RAS Final Reporting Certification Form
Final Reporting Certification Process
The Final Reporting Certification process is initiated by Contracts & Grants Accounting (CGA). CGA will notify the RSA
and Principal Investigator (PI) by email when an award is scheduled to expire and action in accordance with the Financial
and Reporting Closeout Process is required. The email contains details on the award, and a link to the PeopleSoft
Research Administration System (RAS) system. Use the details on the award to complete the Final Reporting
Certification form within PeopleSoft RAS and submit online to CGA for review and approval. The form will route to the
correct CGA analyst based on the award number.
The RSA or his/her delegate must complete and submit the Final Reporting Certification form with associated
attachments 15 days prior to the deliverable due date.
Complete the Final Reporting Certification Form in PeopleSoft RAS
Log on to MyAccess at http://myaccess.ucsf.edu (not
shown). Scroll down to locate and select PeopleSoft from the
applications menu.
Click on Main Menu > Grants > UCSF Reports > Final
Reporting Certification
Search for an existing form or add a new value:
Select the Add a New Value tab to start a
new Final Reporting Certification form
To retrieve an existing form, enter the
search criteria and click Search from the
Find an Existing Value tab
Add/edit information on the Final Reporting Certification
Form tab. Enter the Subject and Due Date:
Copy the title from the CGA email notification, e.g.,
"A123456-01 Final Reporting Certification" into the
Subject field. If you need to revise a submitted and
approved Final Reporting Certification, then the title
should be “Revised” followed by the title of the form that you are revising.
The Priority of the form will default to Standard. CGA works all reports according to their due dates; changing
the priority will not impact the review and approval processing time for CGA.
The system will assign the status of Initial for a new form
Copy the Due Date from the CGA email notification. If filing a revision, copy the date from the original submitted and
approved form.
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Contracts & Grants Accounting – Job Aid
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RAS Final Reporting Certification Form
Complete the requested Award information in Section A. Financial Information:
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Referring to the CGA email notification, type
in the RAS RSA Name (the system will
validate the information)
Note, the RSA is identified in the email is the
RSA on the award record and should be
available to discuss the Final Reporting
Certification form with CGA throughout the
Final Reporting and Closeout Process. If the
RSA on record is not available, please
update this field with the available RSA.
Please provide an explantion in the More
Information section and with a request to
update the award record.
Referring to the CGA email notification, type
in the RAS Award No from the CGA email
notification (the system will validate the
information)
Referring to the CGA email notification, type
in the name of the Principal Investigator
(the system will validate the information)
Enter the last closed ledger month used to
prepare this form in the Ledger Month
Ended field; this ensures CGA runs their
reconciliation for the same period
Enter the authorized budget amount for the
period, include STIP where appropriate, in
the Total Appropriations field. Do not populate for fixed price awards
Enter the Total Revenue field if you are completing this form for a fixed price award
Enter the Total Adjusted Expenditures (applicable and allowable) for the period based on the ledger month
end (the total expense amount per the ledger plus/less the identified adjustments/accruals should tie to the
amount entered in this field)
Enter the Remaining Budget Balance (Total Appropriations minus Total Adj Expenditures, or Total
Revenue minus Total Adj Expenditures for fixed price awards)
If there are accruals to report, select the appropriate checkbox to indicate that processing of accruals is being
requested. An expense accrual is the recording of the cost estimate for a product or service that was delivered
during the award period but has not yet been recorded in the General Ledger. Creating an accrual ensures all
direct expenses are recorded in the General Ledger at award close.
*Additional guidance is available in the Accrual Validation Guidance document located on the Attachments tab.
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When the GL Requires Accrual(s) checkbox is checked, create an accrual journal in PeopleSoft Financials
for anticipated non-payroll expenses that are NOT recorded in the Ledger. See Financial Reporting & Closeout
Process –Non-Payroll Accruals job aid for additional guidance.
When the GL Requires Payroll Transfer(s) checkbox is checked, create a Payroll Expense Transfer (PET)
for requested payroll cost transfers/corrections that are NOT correctly recorded in the General Ledger. See
Financial Reporting & Closeout Process – Payroll Expense Transfers and Accruals job aid for additional
guidance.
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Contracts & Grants Accounting – Job Aid
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RAS Final Reporting Certification Form
If the Award has an Approved Carryforward or is a NIH
Training Grant, select the appropriate value from the Type
dropdown list
Enter the Amount:
• Enter the approved carryforward amount
OR
• Enter the unliquidated obligations amount for a NIH
Training Grant. Attach a completed Unliquidated
Obligations Lien Schedule which agrees to the entered
amount.
