Academic Affairs Fiscal Contacts Group

The purposes of the Academic Affairs Fiscal Contacts Group are:

  • To provide a venue for information sharing and training for Academic Affairs fiscal staff
  • To share best fiscal practices
  • To provide opportunities to make the most of automated systems
  • To create opportunities for networking among fiscal staff

Fiscal Contacts Group Meetings

Meetings are usually held the third Tuesday of each month, 8:30 a.m. - 10:00 a.m.  Meetings are held in the University Center 111A Conference Room in the Chancellor's Complex.

Upcoming Meetings:

  • November 21, 2017
  • December 19, 2017
  • January 16, 2018
  • February 20, 2018
  • March 20, 2018
  • April 17, 2018
  • May 15, 2018
  • June 19, 2018
  • July 17, 2018
  • August 21, 2108
  • September 18, 2018
  • October 16, 2018
  • November 20, 2018
  • December 18, 2018

General Announcements:

Meeting Topics. Do you have ideas for topics or issues you'd like discussed at a future Fiscal Contacts Meetings? If so, contact Adam Diprofio (adiprofio@ucsd.edu).

Sponsored Projects Management. Some of the spreadsheets, checklists, and reports shown at previous Fiscal Contacts Meetings are available (link to useful tools)

Presentations from Past Meetings:

2016/17

2015/16

2014/15

2013/14

2012/13

2011/12

2010/11

2009/10

  • July 20, 2010: Ledger Reconciliation Processes (Chris Coulibaly, Physics; Tanya Pohlson, Sociology; Shelly Stokes & Nancy Lee, Calit2) (Physics presentation; Calit2 presentation)
  • June 15, 2010: Sponsored Project Management - Department Processes (Jennifer Louie, Biological Sciences; Shanley Miller, Chemistry & Biochemistry; Sonny Rivera, Bioengineering) (link to tools presented at the meeting)
  • April 20, 2010: What's New in Cost Center Management and MyFunds (Adam DiProfio, JSOE)
  • March 16, 2010: Querylink Tutorial (Kathy Farrelly, SVCAA) (demonstration, no slides)
  • February 16, 2010: UCSD Funding Overview (Kathy Farrelly, SVCAA)
  • November 17, 2009: Disbursements Q&A (Robin Posner) (no Powerpoint or handouts)
  • October 20, 2009: Transitioning to Marketplace (Sue Watanabe, Procurement) (Blink pages)
  • September 15, 2009: Reporting Requirements for ARRA Awards (Mark Cooper, OPAFS) (Blink page)

2008/09

Please contact Adam Diprofio (x22565 or adiprofio@ucsd.edu) for more information.

Fiscal Contacts Membership

Because of the wide variety of tasks/functions that Academic Affairs fiscal staff provide, we've created three groups of fiscal contacts. Some staff may have responsibilities that overlap all three groups, however, we ask that people only register as a member in one group. What group is best for you? Choose the one that best describes the highest level of fiscal tasks/functions that you regularly perform.

The purpose in creating three groups is to target future presentations to those that would most benefit, but attendance in programs will not usually be restricted to one group.

Financial Assistants Group: Members of this group process the financial transactions for a unit, preparing purchase orders, check requests, travel reimbursements. Working with the day-to-day financial transactions is their primary job function. Staff in this group will typically have __ Asst II or __ Asst III titles. Membership List Subscribe to Email List

Fund Managers Group: Members of this group will typically be responsible for managing a subset of a department’s funds, often contracts and grants administration, state funds administration, gift funds administration, or a recharge operation. They may also prepare financial transactions. Staff in this group will typically have Ad Specialist or Ad Analyst titles. Membership List Subscribe to Email List

Financial Managers Group: Members of this group will typically be responsible for financial management all of a unit’s funds or a broad range of funds, including contracts, grants, gifts, state funds, and self-supporting activities. They may serve as work directors or supervisors of other fiscal staff. Staff in this group will typically have Ad Analyst or Sr. or Prin. Analyst titles. For some units, the business officer may serve as the financial manager. Membership List Subscribe to Email List

Please contact Adam Diprofio (x22565 or adiprofio@ucsd.edu) for more information.

Useful Financial Tools

Sponsored Projects Management

Listed below are some of the spreadsheets, checklists, and reports shown at the June 15, 2010 Fiscal Contacts Meeting. Check them out to see if they are something that would be useful in your department!

Award Summary Sheet, New Award Checklist, and Closeout Checklist provided by Shanley Miller, Chemistry & Biochemistry

Proposal Workbook and Pre-proposal Information Form provided by Sonny Rivera, Bioengineering

Budget Summary Report A report that summarizes all the award activity for a particular PI provided by Jennifer Louie, Biological Sciences

Meeting Topics. Do you have ideas for topics or issues you'd like discussed at a future Fiscal Contacts Meetings? If so, contact Adam Diprofio (adiprofio@ucsd.edu).

Budget and Financial