Contracts & Grants

Kuali Questionare Form

When is Kuali needed?

• Letters of Intent (LOI) that need a Grant Officers signature

• LOIs that require a budget and/or Grant Officers signature

• Non funded collaboration that needs an agreement signed by Grants officer

• GSR fellowships (special case)

• If the GSR would like to use their fellowship funds on campus, a Kuali is needed ahead of time before applying

• If the GSR is unsure if they would like their fellowship funds to be paid to them directly or go to the University a Kuali should be submitted as a precaution in case, they do decide to have the funds used on campus

• ALL faculty proposals where funds are to be sent to UCR for research from another institution

• ALL faculty proposals where funds are to be sent to UCR for research from non UCR sponsors

When is Kuali not needed?

• GSR fellowships where the funds are directly given to the GSR, and they chose NOT to have funds come to UCR

• LOI that does not need Grant officer signature or budget

• No funds are coming to UCR to by lab

• When there are no agreements that need to be signed

Kuali Timeline:

• Ideally, please notify your analyst the moment you decide you will be applying for a grant or participating as a sub to another institution

• Notify analyst at least two weeks prior to sponsor due date to prepare budget and provide them with a completed Kuali questionnaire form

• All finalized proposal documents should be sent to analyst 5 days prior to the sponsor due date. This gives the analyst 2-3 days to review all proposal documents/attach to application prior to submitting them to RED for their standard 2-day review requirement

                                                  When in doubt, contact your analyst!

In Limited Submission programs, the sponsor restricts the number of applications or proposals a campus may submit. Sometimes known simply as "Limiteds," these types of competitions require institutions to screen internal proposals or nominations and select only the most competitive to go forward.

When considering an agency request for proposals (RFP), a PI should review the instructions for any limitations, typically noted under "eligibility." Certain agencies have harsh consequences for institutions submitting more than their limit, e.g., none of the submissions is reviewed. Although the Research and Economic Development Office attempts to identify limited submissions, if you find a limited submission not listed here, please email limitedsubmissions@ucr.edu.

The deadline for internal proposals is 11:59 PM unless otherwise indicated in a specific limited submission posting.

Limited Submission information & Instructions

Person Months Conversion

Graduate Student Researcher

Teaching Assistant

Postdoc Salary

Represented Project (E.G, Scientist) Series

System-wide Academic Personnel

Information to determine if award meets stipend criteria

Undergrad Quarterly Fees

Graduate Quarterly Fees

UCR CBR Benefit & Assessment Rates 

Once PI is notified a proposal has been funded:

• Ensure UCR's Sponsored Program Administration department received the notice by emailing the award letter to awards@ucr.edu. We recommend you copy your assigned analyst so they can follow the awarding process and follow up as needed.
• Ensure your Conflict of Interest (COI) is up to date. Each award requires an updated COI.  Sign into ucr.kuali.co  and click on the "Conflict of Interest" tile to find any outstanding actions in your queue.
• Watch for an automated email with the words "Campus Award Notice". This is a notification that SPA has processed your award and is awaiting processing from ExtraMural Funding (EMF/Accounting).
• Soon, your analyst will email you a confirmation that EMF has created the award in our financial system and supply you with a Chart of Accounts (COA).

Principal Investigators (PIs) may request authorization to spend funds in support of a sponsored project in advance of receiving a notice of an award from a sponsor (Pre-Award). Pre-Award may temporarily fund up to 25% of an allocation prior to funding arriving on campus.  This request will also require additional Dept. Chair approval and may require an unrestricted funding COA to secure funding. Please forward communication from sponsor confirming the award commitment to your C&G analyst and they can proceed with a Pre-award spending request in Kuali build.

Kuali Build From (requires login)

More information on Pre-Award RED

Please refer to Campus Policy #550-80 (Pre-award Policy) for additional Pre-award policy and procedural information 

If a PI is unable to complete the research in the time frame given by the agency, then they will need to work with their C&G analyst to prepare the agency’s required documents requesting a No-Cost Extension. No-cost extensions (NCE) must be processed at least 60 days prior to the expiration date of the grant. PI may submit thence through their sponsor portal. You may contact your C&G analyst if you need any assistance.

