Step 6: Manage My Award
- I need to find information about my grant
- Use Phoebe Search to look up non-financial information about your contracts, grants, and other agreements (including Material Transfer, Data Use, and Software Agreements and Non-disclosure Agreements). In Phoebe Search, you will find the most up to date information about your award, including the amount funded, the start and end dates, and the agreement and amendment documents, nd subcontract documents (if applicable). These documents are all available to you to view and download.
- Use PI Portfolio to look up financial information about your contracts and grants, including fund balances, expenses, and budgets.
- I need to find information about my gift funds.
When a new fund is established for the incoming gift, you will receive a fund setup alert via email. This fund alert will contain the following:
- Chartstring for new fund
- Fee type (Research Administrative Fee)
- Fund/gift purpose
- Spending guidance
- PI reporting obligations that were detailed in the funder’s gift terms (for example: recognition of funder in publications, open source publishing, use of funder’s name/trademark guidance, other)
Once the gift arrives, you can typically expect to see the gift reflected in the fund the following month. The UDAR Gift Services team can assist with tracking down a transaction: email@example.com.
Please work with your Berkeley Regional Services Research Administrator to view the gift in your PI Portfolio. If you do not see an expected gift on the ledger, it is possible you have not submitted all required documentation to UDAR via the Research Gift Intake Form.
- How do I manage my award finances?
Berkeley Regional Services provides day to day fund management support for your grant and contracts. Visit BRS Services for more information.
- To contact your post-award Research Administrator, use Phoebe Search and search for your name. Click on your name to find your pre- and post-award research administrator(s).
The Contract and Grant Accounting office provides overall support for your contracts and grants, including invoicing, financial reporting, and closeout. Visit CGA’s page on Managing your Award Finances.
- Once the award is set up, CGA will send out invoices according to the terms of the funding agreement. Visit CGA’s page on invoicing for more information.
- CGA also will automatically send out financial reports to sponsors according to the terms of the agreement.
- My sponsor wants to add funds to my research project
Berkeley Regional Services will help you to submit a Phoebe proposal for the additional funding. Visit BRS Services for more information.
Identify and contact your post-award Research Administrator with Phoebe Search. Search for your name, then click on your name to find your pre- and post-award research administrator(s).
Sponsored Projects Office will negotiate amendments to your grant for Federal, State, non-profit, and other governmental entities (including foreign governmental and non-profit organizations).
Industry Alliances Office will negotiate amendments to your grant for industry sponsors (including foreign companies) and under Small Business Innovation Grants and Small Business Technology Transfer grants.
- I need to request a no cost extension for my research project.
The Principal Investigator (PI) is expected to adhere to the award’s approved time line and complete the project’s objectives by the award’s end date. If an No Cost Extension (NCE) is necessary to complete the objectives and funds still remain, the PI should work with Sponsored Projects Office (SPO) or Industry Alliances Office (IAO) to process a request for an NCE. For more information, see SPO's website outlining the NCE process.
- Work with SPO for no cost extension requests for Federal, state, non-profit, or other governmental funds (including foreign government and foreign nonprofits).
- Work with IAO for NCEs to industry contracts (including foreign for profit companies), Small Business Innovation/Small Business Technology Transfer (SBIR/STTR) subawards, and marketing boards agreements.
If you need to request a NCE, then:
- Contact your Berkeley Regional Services Research Administrator (BRS RA, search for your name in Phoebe Search to find your BRS RA) to request the no cost extension. Provide a justification to explain why you need additional time (for example, delays with hiring a student, additional experiments needed, etc.).
- Your BRS RA will work with SPO or IAO to submit the NCE request. If approved, SPO or IAO will process the NCE or initiate an amendment to the funding agreement (if needed).
- Your Phoebe award record will be updated to reflect the new end date, and CGA will also update the funding record in the financial system.
- I need an unfunded collaboration agreement or a community partner agreement.
Unfunded collaboration agreements and community partner agreements typically follow the same grant lifecycle process.
Principal Investigators work with their Berkeley Regional Services RA to submit a proposal through Phoebe to Sponsored Projects Office (SPO) for collaborations and agreements with nonprofit organizations, governmental organizations, and most universities, and to Industry Alliances Office (IAO) for collaborations and agreements with for profit organizations and start up companies. Log into Phoebe Search to find your Berkeley Regional Services Research Administrator, SPO Contract and Grant Officer, and IAO Contact.
The proposal should include a statement of work and information about the funding you plan to use for the collaboration. For certain entities, SPO and IAO will also require a 700U Conflict of Interest form. Work with your BRS RA to determine if this form is required.
However, if the one of the primary purposes of the collaboration or community agreement is to transfer data or materials, then IAO will most likely be the entity that handles the unfunded collaboration or community partner agreement.
- I need to receive or send materials or data.
Incoming Material Transfer Agreements. If you need to obtain research materials, like cell lines, plasmids, circuit kits, etc. from a university, company, or other organization, the IPIRA Industry Alliances Office (IAO) will help you with the Material Transfer Agreement. Visit the IPIRA website to download the request form. Send the completed form along with the agreement (if you were provided one) to firstname.lastname@example.org.
Outgoing Material Transfer Agreements. If you need to send out research materials from your lab, like cell lines, plasmids, circuit kits, etc. to a collaborator or another university, company, or other organization, the Office of Technology Licensing (OTL) will help you with an outgoing Material Transfer Agreement. Visit the IPIRA website to submit your request.
