Project Administration Guide

Updated April, 2016

Table of Contents


  1. SDSU Research Foundation
    1. Background and Overview
    2. Board of Directors
    3. Research Foundation Management
      1. Finance and Operations
      2. Facilities Planning and Management
      3. Sponsored Research Services
      4. Office of Communications
      5. Human Resources Department
    4. Public Records Requests
    5. General Information
  2. Project Administration
    1. Responsibilities of All Parties Involved in the Administration of a Project
      1. Definition/Role of the Principal Investigator (PI)
      2. Role of the SDSURF Sponsored Research (SR) Development Specialist
      3. Role of the Sponsored Research Contract and Compliance (SRCC) Analyst
      4. Role of the Sponsored Research Administration (SRA) Grant Specialist
      5. Role of the SDSU Administration
    2. Proposal Routing
      1. The Electronic Proposal Routing Form
      2. Budget Preparation and Review
    3. Types of Funds
      1. Sponsored Projects (5-ledger funds)
      2. Self-Support Funds (9-ledger funds)
      3. Designated Funds (2-ledger funds)
      4. Gifts (C-ledger Funds for The Campanile Foundation)
    4. Fund Setup
    5. Award Analysis Procedure
    6. Understanding Your Project Budget
      1. Banner Terminology
      2. Components of the Budget
      3. Access to Financial Data
    7. Expenditure Processing
      1. Signature Authorization
      2. Electronic Signatures/Approvals
      3. Additional Authorization (One-Up Authorization) Policy
      4. Criteria for Determining the Allowability of Expenditures
      5. Cost Transfers, Payroll Redistribution or Reallocation of Charges
      6. Specialized Categories of Expenditures
        1. Hosting Policy
        2. Computing Devices
        3. Cell Phones
        4. Administrative and Clerical Salaries
        5. Participant Support Costs
        6. Consultant and Independent Contractor Payments
        7. Subagreement Procedures
        8. Scholarship/Fellowship Payments to Individuals
    8. Rebudgeting and Other Changes to the Project
    9. Reporting Requirements
    10. Other Compliance Issues
      1. Cost-sharing
      2. Program Income Policy
      3. Credit Card Processing and Security Policy - Merchant Services Policies and Procedures
      4. Effort Reporting Procedures
      5. Export Controls
      6. Information Assets Acceptable and Responsible Use Policy
      7. Electronic Approvals
      8. Password Security
      9. Data Classification and Handling Policies
      10. E-Mail Services
      11. Intellectual Property
      12. Research Integrity/Regulatory Compliance
    11. Fund Closeout
      1. Closing Cost Reimbursable Sponsored Research Funds (5-ledgers)
      2. Closing of Fixed-Price Contracts (5-ledgers)
      3. Close out of Campus and Community Programs (9-ledgers)
      4. Close out of Campanile Funds (C-ledgers)
      5. Close out of Research Support Funds (2-ledgers)
    12. Risk Management
      1. Property and Casualty Insurance - (Liability Insurance)
      2. SDSU Research Foundation Vehicle Insurance
      3. Crime Insurance
      4. Wrongful Acts
      5. Workers' Compensation/Special Services
      6. Loss Prevention
      7. Premium Allocations and Deductibles
      8. Certificates of Insurance/Additional Insured
      9. Vendor / Subcontractor Minimum Insurance Requirements
      10. Ground Transportation Vendor / Subcontractor Minimum Insurance Requirements
      11. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
      12. Foreign Travel
      13. Property Control
  3. Purchasing
    1. Conflict of Interest
    2. Employee/Vendor Relationship Policy
    3. Supplier Diversity Program
    4. Small Business Subcontracting Program
      1. Business Categories
      2. Responsibilities of the Small Business Liaison Officer
      3. Subcontracting Plans
    5. EPA Grants: Use of Small and Minority Businesses
    6. Purchasing Requirements
      1. Purchases of $4,999 and under
      2. Purchases of $5,000 - $9,999
      3. Purchases $10,000 and Over
      4. Sole Source/Brand Name Justification
      5. Change Order
      6. Open Purchase Order
      7. Emergency Purchase
      8. Used, Refurbished, Reconditioned, and Remanufactured Equipment
      9. Leased, Rented, Loaned or Borrowed Equipment and Vehicles Purchasing Requirements
