Awardee Portal

Maintain timesheets or time logs that include:
- Worker name
- Dates worked
- Hours worked
- Description of work performed
- Signature or acknowledgment (digital is acceptable)
Ensure labor charged to the award is directly related to approved project activities. If not, it will not qualify for funding.
If using day labor or cash payments, keep:
- A signed time log or receipt
- Proof of payment (where possible) to attach as a receipt on the invoice
- Clear notes explaining the work completed
If you do not currently have a timesheet tracking system, please use the UC Template below.

Personnel Time Report Template

Subcontracts & 1099 Documentation

For subcontractors, consultants, rentals, or leased services, receipts alone are often not sufficient for reimbursement review. Request and retain a copy of 1099 from any subcontractor before doing business.

Please include:

A copy of the contract, service agreement, or rental/lease agreement (if applicable) that outlines: Scope of work or service
Payment terms
Dates of service
The corresponding invoice detailing the services completed or provided
Proof of payment (e.g., an invoice marked “Paid” or a receipt)

Note: A quote or estimate does not constitute an invoice or proof of payment.

Having the agreement on file helps clarify costs when payment terms or service details are not fully reflected on the receipt.

Communicate Changes with Your State Lead

We understand that availability, pricing, or vendors may change over time. Do not wait until invoicing to communicate changes.

Please contact your State Lead if:

You need to purchase an item different from what was originally proposed
Costs vary significantly from your approved budget
A vendor, contractor, or timeline changes
Early communication helps ensure costs remain eligible and prevents reimbursement delays or denials.

Receipts for goods and services should include:

Vendor name, address, phone
Payer name (your business name in PaymentWorks)
Date of payment
Payment method
Total payment amount
Individual item(s) purchased including cost and quantity or services provided
Corresponding invoice # that was paid, if applicable

Awardee Portal & Resources

Awardees are encouraged to regularly visit this page, which includes guidance, templates, and updates. Additional reminders, FAQs, and resources may be added as the program continues.

Frequently Asked Questions (FAQs)

What is PaymentWorks?

PaymentWorks is the 3rd party vendor used by UC ANR to register and complete set up as a vendor. This step is required to receive payment from UC. Please refer to the external PaymentWorks FAQ page here.

What are the benefits of each of the different payment options PaymentWorks? Virtual CC, ACH, check. etc.

There are 3 options to choose from in the PaymentWorks process and the (dis)advantages are listed below.

Check – mailing a paper check is an option, but this process is much longer and subject to other issues like lost checks.
Virtual Credit Card – Recipient must be able to process credit card payments and therefore this is subject to any associated fees.
ACH (bank transfer) – Preferred method and is the quickest way to receive funding.

How can I contact my state lead?

Please refer to the contacts at the top of this page.

What is the awardee start and end date?

September 15, 2025 – May 31, 2026

What is the deadline for expenses and project completion?

May 31, 2026, no extensions will be approved.

I provided price quotes for post-harvest processing equipment. Can I change brands if it is better or on sale but not over the original quote? Can I still be reimbursed?

Yes, with documented communication with us and ensuring you do not go above the original approved award amount.

What is the process for advance payment?

Request for advance received and approved by UC ANR
Agreement executed with advance payment language
Subawardee provides UC ANR an invoice for 75% of the total project budget
UC ANR processes and pays invoices to subawardee
Subawardee make the purchase with outside vendors
Within 7-10 business days of purchase, the subawardee would provide the receipt to UC ANR
Subawardee provide UC ANR an invoice for remaining 25% of the total project budget
UC ANR processes and pays invoices
Subawardee provide UC ANR any other receipts so that 100% of the project budget has supporting documentation (if needed)

If there is cost savings on purchases, can I use the remainder of the budget on other items?

If there are extra funds due to an estimate being higher than expected, it can be re-budgeted to another item or category as long as the category already exists and it is less than 10% of the total budget. Reach out to Katie Schroeder for more details.

Approximately how long will it take to receive a payment once I have submitted an invoice?

The awards are 90 day cost reimbursable. Once UC ANR receives your invoice awardees should expect payment within 4-8 weeks. If it has been more than a month since you submitted your invoice, reach out Katie Schroeder for an update.

Who should I expect to receive payment from?

Reimbursements to awardees will come from The University of California.

My project includes personnel hours. How should I be tracking staff time?

If you have a current system for tracking staff time, supplying a report is sufficient verification. If you do not have a tracking system, we have provided this template for your use.

What is equipment disposition?

For all equipment purchases over $5,000, federal equipment Disposition (SF-428B) must be completed.

Equipment Disposition Form

How do I close out my subaward?

Once you have expended funds, complete and submit your final report.

You will be prompted to upload the following forms:

Complete Exhibit D form (found in your contract or download below)
Gather and submit any final receipts, project photos or other documentation and upload.

Your state lead is here to support any questions you have. Please reach out if you need us.

Submit Final Report Here

Exhibit D Form