SDSU Research Foundation Project Administration Guide

A guide for project directors, principal investigators and their staff that broadly covers SDSURF's policies and procedures.

Foreword

This Project Administration Guide (PAG) is designed to inform project directors, principal investigators, and their staff about San Diego State University Research Foundation (SDSU Research Foundation or SDSURF) and its operating procedures.

The PAG broadly covers those policies and procedures that most directly affect your work and serves as a general reference only. For details not provided, you are encouraged to contact the Sponsored Research Administration (SRA) grant specialist who has been assigned to provide your project with administrative support.

SDSU Research Foundation reserves the right to modify any of the policies or procedures in the PAG at any time. Future SDSU Research Foundation policies and procedures, including changes to those presented here, will be made available as updates occur.

Comments and questions concerning the PAG are welcome at any time.

Michèle G. Goetz
Associate Vice President and Chief Executive Officer
SDSU Research Foundation

Table of Contents

I. SDSU RESEARCH FOUNDATION
  1. Background and Overview
  2. Board of Directors
  3. SDSU Research Foundation Management
  4. Public Records Requests
  5. General Information Requests

  1.  
II. PROJECT ADMINISTRATION
  1. Responsibilities of All Parties Involved in the Administration of a Project
  2. Proposal Routing
  3. Types of Funds
  4. Fund Setup
  5. Award Analysis Procedure
  6. Understanding Project Budgets
  7. Expenditure Processing
  8. Rebudgeting and Other Changes to the Project
  9. Reporting Requirements
  10. Other Compliance Issues
  11. Fund Closeout
  12. Risk Management
  1. Conflict of Interest
  2. Employee/Vendor Relationship Policy
  3. Supplier Diversity Program
  4. Small Business Subcontracting Program
  5. EPA Grants: Use of Small and Minority Businesses
  6. Purchasing Requirements
  7. Return of Materials
  8. Radiation Safety
  9. Drug Enforcement Administration (DEA) Controlled Substances
  10. Animals
  11. Information Technology Resources (ITR) Cloud Storage & Services
IV. ACCOUNTS PAYABLE
  1. Accounts Payable
  2. Processing Payments to Independent Contractors
  3. Processing Non-payroll Payments to Nonresident Aliens
  4. Processing Payments to Foreign Entities or Persons
  5. Specialized Categories of Expenditures
  6. Procurement Card (PCard) Program
V. TRAVEL
  1. Transportation
  2. Lodging
  3. Travel Advances
  4. Other Expenses
  5. Travel Allowances for Travel Within the Continental United States
  6. Travel Allowances for Travel Outside the Continental United States
  7. Receipts
  8. Travel Expense Claim
  9. Travel Reimbursements for Nonresident Aliens
  10. Special Travel Situations
VI. HUMAN RESOURCES
  1. Hiring and Employment Procedures
  2. Compensation and Benefits
  3. Performance Reports
  4. On the Job Injuries
  5. Important Policies
  6. Verification of Employment and Letters of Reference
  7. Human Resources Records
  8. Lay-off Due to Funding Changes
  9. Employee Separation Documentation
  10. Discipline and Discharge
  11. Mandated Trainings
  12. Open Door Policy
  13. Attendance
  14. Safety
  15. Workplace Security and Anti-Violence
  16. Proprietary Information
  17. Employee Dashboard
VII. Payroll
  1. OASDI and Medicare Contributions
  2. Federal Income Tax Withholding
  3. California State Income Tax Withholding
  4. Out-of-State Income Tax Withholding
  5. Nonresident Aliens
  6. Payment Schedules
  7. Release of Payroll Checks
  8. Replacement Checks
VIII. Integrity in Research
IX. Sales Use Tax
Gateway Building

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