MPA Baseline Programs

Managing Your Award

Original Request for Proposal
MPA Condition of Award
No-cost Extension or Rebudget
MPA Request for Reimbursement
MPA Final Expense Report
Progress Reporting
Travel
Sea Grant Traineeships
Research Summaries, Work Plans and Progress Reports


Original Request for Proposal:

Central Coast Marine Protected Area
North Central Coast Marine Protected Area, Grant #09-015
South Coast Marine Protected Area, Grant #10-049
North Coast Marine Protected Area, Grant #C0100100

 

MPA Condition of Award:

Central Coast Marine Protected Area
North Central Coast Marine Protected Area, Grant #09-015
South Coast Marine Protected Area, Grant #10-049
North Coast Marine Protected Area, Grant #C0100100

 

No-cost Extension or Rebudget

No-Cost Extension

The email request must originate from the principal investigator and he/she must carbon copy all necessary parties. Please send your request to sgfiscal@ucsd.edu, address the email to Dr. James Eckman, and include the following in your message:

  1. The relevant grant number;

  2. The Sea Grant project number; (e.g. R/MPA-)

  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: Describe how and why progress has been delayed, which objectives have not yet been completed and a new timeline for their activities;

  6. Indicate 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).

  7. If applicable, justification for the extension of the traineeship; and
    In order for a request to be reviewed, the project must have the following:

    1. Progress report must accompany request as a separate document; and

    2. Progress reports must be up-to-date.

NOTE: Please be aware that extensions do not extend the due date of the Progress Reports. Additionally, approval of a no-cost extension for the research project does not automatically extend the traineeship(s) associated with the project. No-cost extension requests for traineeship funds must be specifically requested.

Rebudget [Transfer of Funds]:

All rebudgeting of funds into or from equipment, foreign travel and indirect cost categories require prior approval of the Sea Grant Director. For rebudgeting to/from other categories where prior approval is not necessary, the investigator’s institution is the office of record and therefore must keep the project leader’s justification for the rebudget. The email rebudget request must originate from the principal investigator with copies to all necessary parties. It should be sent to sgfiscal@ucsd.edu, addressed to Dr. James Eckman, and should include the following details

  1. The relevant grant number;

  2. The Sea Grant project number;

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

  4. For each category requiring the rebudgeting of funds, include 1) an explanation of the benefit the project received and/or the reason you did not require the item originally budgeted, and 2) the balance of funds projected to be remaining at the end of the grant year. In addition, include the following information:

    1. Equipment – Provide a description of the equipment to be purchased or leased, including unit cost and total purchase or leasing costs. Identify the purpose of each equipment item and how it will benefit the project or be used for the project.

    2. Travel – All travel must be in compliance with the Fly America Act (contact your campus Contract and Grant or Foundation office if you need further information). Domestic travel includes travel to all U.S. possessions or trusts, such as Puerto Rico, the Virgin Islands, the Trust Territories, Guam, and Samoa. When requesting a rebudget to domestic travel include the number of travelers, type of transportation (airfare cost per traveler, mileage rate/mile x number of miles), and total. Identify the purpose of each trip and how it relates to the project. Foreign travel is NOT allowed and will not be reimbursed.

    3. Indirect Costs – Funds may be transferred between direct and indirect costs if ALL of the following conditions apply:

      1. If a transfer of funds among direct cost categories would result in a revision to the amount of indirect costs approved in the line item budget; and

      2. If the authorized transfer of funds and the adjustment of the amount of indirect costs do not exceed the approved total project costs; and

      3. If the indirect cost rate does not change; and

      4. If the adjustment of the amount of indirect costs does not result in a change to the approved scope of work of the award.

    4. Submit a matrix/spreadsheet indicating categories, original budget column, rebudget column, and new budget column. A sample spreadsheet is provided to attach to your justification. You may add categories that are not included in the sample spreadsheet.

 

MPA Request for Reimbursement

Download sample:
MPA request for reimbursement (Grant #09-015)
MPA request for reimbursement (Grant #10-049)
MPA request for reimbursement (Grant #C0100100)

 

MPA Final Expense Report

Download sample:
MPA Final Expense Report (Grant #09-015 and #10-049)
MPA Final Expense Report (Grant #C0100100)

 

Progress Reporting

See "Reporting"
 

Travel

Reimbursement for travel expenses shall be made in accordance with University of California approved travel rates.  All requests must include a Travel Expense Claim related to the travel and expenses for which reimbursement is sought.

 

Sea Grant Traineeships

  • If your award has a traineeship, then please review Sea Grant Research Trainee Guidelines
  • Trainee Appointment Form: This form is due as soon as the principal investigator determines the trainee(s) and dates of traineeship. California Sea Grant must receive the form and approve the traineeship before reimbursing campuses for traineeship expenses.
  • Trainee Separation Form: The principal investigator or administrative representative will need to submit this form if the trainee separates as a Sea Grant trainee.

 

Research Summaries, Work Plans and Progress Reports

Central Coast MPA Baseline Program
South Coast MPA Baseline Program
North Central Coast MPA Baseline Program
North Coast MPA Baseline Program