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Undergraduate researcher Jessica Phan and Dr. Kevin Sinchak (CSU Long Beach) present results at the 2016 Symposium
Grants Administration

Questions about CSUPERB grant administration can answered via email (csuperb@mail.sdsu.edu) or by calling the program office (619-594-2822).

Budget Guidelines

These budget guidelines pertain specifically to CSUPERB's seed grant programs: Curriculum Development, Joint Venture, New Investigator and Research Development. See individual Requests for Proposals (RFPs) to find budget information for other CSUPERB grant programs.

  • Faculty Salary - Proposals should indicate how much time each faculty/key personnel will spend on the project and when s/he will be working on the project. Faculty salary budget up to $5000 per individual is allowed, including fringe, for academic year release time, academic year additional employment, or summer salary. 
  • Student Salary - Proposals should identify students by name where possible, indicate the student's status (undergraduate or graduate student), the hourly salary rate, the number of hours each student will dedicate to the project, and whether they will be working during the summer and/or academic year. Student salaries proposed and paid should comply with amounts determined by your campus human resources department. CSUPERB will not approve any salary or rate in excess of campus limitations. It is the applicant's responsibility to ensure funds paid to students are not in conflict with these limitations or any others set by graduate or undergraduate programs with which the student may be involved. CSUPERB funds cannot be used to supplement pay for effort if the student is already receiving payroll from another source. Employment of foreign nationals is limited to individuals who meet the conditions set by applicant's campus human resources department policies regarding eligibility to receive compensation in the United States.
  • Travel - Travel to professional meetings is not allowed using CSUPERB seed grant funds. CSUPERB's Travel Grants Program is designed to cover those costs.
  • Facilities and Administrative (F&A or Indirect) Costs - CSUPERB grants are issued as a result of an internal competition within the CSU and are not subject to Facilities and Administrative (F&A), or indirect, costs. F&A costs are not allowed as a grant-funded expense in proposals submitted in response to RFPs from programs, like CSUPERB, that receive the majority of their support from legislatively appropriated funds, CSU lottery funds or student fees (including State University fees). The F&A foregone at the campus/auxiliary's federally negotiated off-campus rate may be shown as cost match on the proposal. This amount may be used by the auxiliary or enterprise fund as an offset to the university's cost allocation plan, in accordance with E​​O 753/1000.​

Transfer of Grant Funds Upon Award

Grant funds (with the exception of Faculty and Student Travel Grants) will be transferred via a Cash Posting Order (CPO) in the year in which the grant is awarded unless otherwise agreed upon with the CSUPERB program office. Funding for projects involving animal or human subjects will not be transferred until CSUPERB has received confirmation of IACUC or IRB approval from the Principal Investigator's (PI's) campus. The PI's campus may be able to assist in making purchases or paying personnel before funds reach the campus, since the fiscal officer in the college or department office will be informed of pending CSUPERB grants. Please note that CSUPERB grant funds are State funds and should be spent within State accounts and regulations. The PI and the PI's campus are responsible for carrying over CSUPERB grant funds between State of California fiscal years.

 

Post-Award Grant Correspondence

The CSUPERB program office will refer to a grant by its title post-award,so please use the correct and full grant title in all correspondence and reports. Note that all post-award correspondence is sent only to the PI. It is the responsibility of the PI to forward information to any Co-PIs or key personnel.

 

Post-Award Grant Changes

Budget Adjustment Request – Budget A​djustment Request Form (.doc)

Substantial changes in the budget must be approved by the CSUPERB office before the project plan or operational budget is modified. 

Changes requiring approval are:

  • Moving funds into faculty salary budgets or out of student salary budgets
  • Moving funds into new, not previously proposed, or unapproved line items or categories*
  • Changes greater than 25% of a specific item within a budget category*
  • Changes greater than 25% within a budget category, when moving funds from one budget category to another*

* The five budget categories are: 1. Salaries, 2. Equipment, 3. Supplies/Materials, 4. Travel, 5. Other.

The PI should submit a budget adjustment request (BAR) to the CSUPERB grants official listed on the BAR form. The BAR should include dollar amounts of requested changes and names of all personnel involved in salary changes, if known. Additional documentation such as a letter from the chair or dean may be requested by CSUPERB, if applicable. Requests to move funding out of a student salary line item should be well-justified and should explain how students will remain involved in the project. Requests to fully remove student involvement on a project will be approved only in rare instances. Changes to Entrepreneurial Joint Venture Cost Match amounts should be submitted on the CSUPERB Grant Change Request Form (described below).

Requests to purchase any item that was not approved for funding in the proposal review process will not be considered without strong supporting justification. In addition, PIs should not purchase personal computers with CSUPERB funds unless specifically requested in the proposal and approved by the review panel.

Any remaining unused grant funds should be returned to CSUPERB upon submission of grant final report.

Grant Extension Request – Grant Change Request Form (.doc)

Due to the relatively small size of CSUPERB grants and length of the original grant period (18 months), extension approvals are rare. Investigators wishing to request an extension should include in their justification:

  • Reason the project cannot be completed within the original 18-month grant period
  • What parts of the project plan remain incomplete
  • Whether the extension will require a significant change in the original project plan
  • How the extension will affect the timeline/milestones
  • What impacts the extension will have on the project budget

Final Grant Reporting​

Seed GrantsGrant Final Report Form (.doc)

Curriculum Development, Joint Venture, New Investigator and Research Development grantees must submit a final report within 90 days of their grant end date. A delinquent report may jeopardize future funding from CSUPERB. Once completed, submit final report to csuperb@mail.sdsu.edu. CSUPERB PIs are also responsible for submitting Long Term Impact Reports for three years following the submission of the Grant Final Report. Each year CSUPERB will contact the PI with the Long Term Impact Report template.

Faculty and Student Travel GrantsFaculty Travel Grant Report Form or Student Travel Grant Report Form​ (.doc)

Recipients of Faculty and Student Travel Grants must submit their grant report within 30 days of returning from their trip. If the trip occurred prior to receiving an award, the grantee should submit their report within 30 days of the award notification. Once completed, submit the final report to csuperb@mail.sdsu.edu.

Howell-CSUPERB Research Scholars and Presidents' Commission Scholars

Recipients of scholarships to these two programs will receive communications from the CSUPERB program office with instructions for completing their report/s via our web-based reporting tool.​​

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