Award Setup
Upon receipt of a sponsored project (grant or contract) award document and completion of appropriate routing and approval procedures, the SR development office forwards the award document and other relevant information to the SR administrator to establish a fund in SDSU Research Foundation's finance system (Banner).
Gift and scholarship funds are set up only upon receipt of an authorized Campanile Foundation request for fund number form. The request must be reviewed and approved by the requesting fund manager, department chair, and dean. The request is then authorized by the chief financial officer of The Campanile Foundation and the director of sponsored research administration prior to establishing a fund in the finance system within the C-Ledger.
Campus and Community Programs (9-ledgers) are initiated upon receipt of the request for campus program account form. The form must be completed and signed by the requesting Project Director, department chair and dean, and is then reviewed and approved by the director of sponsored research administration and SDSU Office of Business and Financial Affairs prior to establishing a fund in SDSU Research Foundation's finance system. Criteria used for determining whether a campus or community based self-support program will be managed through SDSU Research Foundation or through an SDSU trust fund is outlined in Executive Order 919 - Policy Governing Non-General Fund Receipts.
A new fund is created in Banner for each new grant/contract, gift or campus/ community program. The SR administrator inputs information as appropriate such as project start and end dates, project title, and sponsoring agency into the system. In addition for sponsored programs and some internally funded awards, the budget accompanying the award is coded using Banner account codes and input into the system so spending can begin. SR administrators on a daily basis use this information as they review requests for reimbursements, purchase orders and other payment documents submitted by PIs and their staff. PIs and designated project staff can access this information via PI Profile available at https://piprofile.sdsu.edu:4443/PI_Profile.html.
Authorization to Expend Funds - For all new funds, regardless of fund type, the PI must complete a Signature Authorization Form. This form is issued to identify individuals designated by the PI as authorized to expend funds on the specified award, gift or program. The signature form is also used to verify signatures on all reimbursement requests, purchase orders, etc., submitted to SRA for processing. The PI must sign this form and have all SDSU or SDSU Research Foundation staff authorized to incur expenses for the project sign the form as well. The form specifies the roles and responsibilities that are delegated when serving as an authorizing signer on a Foundation fund and requires that each individual assigned this role certify their understanding of the responsibilities and their knowledge of the policies and procedures as contained in this guide. The form should be returned to the SR administrator as soon as possible. Until the form is returned, only the PI is authorized to incur expenses on the fund. (See Section II. F. Expenditure Processing).