Please review Buying Capital Equipment for purchasing guidelines for equipment with a value greater than $5,000.

Please review Buying Software and Cloud Computing for purchasing guidelines.

Risk Assessment

Before placing an order, contact IT security at datasecurity@ucsf.edu to ask if a risk assessment is necessary. Allow time for a risk assessment by contacting IT as soon as possible.

Upload:

1. Email confirmation of risk assessment
2. Invoice

Please upload the following documents:

• Pre-hire worksheet
• W-9 form (domestic vendor) or W-8BEN form (foreign vendor)
• Statement of Work (SOW)
• Proof of liability insurance

For more information, please visit our DPTRS Ops page.

Please review Buying Goods and Services for purchasing guidelines that is most appropriate for your purchase.

If the items you are purchasing are not in BearBuy, please upload a quote or invoice.

Enter the following information, and we will respond with the COA to use when booking through Connexxus.

Please review Travel Reimbursement Cheat Sheet for travel policy and restrictions and our DPTRS Ops page for more information.

Guest reimbursement will be fulfilled through a mailed check. For travel policy and restrictions, please review Travel Reimbursement Cheat Sheet.

Travel Grant

Upload a copy of the Travel Grant approval email from Mike Tressel.

Required Documents for Reimbursement:

• Pre-approval confirmation (Travel Guidelines, effective 04/17/2025)
• Itemized receipts and/or supplemental documentation

Complete the SOM Travel Pre-Approval Form and select Luke Delong as the Approver.

Review Travel Reimbursement Cheat Sheet for travel policy and restrictions.

Daily caps:

• Meals & Incidentals - $79
• Hotel - $333**

**Exception to $333 cap:

Conference hotel: Upload a conference flyer that shows that the conference takes place at the hotel or partnered with the hotel.

If you cannot find a hotel under $333/night, provide written justification and include price comparisons (ex: screenshots) performed at the time of booking within a two- to five-mile radius of the meeting location/events that supports the higher lodging rate.

Please review the information in the Relocation Cost Information document and Employee Moving and Relocation page.

For domestic relocation, please complete and upload the TEV (Domestic) form.

For foreign relocation, please complete and upload the TEV (Foreign) form.

Itemized receipts are required and must have the following information:

• Name of payer

• Date of transaction

• What was purchased

• Amount paid

• Payment method (credit card, cash, etc.)

If the receipt does not have all this information, you can provide a redacted transaction/card statement that shows the charge.

Remove personal info not relevant to the request like:

• Address

• Account number (show only last 4 digits)

• Other Charges

If you cannot obtain an itemized original receipt, complete the Declaration of Missing Receipt Form.

Example receipts.

Parking validation is available through the purchase of validation stickers or validation codes. The type of validation (e.g., code or sticker) depends on the parking location utilized by the patient or visitor.

To view types of parking validation: CLS Parking Sticker Request

Instructions for Use:

Visitor Instructions for Validation Stickers

Visitor Instructions for Validation Codes

Please review Allowable Awards and Gifts to Employees to check:

• Is the gift an allowable expense?
• What is the gift type?
• Is the gift taxable?

Please complete and upload the Taxable Employee Non-Cash Award or Gift Reporting Form if the gift needs to be reported as taxable.

Purpose

Support the initial stages of new research with the possibility of attracting additional funding at a later stage from extramural sources.

Eligibility

All DPTRS faculty; however, junior faculty are particularly encouraged to apply. Members of DPTRS labs (Postdocs, SRAs, PhD students) are also encouraged to apply, but only with a faculty mentor acting as a co-investigator who will undersign the science and assume fiscal responsibility for the grant.

Award Amount

A maximum of $3,000 per seed grant in basic science, clinical, and educational research. Each seed grant has a duration of one-year and start date is the date of the award letter. The principal investigator may request one no-cost extension for one additional year (minimum 6 months).

Application

Opens annually in September and closes end of October.

If you are interested in applying for a Seed Grant, please complete the application.

If you have questions or concerns, please contact Laurie Solorzano (laurie.solorzano@ucsf.edu).

You do not need to submit a request in order to apply. You may close the request form.

The Department of Physical Therapy and Rehabilitation Science will award six travel awards each fiscal year to eligible faculty member. For more information, please visit our DPTRS Ops page.

Purpose

This program is intended to support DPTRS clinical and adjunct faculty to attend meetings of learned societies or organized conferences in order to present important results of original research.

Eligibility

This award is open to adjunct and clinical faculty member of the department. Applicant must show proof that they will be presenting at a relevant meeting/conference, which must be located at least forty miles or more from the UCSF Mission Bay campus or their home.

Preference is given to those who have not received the award in previous years. Junior faculty are particularly encouraged to apply.

When

Call out for this award begins at the start of each year, and support is dispensed soon after successful applicants submit their request for reimbursement/Connexxus.

Award Amount

A maximum amount of $500/faculty will be awarded to six faculty members each fiscal year. Awards will be dispensed in the form of reimbursement for travel expense or direct (airfare) bill through Connexxus for the approved conference/meeting.

Mechanics

Awards will be given on a first-come, first-served basis to those who submitted a complete application, along with all the requisite supporting documents. Decisions will be provided within four weeks of submission.

