CHR RECOMMENDED COURSES FOR FUND MANAGERS
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This course is designed for new and existing
employees who have responsibility for initiating various accounting
transactions and for reviewing and reconciling financial system
ledgers. Supervisors who have recently assumed responsibilities
requiring knowledge about the University's accounting system are
encouraged to attend.
The class introduces the procedures for performing various
accounting and bookkeeping functions, such as transferring funds,
ordering and paying for goods and services, and reviewing and
reconciling ledgers. Where possible, existing automated systems
which can assist the department will be discussed and demonstrated.
In addition, staff who wish to have a better understanding of the
Full Accounting Unit will benefit from an in-depth discussion of
this topic. The course will cover:
Purpose and uses of the UCLA Full Accounting Unit
Basic structure of the Financial System and related systems
Overview of on-line (mainframe computer) systems which can be
used to initiate transactions and inquire on the Financial System
Understanding and reconciling the general ledger
Fiscal closing responsibilities
Discussion of policies
NOTE: This course meets for FIVE half days. Due to the complexity of
course content, participants MUST attend the first class meeting in
order to attend subsequent class meetings.
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This course is designed for
managers and supervisors and builds on principles discussed in the
Accounting Fundamentals course with specific application to the
Financial Management department. After a brief review of Accounting
basics, time will be spent on case studies utilizing real-life
examples to reinforce accounting practices.
Course topics include:
Fund accounting concepts
Sources of UC revenue and their restrictions
Cash management and STIP UCLA Foundation;
endowments, gifts, grants, pledges
Knowing where to find state and federal laws
pertaining to UCLA accounting
How your department is consolidated and
incorporated into published financial statements at UCLA and UC
systemwide (i.e. how the University is put together)
FS and its related subsystems
PREREQUISITE: UCLA ACCOUNTING
NOTE: This course is designed for and enrollment restricted to
employees in financial management roles in PSS 2 classifications and
up (Analysts and MSO1s and above).
For people who enroll but do not meet all eligibility requirements,
your status will be reviewed prior to finalizing the class roster,
and your name will be forwarded directly to the course instructor
for final determination of your class enrollment.
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This class consists of case studies taken from
real-life situations at UCLA. Class discussion will involve
identifying the underlying issues behind each situation and the
process will reinforce the principles learned in both the Accounting
Fundamentals and the Advanced Accounting I classes. In addition,
some time will be devoted to the following topics:
Conducting a review of internal controls and security measures
Understanding the key measures of a department's financial
condition
Knowing the danger signs and what to look for
This class will help participants understand how to analyze problems
and develop decision making skills to effectively manage their area.
Even if the student does not have departmental oversight, these
principles can be applied at any level of financial responsibility
and as they advance within the University.
PREREQUISITE: Advanced Accounting I
NOTE: This course is designed for employees in financial management
roles in PSS 2 classifications and up (Analysts and MSO1s and
above).
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The course will provide a better understanding
of the roles and responsibilities of all parties in the area of
contract and grant administration. Participants will learn about
the regulatory compliance requirements that impact the
responsible stewardship of extramurally funded projects, the
potential consequences of non-compliance, and receive guidance
in the application of policies, procedures and regulations.
Through the use of case studies, participants will learn how to
recognize problems and be proactive in solving them. This course
is designed for new and continuing managers, at all levels who
have either direct or indirect responsibilities for the
financial management of extramurally funded projects.
Course topics include:
The establishment of proper financial
accountability structure and practices with special emphasis on
data integrity, expenditure projections, budgetary monitoring,
and monthly monitoring of expenditures including cost sharing,
program income, subawards, and F&A costs
A discussion of fund management from
award setup to closeout for various funding sources
An overview of the application of Federal
Regulations, UC/University policies and procedures, and selected
Agency Guidelines that impact regulatory compliance in financial
management at UCLA
NOTE: This course is designed for and enrollment restricted to
employees in financial management roles in PSS 2 classifications
and higher (Analysts and MSO1s and above).
For people who enroll but do not meet all eligibility
requirements, your status will be reviewed prior to finalizing
the class roster, and your name will be forwarded directly to
the course instructor for final determination of your class
enrollment.
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Course 1 is now available as web-based instruction.
Students can complete the course at their own pace, on-line. (This
course is no longer offered live through the CHR program and can
only be accessed through the Contracts and Grants website.)
