Accounts Payable
Forms |
|---|
| Form W-9 (TIN Requests) 3rd-party requests for UCR’s Form W-9 are for IRS reporting of payments to the university (e.g., interest, dividends, rents, royalties). Provide the official signed version to requesters. |
Resources |
|---|
| Franchise Tax Board Website Resources for verifying California tax withholding requirements, reporting obligations, and compliance related to payments made by UCR to individuals and entities subject to state income tax. |
| Reference Guide on Giving Gifts to Employees/Non Employees Guidance on the appropriate use and administration of non-cash gifts and prizes given on behalf of UCR. |
| UC Sales & Use Tax Manual Guidance to ensure proper determination, collection, and reporting of applicable sales and use taxes on purchases and sales of tangible goods and services. |
Business Contracts
Forms |
|---|
| Performance Agreement Intake Questionnaire Required for Procurement Services to initiate a performance agreement with the artist on behalf of the department. Submit requests at least one month before the event. |
Resources |
|---|
| Contracting Guide Guides campus personnel in creating, managing, and closing contracts, and identifies UCR offices authorized to execute them. |
Financial Controls
Resources |
|---|
| Ledger Reconciliation Policy Guidance regarding financial ledger review responsibility is provided throughout this policy. |
| Audit & Advisory Services UCR Policy & Procedure 250-30 includes the objectives of UCR Audit & Advisory Services (A&AS). |
| EACS The Enterprise Access Control System (EACS) allows UCR System Access Administrators (SAAs) to securely manage user access to a wide range of campus systems in a centralized environment. |
Extramural Funds
Forms |
|---|
| Cost Sharing Contribution Form Guidelines and form on completing a Cost Sharing Contribution Report. |
| Fixed Price Surplus Funds Transfer Certification Form Request the transfer of unexpended balances on fixed-price sponsored awards to the Org’s Fixed-Price Surplus Fund. Guidelines for Fixed-Price Award Balances |
| Request New Contract & Grant Project(s) Form Request new project(s) under an existing award to allocate funds to Co-Investigators, align with different project organizations, or meet sponsor reporting requirements. Guidelines for New Projects |
| Signature Authorization or Cancellation -U242-RIV Used to officially delegate or revoke signature authority for individuals for certain financial transactions. |
Resources |
|---|
| Audited Financial Reports UCOP issues annual financial reports to provide a comprehensive overview of the University’s financial position and results of operations. |
| (A-133) Single Audit Reports The University's expenditures of Federal funds are audited annually in accordance with Office of Management and Budget Uniform Guidance 2 CFR 200. |
| C&G Awards_Direct Fed and FFT Refer to this list, published monthly (approx. 15th of month), to determine if an award involves federal flow-through funding and is subject to UCR’s internal review process "Foreign Travel Back-up Needed for Awards with Federal Funding." |
| Direct Costing Policy This bulletin sets forth general procedures for direct costing. These costing procedures are issued to improve uniformity and consistency in the recording of direct costs throughout the University. |
| Fly America Act The Fly America Act provides guidance to ensure all federally funded air travel and cargo use a U.S. flag air carrier, supporting compliance and the U.S. aviation industry. |
| Foreign Travel Back-up Needed for Awards with Federal Funding Outlines UCR’s review process for foreign travel on federal projects to ensure compliance with Fly America Act requirements before reimbursement. |
| NIH Salary Cap Guidelines Guidance on applying the NIH salary cap for individuals compensated through federally sponsored projects. The policy outlines the maximum rate of pay that may be charged to NIH and other DHHS-funded awards. |
