i. The Electronic Proposal Routing Form
ii. Budget Preparation and Review

Every proposal submitted by the research foundation on behalf of the university must be approved by university and research foundation officials to ensure compatibility with the university’s mission and basic research and education policies. The approval process is initiated using SDSURF’s InfoEd system-to-system software, which includes electronic routing capability. Each proposal routed contains significant information regarding the project. Materials included in the electronic routing process are at a minimum, an electronic routing form a draft budget and narrative.

i. The Electronic Proposal Routing Form

The sponsored research development department utilizes an electronic checklist/authorization form. Prior to sending out a proposal, the PI, working with the development specialist, must ensure that all required information is completed on the e-form. The e-form, along with a draft budget and narrative, is reviewed and approved by her/his dean, the research foundation, and the director of the division of research affairs. If the proposal meets certain other criteria, it must also be reviewed and approved by the vice president for business and financial affairs.

Electronic routing should be initiated as early in the process as possible, preferably as soon as a draft budget and abstract of the proposed project is available. To begin the process, the PI will need to access the InfoEd system; a login can be obtained from the development specialist. Once logged in, he/she will complete the e-routing form, paying particular attention to any mandatory questions or responses included on the e-form. Note: The co-PI’s name is included on the e-routing form and requires the co-investigator’s approval. If affiliated with a different college than that of the PI, approval from the relevant dean must be obtained.

If a PI submits a proposal to a sponsor without the required review and approvals described above, the proposal will need to be processed through proper channels and approved before an award is accepted.

Additionally, certain restrictions or special approvals may be needed depending on the characteristics of the proposal. If additional approvals or notifications are required to comply with federal, state and research foundation regulations, the SRD development specialist will assist the PI in obtaining these approvals.

ii. Budget Preparation and Review

Budgets for proposal applications must comply with sponsor requirements. The budget is usually prepared by the PI and the SR development specialist. The SR development specialist will ensure that the budget is accurate and in compliance. All budgets must be reviewed for fiscal appropriateness and accuracy prior to acceptance of an award.

The majority of agreements received by SDSU Research Foundation are cost-reimbursable; however, periodically a sponsor will agree to pay SDSU Research Foundation a set fee for satisfactory completion of contracted services or submission of deliverables. The determination of the fee should be negotiated based on the best estimate by the PI of the costs necessary to perform the services being contracted. The budget should include recovery of the full facilities and administrative costs (F&A) applicable to the type of award based on SDSU Research Foundation’s federally negotiated F&A rates. Any requests for a waiver or reduction of the full rate must be approved in writing by the PI’s dean and the vice president for research.

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