The five modules in the course provide an overview of the contract
and grant administration process at UCLA:
Sources of Research Support, Proposal types and Funding Mechanisms
Proposal Preparation
The Goldenrod and Proposal Submission Process
The Lifecycle of an Award, and Roles & Responsibilities
Important Policies and Regulations
Each module will take approximately 45-60 minutes to complete,
followed by a multiple choice quiz. Course fees
and registration information can be found at the Contracts and
Grants Website:
http://www.training.ucla.edu/ora
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Courses 2A and 2B have been consolidated into this one course consisting of a web-based module and two full days of classroom training. This course covers all aspects of proposal preparation and submission. Students will receive two class credits toward the Certificate in Contract and Grant Administration for completion of part 1 and part 2.
PART 1 (web-based module) Topic is a web-based course which consists of 6 modules:
Proposal Basics
Budget Basics
Direct Cost Budget Categories
Facilities and Administrative Costs
Internal approvals and Special Considerations
Preparing a Proposal Budget Register for Part 1 on-line at
www.training.ucla.edu
Prerequisite: Completion of Course 1 web-based
module
PART 2 This course is presented in classroom format and covers:
The National Institute of Health/National Science Foundation
Submitting proposal electronically (federal and private)
Submitting proposal electronically (federal and private)
Reviewing program announcements
Preparing budget justifications
Creating PDF fill-able forms
Prerequisite: Completion of Part 1
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| This course is now Res Admin Crs
2, Courses 2A and 2B have been consolidated into a single four half-
day course covering all aspects of proposal preparation and
submission. Students will receive two class credits toward the
Certificate in Contract and Grant Administration for completion of
all four half-days. This course focuses
on preparing and submitting to NIH the administrative components of
proposals for research or public service programs. The following
topics will be discussed:
NIH proposals, solicited vs. unsolicited and
the various types of projects that may be funded
The contents of a typical proposal
Proposal Budgets (general overview)
Guidance on the more complicated aspects of
proposals such as: subcontracts, F & A costs
How to complete the "goldenrod" form, obtain
necessary reviews and approvals, and submit the proposal packet to
the Office of Contract and Grant Administration
PREREQUISITE: Completion of Course 1
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This course focuses on preparing and submitting the
non-scientific portion (e.g. budgets) of proposals for research or
public service programs to agencies other than NIH such as NSF, AHA,
and the State of California. The following topics will be discussed:
The types of proposals that are submitted, with a discussion of
solicited vs. unsolicited proposals, and the various types of
projects that may be funded
The contents of a typical proposal
Proposal budgets (general overview)
Guidance on the more complicated aspects of proposals such as:
subcontracts, cost-sharing, and F & A costs
How to complete the "goldenrod" form, obtaining necessary
reviews and approvals, and submitting the proposal packet to the
Office of Contract and Grant Administration
Compliance considerations when preparing a proposal
NOTE: Participants who take both 2A and 2B will receive credit for
the second class as an elective.
PREREQUISITE: Completion of Course 1
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This course is
offered in two parts.
Part 1 (web-based module) This is a web-based course
which consists of 6 modules:
The Award and request for
authorization to spend funds prior to receipt of an
(E-RAS)
Setting up the Award and the Full
Accounting Unit
Department management of funds
UCLA financial ledgers/reports:
what they are trying to tell you
Conducting a risk evaluation
Items requiring special
monitoring
Register for Part 1 online at www.training.ucla.edu
Part 2 This course is presented in classroom format and
covers:
Ledger reconciliation
Ledger review case studies
Items requiring special
monitoring, (e.g. cost sharing, salary caps, program
income, etc.)
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This course focuses on common post-award
transactions and activities such as no-cost extensions, change of
PI, transferring projects, continued funding, rate of expenditure,
and fiscal and programmatic reporting. Topics include:
Post-Awards actions requiring sponsor's approval
Sub-award monitoring and reporting
Equipment Management
Closing out funds
Record retention
PREREQUISITE: Completion of Course 1
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This course is designed as a workshop that focuses
of the issues and risks particular to the administration of
extramural funds. The objectives are to develop an understanding of
the roles and responsibilities of all affected parties and to
develop critical thinking skills.
Participants are expected to interact in the analysis of case
studies that are used to illustrate and emphasize:
Who is accountable?
What particular policies and regulations pertain to these fund
types?
What questions should I be asking?
