Quick Reference Guide
| Activity | Initiated By | Forms to be Completed | Time Frame | Submit To | Special Conditions |
|---|---|---|---|---|---|
| Development and Preparation of Proposal Application | PI | Sponsor format | Varies depending on sponsor requirements, notification of opportunity, etc. | SRD Development Specialist | The PI will work collaboratively with the SRD Development Specialist to ensure guidelines are followed and budget is accurately prepared |
| Approval of Proposal Application | PI | SDSU Proposal Routing Form | Within 5 days prior to proposal submission deadline | SRD Development Specialist | All proposals must be routed and approved prior to submission |
| Submission of Proposal Application | PI with assistance from SRD Development Specialist | Sponsor format | 2-3 days prior to sponsor deadline, or on the deadline date | SRD Development Specialist | Proposal must be routed and approved prior to submission |
| Authorization to Expend Funds | SRD Development Specialist | SDSURF Authorization to Expend Funds | Initiated prior to the receipt of an award and with substantial assurance from the sponsor that the award is in progress | SRD Director | A prior authorization is only considered when the start date of an award is eminent and the project must begin prior to receipt of official award document |
| Pre-award spending | PI | Institutional Prior Approval System Request Form (IPAS) | Within 90 days prior to the start date | Contact your SR Administrator for this form | Only applicable for specific types of federally-funded awards |
| Establish fund number & input budget | SR Administrator | N/A (Internal) | Upon receipt of award | N/A | |
| Identify individuals authorized to spend project funds | PI | Signature Authorization Form | During initial set up of project | SR Administrator | Until form is returned, only the PI is authorized to incur expenses on the fund |
| Setup project staff on payroll | PI | Temporary Employee Appointment Form; (Word Format, 429 KB)* PAS sheets; Faculty Workload form for Reimbursed Time; New Hire forms to be completed by employee. | Prior to start of employee appointment | SR Administrator | All benefited positions are handled by SDSURF Human Resources using the Online Recruitment System (ORS) |
| Initiate new subagreements | PI or Administrator | See Specialized Categories of Expenditures - Subcontracting | Before subrecipient begins working | SRCC Director | May require sponsor approval if not included in approved budget |
| Purchase materials & supplies | PI or Authorized Staff | Purchase Requisition Standard Form (Excel Format, 21KB)* or Purchase Requisition Expanded Form (Excel Format, 22KB)* Check Request Standard Form (PDF Format, 386KB)* or Check Request Expanded Form (PDF Format, 386KB)* |
Purchase Reqs - in advance of purchase; Check Request for reimbursement of purchase | SR Administrator | See Purchasing |
| Purchase Equipment | PI or Authorized Staff | Purchase Requisition Standard Form (Excel Format, 21KB)* or Purchase Requisition Expanded Form (Excel Format, 22KB)* or and Abstract of Quotations(Word Format, 398 KB)* if applicable |
Recommend well in advance of needing equipment | SR Administrator | Check terms of award for equipment definition and title restrictions; SDSURF’s risk manager must be notified for insurance purposes. See Sections Risk Management and Section Purchasing |
| Purchase materials and supplies via Procurement Card Program | PI or Authorized Staff | Pcard Remittance Form (PDF Format, 335 KB)* | As needed | Procurement Program Administrator MC-1947 | See Pcard Policy and Procedure Manual (PDF Format, 364 KB)* |
| Cost-sharing documentation | PI and SR Administrator | Provide original source documentation | As expenditures are incurred during life of award | SR Administrator | See cost sharing policy & procedure. |
| Travel Expenditures | PI or Authorized Staff | Check Request Standard Form (PDF Format, 386KB)* or Check Request Expanded Form (PDF Format, 386KB)* Travel Reimbursement Request 2012 Standard (Excel Format, 121 KB)* Travel Reimbursement Request 2012 Expanded (Excel Format, 119 KB)* Mileage Reimbursement 2012 Standard (Excel Format, 33 KB)* Mileage Reimbursement 2012 Expanded (Excel Format, 33 KB)* |
Advance and if applicable, Foreign Travel Questionnaire -30 days prior to travel date; Travel Reimbursement Request 2012 Standard (Excel Format, 33 KB)* - within 30 days of travel dates. | SR Administrator | Check for sponsor travel restrictions prior to making travel arrangements; See Travel. |
| Misc. cash advances | PI or Authorized Staff | Check Request Standard Form (PDF Format, 386KB)* or Check Request Expanded Form (PDF Format, 386KB)* | Recommend 10 days prior to needing funds | SR Administrator | Advances must be cleared within 60 days of issuance |
| Consultants | PI or Authorized Staff | Independent Contractor Form (Excel Format, 51 KB)* Temp Employee Appointment Form; (Word Format, 429 KB)* Special Pay Form; (Word Format, 433 KB)* |
Before work begins | SR Administrator | CSU employees must be paid through SDSURF Payroll; Consulting Agreement may be required for agreements in excess of $5,000 |
| Rebudgeting of funds | PI or SR Administrator | Sponsor format | Prior to exceeding budgeted line items | SR Administrator | See Rebudgeting and Other Changes to the Project |
| Technical Reports | PI | Sponsor format | Sponsor designated dates (usually 60-90 days after end date) | Sponsor with copy to SR Administrator | PI responsible for record retention for all technical notes and reports. |
| Carryover of unexpended fund balances | PI and SR Administrator | Sponsor format | Sponsor designated - typically submitted with final financial report 60-90 days after end of budget period | Sponsor | See Rebudgeting and Other Changes to the Project |
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