Post-Award Administrative Support

The Office of Graduate Studies and Research offers grant support to faculty who have active grants managed through CSUSM Corporation when their project meets certain criteria. As a member of the OGSR Grants and Contracts Development team, the Grants and Contracts Administrative Support Coordinator will provide faculty with assistance in completing the CSUSM Corporation and University processes for the procurement of goods and services. The following outlines the services offered through OGSR as well as the activities that will continue to be the responsibility of the principal investigator/project director (PI/PD).

The OGSR Grants and Contracts Administrative Support Coordinator will support PIs/PDs whose projects meet certain criteria through the following expenditure actions:

• Purchasing supplies or conference registration with a ProCard: Purchasing Request Form
• Initiating travel requests and expense claims: Travel Request Form 
• Creating requisitions/purchase orders (e.g. for equipment/services) and guiding PI/PDs through the documentation needed (e.g., Cost Justification or Sole Source Forms): Purchasing Request Form
• Initiating Hospitality Forms and reimbursement through Direct Pay Forms when relevant: Hospitality Request Form  
• Guiding PIs through the Independent Contractor Determination Checklist, independent contractor agreement, and purchase order process by sharing forms, collecting Payee Data Records, and initiating independent contractor agreements: Independent Contractor Request Form
• Starting the process to request a Sponsored Project-funded (85xxx) Employment Authorization Form (EAF) for staff, CSUSM non-exempt staff working additional employment, and students hired through CSUSM Corporation:  Employment Authorization Request Form (OGSR will assist with these EAFs)   
  
  For Non-Sponsored Project standard (86xxx or 81xxx) EAFs, please complete the Employment Authorization Form for staff, CSUSM non-exempt staff found instead under the Forms then Human Resources & Payroll Forms section of: CSUSM Corporation Human Resources & Payroll Forms.
• Initiating the Gift Card Request Form and purchasing gift cards

PIs/PDs will remain responsible for the following:

• Starting the process to request an Employment Authorization Form (EAF) for faculty/CSUSM exempt-level staff hired through CSUSM Corporation
  • EAF Request (For Faculty or Exempt CSUSM Staff) (PI/PD to submit request directly) 
• Making travel reservations
• Scheduling meetings
• Hiring students and employees
• Reviewing and approving timecards
• Conducting employee performance reviews
• Reconciling budgets
• Signing off on ProCard purchases
• Distributing and tracking participant incentives
• Justifying unauthorized purchases