| Award Set-Up and Activation | Activity: - Issue congratulations email and Send Grant/Contract Set up Notification to PI notifying PI of receipt of award and provide copy of award. Oversight: Sponsored Programs Admin. (Post award)
- Assign and set up a fund/project and prepare a budget load. Oversight: Sponsored Programs Admin. (Post award), CSUSB Accounting Services (Auxiliary or State General)
- Collect/request signature sheets and all applicable compliance forms to be completed by PI. Oversight: Sponsored Programs Admin. (Post award), PI
- Conduct PI orientation. Oversight: Sponsored Programs Admin. (Post award), PI, UEC Human Resources (HR)
- Review terms and conditions for reporting requirements and other compliance. Oversight: Sponsored Programs Admin. (Post award), PI
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| Hire/Pay People | Activity: - PI to initiate recruitment and appointment process with sufficient lead time by completing Position Vacancy Requests (PVR) according to budget. Notes: HR will initiate hiring documents for new hires. Oversight: PI, UEC Human Resources (HR)
- Prepare Personnel Transaction Report (PTR) for new hire or labor allocation changes. Oversight: PI, UEC Human Resources (HR)
- Onboarding new employees. Notes: Employees will have to complete new hire paperwork. Oversight: UEC Human Resources (HR)
- Submission and processing of timesheets. Faculty Overload must be entered in the Faculty Additional Pay Portal (FAP). Notes: Payee needs to initiate FAP request. Oversight: PI, Department/College
- Issue paychecks and W-2's. Oversight: UEC Payroll
- Termination PTR's. Oversight: PI, UEC Human Resources (HR)
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| Managing Your Award | Activity: - Initiate prior approvals for changes to project (e.g., scope of work, PI, re-budgeting, no cost extensions, etc.) with sufficient lead time. Notes: Work with RA for required documentation. Oversight: PI
- Review, approve and submit requests to the sponsor. Notes: Work with RA for required documentation. Oversight: Sponsored Programs Admin. (Post award)
- Initiate cost transfer requests. Oversight: PI
- Review, approve and complete cost transfer request. Oversight: Sponsored Programs Admin. (Post award), CSUSB Accounting Services (Auxiliary or State General)
- Use financial reports to monitor and audit costs for allowability and oversee project budgets against expenditures. Coordinate resolution of issues on deficit reports. Oversight: Sponsored Programs Admin. (Post award), PI, Department/College
- Identify cost share requirements as per terms and conditions of the sponsored award. Collect documentation from Contributors and submit to research analysts (RA). Oversight: PI
- Review and approve cost share documents and post to the financial system. Oversight: Sponsored Programs Admin. (Post award)
- Cost share - Report approved cost share to sponsoring agency. Oversight: Sponsored Programs Admin. (Post award), CSUSB Accounting Services (Auxiliary or State General)
- Release Time - Identify release time and match requirements as per the terms and conditions of the award. The college department initiates the release time contract based upon budget and notification from PI and sends it to the research analyst. Oversight: PI, Department/College
- Release Time - Review and approve release time contract and notify college to generate request for invoice. Notes: State Accounting Services will generate a monthly CSUSB invoice and send it to PI. Oversight: Sponsored Programs Admin. (Post award)
- Release Time - Generate CSUSB invoice and send it to PI, requestor, Accounts Payable and SPA. Notes: AP will automatically pay the release time invoice. Oversight: CSUSB Accounting Services (Auxiliary or State General), CSUSB Accounting Services Accounts Payable ( AP)
- Effort Reporting - Generate report and send it to PI. Oversight: Sponsored Programs Admin. (Post award)
- Effort Reporting - PI review and add any additional effort not on the report and return to the research analyst for review. Oversight: Sponsored Programs Admin. (Post award), PI
- Effort Reporting - Review report and return to PI for signature. PI certifies reports by signing and returns to the research analyst. Oversight: Sponsored Programs Admin. (Post award), PI
- Effort Reporting - Research analyst records information as necessary. Oversight: Sponsored Programs Admin. (Post award)
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| Spending Grant Funds | PLEASE NOTE - All requests for payment will be reviewed by the RA for budget and allowability prior to sending request to AP for payment processing |
| 1. PO Requisitions | Activity: - Enter PO requisitions. Oversight: PI
- Approve PO requisition. Oversight: Department/College,
- Convert requisition to PO & send to vendor. Oversight: UEC Business Office
- Issue payment to the vendor. Oversight: CSUSB Accounting Services Accounts Payable ( AP)
Sponsored Programs Admin. (Post award) |
| 2. Travel - CONCUR | Activity: - Concur - travel - PI Inputs travel request & files travel claim. Note: RA will approve travel requests and expense claims prior to sending to RA for payment processing. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP)
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| 3. Equipment | Activity: - Equipment -PI enters PO requisition (over $5k threshold). Sensitive equipment (computer/software) -PO requisition (to include the ICT approval from IT). Note: RA will approve PO requisition, UEC Business Office converts requisition to PO & send to vendor, AP will process vendor invoice for payment. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP)
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| 4. Campus Corporate CARD | Activity: - CCard - PI requests a new card through CONCUR and attends required training. Note: Required training is offered by the State Procurement office. RA will approve the request for Ccard. Oversight: PI
- CCard - PI reconciles statements in Concur monthly. Note: Processing occurs through the Concur workflow. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP).
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| 5. General Purchases | Activity: - General purchases (Supplies, Follet, Chartwells, etc.) by PO requisition or disbursement. Note: RA will approve expenses prior to sending to AP for payment processing. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP).
- Office depot/Staples -Request account. Oversight: Sponsored Programs Admin. (Post award), UEC Business Office
- Office depot/Staples - Set up account. Oversight: UEC Business Office
- Office Depot/Staples -PI makes purchases on the website and the research analyst will approve orders on the website. Note: RA will approve expenses and process through direct pay. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP).
