| 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 SRCS Analyst |
See Specialized Categories of Expenditures - Subagreements |
Before subrecipient begins working - SRCS 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 Risk Management 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 Specialist |
Provide original source documentation |
As expenditures are incurred during life of award - SRA Grant Specialist |
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. 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 |
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