Topics include critical considerations in the handling of:
Budget Reductions
Cost Transfers
Stipend vs. Salary issues for Graduate Student Researchers
Subcontracts
PREREQUISITE: Completion of Course 1
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| This course provides an overview on contracting with private industry through the Office of Intellectual Property and Industry Sponsored Research. Students will gain an understanding of the complexity of contracts and subcontracts from industry and receive tips on managing them from the pre-proposal to post-award stages. The course also provides an overview on using Material Transfer Agreements for the transfer of research materials between UCLA and industry or other academic researchers. Topics to be covered include: |
This course is designed for the research
administrator involved in the preparation and submission of
applications to use animals in research testing or teaching. Course
topics include:
Regulations and policies governing the use of animals in research
testing or teaching
Animal use Certification program
ARC review requirements
The ARC and review process
Common errors associated with completion and submission of ARC
applications and how to avoid them
Review of supplemental forms
The VA/UCLA Memoranda of Understanding
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This course is designed for the research
administrator involved in the preparation and submission of
applications for the participation of humans in research. Course
topics include:
Overview of laws and policy governing the participation of humans in
research
The IRB committees and review process
Review categories (exempt, expedited, full committee)
Common errors associated with completion and submission of IRB
applications and how to avoid them
Common errors/misunderstandings associated with consent forms
and how to avoid them
Disclosure of financial interests
NIH and UCLA requirements for training and certification of key
personnel in human research
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This course provides a brief overview of University
policies related to conflict of interest with special emphasis on
state of California and Federal regulations specifically related to
sponsored projects. Course topics include:
Terminology, concepts, and procedures for disclosing and reviewing a
financial interest
Identifying and assessing factors that increase concerns related
to a personal financial interest
Key resources for questions from researchers
PREREQUISITE: Completion of Course 1
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A budget is the numerical translation of a project
description - and aside from the project description, commonly the
most important part of a proposal. A well-prepared budget may not
only give the proposal a competitive edge, it serves as a guide for
administration of the funds. This class is designed to give
participants an understanding of the complexities in the development
of a strong budget and practical suggestions on achieving one.
This class is discussion-based, covering important elements of
budgets. On day 2, participants translate a draft budget into Excel
budget spreadsheets for TWO different sponsors: A PRIVATE FOUNDATION
AND THE National Institute of Health. Topics to be covered include:
Guidance on the more complicated aspects of budget preparation such
as: split F&A rates; subawards; and various campus salary scales
Understanding the relationship between payroll title and role on
a project
Case studies to identify adequate or inadequate budget
justifications
PREREQUISITE: Familiarity with Excel formulas and linking cells from
worksheets to other worksheets within workbooks. "Bring calculator
to class"
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This course is designed for the research
administrator involved with proposals and/or awards where part of
the research is being performed by and outside organization or
another UC Campus.
Topics include:
Planning for a subaward vs. a consultant vs. a vendor
Subawards in proposals: documentation needed from subrecipeints;
how to list the subaward in UCLA's budget; how to represent F&A
costs.
Issuing and monitoring subawards-the role of OCGA, EFM, the
Department/PI, Purchasing and Accounts Payable
How to process a PAC requisition to request issuance of a PO and
subaward, including utilization of the correct object codes for
appropriation of F&A costs.
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This course is for staff responsible for reviewing
BruinBuy requisitions and will include:
Overview of the BruinBuy system and PAC web interface
Principles of UCLA Financial Policies
Detail responsibilities of BruinBuy requisitioners and reviewers
Review of system security and accountability
Provide overview of BruinBuy requisitions, transaction
processing and information inquiry responsibilities
The class combines lecture, class discussions and specially designed
hands on computer workshops.
Participants must have an AIS Logon ID and active password prior to
attending the class. In order for a Logon ID to be assigned in time
for training, departments should submit a System Access Request
(SAR) to Administrative Information Systems (AIS) at least two weeks
prior to training and ensure that the participant has attended the
AIS Security and Logon ID training class. Participants must also
have an active e-mail address in the Orion directory. NOTE: Class
size is limited to 15 participants.
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| This course focuses on what the approvers need to look for when reviewing an expense report in the Express system. The discussion includes a high level perspective of the essentials of processing travel and entertainment reimbursements. Tips and helpful hints are discussed to help departments minimize errors that can cause delays. Additional emphasis is placed on expenses that cause audit concerns. Please contact your business office to confirm before registering for this class.
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