| NIH Grant Policy This document applies to all NIH grants and cooperative agreements for budget periods beginning on or after October 1, 2023. |
| UCOP Research Grants Program Office The RGPO administers diverse research programs, supports UCOP grant management, shares best practices, and promotes the impact of UC research across California. |
| Payroll Certifications The process and tool by which departments review and confirm the accuracy of payroll (salary) charges on sponsored projects, ensuring compliance with federal and institutional requirements. |
| UC Contract and Grant Manual Provides guidance on policies for the solicitation, acceptance or execution, and administration of awards from extramural sponsors. |
| UCR CASB Disclosure Statement-Revision2 - January 01, 2018 Describes UCR’s official cost accounting practices to ensure compliance with federal grant regulations. |
| Uniform Guidance Federal Federal regulations (2 CFR 200) outlining administrative, cost, and audit requirements for grants. |
| Uniform Guidance UCOP UCOP’s interpretation and implementation of Uniform Guidance requirements across all UC campuses. |
| Uniform Guidance - What the PI Needs to Know Summarizes key Uniform Guidance rules PIs must follow for federally funded research. |
General Accounting, Plant, & Equipment
Forms |
|---|
| Authorization to use Inventorial University Property in an Off-Campus Location Authorization to use Non-Inventorial University Property in an Off-Campus Location Required to use University equipment in an off-Campus location. Guidelines for University Equip Loans |
| COA Use Tax Reversal Cost Transfer Form Reverse erroneous use tax charges through cost transfer. |
| Detail Code Request Form Sales & Service detail code requests should be emailed directly to Uzair Shakoor (uzair.shakoor@ucr.edu) with the subject line “New Detail Code Establishment Request.” GA will review/forward approved requests to SBS for setup in Banner. For reference, there are two types of Detail Code Request Forms—Financial Aid and Sales & Service. Financial Aid detail code requests must be coordinated with and submitted by the Graduate Division or Financial Aid, as BFS can only accept these requests from those units. |
| EIMR Form to Close Fabrication Close a fabrication in EIMR after all expenses have posted and the asset is ready for review. |
| Fabrication Request Form Creates a new fabrication with required component, funding, and project details for asset tracking. |
| Fleet Vehicle Asset Sale Report Records details of a fleet vehicle sale for valuation, depreciation, and proceeds processing. |
| Foundation Request For Funds Requests disbursement of Foundation-held funds in alignment with gift intent and Foundation policies. |
| Gift Acceptance Report (UDEV100) Records and routes gift information to ensure proper acceptance, documentation, and acknowledgment |
| Intercampus Order/Charge Form Processes financial transactions between UC campuses, including service charges and reimbursements. |
| Manual Exceptional Non-Payroll Cost Transfer Form Transfer expenses between COA. Accounting processes journals of $5+ (non–C&G) and $1+ (C&G). Use this form only when the Non-Payroll Cost Transfer Tool cannot be used. |
| UC UBI Questionnaire Questionnaire to help identify department activities that may generate unrelated business taxable income (UBTI). UCOP Payroll Coordination & Tax Services will review your responses to determine whether the activity is taxable. |
| Svc & Aux (Transfer to Asset Acq for Equip) Transfers service and auxiliary expenses to the asset acquisition account for equipment capitalization. |
| Svc & Aux (Transfer to Asset Acq for Softw) Transfers service and auxiliary expenses to the asset acquisition account for software capitalization. |
Resources |
|---|
| Asset Management System (AMS) User Guide |
| Petty Cash Recon Guide |
| Self-Supporting Motives |
| Service & Aux Equipment Reserve Transfer Guide |
| UC Business and Finance Bulletins Policies for UC business and financial operations. |
