FOREWORD

1. SDSU RESEARCH FOUNDATION
   1. Background and Overview
   2. Board of Directors
   3. SDSU Research Foundation Management
      1. Financial Services
      2. Facilities Planning and Management
      3. Sponsored Research Services (SRS)
      4. Office of Communications
      5. Information Systems
      6. Human Resources
   4. Public Records Requests
   5. General Information Requests
2. PROJECT ADMINISTRATION
   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 and Compliance (SRCC) 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
3. PURCHASING
   1. Conflict of Interest
   2. Employee/Vendor Relationship Policy
   3. Supplier Diversity Program
   4. Small Business Subcontracting Program
      1. Business Categories
      2. Responsibilities of the Small Business Liaison Officer
      3. Subcontracting Plans
   5. EPA Grants: Use of Small and Minority Businesses
   6. Purchasing Requirements
      1. Micro-Purchases of $9,999 and under
      2. Small Purchases of $10,000 - $149,999
      3. Sealed Bids or Competitive Proposals Over $150,000
      4. Sole Source/Brand Name Justification
      5. Change Order
      6. Open Purchase Order
      7. Emergency Purchase
      8. Used, Refurbished, Reconditioned, and Remanufactured Equipment
      9. For Leased, Rented, Loaned or Borrowed Equipment and Vehicles
      10. Campus Services (Purchase Order Required)
      11. Campus Services (No Purchase Order Required)
      12. Other Outside Services Exempt from Purchase Order Process
      13. Use of Personal Credit Cards
   7. Return of Materials
   8. Radiation Safety
   9. Drug Enforcement Administration (DEA) Controlled Substances
   10. Animals
   11. Information Technology Resources (ITR), Cloud Storage & Services
4. ACCOUNTS PAYABLE
   1. Accounts Payable
      1. Miscellaneous Expense Reimbursement - Disbursement Request
      2. Vendor Invoice - Payment Authorization & Disbursement Request
      3. Human Subject/Incentive Payments
      4. California Income Tax Withholding/Non-employee Payments
      5. California Sales/Use Tax
      6. Prepayment
      7. Direct Deposit Disbursements
      8. Reversing and Reissuing a Direct Deposit Disbursement
      9. Distribution of Checks
      10. Replacement Checks
      11. Gift Card Purchases and Reimbursements
   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 Expenditure
   6. Procurement Card (PCard) Program
5. TRAVEL
   1. Transportation
      1. Airlines
      2. Shuttle Bus Service
      3. Automobile Rental
      4. Private Automobile
   2. Lodging
   3. Travel Advances
      1. Obtaining an Advance
      2. Clearing an Advance
   4. Other Expenses
   5. Travel Allowances For Travel Within the Continental United States
      1. Short Term Travel Per Diem Allowance
      2. Conference/Workshop Provided Meals
      3. Long-term Per Diem Allowance
   6. Travel Allowances for Travel Outside the Continental United States
      1. Short-Term Per Diem Allowance - Meals and Incidental Expenses (M&IE)
      2. Travel to Alaska, Hawaii, or the U.S. Territories
      3. Long-term Travel Per Diem Allowance
   7. Receipts
   8. Travel Expense Claim
   9. Travel Reimbursements for Nonresident Aliens
   10. Special Travel Situations
       1. Athletic Travel - Spouse/Domestic Partner and Other Family Members
       2. Travel Reimbursements for Campus Executives
6. HUMAN RESOURCES
   1. Hiring and Employment Procedures
      1. Position Classification
      2. Recruitment and Selection
      3. Moving Allowance Policy
      4. Short-term Positions
      5. Onboarding
      6. Student Exemptions
      7. Additional Employment
      8. Effort Reporting
      9. Employment of Relatives
      10. Evaluating Independent Contractor vs. Employee Status
   2. Compensation and Benefits
      1. Pay Periods
      2. Timekeeping (Submission of time sheet and supervisor approval)
      3. Salaried Employees (Exempt)
      4. Hourly and Student Employees (Non-Exempt)
      5. Meal and Rest Periods
      6. Overtime
      7. Employee Benefits
      8. Vacation
      9. Carryover of Accrued Vacation Benefits
      10. Holidays
      11. Sick Leave
      12. Leaves of Absence
      13. Jury Duty
      14. Bereavement Leave
   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
       1. Discrimination, Harassment, and Retaliation Prevention Program
       2. Gender Equity and Title IX
       3. Mandated Reporter
       4. Understanding Unconscious Bias
       5. Employees Role in Workplace Diversity
       6. Avoiding Conflicts of Interest
       7. Developing Your Business Ethics
       8. Information Security Awareness
       9. Injury and Illness Prevention
       10. Emergencies and Disasters Impact: Workplace Violence
       11. Emergencies and Disasters Impact: Threats from Outside the Workplace
   12. Open Door Policy
   13. Attendance
       1. Notification when Absences are Unavoidable
       2. Tardiness
   14. Safety
   15. Workplace Security and Anti-Violence
       1. Early Warning Signs
       2. Threats of Violence
       3. Imminent Risk of Violence
   16. Proprietary Information
   17. Employee Dashboard
7. PAYROLL
   1. OASDI and Medicare Contributions
   2. Federal Income Tax Withholding
      1. Federal Withholding
      2. No-Tax-Liability Exemption from Withholding
      3. Earned Income Credit Eligibility Notification
      4. Withholding Method
      5. Form 1095-C, Employer-Provided Health Insurance Offer and Coverage Insurance
   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
8. San Diego State University Policy on Maintenance of Integrity in Research
9. Sales Use Tax Guide  (PDF format, 230KB)*

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