Data Use Agreements and Software Agreements
- Incoming Data Use Agreements
- If you need to obtain data, datasets, or software for your research project, the IPIRA Industry Alliances Office (IAO) will help you with the data use, data transfer, and software agreements. Visit the IPIRA website to download the Data and Software Agreement request form. Send the completed form along with the agreement (if you were provided one) to email@example.com.
- Outgoing Data Use Agreements
- If you need to send out data, datasets, or software to collaborators or other universities, companies, or entities, the IPIRA Office of Technology Licensing (OTL) will help you with outgoing data use, data transfer, and software agreements. Visit the IPIRA website to submit a data or software agreement request.
- Research Data Portal
- Berkeley’s Research Data Portal points researchers, research staff, and support personnel to the campus offices and resources that can help. Short pieces of guidance offer expertise on topics of data security and data management, and links to detailed information steer researchers and staff alike to data, technologies, tools, and services that can make the research effort a success.
- Incoming Data Use Agreements
- I need a confidential disclosure agreement or non-disclosure agreement (CDA, NDA)
To request review and execution of a Confidential Disclosure Agreement (CDA) or Nondisclosure Agreement (NDA) please fill out IPIRA's Concierge Form. We will contact you shortly.
- I need to issue a subaward or subcontract
What is a subaward?
- A subaward is an agreement with a third-party organization performing a portion of a UC Berkeley research project or program. The Sponsored Projects Office has a lot of resources for campus PIs on the subaward process and best practices for working with subrecipients.
- Subaward Guide and FAQs
- Working with Subrecipients
- It is the responsibility of the PI or their delegate to ensure the work/expenses included on the subawardee invoice has been performed in accordance with the terms of the subaward. Guidance for monitoring subrecipients is provided on the SPO website: https://spo.berkeley.edu/guide/subrecipient_monitoring.pdf
- The Sponsored Projects Office issues subawards under federal, state, other governmental, or non-profit sponsors, including non-US governmental sponsors. Work with your Berkeley Regional Services Research Administrator to collect the required documents from the subrecipient and to complete a Phoebe Subaward Request. Your BRS RA will route the subaward request to SPO. Questions regarding SPO-managed subwards are submitted to firstname.lastname@example.org.
- The Industry Alliances Office issues subawards under for-profit companies, including non-US industry sponsors, and Small Business Innovation or Small Business Technology Transfer (SBIR/STTR) awards. Work with your Berkeley Regional Services Research Administrator to collect the required documents from the subrecipient and to complete a Phoebe Subaward Request. Your BRS RA will route the subaward request to IAO. Questions regarding IAO-managed subwards are submitted to email@example.com.
- My research award is ending... what’s next?
Fund and spending close-out
- Berkeley Regional Services Research Administration staff will help you verify expenses and will work with Contract and Grant Accounting to close the grant fund. For more information, visit BRS Services webpage.
- Final technical report. You are responsible for the submission of any final technical reports required under the terms of an award in the form required by the sponsor. Awards can vary, so you should consult your award terms to determine what reports are required and when you need to submit them. For more guidance, see Progress Reports / Final Technical Reports.
- Final financial report. Most contracts and grants require a final report of the award's costs. Contracts & Grants Accounting (CGA) will submit the Final Financial Report to the sponsor in accordance with award terms. Visit CGA’s webpage for more information about award close-out.
- Invention reporting. Inventions can be disclosed throughout the award, and some research grants also require a final invention report. If you disclose an invention during or after a research grant, the Office of Technology Licensing (OT) will notify the sponsor about the invention. Submit an Invention Disclosure Form to the IPIRA Office of Technology Licensing.
Disclose My Invention or Software. Submit an Invention Disclosure Form to the IPIRA Office of Technology Licensing whenever you feel you have discovered something unique with possible commercial value, ranging from a new material, device, research tool, software, or mouse model, to a novel algorithm, or even a new use for an FDA-approved drug. For additional information or to discuss your idea, contact OTL.
- How do I get help?
There are many people on campus who can help you navigate the various steps in this process.
Berkeley Regional ServicesRegion finder People finder
Each faculty member is assigned a Berkeley Regional Services Research Administrator (RA), based on six service regions grouped by schools, colleges, and departments. Your RA provides administrative and management support for research proposals, grants, awards, and contracts throughout the various steps in the lifecycle.
Berkeley Research Development Office
The Berkeley Research Development Office provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on the content and presentation of their proposals.
Sponsored Projects Office (SPO)
SPO reviews proposals and awards from Federal agencies, non-profit agencies, and other governmental agencies. SPO's robust website can provide guidance on a wide range of topics (use the google search bar!). You can also find your SPO Contract and Grant Officer by department.
Industry Alliances Office (IAO)
IAO can provide guidance and support for your industry proposals. IAO negotiators are happy to meet with you and your potential sponsoring company to answer common institutional questions, like how UC Berkeley handles intellectual property.
Contract and Grant Accounting (CGA)
CGA can provide information about your funded award, including invoicing information, financial reporting, and more. Email CGAAwards@berkeley.edu for help. Note that you should include your fund number or award number if you have it, as that will help CGA locate your award.
Foundation Relations and Corporate Philanthropy (FRCP) Office:
FRCP provides Principal Investigators and their teams with strategic, organizational, and editorial assistance on proposals to foundation and other nonprofit funders.
For general help, please reach out to firstname.lastname@example.org.
- How can I provide feedback on this website?
We want this Grant Life Cycle webpage to be useful, and we welcome all feedback. Please use this form to provide feedback to our team: Grant Life Cycle feedback form.