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Our office provides the following services for grants and contracts awarded to CSUF:
Notice of Award
Our office prepares a Notice of Award & Control Record for each sponsored project
once we receive documentation from the sponsor that a grant, contract or cooperative
agreement has been awarded. In the NOA & Control Record, we set forth the budget
and terms and conditions of the award. We send this information electronically to
the PI, the relevant chair of the department and dean of the college for which the
PI works.
Approving Travel Expenses
Our office approves all travel advances and travel reimbursements for sponsored
accounts. The procedures and forms for travel can be found here.Travel Form
Approving Check Requests and Purchase Orders
Our office approves all check requests and purchase orders for goods and services
on sponsored accounts. The check request form and procedures can be found here;
and the purchase order form and procedures can be found here.
Check Request Form
Purchase Order
Account Director’s Reports
Our office sends Monthly Account Director’s Reports, which contain information as
to all transactions in the account for a given month. We send these reports during
the second week following the close of the month. The monthly Account Director’s
Reports are one of the most important tools a PI has to determine project status.
Budget Reallocations
Our office approves all budget reallocations that do not require sponsor approval.
Often a budget reallocation is needed to shift funds among various categories due
to overages. A determination is made as to which of the existing budget categories
has a shortfall in funds and which categories have surpluses that can be reassigned.
The PI should contact the coordinator assigned to the account to help with a budget
reallocation. The coordinator will determine if the budget reallocation requested
is in compliance with sponsor regulations. If the coordinator determines that the
award considerations are met, the request will be approved.
Expense Reallocations
Our office occasionally approves expense reallocations if such a request is in compliance
with sponsor regulations. A PI may need to move an expense that has already been
posted into or out of an account. Justification for this type of transaction includes,
but is not limited to, an error in coding, or an expense that was later found to
be unallowable. The PI should contact the coordinator assigned to the account immediately
upon becoming aware of an error.
No-Cost Extensions
Our office will provide information regarding the necessary procedures (specific
to a PI’s account) to follow in order to request a no-cost extension. Within the
last several months of an award period, the PI must consider whether additional
time will be necessary to accomplish all activities of the project. If additional
time is needed and sufficient funds remain (note that additional time to merely
exhaust remaining funds is not considered a valid reason for extension), the PI
may request a no-cost extension from the sponsoring agency. In general, no-cost
extensions must be requested from a sponsor and an approval must be received in
writing. The PI should contact the coordinator assigned to the account to request
information specific to the award.
Billing and Invoicing
Our office invoices sponsors based on the terms and conditions of the award. We
track all funds received and monitor all outstanding balances.
Financial Reporting
Our office prepares all financial reports required on sponsored projects. The PI
should work with our office to ensure the information is true and accurate.
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