Fund Setup

A new (5 ledger fund) is created for each new grant/contract award. If the request to establish a TCF gift fund or campus/ community program funds is approved, a new fund is created in the Foundation’s finance system. During the fund set up process, information such as project start and end dates, project title, and sponsoring agency is entered into the finance system. In addition, for grant/contract awards and some internally funded awards, the awarded budget is coded and input into the finance system so spending can begin. The SRA grant specialist use this information as they review requests for reimbursements, purchase orders, and other payment documents submitted by the PI and their staff.

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Campus and Community Programs (9-ledger fund) are initiated upon receipt of a Fund Request/Operating Agreement for Campus and/or Community Program 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 SRA, risk management (if applicable), and SDSU’s Office of Business and Financial Affairs prior to establishing a fund in the 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 1059 and in the Integrated CSU Administrative Manual (ICSUAM), policy number 13680.0 Placement and Control of Receipts for Campus Activities and Programs. Back to Top

Designated funds (2-ledger) are setup and managed by SDSU Research Foundation financial services staff. The request is then authorized by the associate directors, controller, or chief financial officer.

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New gift and scholarship funds are set up through The Campanile Foundation (TCF). The TCF fund 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 SDSU Research Foundation director of SRA prior to establishing a fund in the Foundation’s finance system.

The PI and designated project staff can access this information via MyRF, the online, web based financial reporting system. 

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For all new funds, regardless of fund type, the PI must complete the online Signature Authority process to begin spending. The PI will receive an email message when a new fund has been established. The message includes the fund information, contact information for the SRA grant specialist, and instructions on how to accept signature authority. The PI must accept signature authority and have an Expenditure Authority Agreement on file to start spending. The PI can also authorize additional signers on the fund. Each designated signer will receive an email message with instructions on how to complete the process.

The Expenditure Authority Agreement is only signed one time for each authorized signer. This agreement is used to verify signatures on all disbursement requests, purchase orders, and other payment requests, submitted to SRA for approval. The agreement also specifies the roles and responsibilities that are delegated when serving as an authorizing signer on a SDSU Research Foundation fund and requires everyone assigned to this role certify their understanding of the responsibilities and their knowledge of the policies and procedures contained in the Project Administration Guide. Ultimately, the PI remains the primary individual responsible for both the programmatic and fiscal integrity of the project, even when signature authority has been delegated to others. See Section II. 7. 1 Expenditure Processing.

More information on fund setup can be found at: Fund Setup

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