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ACTRI Terms and Conditions for Support

AWARDS

Awards may take several forms, including, but not limited to pilots and grants.

A) Responsibility of the award recipients, also known as the Principal Investigators (PIs)

  1. The pilot award is supported in whole or in part by federal funds. As a result, the PIs must follow all federal guidelines on allowable expenses, including those pertaining to NIH salary support: https://grants.nih.gov/grants/policy/salcap_summary.htm.
  2. When making purchases for your pilot project, it is important to use the unique Oracle chart string, paying special attention to the Task Number and Project Number associated with your pilot project.
  3. No funding is permitted for travel, clerical help, office supplies, books and subscriptions, graduate student support and tuition remission, or publication expenses.
  4. PI home department procurement card charges are not allowed on ACTRI awards. However, the ACTRI Business-Finance office may use their procurement card on a case-by-case basis.
  5. All reimbursements must post during the project period and any expenditure requests made after the Expenditure Deadline for the project will be rejected. This date is found on the Award notification.
  6. It is a requirement of our CTSA award to recognize the grant supporting your effort and intellectual work in manuscript submissions and publications. To that end, you agree to include the following citation in manuscripts and/or publications that result from projects using ACTRI services: The project was partially supported by the National Institutes of Health, Grant UL1TR001442. The content is solely the responsibility of the author(s) and does not necessarily represent the official views of the NIH.
  7. If PIs overspend the awarded amount, the PIs are responsible for any deficits accumulated; PIs understand that it is their responsibility to manage the award so that no deficits will result. PIs with questions about proper spending and use of funds or have specific questions should contact the home department fund manager or the ACTRI fund manager below.

B) Responsibility of PI Home Department

  1. All services charges and costs transfers – payroll, non-payroll, and vacation credit – to use any remaining balance must be posted before the Expenditure Deadline. This date is found on the Award notification.
  2. The PI Home Department is responsible for proper and reasonable monitoring of use of funds and expenditures to ensure they comply with University policy and these Terms and Conditions.
  3. The PI Home Department will promptly notify the ACTRI if the fund it projected to, or actually, overspend; or if improper expenditures occur. The PI Home Department will correct and make adjustments to the fund as needed.
  4. The PI Home Department will contact ACTRI there are any questions or problems about allowable expenses that are permitted on the award.
  5. Any fund changes and cost transfers will be performed by the PI's home department. The PI's fund manager must obtain approval from ACTRI prior to any fund change, direct retro, or cost transfer.
  6. The PI Home Department will provide audit records promptly to ACTRI upon request. 

C) Responsibility of ACTRI

Depending on the type of award or support, ACTRI's responsibilities vary. The ACTRI has overall responsibility for managing and supporting the project's funds/expenses. ACTRI will work with the PI and Home Department to move expenses to the correct award or PI's other funding source to ensure no deficit.

VOUCHERS

A) Responsibility of the voucher recipients

  1. Vouchers may only be applied for NIH-funded or underfunded institutional research. Vouchers may not be used for industry or commercial-funded research.
  2. Voucher recipients must provide an Oracle chart string prior to utilizing ACTRI services. This includes the Task Number and Project Number associated with your project. You will be informed prior to being charged for work which exceeds your voucher.
  3. PIs are ultimately responsible for the use and spending of the funds and any billable work which exceeds the amount of the voucher.
  4. It is a requirement of our CTSA award to recognize the grant supporting your effort and intellectual work in manuscript submissions and publications. To that end, you agree to include the following citation in manuscripts and/or publications that result from projects using ACTRI services: The project was partially supported by the National Institutes of Health, Grant UL1TR001442. The content is solely the responsibility of the author(s) and does not necessarily represent the official views of the NIH.

B) Responsibility of recipient Home Department

  1. If the voucher recipient overspends and provides an invalid chart string, the Recipient's home department will apply this deficit to other department funds and may hold the Recipient responsible.

C) Responsibility of ACTRI

  1. As the voucher is fully spent, the ACTRI Business Finance team will provide accounting of hours used.

RECHARGE SERVICES

The ACTRI provides a variety of services on a recharge basis, which are often subsidized through institutional support mechanisms. The ACTRI will provide service and invoice for those services. After an invoice is issued, a PI has 60 days to contest any charges. After that, the invoice is considered accurate.

Originally Posted: March 25, 2021