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 will work 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 | SDSURF 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 System Request Form (IPAS) | Within 90 days prior to the start date | Contact your 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 | N/A | |
| Identify individuals authorized to spend project funds | PI | Signature Authorization Form | During initial set up of project | SRA Grant Specialist | Until form is returned, only the PI is authorized to incur expenses on the fund |
| Setup project staff on payroll | PI | N/A | Prior to start of employee appointment | Human Resources Business Partner | All employee appointments are handled by SDSURF Human Resources using the iCIMS software. See PAG Section 6 Human Resources |
| Initiate new subagreements | PI, SRA Grant Specialist 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 Standard Form (Excel Format, 21KB)* or Purchase Requisition Expanded Form (Excel Format, 22KB)* Disbursement Request Standard Form (PDF Format, 386KB)* or Disbursement Request Expanded Form (PDF Format, 386KB)* |
Purchase Reqs - in advance of purchase; Disbursement Request for reimbursement of purchase | SRA Grant Specialist | See PAG Section 3 Purchasing |
| Purchase Equipment | PI or Authorized Staff | Purchase Requisition Standard Form (Excel Format, 21KB)* or Purchase Requisition Expanded Form (Excel Format, 22KB)* or And Abstract of Quotations (Word Format, 398 KB)* if applicable |
Recommend well in advance of needing equipment | SRA Grant Specialist | Check terms of award for equipment definition and title restrictions. See Sections 2. L and Section 3. Purchasing |
| Purchase materials and supplies via Procurement Card Program | PI or Authorized Staff | Pcard Remittance Form (PDF Format, 335 KB)* | As needed | Procurement Program Administrator MC-1947 | 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 Standard Form (PDF Format, 386KB)* or Disbursement Request Expanded Form (PDF Format, 386KB)* Travel Reimbursement Request 2018 Standard (Excel Format, 166 KB)* Travel Reimbursement Request 2018 Expanded (Excel Format, 166 KB)* Mileage Reimbursement 2018 Standard (Excel Format, 166 KB)* Mileage Reimbursement 2018 Expanded (Excel Format, 166 KB)* |
Advance and if applicable, Foreign Travel Questinnaire -30 days prior to travel date; Travel Reimbursement Request 2018 Standard (Excel Format, 166 KB)* - within 30 days of travel dates. | SRA Grant Specialist | Check for sponsor travel restrictions prior to making travel arrangements; See Section 5. Travel. |
| Misc. cash advances | PI or Authorized Staff | Disbursement Request Standard Form (PDF Format, 386KB)* or Disbursement Request Expanded Form (PDF Format, 386KB)* | Recommend 10 days prior to needing funds | SRA Grant Specialist | Advances must be cleared within 60 days of issuance |
| Consultants | PI or Authorized Staff | Independent Contractor Payment Authorization Request & Agreement - Standard (PDF Format, 434KB)* | Before work begins | SRA Grant Specialist | SDSU employees must be paid through SDSURF Payroll; Consulting Agreement may be required for agreements in excess of $5,000 |
| Fellowship, Scholarship and Stipend Payments | PI or Authorized Staff | Fee Authorization Request (Word Format, 305 KB)* Fellowship/Scholarship Payment Request; (PDF Format, 348 KB)* Notice to Recipients of Scholarships and Fellowships ; (Word Format, 393 KB)* |
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 with copy to SRA Grant Specialist | PI responsible for record retention for all technical notes and reports. |
| Budget Adjustments | PI | Sponsor format or SDSURF 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 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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