Application

Please turn in one PDF document that includes this application and all supporting documents to Laurie Solorzano (laurie.solorzano@ucsf.edu).

You do not need to submit a request in order to apply. You may close the request form.

Definition

A no-cost extension (NCE) extends the original project period, allowing the completion of project aims without additional funds from the Sponsor.

Policy

UCSF requires PIs to notify ORS of their intention to extend a project period at least 30 days prior to the the sponsor due date to submit such a request. As a rule, UCSF expects personnel to follow the sponsor guidelines for requesting an extension. Always, check the terms of the award before proceeding.

Process

Please complete and upload the NCE Request form. Please note that a few of the questions will be answered by Audrey/Ivan.

For faculty applying for extramural grants as a Prime or Subrecipient, application must be reviewed by the Office of Sponsored Research (OSR). For our department, our main contacts are:

• Federal-flow-through and non-profit grants - Philip Sobolewski (philip.sobolewski@ucsf.edu)
• Industry such as business/project entities - Don Colburn (don.colburn@ucsf.edu).

We need to notify OSR ahead of time before submitting:

Non-complex proposals

For non-complex proposals such as R01, R03, R21 including fellowships and industry sponsored grants and fellowships, OSR requires we send notice at least 30 calendar days prior to sponsor submission deadline.

Large proposals

For large proposals, such as proposals with subcontracts or international components, subcontracts to SBIRs/STTRs, and complex or ambiguous industry grants and fellowships, OSR requires we send notice at least 60 calendar days prior to sponsor submission deadline.

Complex Proposals

For complex proposals such as complex center grants, institutional training grants and cooperative agreements such as P30, T32, U54, OSR requires we send notice 4-6 months prior to sponsor submission deadline.

Please complete the Proposal Submission form. Upload the completed form to this request and email it to the appropriate OSR Contact (depends on sponsor and agreement type). Please cc Audrey Tran (audrey.tran@ucsf.edu) and Ivan Quesada (ivan.quesada@ucsf.edu).

Please go ahead and use the COA. You do not need to submit a request and may close this form.

Please review Travel Reimbursement Cheat Sheet for travel policy and restrictions and our DPTRS Ops page for more information.

Please upload the following documents:

• If this is the first time we are paying them an honorarium: Completed W-9 form (domestic payee) or W-8BEN form (foreign payee)
• Flyer/announcement of participating event or invitation letter
• Email invitation sent to payee

Honorarium Amount

• Guest Instructions - $50/hour for both prep and teaching time
• Grand Rounds - $300
• Payments of $2,501-$5,000:
• Complete the form Honorarium Exception Request Form for Non-UC Employees

Please complete and upload the following documents for your UC Student Affiliation request.

• CV
• Department Invitation Letter [SAMPLE]
• UC Student Enrollment Verification (Transcripts or Course Schedule)
• UC Student ID Verification
• UC Student Affiliate Packet

Reminder: Volunteer appointment request will take 7-10 business days to process.

Please contact Theresa Jaramillo for your request to refer a volunteer clinical professor candidate.

Theresa Jaramillo: Theresa.Jaramillo@ucsf.edu

If candidate approved by Theresa, please send below documents to candidate to complete.

• Checklist of PT Areas of Expertise
• Information Letter
• Summary of Accomplishments
• UCSF Advance CV Template
• VCP Data Gathering

Upon completion, please upload below.

Please complete and upload the following documents for your Volunteer - Clinic.

• CV
• Affiliate Request
• Volunteer Packet

Reminder: Volunteer appointment request will take 7-10 business days to process.

Please complete and upload the following documents for your Volunteer - Research.

• CV
• Affiliate Request
• Volunteer Packet

Reminder: Volunteer appointment request will take 7-10 business days to process.

UCSF campus employees should contact the Campus Benefits Specialty Center at 415-476-1400 or benefits@ucsf.edu to schedule an appointment with your dedicated counselor.

Benefits:

• UCSF Benefits: For all information related to Benefits afforded to UCSF employees.
• Enroll in Benefits
• Faculty Involuntary Loss of Coverage

Retirement:

• MyUCRetirement: For all information regarding your primary (UCRP) and secondary (Fidelity) retirement options.
• Contact UC Retirement Administrative Center
• Schedule a 1-1 appointment with a Fidelity Advisor

What happens if I incorrectly record my hours:

• Complete HBS Timesheet Change Request Form
• Upload form below when complete

HBS Related FAQ's:

• Academic
• Staff

How to request a Leave of Absence:

• Academic: Contact Ekahi Casino: anthony.casino@ucsf.edu
• Staff: Submit leave request through HR Umbrella located in MyAccess

Information on Leave types:

• Academic
• Staff

Information on the Merits and Promotions Process

Criteria for Advancement

Checklist Dossier

• Adjunct
• HS Clinical
• In-Residence

For more information

Please upload the following information for a one-time additional request.

• Recipient
• Amount
• Payment Period
• Type of Additional Payment
• COA for Funding
• Upload Relevant Documents
• Invitation Letter
• Brochure of activity

For all URM and DEI information regarding department URM/DEI numbers and hires, submit your request below.

Request HERE.