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Project Administration Guide

Table of Contents

1. SDSU Research Foundation
   1. Background and Overview
   2. Board of Directors
   3. Foundation Management
      1. Finance and Operations
      2. Facilities Planning and Management
      3. Research Advancement
      4. Sponsored Research Services
      5. Office of Communications
      6. Human Resources & Risk Management
   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
      2. Role of the SDSURF SR Development Specialist
      3. Role of the SDSURF Administrator
      4. Role of the SRCC Analyst
      5. Role of the SDSU Administration
   2. Proposal Routing
      1. The 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
   7. Expenditure Processing
      1. Signature Authorization
      2. Additional Authorization (One-Up Authorization) Policy
      3. Criteria for Determining the Allowability of of Expenditures
      4. Cost Transfers, Payroll Redistribution or Reallocation of Charges
      5. Specialized Categories of Expenditures
         1. Hosting Policy
         2. Wireless (Cellular) Telephones and PDAs
         3. High Speed Cable/DSL Internet Access
         4. Consultant and Independent Contractor Payments
         5. Subaward Procedures
         6. Scholarship/Fellowship Payments to Individuals
   8. Rebudgeting and Other Changes to the Project
   9. Reporting Requirements
   10. Other Compliance Issues
       1. Cost-sharing Policy and Procedures
       2. Program Income Policy
       3. Credit Card Processing and Security Policy - Merchant Services Policies and Procedures
       4. Effort Reporting Procedures
       5. Export Controls
       6. Security of Financial Data
       7. Password Policy for Standard User Accounts
       8. Data Classification and Handling Policies
          1. Information Classification Standard
       9. Intellectual Property
       10. 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. Premium Allocations and Deductibles
       6. Certificates of Insurance/Additional Insured
       7. Vendor ./ Subcontractor Minimum Insurance Requirements
       8. Ground Transportation Vendor / Subcontractor Minimum Insurance Requirements
       9. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
       10. Foreign Travel
       11. Property Control
3. Purchasing
   1. Conflict of Interest
   2. Employee-Vendor Relationship Policy
   3. Small Business Subcontracting Program
      1. Business Categories
      2. Responsibilities of the Small Business Liaison Officer
      3. Subcontracting Plans
      4. EPA Grant/Cooperative Agreement Requirements
   4. Purchasing
      1. Purchases of $4,999 and under
      2. Purchases of $5,000 and up to $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
      10. Wireless Communication Tools (Telephones, PDAs) Purchases
      11. High Speed Cable/DSL Internet Service
      12. Campus Services (Purchase Order Required)
      13. Campus Services/No Purchase Order Required
      14. Letterhead and Envelopes
      15. Use of Personal Credit Cards
   5. Return of Materials
   6. Radiation Safety
   7. Drug Enforcement Administration (DEA) Controlled Substances
   8. Animals
4. Accounts Payable
   1. Accounts Payable
      1. Miscellaneous Expense Reimbursement - Check 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
   2. Evaluating Independent Contractor vs. Employee Status
   3. Processing Non-payroll Payments to Nonresident Aliens
   4. 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
      3. Travel in Excess of 14 Hours
   7. Receipts
   8. Travel Expense Claim
   9. Travel Reimbursements for Nonresident Aliens
6. Human Resources
   1. Position Classification
   2. Recruitment and Selection
      1. Regular-Salaried Staff
      2. Moving Allowance Policy
      3. Hourly and Student - Short Term Staffing
      4. Additional Employment
      5. Effort Reporting
      6. Employment of Relatives
   3. Compensation and Benefits
      1. Pay Periods
      2. Timekeeping and Pay
      3. Regular-Salaried Employees
      4. Hourly and Student Employees
      5. Emergency Pay
      6. Meal and Rest Periods
      7. Overtime
      8. Performance Reports
      9. Employee Benefits
      10. Paid Time Off
      11. Vacation
      12. Carryover of Accrued Vacation Benefits
      13. Holidays
      14. Sick Leave
      15. Leaves of Absence, a Brief Overview
      16. Employee Assistance Program
      17. Employee Assistance Referrals by Supervisors
   4. On The Job Injuries
   5. Important Policies
      1. Verification of Employment and Letters of Reference
      2. Personnel Records
      3. Lay-Off Due to Reduction, Suspension or Withdrawl of Funds
      4. Employee Separation Documentation
      5. Discipline and Discharge
      6. Mandated Trainings
      7. Administrative Action Review
      8. Attendance
      9. Notification When Absences are Unavoidable
      10. Tardiness
   6. Safety
   7. Workplace Security and Anti-Violence
      1. Early Warning Signs
      2. Threats of Violence
      3. Imminent Risk of Violence
   8. Non-Disclosure
   9. Employee Gateway
      1. Requesting an Employee Gateway Temporary PIN
      2. Logging into 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
   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. Emergency Checks
   9. Replacement Checks
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.

SDSU Research Foundation
5250 Campanile Drive
San Diego, California 92182

©2007