Contracts and Grants Training

person writing notes on a pad of paper

Contracts and Grants Accounting offers several classes that focus on fund accounting processes for sponsored projects. These classes are geared toward individuals that are relatively new to managing contract or grant award funds in a University setting.

Register on UCLCThe initial prerequisite class is completed online as an eLearning course. After completing the prerequisite, it is recommended that subsequent courses be completed in the order listed below. Enroll in all of these courses via the UC Learning Center (UCLC). Search for "CGS."

Contracts and Grants Fund Accounting Series

Course Order

Course Title and Details

Course #1

Introduction to Fund Management

The first course in the Contracts and Grants Fund Accounting Series presents policies, practices and requirements related to fund management. Topics include:
  • understanding the purpose of fund accounting
  • award terms and conditions
  • applying expenses
  • separation of duties and internal controls
  • important Federal and University policies

Course #2

Direct vs F&A

This course is designed to help contract and grant fund managers understand and identify the difference between direct and facilities and administrative (F&A/indirect) costs. Topics include:

  • the difference between direct and F&A costs
  • cost principles
  • criteria for assigning costs and applicable credits
  • special circumstances and prior approval requirements
  • unallowable costs

Course #3

General Error Correction (GEC)/Cost Transfers

**This course is available only as an eCourse.**

The GEC/cost transfer should be used on a limited basis and needs to be:

  • supported
  • documented
  • justified

The course focuses on:

  • what a GEC/cost transfer is
  • policies that govern the GEC/cost transfer
  • when it is to be performed
  • ways to avoid a GEC/cost transfer
  • how to document and support the performance of a required GEC/cost transfer.

Note: Completion of this course is mandatory for individuals that will perform payroll and/or non-payroll cost transfers. Individuals that complete the eCourse to satisfy the mandatory training requirement must achieve a 100% score on the eCourse assessment.

Course #4

Payroll Certification and Cost Sharing

The first part of the course focuses on UCI's Payroll Certification System (PCS), and includes the following topics:

  • UCI's PCS and payroll certification process
  • proper PCS review and certification
  • PCS schedules
  • salary limitations (NIH and NSF)

The second part of the course is about cost sharing, and the topics to be presented include:

  • description and examples of cost sharing
  • policy that governs cost sharing
  • tracking and reporting of cost sharing requirements for contracts and grants
  • how to use the system to cost share payroll and non-payroll expenses

Course #5

Ledger Reading and Award Closeout

This course is designed to help research administrators interpret award terms and conditions to ensure proper review of expenses and timely award closeout. Topics include:

  • learn how to read and understand the award ledger (KFS Decision Support)
  • budget allocations
  • financial reports and billing
  • subcontractor monitoring
  • financial closeout of an award, including closeout timeline, important deadlines, cost sharing commitments, outstanding expenditures, and document retention periods.