Educational Travel Grant Procedure
Overview
The Educational Travel Grant Procedure was established to streamline the acceptance, processing, payment
application, and close-out of nominal travel grants from select private sponsors. This procedure applies only to a small
subset of travel grants and is not meant as a general substitute for normal grant submission, acceptance, and post-award
procedures.
Which travel grants are covered by this procedure?
•
Grants must be awarded and funded by a select private sponsor as confirmed by CGA
•
Purpose of the grant must be to fund travel expenses related to an educational presentation or conference that
enhances scientific training, disseminates scholarship or innovation, or improves patient care
•
The total award must be for a nominal amount and cannot include expenditures beyond specific travel costs
•
The grant cannot require more than a single summary report
General Procedure (note Exceptions for Mount Zion Travel Grants)
1. The award should not require a formal proposal to the sponsor
2. Sponsor notifies student/faculty member/employee/Department administrator (recipient) that an award has been
granted
3. Department Administrator notifies Contracts and Grants Accounting (CGA) via CGAsvcdesk@ucsf.edu; the
Department Administrator should provide:
a. RSA name and contact information
b. Level F DeptID
4. CGA establishes an Award number by sponsor for each Control Point
5. CGA establishes a Project for each grant recipient and provides Award and Project numbers to the Department and
traveler
6. Recipient fulfills award scope
7. Invoicing
a. Prepayment: Payment issued by sponsor in advance; no invoice is necessary
b. Department prepares invoice (unless prepaid) and submits the invoice to the sponsor with a copy to CGA
c. CGA records in RAS and follow up on payment as necessary
8. Sponsor sends payment
9. CGA receives payment and is responsible for applying the payment
10. Recipient to provide required grant reports (summary of benefits, etc.) as required by award
11. CGA will provide a report of established and inactivated Award and Project numbers to the Office of Sponsored
Research/Research Management Services (OSR/RMS) on a quarterly basis
12. CGA will close out the Project, including setting the Project to Inactive status and generating any required refund,
once payment is applied and deliverable requirements are fulfilled
Mount Zion Travel Grants
A. Student, faculty member, or employee submits a proposal to MZHF via their application portal with the assistance of
the Department administrator
B. Mount Zion Health Fund (MZHF) will copy CGA on the automated award notice message (thereby eliminating need
for Department notification)
C. Upon receipt of a notice of award, CGA follows steps 4-5 above
D. Department administrator charges established Project for expenses up to the award amount
E. CGA will invoice MZHF electronically once per month for all departments
F. Follow steps 11-12 above
Revised 8/28/2015
Contracts & Grants Accounting Quick Reference Guide
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