accounting is handled by UCLA Corporate Accounting Gift Accounting Gifts to UCLA are received through: UC Regents UCOP UCLA UCLA Foundation UCLA Department of Medicine Office of Research Administration

22. UCLA External Affairs: Gift Training Manual – Fundamentals of Gifts at UCLA:Gift Training Manual UCLA Contract & Grant Manual: Chapter 9, Gifts and Endowments: UCLA Contract & Grant Manual UCLA Policy 921: Accepting Support for Research from Non- Governmental Organizations UCLA Policy 921 UCLA Department of Medicine Office of Research Administration

24. Gift checks are made out to: UC Regents Regental gifts are deposited to the Gifts Received Undistributed (GRU) Account/Fund 4-116030-54805. ALL gifts are subject to a 6.5% administrative fee, which is deducted off the top. Gifts released from the GRU account are recorded as revenue to Regental funds. UCLA Department of Medicine Office of Research Administration

25. The Regents of the University of California is the name of a corporation established under the laws of the State of California and charged under the Constitution of the State with administering the University as a public trust. As such, the Regents are empowered : “To take and hold, either by purchase or by donation or gift, testamentary or otherwise, or in any manner, without restriction, all real and personal property for the benefit of the University or incidentally to its conduct.” Although the University welcomes and appreciates all gifts, there are instances where acceptances of gifts may not be beneficial to the University. UCLA Department of Medicine Office of Research Administration

26. Gift checks are made out to: UCLA Foundation Gifts are originally deposited by UCLA Foundation to a Foundation fund. Gifts are transferred to the University FAU via the processing of a Monetary Transfer Form (MTF).Monetary Transfer Form (MTF) The transferred monies are recorded as revenue to the linked Regental fund. UCLA Department of Medicine Office of Research Administration

27. The UCLA Foundation is a nonprofit public-benefit corporation for the purpose of accepting and administering the full range of private contributions for UCLA. From its inception, the aim of the Foundation has been to link the professional and business worlds with the academic needs that cannot be met through the state and other resources. The Foundation is empowered by its charter to receive gifts of all kinds as a fully qualified charitable trust. One of the fundamental goals of the Foundation is to identify sources of unrestricted funds that can be applied according to the special needs of the campus. UCLA Department of Medicine Office of Research Administration

29. A collection of assets invested to produce income; under the law, no part of the corpus endowment fund may be expended, but must remain inviolate Quasi Endowment – Funds Functioning as an Endowment. By administrative decision, the corpus of a fund functioning as an endowment is usually held inviolate, but the University is not required by law to do so True Endowment – Funds existing in perpetuity. Principal cannot be invaded; only income is available for expenditure purposes. UCLA Department of Medicine Office of Research Administration

30. Gift Services formally accepts using gift transmittal forms and forward the same to General Accounting Gifts are transferred (journaled) to UCOP for investment in General Endowment Pool, or other investment vehicle (STIP, etc.) Income from investment is distributed to campus annually in August Income is adjusted for Interest on Interest UCLA Department of Medicine Office of Research Administration

31. Account 119820 Detail Provides: The Current Year Income The Permanent Budget Budget adjustments to match actual income received Interest on Interest deductions STIP Income/Expense (if applicable) UCLA Department of Medicine Office of Research Administration

32. Endowed Chair w/ salary support - $5 million Endowed Chair w/o salary support - $2 million Professional Development Term Chair - $1 million Recruitment/Distinguished Service/Teaching Term Chair - $500,000 Postdoctoral Fellowships - $1 million Lectureships w/ salary support - $1 million Lectureships w/o salary support - $250,000 UCLA Department of Medicine Office of Research Administration

34. Live demo

35. UCLA Department of Medicine Office of Research Administration

36. Live demo UCLA Department of Medicine Office of Research Administration

37. Gift Services Home Page Regental & Foundation Gift Transmittal Forms https://island.fim.ucla.edu/eabusiness/giftadmin/ https://island.fim.ucla.edu/eabusiness/giftadmin/ Depositing a Gift Check https://www.finance.ucla.edu/corporate- accounting/depositing-a-gift-check https://www.finance.ucla.edu/corporate- accounting/depositing-a-gift-check UCOP C&G Manual – Gift & Endowment Chapter http://www.ucop.edu/research-policy-analysis- coordination/resources-tools/contract-and-grant- manual/chapter9/index.html http://www.ucop.edu/research-policy-analysis- coordination/resources-tools/contract-and-grant- manual/chapter9/index.html DOM Fund Manager Manual Chapters Gift Received Undistributed http://ora.med.ucla.edu/workfiles/postawardmanual/ Gifts-Received-Undistributed.pdf http://ora.med.ucla.edu/workfiles/postawardmanual/ Gifts-Received-Undistributed.pdf Monetary Transfer of Funds (MTF) http://ora.med.ucla.edu/workfiles/postawardmanual/ MTF.pdf http://ora.med.ucla.edu/workfiles/postawardmanual/ MTF.pdf Gift Fund Consolidation http://ora.med.ucla.edu/workfiles/postawardmanual/ Gift-Consolidation.pdf http://ora.med.ucla.edu/workfiles/postawardmanual/ Gift-Consolidation.pdf UCLA Department of Medicine Office of Research Administration

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