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:
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.
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 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 has been officially executed by the Research Foundation and the Independent Contractor.
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.
Additional Reporting Chart-fields: Program and Class.
|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|