Delta Science Fellowship 2015

Managing Your Award

Conditions of Award
Management Cues
Final Expense Report
Sample Invoice
No-cost Extension and/or Rebudget
Patents
Reporting


Conditions of Award

 

Final Expense Report

Delta Science Final Expense Report: This report is due within 45 days following the completion of the project

 

Sample Invoice

  • Sample Delta Science Invoice for Non-UC Campuses. Any format will be accepted providing the invoice includes all the fields listed in the sample invoice. With each invoice submitted, please provide back-up ledgers for all expenses. Additionally, to be in compliance, campuses must submit invoices at least quarterly.

  • Sample invoice/IRR for UC campuses. We will accept IRRs from UC campuses as outlined in the UCOP Operating Guidance No. 02-02 (page 7 of document, http://www.ucop.edu/raohome/cgmemos/02-02.htm). Any format will be accepted providing the IRR includes all the fields listed in the UCOP Operating Guidance. Additionally, to be in compliance, UC campuses must submit invoices at least quarterly.

 

No-cost Extension and/or Rebudget

No-Cost Extension

The effective dates are specified on the award allocation issued by California Sea Grant. The fellow or mentor should not assume that funds are automatically extended. Permission to extend funds remaining at the end of the project must be obtained from the Sea Grant Director at least 45 days prior to the project's termination date. Please send your request to sgfiscal@ucsd.edu, address the email to Dr. Jim Eckman, and include the following in your message:

1) The relevant grant number: 2271;

2) The Sea Grant project number (i.e. R/SF-50);

3) Your campus account and fund numbers and/or purchase order number;

4) The new requested end date;

5) A justification for the need for additional time:

  1. Describe how and why progress has been delayed;
  2. Explain which objectives have not yet been completed and a new timeline for their activities;
  3. Indicate the expected fund balance for each expense category, the reason for the balance, and an explanation of how the funds will be used (provide dollar amounts).

In order for a request to be reviewed, annual reports must be up-to-date. Please be aware that extensions do not extend the due date of the annual report. In addition, extensions to the final year of a project necessitates the submission of a final report.

Rebudget (Transfer of Funds)

All transfer of funds to and from fellowship stipends, tuition/remission fees, travel, or a category that has not been originally budgeted requires prior approval of the Sea Grant Director. Please send your request to sgfiscal@ucsd.edu, address the email to Dr. Jim Eckman, and include the following in your message:

1) The relevant grant number: 2271;
2) The Sea Grant project number (e.g., R/SF-50);
3) Your campus account and fund numbers and/or purchase order number;
4) For each rebudget requiring approval, include a justification and the following:

Travel – If the overdraft in travel is due to an additional trip, include the number of travelers, to/from details, type of transportation (e.g., airfare, mileage) and total cost of the trip. Identify the purpose of each trip and how it relates to the project. Read the travel restrictions on our website.

Other – Identify cost categories such as communications, printing, publication charges, graphics, phones, computer time or usage, and total for each category.

5) The original and new budget by line item in spreadsheet format as follows:

Category
Budget
Rebudget
New Budget
Salaries
10,000
-2,000
8,000
Benefits
3,000
-750
2,250
Supplies
2,000
0
2,000
Travel
1,000
2,750
3,750
Fellowship stipend
45,000
0
45,000
Indirect Cost @ 25%
4,000
0
4,000
Total Costs
65,000
0
65,000

 

Patents

Patent Report: All potentially patentable ideas, inventions, discoveries or improvements made during the grant term must be disclosed promptly.

 

Reporting

The Delta Science Report Form is a online form that should be used to fill out required yearly reports. This interface includes a section that allows uploads of short descriptions of project work during the reporting period. This form may include questions that do not directly tie into a specific Delta Science project, but do tie into the annual goals and objectives of California Sea Grant College. Please answer as many questions as possible.

 An eSeagrant username and password are required to log into the progress report interface. If you have forgotten your eSeagrant password, there is a link on the login page to retrieve the password.