Accounting Office

Extramural Funds
Extramural Funds

Award Setup

Once an award is approved in Kuali, it is automatically transferred to Oracle Financials. Each Kuali Award issued by the Sponsored Programs Administration (SPA) is associated with a PPM Award; both share similar numbering; for example, Kuali Award 012345‐0001 would be associated with PPM Award K012345. Each PPM Award may have one to many related PPM Projects. The ten‐character PPM Project code utilizes the PPM Award number as its basis; for example, PPM Award K012345 would be associated with project K012345001, K012345002…K012345099. The PPM project is one element of the UCR Chart of Account (COA) GL chart string and the primary element in the PPM POETAF chart string.

Projects Automatically Created by EMF

Distinct Projects will be created automatically by the Accounting Office (EMF) for the following, and there is no need to submit requests for these items: 

  • Main Prime PI (new awards will end in '001'; awards converted from UCRFS may be numbered differently)
  • Participant Support (next sequential project)
  • Cost Share (ends in '099'. Note: department must provide fund‐activity‐function‐program code of cost sharing source via Kuali Build form)
  • Program Income (formerly known as STIP; end in '098')
  • Fabrications (ends in 'FXX' and will be defined by General Accounting based on approved fabrication requests)
  • Sponsored Capital Programs (starts with 'RV'; note numbering is based on capital project numbering)
  • Components subject to different Facilities and Administrative Rates than main award (next sequential project)
  • Annual funding with no automatic carryforward to future years (next sequential project)

Default Chart of Accounts (COA)

EMF will assign the department's default Chart of Accounts (COA) to the Award. If the PI and/or Department wishes to utilize a different COA for a particular project, then the Chart of Account - Sponsored Programs (for Cost Sharing and/or Default Override)  form must be completed and routed to EMF.  (A link to that form will be embedded in the Award notification email.) 

Project Budget

Departments receive an email notification with the award details, indicating that a PPM Project it is ready for budgeting. To create and manage a PPM Project budget, department analysts (research administrators/grants analysts) are required to complete the Oracle: Project Portfolio Management for Contracts and Grants training. For more information, visit Finance Training. 

Budget Creation and Baselining

To begin charging expenses to a project, the budget must first be created and baselined. Coordination with EMF is required to reallocate funding between direct and indirect costs, budget years, or projects. For EMF to make adjustments, the project budget must be reduced (not placed in BC75). You can view your award allocation details by referring to the Funding section under 'Awards &Projects.' 

Known Issue- Oracle Budget Display

Please note that after project budgets are established, a known issue may cause inconsistencies on the Award Overview page, where budget updates may not display accurately, though actuals remain correct. Reliable budget information can be found in the Review section. To fix this, resubmit your project budget to update the Award Overview page.

New Project Requests 

New Projects may be created upon request from Prime PI’s department for Kuali contract and grant sponsored awards under the following circumstances:

  • Budget allocation to Co‐Investigator(s) listed on the award documents
  • New project under a different Project Organization (i.e., activity) under the Prime PI’s home department on converted projects.
  • Major elements of a sponsor award that must be separately tracked and reported

How to Request a New Project

  1. Complete a Request New Contract & Grant Project(s) Form.
  2. Name the new project using this general format: 
    • Agency Award # + Project PI + Expiration Date + (“Participant Cost” or “Cost Share” or “Diversity,” as applicable) + Agency Name + Project Title (as space allows, reserving the last 5 characters for uniqueness) + last three digits of project number (for uniqueness).
  3. The Prime PI’s C&G analyst must:
    • Prepare a reduction on the project working budget for the amount to be transferred to the new project.
    • Baseline the reduced budget.
    • Confirm the reduction is complete and provide the version number.
    • Note: Converted project costs cannot be transferred to a new project; the budget adjustment should be based on the budget balance as of 6/30/2023.
  4. Specify the Function Code if it differs from the award’s default function.
  5. Endorsement of the request by:
    • The Department Financial & Administrative Officer (FAO), and
    • If required by the organization, the Org CFAO.
  6. Email to emf@ucr.edu using subject “Request for New Project ‐ [Kuali Award #]”

Notes About BC35 and BC36

  • Allocations to BC35 and BC36 are normally included in the primary project (typically project ending in 001).
  • These allocations automatically sync with Oracle Budget and Oracle GL using the default activity for Undergrad and Grad Student Aid and function 78.
  • In these scenarios, no new project and no function override are required.