      10. Campus Services (Purchase Order Required)
      11. Campus Services/No Purchase Order Required
      12. Other Outside Services Exempt from Purchase Order Process
      13. Use of Personal Credit Cards
    7. Return of Materials
    8. Radiation Safety
    9. Drug Enforcement Administration (DEA) Controlled Substances
    10. Animals
  4. Accounts Payable
    1. AP
      1. Miscellaneous Expense Reimbursement - Disbursement Request
      2. Vendor Invoice - Payment Authorization
      3. Human Subject/Incentive Payments
      4. California Income Tax Withholding/Non-employee Payments
      5. California Sales/Use Tax
      6. Prepayment
      7. Distribution of Checks
      8. Replacement Checks
      9. Direct Deposit Disbursements
      10. Reversing and Reissuing a Direct Deposit Disbursement
    2. Processing Payments to Independent Contractors
    3. Processing Non-payroll Payments to Nonresident Aliens
    4. Processing Payments to Foreign Entities
    5. Procurement Card (PCard) Program
  5. Travel
    1. Transportation
      1. Airlines
      2. Shuttle Bus Service
      3. Automobile Rental
      4. Private Automobile
    2. Lodging
    3. Travel Advances
      1. Obtaining an Advance
      2. Clearing an Advance
    4. Other Expenses
    5. Travel Allowances For Travel Within the Continental United States
      1. Per Diem Allowance for Short Term Travel - Meals and Incidental Expenses (M&IE)
      2. Conference/Workshop Provided Meals
      3. Long-term Per Diem Allowance
    6. Travel Allowances for Travel Outside the Continental United States
      1. Short-Term Per Diem Allowance - Meals and Incidental Expenses (M&IE)
      2. Long-term Per Diem Allowance for Travel Outside the Continental United States
      3. Travel in Excess of 14 Hours
    7. Receipts
    8. Travel Expense Claim
    9. Travel Reimbursements for Nonresident Aliens
    10. Special Travel Situations
      1. Spouse or Registered Domestic Partner Travel
      2. Athletic Travel - Spouse/Domestic Partner and Other Family Members
      3. Travel Reimbursements for Campus Executives
  6. Human Resources
    1. Hiring and Employment Procedures
      1. Position Classification
      2. Recruitment and Selection
      3. Moving Allowance Policy
      4. Short-term Positions
      5. Onboarding
      6. Student Exemptions
      7. Additional Employment
      8. Effort Reporting
      9. Employment of Relatives
      10. Evaluating Independent Contractor vs. Employee Status
    2. Compensation and Benefits
      1. Pay Periods
      2. Timekeeping (Submission of time sheet and supervisor approval)
      3. Salaried Employees (Exempt)
      4. Hourly and Student Employees (Non-Exempt)
      5. Meal and Rest Periods
      6. Overtime
      7. Employee Benefits
      8. Vacation
      9. Carryover of Accrued Vacation Benefits
      10. Holidays
      11. Sick
      12. Leaves of Absence
    3. Performance Reports
    4. On The Job Injuries
    5. Important Policies
    6. Verification of Employment and Letters of Reference
    7. Human Resources Records
    8. Lay-Off Due to Funding Changes
    9. Employee Separation Documentation
    10. Discipline and Discharge
    11. Mandated Trainings
    12. Open Door Policy
    13. Attendance
      1. Notification when Absences are Unavoidable
      2. Tardiness
    14. Safety
    15. Workplace Security and Anti-Violence
      1. Early Warning Signs
      2. Threats of Violence
      3. Imminent Risk of Violence
    16. Proprietary Information
    17. Employee Gateway
  7. Payroll
    1. OASDI and Medicare Contributions
    2. Federal Income Tax Withholding
      1. Withholding Allowances
      2. No-Tax-Liability Exemption from Withholding
      3. Earned Income Credit Eligibility Notification
      4. Withholding Method
      5. Form 1095-C, Employer-Provided Health Insurance Offer and Coverage Insurance
    3. California State Income Tax Withholding
    4. Out-of-State Income Tax Withholding
    5. Nonresident Aliens
    6. Payment Schedules
    7. Release of Payroll Checks
    8. Replacement Checks for Payroll
  8. San Diego State University Policy on Maintenance of Integrity in Research
  9. Sales Use Tax Guide  (PDF format, 230 KB)*

* Note: Documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view. Download Adobe Acrobat Reader.



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