Project Administration

The administration of sponsored projects requires a collaborative effort between the PI and the Sponsored Research Services (SRS) staff, each with their own unique set of responsibilities. This section outlines the general responsibilities of the PI and the SRS pre- and post-award staff, presents an overview of project management focusing on the role of the PI, and provides the PI and their staff with the policies, documentation and forms needed to manage their projects successfully.

View the quick reference guide to see various activities that occur during the life of a project. See partial Partial List of Forms and information available through the website.

1. Responsibilities of All Parties Involved in the Administration of a Project
   1. Definition/Role of the Principal Investigator (PI)
   2. Role of the Sponsored Research Development (SRD) Specialist
   3. Role of the Sponsored Research Contract Services (SRCS) Analyst
   4. Role of the Sponsored Research Administration (SRA) Grant Specialist
   5. Role of the SDSU Administration
2. Proposal Routing
   1. Electronic Proposal Routing Form
   2. Budget Preparation and Review
3. Types of Funds
   1. Sponsored Projects (5-ledger funds)
   2. Self-Support Funds (9-ledger funds)
   3. Designated Funds (2-ledger funds)
   4. Gifts (C-ledger funds for The Campanile Foundation)
4. Fund Setup
   1. Sponsored Projects (5-ledger funds)
   2. Campus and Community Programs (9-ledger fund)
   3. Designated Funds (2-ledger funds)
   4. Gifts (C-ledger funds)
   5. All Other Funds
5. Award Analysis Procedure
6. Understanding Project Budgets
   1. Banner Terminology
   2. Components of the Budget
   3. Access to Financial Data
7. Expenditure Processing
   1. Signature Authorization
   2. Electronic Signatures/Approvals
   3. Additional Authorization (One-Up Authorization) Policy
   4. Criteria for Determining the Allowability of Expenditures
   5. Cost Transfers, Payroll Redistribution or Reallocation of Charges
   6. Specialized Categories of Expenditures
8. Rebudgeting and Other Changes to the Project
   1. Changes That May Require Prior Sponsor Approval or Formal Notification
   2. Rebudgeting
   3. Changes in Objectives or Scope
   4. Change of Key Personnel
   5. PI Effort
   6. New Subagreements
   7. Participant Support Costs
   8. Administrative and Clerical Salaries
   9. Significant Rebudgeting
   10. Carryover of Unobligated Balances
   11. No-Cost Extension
9. Reporting Requirements
   1. Program/Progress/Technical Reports
   2. Financial Reports
10. Other Compliance Issues
    1. Cost-sharing
    2. Program Income
    3. Credit Card Processing and Security Policy - Merchant Services Policies and Procedures
    4. Effort Reporting Procedures
    5. Export Controls
    6. Information Assets Acceptable and Responsible Use Policy
    7. Electronic Approvals
    8. Password Security
    9. Secure Account Usage / Password Protection Standards
    10. Data Classification and Handling Policies
    11. Compliance with Award Specific Security Requirements
    12. E-Mail Services
    13. Intellectual Property
    14. Research Integrity/Regulatory Compliance
    15. Animal Care and Use Program
    16. Biological Safety Program
    17. Conflict of Interest
    18. Human Research Protection Program
    19. Responsible Conduct of Research
11. Fund Closeout
    1. Closing Cost Reimbursable Sponsored Research Funds (5-ledgers)
    2. Closing of Fixed-Price Contracts (5-ledgers)
    3. Close out of Campus and Community Programs (9-ledgers)
    4. Close out of Campanile Funds (C-ledgers)
    5. Close out of Research Support Funds (2-ledgers)
12. Risk Management
    1. Property and Casualty Insurance - (Liability Insurance)
    2. SDSU Research Foundation Vehicle Insurance
    3. Crime Insurance
    4. Wrongful Acts
    5. Workers' Compensation/Special Services
    6. Loss Prevention
    7. Premium Allocations and Deductibles
    8. Certificates of Insurance/Additional Insured
    9. Vendor / Subcontractor Minimum Insurance Requirements
    10. Ground Transportation Vendor / Subcontractor Minimum Insurance Requirements
    11. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
    12. Foreign Travel
    13. Property Control
    14. Service of Subpoenas and Warrants
    15. Driving on SDSU Research Foundation Business Policy