When does this new procedure go into effect?
New task orders are ready to be issued, both for new VA-funded studies and for current studies that require renewal of a contract or purchase order.
I have an existing contract for my current study. What steps should I take?
If you have an existing contract, that agreement will remain in effect until the current option period expires. At that time, you will follow this new procedure which will align with UCSF’s fiscal year (July-June). You should have already heard from Grace Tinaliga regarding a new task order under this Multi-Core Contract procedure for your continuing study.
What is the Task Order request submission timeline and frequency?
If this is your first Task Order request (for a new study or a renewal at the end of the current option period of an existing study):
- Initial submission (alignment period): Submit a Task Order Request Form with estimated services needed from now through June 30, 2026. This first request will cover less than 12 months and will align your study with the UCSF fiscal year (July–June).
- July renewal (full fiscal year submission): In mid-May 2026, you must submit another T ask Order Request Form covering the full fiscal year (July 1, 2026–June 30, 2027).
- Key takeaway: All Task Orders must be renewed before the July fiscal year cycle, regardless of which month you submit the initial one. Submit the Task Order Request Form in mid-May to allow 4-6 weeks for processing prior to the July 1 start of the fiscal year renewal.
How long does it take to get a new task order approved and a PO assigned? How long for a modification?
These are the best estimates and may vary depending on volume:
- A new task order typically takes around 2 weeks.
- Modifications may take a month.
How will I know when I can start using the UCSF services on the task order?
When the PI receives the approved Task Order from Nick Clem (UCSF CTSI Finance), it will include a PO# and start date. The PI must send the Task Order to all cores and use their services within the period of performance stated on the Task Order.
Does a PI need a separate task order for each research study?
Yes, a task order is linked to a study, not to the PI. Be sure to add all cores/services for the study under the same task order.
When do I need to modify an existing Task Order?
- Increase funding if you are getting near the not-to-exceed ceiling for any reason.
- To add a new service/line item you did not request initially.
- To add a service that is not already available on the Task Order Request Form.
- To de-obligate any unused funds after the period of performance ends.
What actions do I take if a Core’s fee increases during my study?
The established contract is “cost reimbursable,” meaning UCSF will be paid for the actual cost. If rates change, often no action is required unless the total amount exceeds. However, each task order is established with a not-to-exceed ceiling amount. If you anticipate exceeding this amount, you need to submit a modification request to add funds before hitting this ceiling.
Should I track spending against the not-to-exceed limit (NTE)? What should I do if I get close to the limit?
Yes. You should monitor spending throughout the project period to avoid exceeding the NTE ceiling. If you anticipate reaching the limit, submit a modification request to Grace to increase the spending ceiling. Modifications typically take about one month to process and approve, so plan accordingly.
How do I know what the not-to-exceed amount is?
This is the total amount from the Task Order Request Form, which you will add as a single line item to the VA 2237 Form and at the top of the Task Order Request Form.
What should I do if the service I want to use is not listed on the Task Order Request Form (TORF)?
If a service is not listed, it is not currently included in the contract UCSF has with the SFVAHCS. The Core will need to work directly with Grace to determine whether the service can be added. The process and timeline vary depending on whether the Core already has other services covered under the contract.
What happens if I overestimate the dollar amount on my task order and have unspent funds at the end of the fiscal year?
Any unused funds will be de-obligated during the annual closeout and reconciliation. Grace Tinaliga will email you a “modification memo” and instructions on next steps.
I’m under/over-estimated the number of IV placement procedures (for example) I’m going to need. Do I need to submit a modification?
Not necessarily; Task Order modifications are based on excesses in the total dollar amount, not the quantity of services. However, a significant increase in quantity that would likely breach the not-to-exceed amount would need a modification.
How do the Cores I am using get the approved Task Order and PO number?
It is the PI’s responsibility to send the approved Task Order (TO) to each Core and to your finance department(s) after you receive the approved document from Nick Clem at the UCSF CTSI.
⚠️Do not send the Purchase Order # to any unapproved cores. Only approved cores (those in the list below) on your project’s approved Task Order will be reimbursed for services.
Who should I contact if I have any questions?
Please contact Eva Lau or Grace Tinaliga in the Budget Division at the SFVA Research & Development Office ([email protected] or [email protected].)
What UCSF cores are included on the SFVA Task Order Request Form?
Biospecimen Processing Laboratory
Cardiovascular Research Institute
Cell and Genomic Engineering Core
Center for Advanced Technologies
Clinical Imaging Core Service
CRS Nursing Services
CTSI Consultation Service
Genomic Medicine Laboratory
Genomics CoLab
Gnotobiotic Core Facilities
Histology and Biomarkers Core
Human Imaging Core
Immunology Core
Investigational Drug Services
Investigational Pharmacy
Lab Animal Resource Center (LARC)
Laboratory for Cell Analysis (LCA)
Metabolic Core Facility (QMAC)
Microbial Genomics Core
Nikon Center (LCA)
PALM CoLab
Parnassus Flow Cytometry CoLab
PREMIER P30
UCSF Medical Center- CT Bone Density