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| 6. Independent Contractors | Activity - Independent Contractors -PI submit Independent Contractor Determination form with scope, budget, and W9 to Accounts Payable for approval (prior to services rendered). Oversight: PI
- Independent Contractors -Approve Independent Contractor. Oversight: CSUSB Accounting Services Accounts Payable ( AP).
- Independent Contractors - PI collects invoice and Independent Contractor payment form. Note: RA will approve expenses prior to sending to AP for payment processing. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP).
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| 7. Research Incentives | Activity - Research Incentives - PI purchases the incentives (advance can be issued if needed). Oversight: PI
- Research Incentives - PI submits proof of disbursement of incentives to participants (sign out list) and receipts to the research analyst. Note: RA will approve expenses prior to sending to AP for payment processing. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable (AP).
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| 8. Participant Support | Activity - Participant support (student stipends) RA will work with PI to complete Item Type Request form for Financial and Aid and Student Financial Services. Note: RA will submit to Financial Aid and Student Financial Services for set up in the financial system. Oversight: Sponsored Programs Admin. (Post award), PI
- Participant Support (student stipends) PI completes Financial Aid payment request form and submit to research analyst. Oversight: PI
- Participant Support (student stipends) Review pay request and submit to Financial Aid for processing. Note: Participant Support (student stipends) Review pay request and submit to Financial Aid for processing. Note: State Accounting Services will generate a monthly CSUSB invoice and send it to PI. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services (Auxiliary or State General)
- Participant Support (student stipends) PI reconciles invoice to pay request and sends approved invoice to Research Analyst. Note: RA will approve expense prior to sending to AP for payment processing. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP)
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| 9. Campus Services | Activity: - Campus Services (mail, duplicating, phones, etc.) Determine if campus XR account or CB# will be needed. Note: RA will complete an account set up request and send it to the State General accounting for set up. Oversight: Sponsored Programs Admin. (Post award), CSUSB Accounting Services (Auxiliary or State General)
- Campus Services - PI requests services from mailroom/duplicating/phones as needed. Note: State Accounting Services will generate a monthly CSUSB invoice and send it to the project. Oversight: PI
- Campus Services -PI approves invoice and attaches back up as required and submits via the direct pay portal. Note: RA will approve expenses prior to sending to AP for payment processing. Oversight: PI, Sponsored Programs Admin. (Post award), CSUSB Accounting Services (Auxiliary or State General)
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| Subawards(SA) Contract for Services (GT) | Activity: - Submit Request for Subaward/Contract to research analyst and supporting documents. Oversight: PI
- Review Subrecipient Commitment Form(if applicable), Scope of Work, Budget, W-9. Note: RA will make determination as to Subrecipient vs. Contractor (per 2 CFR Part ยง200.330). Oversight: Sponsored Programs Admin. (Post award)
- Prepare, negotiate, and sign subawards/contracts. Note: Perform the subrecipient risk analysis. Oversight: Sponsored Programs Admin. (Post award)
- Prepare purchase requisition if exceeds $10k threshold cumulatively - applicable quotes or sole source - (GT only). Oversight: PI
- Oversee programmatic aspects of subaward/contract - collect/review programmatic and/or evaluation reports. Oversight: PI
- Review and approve subaward/contract invoices. Note: RA will approve expenses prior to sending to AP for payment processing Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services Accounts Payable ( AP)
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| Accounts Receivable (Invoice & Financial Reporting) | Activity - Prepare and submit the invoice, financial report or cash draw to sponsor, including reported cost sharing and program income. Note: Auxiliary Accounting Services will receive and deposit payments from sponsors and monitor and pursue the collections of overdue payments from sponsors. Oversight: CSUSB Accounting Services (Auxiliary or State General)
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| Program Reports | Activity: - Prepare and submit timely program reports following sponsor guidelines. Oversight: PI
- Provide a copy of all reports submitted to SPA along with submission confirmation (include submission date). Oversight: PI
- Maintain a copy of program reports. Oversight: Sponsored Programs Admin. (Post award), PI
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| Project End and Closeout | Activity: - Ensure all appropriate expenditures have been posted to ledgers, and all costs are allowable and consistent with award terms and conditions. Oversight: Sponsored Programs Admin. (Post award), PI
- Resolve outstanding issues (e.g., unspent funds, fund deficits, encumbrance balances, etc.) before preparation of final invoice and financial report. Notes: Upon request, PI will provide information necessary to complete final invoicing and financial reporting (e.g. cost sharing, program income, task reports, etc.). Oversight: Sponsored Programs Admin. (Post award), PI
- Prepare and submit final invoice and financial report to sponsor, including cost sharing and program income. Oversight: CSUSB Accounting Services (Auxiliary or State General), PI
- Complete separation PTR's for all personnel and initiate vacation pay out if applicable. Oversight: PI
- Ensure that all final programmatic reports have been submitted to the sponsor. Oversight: Sponsored Programs Admin. (Post award), PI
- Ensure that all final invention/patent/equipment reports have been submitted to the sponsor. Oversight: Sponsored Programs Admin. (Post award), PI
- Maintain project documents for sponsored projects. Oversight: Sponsored Programs Admin. (Post award), PI
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| Audits | Activity: - Assist internal and external auditors as needed. Oversight: Sponsored Programs Admin. (Post award), PI, CSUSB Accounting Services (Auxiliary or State General), UEC Payroll, UEC Human Resources (HR)
- Coordinate all internal/external audits of contracts and grants-related transactions (federal and non-federal) and prepare responses to internal/external auditors. Oversight: Sponsored Programs Admin. (Post award), CSUSB Accounting Services (Auxiliary or State General)
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