[Microplantpath_faculty] Finance & Operations Update for February

[Sherice Underwood]

Dear faculty,

I would like to share a brief update regarding staffing, financial
processes, and proposal submissions.

*Staffing*

   - We have extended an offer for the Purchasing/Travel Assistant position
   and anticipate the candidate will begin in early March.
   - We are interviewing for the Research Analyst I role this week. Once
   filled, the Finance team will be fully staffed.
   - Recruitment for the Financial Operations Manager is well underway,
   with interviews expected to begin this Friday. The Financial Administrative
   Officer posting closes next week, and interviews will follow shortly
   thereafter. Our goal is to have both positions filled by mid-March,
   allowing Maria and me time to train the new team members before
   transitioning responsibilities.


*Financial Requests*
Please continue to direct all finance-related requests (e.g., student or
lab personnel hires, grant questions, etc.) to your assigned Analyst. An
updated Analyst/PI assignment list is attached for reference. A revised
version will be shared once our final position is filled.


*Monthly Financial Reports*
We are finalizing a standardized monthly report that will provide a
detailed breakdown of your funds. This report will support both you and
your Analyst in monitoring balances closely, helping to prevent deficits
and ensure appropriate account usage.


*Process Improvements*
While some of these efforts may not be visible, we have implemented
procedures to expedite purchase requisitions and travel/reimbursement
approvals. These steps are designed to reduce bottlenecks and ensure
requests move forward in a timely manner.


*Proposal Submissions*
To ensure adequate review and timely submission, please observe the
following lead times:

   - *Complex proposals* (particularly those with sub-awards): minimum of
   two weeks’ notice to allow documents to be uploaded at least one week in
   advance. These proposals require significant coordination and review.
   - *Cost-shared proposals*: minimum of one month’s notice due to required
   documentation and institutional coordination.
   - *Standard proposals*: minimum of one week’s notice.

As a reminder, RED requires two business days to review proposals in their
queue.

Each Analyst supports approximately 15 PIs. As such, last-minute requests
can disrupt work on proposals that were submitted within the requested
timelines. We appreciate your understanding and cooperation in helping us
maintain equitable and efficient service for all.


*Forms and Key Requests*
We will be introducing a key request form to improve tracking and prevent
requests from being overlooked in email. Although it may seem like an added
step, this change will increase transparency and ensure timely processing.
We are also reviewing our current forms with the goal of streamlining and
eliminating redundancies where possible.

Thank you for your continued partnership and cooperation. Please feel free
to reach out with any questions.

Thank you,

Sherice



*Sherice Underwood, Interim Financial and Administrative Officer*

BMP Administration Unit

Department of Biochemistry

Department of Microbiology and Plant Pathology

Boyce Hall, RM 1425

Zoom personal Link (8:30am -4:30): https://ucr.zoom.us/j/3844219267

In the Office Mon-Wed; Remote Thursday and Friday

951-827-5902
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