Use the More Information section to provide
additional information about the final report for this
award.
For example: Effective 5/1/15 there was a change
in location from on-campus to off-campus, which
requires an F&A adjustment. The attached form
indicates the effective date of the rate change.
If reporting accruals/adjustments provide:
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The Journal ID for any unposted accrual or
acjustment/cost transfer.
ServiceNow INC# for any PETU submitted.
An explanation of the purpose and allowability
of the adjustment, accrual, and/or
carryforward.
Click the
button at any point to
save your progress and return later to complete
and submit the form. Once all updates are
complete, and all attachments have been
saved (steps to follow), follow the instructions
below to submit the form to CGA for review and
approval.
Note that a Sequence # will be assigned by PeopleSoft RAS and will display at
the top of the Form tab after the form has been saved.
Note that Preview Approval (shows routing) and Submit buttons will display at
the top of the Form tab after the form has been saved.
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RAS Final Reporting Certification Form
Instructions Tab
The Instructions tab in the Final Reporting Certification includes abbreviated instructions on how to complete the Final
Reporting Certification Form tab. The content is similar to this job aid.
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RAS Final Reporting Certification Form
Attachments Tab
The Final Reporting Certification Attachments tab includes an area to download documents and templates, and upload
required backup documentation. Uploaded documents will be saved within PeopleSoft RAS.
To upload attachments to the Final Reporting Certification:
Enter a
Description for
the uploaded
document
Click the Attach
button
Click the Browse
button and select
your file (not
shown)
Click on the
Upload button
(not shown)
To add additional attachments click on
and repeat the sub-steps in #1 above
In the Download Templates section you can access the Accrual Validation Guidance document and the
Unliquidated Obligations form
Click the Open link to view the documents
If you are reporting on a NIH training grant, complete and save the Unliquidated Obligations form to your
computer (not shown).
Attach the completed form to the Final Reporting Certification
(See step #1 above for instructions on uploading documents)
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RAS Final Reporting Certification Form
Submit Final Reporting Certification Form and Documentation to CGA
After editing and uploading documents to the Final Reporting Certification form, you must click Submit on the Form tab
to route the form and attachments to CGA for review.
Navigate to the Final Reporting Certification Form tab (not shown)
The form status will default to Initial before it has been routed for approval. Click Submit to route the form to CGA
for review.
The form will route to the correct contact based on the entered award number
Click Preview Approval to view the workflow. The workflow for this
this form is always “Multiple Approvers – Award Closeout Approvers”.
Note: You are unable to insert ad hoc approvers to this workflow.
After submission, the Final Reporting Certification Form is updated:
Status changes to
Pending
Approver Status
button is now available
Cancel Approval
button is now
available. It is not necessary to cancel the approval if additional edits to the form are required. The Form is not
locked from additional edits until CGA approves it. You can make updates to a submitted form by changing the
data and clicking the
button. You should not make any updates once CGA has begun its review as
noted in the Approver Status (see next section).
Note: Selecting Notify will not route the form to CGA. This feature is used throughout PeopleSoft as an email routing
tool. If used, it will send email notifications, but does not save the email to your email client’s outbox for future reference.
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RAS Final Reporting Certification Form
Final Reporting Certification Review and Approval Process
The submitted Final Reporting Certification will be reviewed by CGA. During review, CGA will add comments to
indicate that a review is in progress. The form will remain unlocked, but edits should not be made.
To review the status of the Final
Reporting Certification, navigate to the
Final Reporting Certification Form tab
(not shown)
The Status will be updated to Pending
Click on the Approver Status icon to
view CGA comments
Click on the
to view CGA comments. CGA will add
comments to indicate when the review is underway. Once review
is underway, no additional changes to the form should be
made.
Once CGA has finished reviewing the Final Reporting Certification, they will upload the FSR or Final invoice to the
Award Profile (see RAS Quick Reference Guide) and update the status of the form to Approved. The form is then locked
and no further edits can be made. CGA will email the RSA and PI to notify them that the review is complete.
To review the status of the Final
Reporting Certification, navigate to the
Final Reporting Certification Form tab
(not shown)
The Status will be updated to Approved
Click on the Approver Status icon to
view CGA comments
Approval date and time stamp will display and you can click on
the
to view CGA comments
Note: there is an additional status of Denied (not shown); this status
might be used when a Revised Form is submitted and it does not
result in a new report filed with the sponsor.
For additional Contracts & Grants Training & Job Aids, see the Controller’s Office website.
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Contracts & Grants Accounting – Job Aid
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