Fund Management

Q: How do I set up an international HIV research program in another country?

A: You may need a subcontract with the collaborating foreign institution. Subcontracts are set up by UC San Diego's  Procurement and Contracts. Subcontracts are treated as high-value purchase requisitions, and should be handled by your department's fund manager.

• With guidance from Procurement and Contracts, ask your foreign colleagues’ business office to bill your department for expenses.
• Include your department’s business officer in any communications related to contracts or subcontracts.
• Do not send money directly to foreign collaborators. They may not receive it.

If you are an international researcher who has received NIH funding, please review the operations manual developed by the National Institute of Allergy and Infectious Diseases (NIAID). A  PDF  version is available for reivew and as well as a  Word  version for customizing to your institution's needs. Please share this manual with your fund manager and discuss it with your NIH program officer.

Q: How do I set up and manage international contracts and subcontracts?

A: If you receive funds to perform services for an international site, contact the Office of Contract and Grant Administration. If you receivefunds to pay an international site to do work for you, Procurement and Contracts can advise you about setting up a subcontract (high-value purchase requisition) with the collaborating institution. Include your department’s business officer in any communications related to contracts or subcontracts.

Q: How are funds transferred and audited between UC San Diego and a foreign institution?

A: If you receive funds to conduct research in another country, it is best to set up a subcontract (high-value purchase requisition) with the foreign institution or with a third-party company that specializes in international administration. You may need to register your project with the foreign government. Some countries require you to join or form a nongovernmental organization (NGO) to do business there. Your international collaborator can advise you on the correct procedures. After the subcontract is in place, payments will be made based on invoices received from the foreign institution.