Sponsored Programs Office

Each sponsor and each award has specific reporting requirements. Sponsoring agencies routinely require final reports that may include financial statements, a final technical report, and a final inventory report. Specialized program reports are also typically required.

As PI, you are expected to submit all periodic technical reports (non-financial or costsharing) prior to the reporting date (usually within 90 days of the project's termination date). Copies of these reports must be forwarded to the Sponsored Programs Office (for public funding) or to University Advancement (for private funding). Typically, sponsors will withhold final payments on grants and contracts until all the final reporting requirements are met. Reporting delays can be costly to the University Corporation, as well as to the university. If you fail to submit the required reports on a timely basis, you can also jeopardize future funding from the sponsor or funder for any other member of the CSUMB community.

To assist Principal Investigators (PIs) with grant technical reporting compliance requirements, the Sponsored Programs Office has implemented an automated system for technical report notification and tracking using an online sponsored projects administrative suite, InfoEd. Notification is required by the Chancellor's Office and is consistent with grant-recipient practices throughout the nation.

As an awarded PI or designated support staff (delegate) you will receive email messages with an attachment containing upcoming due dates for required technical reports by your sponsoring agency. If you have any difficulty opening or reading the attachment, or find it is missing data, please contact us immediately.

To learn more about the new grant technical reporting compliance requirements, or how to utilize InfoEd for accessing technical report (deliverables) notices and other grant administrative functions, please attend an InfoEd Open Forum.

As PI, you are expected to submit all periodic technical reports (non-financial or costsharing) prior to the reporting date (usually within 90 days of the project's termination date). Copies of these reports must be forwarded to the Sponsored Programs Office (for public funding) or to University Advancement (for private funding). Typically, sponsors will withhold final payments on grants and contracts until all the final reporting requirements are met. Reporting delays can be costly to the University Corporation, as well as to the university. If you fail to submit the required reports on a timely basis, you can also jeopardize future funding from the sponsor or funder for any other member of the CSUMB community.

To assist Principal Investigators (PIs) with grant technical reporting compliance requirements, the Sponsored Programs Office has implemented an automated system for technical report notification and tracking using an online sponsored projects administrative suite, InfoEd. Notification is required by the Chancellor's Office and is consistent with grant-recipient practices throughout the nation.

As an awarded PI or designated support staff (delegate) you will receive email messages with an attachment containing upcoming due dates for required technical reports by your sponsoring agency. If you have any difficulty opening or reading the attachment, or find it is missing data, please contact us immediately.

To learn more about the new grant technical reporting compliance requirements, or how to utilize InfoEd for accessing technical report (deliverables) notices and other grant administrative functions, please attend an InfoEd Open Forum.

Most awards funded by PUBLIC funders require compliance with one or more regulatory statute: Animal Use & Care, Human Subjects Research, Conflict of Interest, and Responsible Conduct of Research to name just a few.

Reporting and certifications for these and all other research-related compliance are now at: https://csumb.edu/compliance.

Allowability

The University Corporation at Monterey Bay (UCorp) Grants Accounting staff provides nearly all post-award administration for public and private funding and ensures that the applicable regulations are followed. The Sponsored Programs Office (SPO) continues to provide allowability review of: Employee Status Forms (ESFs), Requests to Recruit, Subaward/Subcontracts (development and invoices against), and Expense Transfers. A flow-chart for grant-related documents is available on our Forms & Policies page.

University Corporation reviews grant-related expenditures prior to payment to ensure that the applicable regulations are followed and that the expenses are allowable. In addition to complying with the funding agency, expenditures are checked for compliance with OMB Circulars A-110, A-133 and A-21. Principal Investigators (PIs) are urged to always check with the Sponsored Programs Office, University Advancement or University Corporation staff prior to making purchases that might be questionable to the external funding agency.

Budget Revisions/Extensions/Modifications

Throughout the life of your project, you will most likely encounter a time when you will either need to modify your budget or need a no-cost extension. SPO staff will work with the PI on re-budgets or extensions. It is important that these be done early, prior to the end of the project, and that they have the necessary justification.

Match

All matching funds must be applicable and allowable to the project. We must also be able to document all cost-sharing activities/funds. SPO staff will work with the PI to ensure that the correct documentation is made by the campus or outside parties.

Personnel

Human Resources All hires under externally funded projects are employees of the University Corporation(UCorp). All paperwork must be completed and turned in to University Corporation Human Resources (HR) at least one week prior to the timesheet due date. Contact University Corporation HR early to ensure a smooth transition and hiring process. New regular/benefited positions are posted on the HR website for fair and open hiring practices. Contact: University Corporation Human Resources.

Payroll

University Corporation employees are paid twice a month. All time sheets must be turned in one week prior to the pay date. Contact University Corporation HR for a payroll calendar.

Travel

The state and University Corporation abide by the same travel policies. Prior to travel, the "Request for Authority to Travel (RAT)" form must be completed. After the trip has been completed, a "Travel Expense Claim (TEC)" must be completed for reimbursement. For more information, please visit the University Corporation Travel web page.

Procurement

To avoid conflicts of interest, purchases should not be made from companies where PIs have a significant economic interest. University Corporation procurement cards are managed by the University Corporation's Procurement Department.

Purchase Orders

The University Corporation encourages purchases (items or contractual services) via Purchase Requisitions (PRs). This method prevents the PI from spending their personal money, and provides for protections/competition of the purchases and compliance with inventory tracking. Please visit the University Corporation's website for a current version of every form, policies and procedures. SPO staff will work with you to create a subcontract or subaward for services that are compliant with the funder's and the University Corporation's regulations.