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SDSURF › Project Administration Guide › Project Administration

Project Administration Guide

Project Administration


The administration of sponsored projects requires a collaborative effort between the principal investigator (PI) and the sponsored research administration (SRA) staff, each with their own unique set of responsibilities. The purpose of this section of the manual is to outline the general responsibilities of both the PI and the SR administrator, present an overview of project management focusing on the role of the PI, and provide PIs and their staff with the policies, documentation and forms needed to manage their projects successfully.

View the quick reference guide to see various activities that occur during the life of a project or a partial list of forms available on our website.


  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 SR Administrator
    4. Role of the SRCC Analyst
    5. Role of 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 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
    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

* 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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