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PAG Links

  • Table of Contents

  • Foreword

  • About SDSURF

  • Project Administration

  • Purchasing Section

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  • SDSU Policy on Maintenance of Integrity in Research (pages 58-60)

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SDSURF › PAG Table of Contents › Project Administration Section ›  Project Administration Quick Reference Guide

Project Administration 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 (pre-award) The PI works 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 (via InfoEd electronic routing system) 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 2-5 days prior to sponsor deadline. SRD Development Specialist Proposal must be routed and approved prior to submission
Authorization to Expend Funds SRD Development Specialist SDSU Research Foundation Authorization to Expend Funds Initiated before 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 imminent and the project must begin prior to receipt of official award document
Pre-award spending PI Institutional Prior Approval Request Form (IPAR) Within 90 days prior to the start date SRA Grant Specialist (post award) Only applicable for specific types of federally-funded awards
Establish fund number & input budget SRA Grant Specialist N/A (Internal) Upon receipt of award in SR Administration N/A Incomplete compliance requirements will delay receipt of award in SRA
Designate individuals authorized to spend project funds PI Signature Authorization Agreement During initial set up of each fund N/A - process is completed electronically MyRF Access and Signature Authorization Agreement are required
Setup project staff on payroll PI N/A Prior to start of employee appointment Human Resources Business Partner All employee appointments are handled by SDSU Research Foundation Human Resources using the iCIMS software. See PAG Section 6 Human Resources
Initiate new subagreements PI, or SRCC Analyst See Specialized Categories of Expenditures - Subagreements Before subrecipient  begins working SRCC Analyst May require sponsor approval if not included in approved budget
Purchase materials & supplies PI or Authorized Staff Purchase Requisition & Disbursement Request  (See website link below) Purchase Reqs - in advance of purchase; Disbursement Request for reimbursement of purchase SRA Grant Specialist in MyRF See PAG Section 3 Purchasing
Purchase Equipment PI or Authorized Staff Purchase Requisition and Abstract of Quotations if applicable Recommend well in advance of needing equipment SRA Grant Specialist in MyRF Confirm  terms of award for equipment definition and title restrictions with Grant Specialist. See Sections 2. L and Section 3. Purchasing
Purchase materials and supplies via Procurement Card Program PI or Authorized Staff PCard New Cardholder Application As needed Procurement Program Specialist See Pcard Policy and Procedure Manual  (PDF Format, 364 KB)*
Cost-sharing documentation PI and SRA Grant Specialistr Provide original source documentation As expenditures are incurred during life of award SRA Grant Specialistr See cost sharing policy & procedures in Project Administration Section 2..
Travel Expenditures PI or Authorized Staff Disbursement Request Travel Reimbursement Request; Mileage Reimbursement Advance and if applicable, -30 days prior to travel date; Travel Reimbursement within 30 days of travel dates.    SRA Grant Specialist in MyRF Check with the Grant Specialist for sponsor travel restrictions prior to making travel arrangements; See Section 5. Travel.
Misc. cash advances PI or Authorized Staff Disbursement Request (see website link below) Recommend 10 days prior to needing funds SRA Grant Specialist in MyRF Advances must be cleared within 60 days of issuance
Consultants PI or Authorized Staff Independent Contractor Form and Pre-Selection Checklist Before work begins SRA Grant Specialist SDSU employees must be paid through SDSU Research Foundation Payroll; Consulting Agreement may be required for agreements in excess of $5,000. See Section 3.
Fellowship, Scholarship and Stipend Payments PI or Authorized Staff Fee Authorization Request ,Fellowship/Scholarship Payment Request, Notice to Recipients of Scholarships and Fellowships Prior to expenses incurred and/or in accordance with sponsor’s terms and conditions SRA Grant Specialist See Section 2. Item G-5.f Scholarship/Fellowship Payments to Individuals and H. Rebudgeting and Other Changes to the Project.
Technical Reports PI (see reporting requirements by award in PI Profile) Sponsor format Sponsor designated dates (usually annually and/or 60-120 days after end date) Sponsor via agency specified requirements with a copy to SRA Grant Specialist PI responsible for record retention for all technical notes and reports. See Section 2 Reporting Requirements
Budget Adjustments PI Sponsor format or SDSU Research Foundation budget adjustment form Normally prior to exceeding budgeted line item SRA Grant Specialist See Section 2. item H. Rebudgeting and Other Changes to the Project
Carryover of unexpended fund balances PI and SRA Grant Specialist Sponsor format Sponsor designated timeframe (typically 60-120 days after end of budget period) SRA Grant Specialist and/or Sponsor See Section 2. item H. Rebudgeting and Other Changes to the Project


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