| UC Sales and Use Tax Manual Explains how UC is subject to California sales and use tax requirements and the rules governing when tax must be collected or accrued. |
Payroll Coordination
Procurement Services
STIP Rates
Fiscal Year |
Quarter |
Start Period |
End Period |
Rate (%) |
|---|---|---|---|---|
| 2026 | QTR1 | 1 | 3 | 4.783 |
| 2025 | QTR4 | 10 | 12 | 4.3 |
| 2025 | QTR3 | 7 | 9 | 4.4733 |
| 2025 | QTR2 | 4 | 6 | 4.4167 |
| 2025 | QTR1 | 1 | 3 | 4.80333 |
| 2024 | QTR4 | 10 | 12 | 3.63 |
| 2024 | QTR3 | 7 | 9 | 4.3167 |
| 2024 | QTR2 | 4 | 6 | 4.3033 |
| 2024 | QTR1 | 1 | 3 | 4.5233 |
| 2023 | QTR4 | 10 | 12 | 3.53 |
| 2023 | QTR3 | 7 | 9 | 3.1767 |
| 2023 | QTR2 | 4 | 6 | 2.77 |
| 2023 | QTR1 | 1 | 3 | 1.6533 |
| 2022 | QTR4 | 10 | 12 | 0.7333 |
| 2022 | QTR3 | 7 | 9 | 0.2733 |
| 2022 | QTR2 | 4 | 6 | 0.2167 |
| 2022 | QTR1 | 1 | 3 | 0.31 |
| 2021 | QTR4 | 10 | 12 | 0.41 |
| 2021 | QTR3 | 7 | 9 | 0.5067 |
| 2021 | QTR2 | 4 | 6 | 1.0767 |
| 2021 | QTR1 | 1 | 3 | 1.1767 |
| 2020 | QTR4 | 10 | 12 | 1.1233 |
| 2020 | QTR3 | 7 | 9 | 1.6367 |
| 2020 | QTR2 | 4 | 6 | 1.9633 |
| 2020 | QTR1 | 1 | 3 | 2.0667 |
| 2019 | QTR4 | 10 | 12 | 2.1867 |
| 2019 | QTR3 | 7 | 9 | 2.2267 |
| 2019 | QTR2 | 4 | 6 | 2.5567 |
| 2019 | QTR1 | 1 | 3 | 2.45 |
| 2018 | QTR4 | 10 | 12 | 2.12 |
| 2018 | QTR3 | 7 | 9 | 1.5067 |
| 2018 | QTR2 | 4 | 6 | 1.4867 |
| 2018 | QTR1 | 1 | 3 | 1.3933 |
| 2017 | QTR4 | 10 | 12 | 1.3433 |
| 2017 | QTR3 | 7 | 9 | 1.3033 |
| 2017 | QTR2 | 4 | 6 | 1.1967 |
| 2017 | QTR1 | 1 | 3 | 1.1533 |
| 2016 | QTR4 | 10 | 12 | 1.19 |
| 2016 | QTR3 | 7 | 9 | 1.2633 |
| 2016 | QTR2 | 4 | 6 | 1.1633 |
| 2016 | QTR1 | 1 | 3 | 1.3167 |
| 2015 | QTR4 | 10 | 12 | 1.23 |
| 2015 | QTR3 | 7 | 9 | 1.4133 |
| 2015 | QTR2 | 4 | 6 | 1.5 |
| 2015 | QTR1 | 1 | 3 | 1.5033 |
| 2014 | QTR4 | 10 | 12 | 1.3633 |
| 2014 | QTR3 | 7 | 9 | 1.557 |
| 2014 | QTR2 | 4 | 6 | 1.818 |
| 2014 | QTR1 | 1 | 3 | 1.827 |
| 2013 | QTR4 | 10 | 12 | 1.629 |
| 2013 | QTR3 | 7 | 9 | 1.927 |
| 2013 | QTR2 | 4 | 6 | 2.441 |
| 2013 | QTR1 | 1 | 3 | 2.527 |
| 2012 | QTR4 | 10 | 12 | 1.9729 |
| 2012 | QTR3 | 7 | 9 | 2.015 |
| 2012 | QTR2 | 4 | 6 | 2.3921 |
| 2012 | QTR1 | 1 | 3 | 1.8576 |
| 2011 | QTR4 | 10 | 12 | 2.1694 |
| 2011 | QTR3 | 7 | 9 | 1.9238 |
| 2011 | QTR2 | 4 | 6 | 2.358 |
| 2011 | QTR1 | 1 | 3 | 2.6982 |
| 2010 | QTR4 | 10 | 12 | 2.5584 |
| 2010 | QTR3 | 7 | 9 | 2.1968 |
| 2010 | QTR2 | 4 | 6 | 2.4484 |
| 2010 | QTR1 | 1 | 3 | 2.5725 |
| 2009 | QTR4 | 10 | 12 | 3.0448 |
| 2009 | QTR3 | 7 | 9 | 3.2054 |
| 2009 | QTR2 | 4 | 6 | 3.9099 |
| 2009 | QTR1 | 1 | 3 | 3.5411 |
| 2008 | QTR4 | 10 | 12 | 3.9273 |
| 2008 | QTR3 | 7 | 9 | 4.2809 |
| 2008 | QTR2 | 4 | 6 | 4.9353 |
| 2008 | QTR1 | 1 | 3 | 4.4679 |
| 2007 | QTR4 | 10 | 12 | 4.2194 |
| 2007 | QTR3 | 7 | 9 | 4.3 |
| 2007 | QTR2 | 4 | 6 | 4.245 |
| 2007 | QTR1 | 1 | 3 | 4.1621 |
| 2006 | QTR4 | 10 | 12 | 4.2122 |
| 2006 | QTR3 | 7 | 9 | 3.9076 |
| 2006 | QTR2 | 4 | 6 | 3.5951 |
| 2006 | QTR1 | 1 | 3 | 3.5224 |
| 2005 | QTR4 | 10 | 12 | 3.4128 |
| 2005 | QTR3 | 7 | 9 | 3.3246 |
| 2005 | QTR2 | 4 | 6 | 3.2082 |
| 2005 | QTR1 | 1 | 3 | 3.0825 |
| 2004 | QTR4 | 10 | 12 | 3.1315 |
| 2004 | QTR3 | 7 | 9 | 3.0389 |
| 2004 | QTR2 | 4 | 6 | 3.0483 |
| 2004 | QTR1 | 1 | 3 | 3.0092 |
| 2003 | QTR4 | 10 | 12 | 3.0612 |
| 2003 | QTR3 | 7 | 9 | 3.3548 |
| 2003 | QTR2 | 4 | 6 | 3.5993 |
| 2003 | QTR1 | 1 | 3 | 3.6382 |
| 2002 | QTR4 | 10 | 12 | 4.1642 |
| 2002 | QTR3 | 7 | 9 | 4.0749 |
| 2002 | QTR2 | 4 | 6 | 4.376 |
| 2002 | QTR1 | 1 | 3 | 4.9083 |
| 2001 | QTR4 | 10 | 12 | 4.9833 |
| 2001 | QTR3 | 7 | 9 | 5.0353 |
| 2001 | QTR2 | 4 | 6 | 5.3056 |
| 2001 | QTR1 | 1 | 3 | 5.5418 |
| 2000 | QTR4 | 10 | 12 | 5.0205 |
| 2000 | QTR3 | 7 | 9 | 4.8909 |
| 2000 | QTR2 | 4 | 6 | 4.8099 |
| 2000 | QTR1 | 1 | 3 | 5.437 |
Travel & Entertainment
Forms |
|---|
| Fly America Act Exception Form |
| Petty Cash Voucher |
Treasury
Forms & Resources |
|---|
| DocuSign Instructions for Wire Requests |
| Optional Wire Information Form to Provide Payee |
| Wire Request Form |