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Postaward

Postaward Administration

Contract & Grant Administration (CGA) partners with Principal Investigators (PIs), departmental Research Administrators (RAs), and campus leadership to ensure the compliant financial and administrative management of sponsored projects. CGA provides guidance on allowability, projections, award modifications, subawards, reporting, cost allocations, and closeout activities.

If you need assistance, please contact your assigned postaward RA. RA assignments are available here:
View Postaward RA Assignments

PI Roles & Responsibilities

The Principal Investigator is responsible for the scientific and programmatic direction of the award and for ensuring compliant financial and administrative stewardship. Research Administrators (RAs) in CGA provide support and oversight to ensure federal, sponsor, UC, and campus requirements are met.

For guidance on allowability, spending, modifications, or financial management, please consult your assigned postaward RA.

Travel Reimbursement Deadline for Contracts & Grants

To support timely sponsor invoicing and award closeout, all travel reimbursements must be submitted and routed to RAs for approval within 30 days of the award’s end date. Reimbursements submitted after this date may need to be charged to an unrestricted funding source.

Award Modifications & AMR Requirements

PIs may need to modify their award during the period of performance. All requests for changes to an active sponsored project must be submitted using the Award Modification Request (AMR) form:

Complete the Award Modification Request (AMR)

Completing an AMR is critical for audit preparedness because it documents the PI’s request, the justification, and institutional approval for changes to the project. AMRs are required for:

  • No-cost extensions
  • PI changes
  • Rebudget requests
  • Carryforward approvals
  • Changes in scope of work
  • New subaward setup
  • Other sponsor-affecting modifications

After the AMR is submitted, your assigned postaward RA will review the request, gather necessary documentation, and route the completed package to SPO as required.

Award Amendments

Sponsor-Initiated Amendments

If the sponsor issues an amendment (e.g., additional funding, revised terms, change in period of performance), SPO will update the Cayuse award record and notify the PI, RA, and PPFM.

University-Initiated Amendments

University-initiated changes must be requested via the AMR. Your postaward RA will assist in confirming appropriateness of the request, securing required documentation, and coordinating with SPO.

Subawards

New subawards may be issued only after SPO has created the Cayuse award record and PPFM has set up the research expenditure account.

Step 1: PI Submits an AMR

To request a new subaward, the PI must complete an AMR. This establishes an official record of the modification and ensures audit-ready documentation.

Step 2: RA Prepares and Sends the Subaward Request Package to SPO

Once the AMR is submitted, the postaward RA emails the full Subaward Request Package to SPO@ucmerced.edu, enabling a Contract & Grant Officer (CGO) to begin drafting the subaward agreement.

Required Information

  • Subrecipient institution name
  • Subrecipient PI name and email
  • Authorized Official name and email
  • Administrative contact name and email
  • Financial contact name and email

Required Attachments (as separate files)

  • Scope of Work
  • Budget
  • Budget Justification
  • Rate Agreement or Rate Justification
  • Single Audit Report (or Mini-Audit Questionnaire if applicable)
  • Subrecipient Commitment Form
  • Any additional documents required under the prime award

Default Reporting Requirements

  • Invoices: monthly, due by the 30th of the following month
  • Technical & financial reports: 30 days before UC Merced’s reporting deadline

Transferring an Award

Transfers Out (PI Leaving UC Merced)

If a PI is leaving UC Merced and wishes to transfer an active award to another institution, the transfer requires:

  • Department Chair approval
  • Dean approval
  • Vice Chancellor for Research approval

PIs should work with their assigned postaward RA to complete the Grant Transfer Request:

Grant Transfer Request Form

Your postaward RA will assist with expenditure reconciliation, cost share confirmation, equipment disposition, subaward modifications, and coordination with SPO and the sponsor.

Transfers In (New PI Joining UC Merced)

New faculty wishing to transfer awards to UC Merced should contact their assigned postaward RA, who will coordinate with SPO and the former institution to facilitate the transfer.

Sponsored Project Cost Allocation Methodology Guidance

Costs benefiting a single project must be charged directly to that project. Costs benefiting multiple projects must be allocated using a documented, reasonable methodology consistent with federal Uniform Guidance (§200.405).

Components of an Allocation Methodology

  • Percent allocation
  • Explanation of reasoning
  • Supporting documentation

Best Practices

  • Determine allocation method before purchase
  • Use metrics that reflect proportional benefit
  • Review allocations quarterly
  • Retain documentation for audit readiness

Unallowable Practices

  • Rotating charges among awards
  • Allocating based on available funding
  • Charging sponsored funds for non-sponsored benefit

Publication Costs

Publication costs may be charged to a sponsored award when they directly support dissemination of project results, consistent with 2 CFR §200.461 and sponsor-specific terms.

When Multiple Projects Benefit

  • Use a reasonable, documented allocation method
  • Only charge active projects
  • Retain justification and acknowledgments for audit

Failure to properly allocate or document publication costs may result in disallowance and reassignment to a non-sponsored chart string.

Additional Guidance & Support

For assistance with postaward financial management, allowability, modifications, or subawards, please contact your assigned postaward RA:
View Postaward RA Assignments