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California State University, Long Beach
Office of University Research
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Finalize a Budget

Setting up a Budget

Once ORSP receives the notice of award from the sponsoring agency, the GCA assigned to your project will set up a budget. As the PI, you submitted a budget to ORSP when you were developing your proposal. The GCA will compare the proposal to the award. If there are discrepancies between the proposal budget and the award, the GCA will contact you determine how to revise your budget.

Based on the budget approved by the funding agency, the GCA will:

  • request a chart field string be established in the accounting system.
  • establish a budget in the accounting system that mirrors the awarded budget.
  • create the Delegation of Authority (DOA) form for the new chart field string.
    • The GCA will email the PI a copy of the form and the PI will print the form, sign where required, and obtain any additional signatures (co-PIs and individuals who have been delegated signature authority).
    • The PI will secure a Level 3 (or above) signature to authorize the DOA form.
    • The signed DOA form is sent to University Human Resources, BH 358, MS 0124 for authentication and establishment on line.

 

Setting up a Subcontract

A subcontract is required when a PI has identified a collaborator at another institution, who will conduct some of the research, or contracted work, on a sponsored project. For example, a subcontract would be setup if a $100,000 award from NSF was awarded to Professor Stevens (CSULB), and $37,000 was needed to pay for work to be conducted by Professor Abel at CSU Fullerton. In almost all cases, subcontracts arrangements are planned well in advance and are written into proposals and would be approved by the sponsor upon award. In the event that a subcontract is not pre-approved by the sponsor, immediately consult your GCA in ORSP to ascertain what steps may be needed to secure sponsoring agency approval.

When the need for a subcontract has been identified on an award, the GCA will discuss the subcontract with the PI to assure that the nothing has changed and that a subcontract can be issued. (It is the policy at CSULB that subcontracts be included at the time of proposal. The proposal should have included an approved proposal from the subcontract institution which includes at the minimum: a statement of work to be performed, a budget and budget justification and a signed letter of commitment from an authorized institutional official at the collaborating institution.)

The GCA prepares the subcontract, in accordance with the sponsor's regulations and sends the agreement to the sponsored programs office at the subcontracted PI's institution for them to execute.

The CSULB State PI will typically have little involvement in the preparation and negotiation of the subcontract “agreement” after this point, as most contact will take place between the GCA and the sub-contractor's office of sponsored programs. (The PI does, however, play an important role in the subrecipient monitoring process.)

The CSULB PI and the subcontracted PI will collaborate on the work for the project, as outlined in the Scope of Work that was approved by the sponsor.

Note:

  • Transactions subject to this process are for activities where the subcontractor is performing a “substantive portion of the programmatic work” awarded to CSULB. There are monitoring requirements for subcontractors that the PI must be familiar with.
  • If the entity is solely providing a service to your project (regardless of the cost) acquisition of the service will be requested on a purchase requisition not via a subcontract. This service provider would be considered a vendor and not a subcontractor.
  • If the CSULB PI is being subcontracted to collaborate on research by a colleague at another institution, this is viewed as a regular award by ORSP and is setup in a similar fashion to regular awards granted to ORSP.

 

Hiring Independent Contractors

Periodically, a project may have to acquire the services of an independent contractor when required tasks/services cannot be performed by an employee. An Independent Contractor (also called a consultant) is normally an individual, who is in business for him/herself, and provides technical or professional services or advice. They are not employees of the University or the Research Foundation, in fact, campus employees are not able to be retained or paid as independent contractors. Employees are paid wages and appropriate fringe benefits for performing work or services.

The Independent Contractor policy and procedure Adobe PDF Document provides guidance on how to determine if a service provider can be retained as an independent contractor and the steps to follow to engage an independent contractor.

Independent contractors may not begin providing services until an Independent Contractor Agreement Adobe PDF Document has been officially executed by the Research Foundation and the Independent Contractor.

 

Code your transactions - requirements

The fields and values that provide a common language for classifying an organization’s business transactions are called the Chart of Accounts. The components that make up the chart of accounts and provide it with an overall structure are called ‘Chart-fields’ in PeopleSoft.

  • Fund
    • The fund chart-field is a five-character alphanumeric value which is used to account for specific activities or obligations
    • Identifies the “Where”. Where is the funding source?
    • This is a required field on all transactions.
  • Account
    • The account chart-field is composed of six digits
    • Used to identify the type of activity by classifying them into Assets, Liabilities, Fund Equities, Revenues, and Expenses
    • Identifies the “What”. What is the nature of the transaction?
    • This is a required field on all transactions.
  • Dept Id
    • The department chart-field is a five-digit value
    • Represents the detailed breakdown of campus organization structures
    • Identifies the “Who”. Who is the department being charged or responsible for the transaction?
    • This is a required field on all revenue and expenditure transactions.
  • Project
    • The project chart-field is a 10-character alphanumeric value
    • May be used to identify a discrete set of activities that occurs within a finite time period, though it may span more than one fiscal year.
    • This is a required field on all G Fund transactions.

    Additional Reporting Chart-fields: Program and Class.

    Fund Account Dept Id Project
    G FUND Grant/contract required chart field elements G1234 660003 00013 G123413100
    RS FUND Research stimulation fund required chart field elements RS123 660003 00013
    C FUND Center/Institute fund required chart field elements C0678 660003 00013