Expenditures cannot be charged to an expired fund. When a fund is approaching an expiration date, your C&G analyst will contact you for a new Chart of Accounts (COA). For recurring charges (such as fleet, communications, and payroll). This is also the case for funds that are getting a new budget increment. Expenditures CANNOT be charged until the new increment has been received and processed through the financial system, unless a pre-award has been established in advance. Additionally, if a fund is in deficit prior to receiving the new increment, the deficit must be removed.

Who's Who on my Sponsored Project Chart 

UCR's Rate Agreement

At UCR, a COI in research occurs when an investigator has an outside interest, generally financial, that is related to their research or institutional responsibilities and could directly and significantly affect, or appear to affect, the design, conduct, or reporting of that research.

These outside financial interests include but are not limited to:

• Income from consulting or speaking engagements
• Equity or stock ownership
• Patents, royalties, or other intellectual property rights
• Sponsored or reimbursed travel
• Paid or unpaid positions in external organizations
• These interests also include financial holdings of the investigator’s spouse, registered domestic partner, and dependent children.

To ensure transparency and uphold the integrity of research, investigators are required to disclose all related financial interests in the Kuali Research COI (KCOI) system. The COI Committee reviews these disclosures to determine whether a related Significant Financial Interest (SFI) could directly and significantly affect the design, conduct, or reporting of funded research.

This process helps UCR uphold ethical research practices and maintain research integrity and public trust.

COI Information & Compliance

Use this tool to ensure the proposal is submitted within university established deadlines.

Proposal Timeline Tool

This document provides instructions on how to download current and pending information from Kuali.

Download Current and Pending information

This document provides instructions on how to resolve validation errors when trying to approve your Kuali proposal.

Resolving Kuali Validation Error Messages

This document provides guidance on how to complete compliance questions and certifications. There are two tabs to complete in the questionnaire section of Kuali.

Kuali Questionnaire Tabs Guidelines

This document provides guidance on how to complete the proposal certification in Kuali.

Kuali PI Proposal Person Certification Guidelines

The CNAS Grant Facilitation Unit can help with a document checklist, templates, and samples. Email CNASgrants@ucr.edu for assistance.

Help With Your Proposal

Your C&G analyst will assist with document upload and budget upload into the sponsor portal.  The sponsor portal proposal must be generated by the PI and access provided to the C&G analyst to upload on your behalf.

NSF Prior Approval Matrix

NSF has partnered with the National Institutes of Health to use  SciENcv: Science Experts Network Curriculum Vitae as the NSF-approved format for use in preparation of the biographical sketch section of an NSF proposal. Adoption of a single, common researcher profile system for federal grants reduces administrative burden for researchers. 

Proposers must use SciENcv to prepare their biographical sketches for proposals to NSF.

SciENcv will produce an NSF-compliant PDF version of the biographical sketch. Proposers must save this document and submit it as part of their proposal via Research.gov or Grants.gov.

Frequently asked questions on using SciENcv

NSF has partnered with the National Institutes of Health to use  SciENcv: Science Experts Network Curriculum Vitae  as the NSF-approved format for use in preparation of the current and pending support section of an NSF proposal. Adoption of a single, common researcher profile system for federal grants reduces administrative burden for researchers.

Proposers must use SciENcv to prepare their Current and Pending (Other) Support information for proposals to NSF.

SciENcv will produce NSF-compliant PDF versions of the current and pending support format. Proposers must save this document and submit it as part of their proposal viaResearch.gov or Grants.gov.

Frequently asked questions on using SciENcv

NSF Collaborators & Other Affiliation (COA) EXCEL Template

NSF Proposal & Award Policies & Procedures Guide (PAPPG)

NIH Policy & Compliance

CDFA - Specialty Crop Block Grant

Dept. of Energy