California Sea Grant

Central Coast Marine Protected Area Monitoring Program Postaward Reporting

Information regarding Central Coast Marine Protected Area Monitoring Program funds and reporting requirements.

Travel Policy

Reimbursement for travel expenses shall be made in accordance with University of California approved travel rates, published at: http://www.ucop.edu/ucophome/policies/bfb/g28.html. Reimbursement for the cost of operating a private vehicle shall not, under any circumstance, exceed the rate approved for equivalent State employees. 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. If a foreign trip is not itemized in the originally approved budget, Sea Grant requires for the principal investigator to submit an email request with justification to sgbudget@seamail.ucsd.edu. PRIOR approval is required if a foreign carrier is used on any portion of a trip even when no U.S. carriers are available. Requests for prior approval of this nature should include the following:

a) Traveler’s name;

b) Dates traveled;

c) Origin and destination of the travel;

d) Detailed itinerary of the travel, name of the air carrier, and flight number for each leg of the trip; and

e) Completed Fly America Act Waiver Checklist.

Please allow at least 45 days for a decision to be made.

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Reports Due

I. Final Expense Report [Financial Report]

MPA Final Expense Report: This report is due within 45 days of the project's end date or with the final invoice, whichever is sooner. To fill out the report, please download the report to your desktop and complete it using Acrobat Professional, not Acrobat Reader.

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II. Progress/Technical Reports (Quarterly and Completion Reports)

Quarterly Progress Reports: At the end of each quarter, a paragraph outlining the progress/work completed during the quarter is due. (Instructions on filling out fillable pdfs.)

Completion Report/Project Questionnaire: A final report of the scientific/technical results must be submitted, either in hard copy or online. All raw data must be submitted to the CDFG and THE CONSERVANCY by March 15, 2008 regardless of the end date. California Sea Grant will send an email reminder to submit raw data. It is the responsibility of the principal investigator to submit raw data directly to CDFG, as specified in the RFP. Failure to submit a completion report or to submit raw data to the CDFG and THE CONSERVANCY will require the immediate return of funds disbursed to the project. California Sea Grant Communications Office will be contacting principal investigator for final completion report information.

Trainee Reports: All trainees supported by the grant are required to submit an annual, separate report during the grant term. This report can be submitted either in hard copy or online.

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III. Patent Report

Patents – All potentially patentable ideas, inventions, discoveries or improvements made during the grant term must be disclosed promptly. The Sea Grant Property/ Inventions/Patents/Royalties report should be signed and returned to the California Sea Grant office. In addition, UCSD project leaders to whom this applies should contact the UCSD Invention and Technology Office for instructions on completing the Invention and Technology Disclosure form or the Copyright Disclosure form as applicable. Other UC researchers should go to the Office of the President’s web site for information concerning the Technology Transfer office at their campus (http://www.universityofcalifornia.edu/research/techtransfer.html).

With respect to any invention produced or developed under this Award (“invention”) in which no federal funding is involved, the Conservancy shall have a non-exclusive, irrevocable, paid-up license to practice or have practiced such invention by or on behalf of the Conservancy throughout the world, and the right to assign the license to any third party subject only to the written approval of the grant recipient, which shall not be unreasonably withheld.

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No-Cost Extension Requests

No approval will be given for extensions.

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Rebudget Requests

All rebudgeting of funds into or from Senior Personnel, equipment, foreign travel and indirect cost categories require prior approval of the Sea Grant Director. Approval is not necessary for rebudgets whose cumulative transfers do not exceed 10% of the total award and do not affect the categories listed below. All that is required is an email notification of the transfer to sgbudget@seamail.ucsd.edu. 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.

In cases where the cumulative transfer exceeds 10%, the principal investigator must send an email request to sgbudget@seamail.ucsd.edu. The email must include the relevant federal grant and/or state award number, as well as the campus account and fund numbers (subcontracts should specify their purchase order number). 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:

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 or be used for the project.

Travel – If a trip is required, include the number of travelers, to/from destinations @ $/ea., type of transportation (airfare, mileage), and total. Identify the purpose of each separate trip and how it is related to the project.

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

a) 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;

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

c) If the indirect cost rate does not change; and

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

Follow the following format in your requests for approval or in notifying us of changes:

Categories Budget as Awarded Rebudget/Transfer New Budget
Personnel
10,000.00
0.00
10,000.00
Lab Supplies
1,500.00
-500.00
1,000.00
Domestic Travel
500.00
500.00
1,000.00
Total Budget
12,000.00
0.00
12,000.00

In this example the cumulative total of the transfer is $1,000, which is less than 10% of the total award and does not require further justification.

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