Policy Library

Administration of Externally Funded Projects Policy

Regulations:
Code of Federal Regulations 2 CFR 200 Uniform Guidance
ICSUAM 11001.00 (Sponsored Programs Administration Introduction)

1. Costs must be reasonable. This is defined as the action a prudent person would have taken under the circumstances.
2. Costs must be allocable to sponsored agreements under the principles and methods described in the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards issued by the Office of Management and Budget (Uniform Guidance). Costs are incurred to benefit the specific sponsored project and able to be assigned to the project with a high degree of accuracy.
3. Costs must be given consistent treatment through the application of generally accepted accounting principles appropriate to the circumstances. Similar costs are normally treated as either Direct or Indirect across the University.

Federal regulations identify specific categories of costs that cannot be charged, directly or indirectly, to federally sponsored agreements.

The following list covers costs specifically designated as allowable or unallowable in the Uniform Guidance. This is a quick reference guide and PIs should consult with ORSP about the allowability of costs.  

* - Allowable under limited Circumstances 
** - Allowable only with prior permission from the grantor 
*** - Allowable only as a direct cost with permission from the grantor

Amendments Policy

Centers and Institutes Policy

Centers and Institutes Website

Check Request Guidelines (Accounts Payable)

Forms:

• Check Request Form

Closeout policy

Regulations

• Code of Federal Regulations 2 CFR 200 Uniform Guidance (200.343)
• ICSUAM 11003.11 (Project Closeout)

See also Record Retention Policy

Compensated Effort Policy

Regulations

• Code of Federal Regulations 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
• ICSUAM 11003.06 (Compensated Effort)
• Board of Trustees Executive Order No. 1000
• CSU Additional Employment Policy HR 2002-05
• Technical Letter HR/Salary 2015-222 (2403 Job Code use for additional employment) CSU Collective Bargaining Agreement, Unit 3. Article 20 & 36

Forms

• Faculty Additional/Appointment Compensation (Overload)
• Reimbursed Compensation (Faculty Release Time)
• FTE Earnings Distribution Request (To ensure all grant employees are charged to correct fund)

Resources:

• Guidance on Grant-Funded Faculty Buyout (Release Time) (Under re

Conflict of Interest Policy 2007-08 CR 3

Conflict of Interest Policy - NIH Update

Conflict of Interest Procedures

Regulations 

• Code of Federal Regulations 2 CFR 200 Uniform Guidance (200.112)
• ICSUAM 11010.02 (Conflict of Interest)

Forms

• 700-U Statement of Economic Interests for Principal Investigators
• NSF COI Form
• NIH COI Form
• Disclosure Chart

Short Term Limited Scope Form

Short Term Limited Scope Instructions

Cost Sharing Policy

Regulations:

• Code of Federal Regulations 2 CFR 200 Uniform Guidance (200.306)
• ICSUAM 11003.07 (Cost Sharing)

• Cost Sharing Form

Debarment and Suspension Policy 2007-08 CR 2

Regulations:

• Executive Order 12549

Drawdown Policy

Equipment Policy

Regulations

• Code of Federal Regulations 2 CFR 200.33 Equipment

See the Property Management website for more information

Export Control Policy

Regulations:

• Export Administration Regulations (EAR)
• International Traffic in Arms Regulations (ITAR)
• Office of Foreign Asset Controls (OFAC)

Resources:

• Visual Compliance

Faculty Support Grants Administration Guide

Additional information about the FSG program is available on Faculty Support Grants page.

FFATA Reporting Guidance

Click here for the Federal Funding Accountability and Transparency Act Subaward Report System

Hospitality Policy (CSUEB Accounts Payable)

Indirect Cost Policy

Federal Rate Agreement

Regulations:

• Uniform Guidance 2 CFR 200.56
• California Model Agreement Resources (CSU)
• ICSUAM 11003.03

IACUC Policy 15-16 CR 2

Regulations:

• PHS Policy on Humane Care and Use of Laboratory Animals  (OLAW)
• Animal Welfare Act (U.S. Dept. of Agriculture)

Resources:

• CSUEB IACUC website

IRB Policy 2007-08 CR 5

Regulations:

Resources:

• CSUEB IRB Website

Intellectual Property Policy 2014-15 FAC 11

Also see:

• Patent Policy 1994-95 CR 1/FAC 7
• Library guidance on copyright

Some external sponsors limit the number of proposals that may be submitted by an institution.  This policy provides guidance on the selection of proposals for submission.  

Limited Submission Policy

Patent Policy 1994-95 CR 1/FAC 7

See also:

• Intellectual Property Policy 2014-15 FAC 11

P-Card Policy (Office of Procurement Services)

Resources:

• P-Card website (Office of Procurement Services)

Principal Investigator Policy

Request for Provisional PI Status

• CSU East Bay Procurement How-To Guide
• Purchasing

Record Retention Policy

Regulations:

• CSU Executive Order 1031
• CSU Record Retention and Disposition Schedule
• 2 CFR 200.333

Resources:

• CSU Records Retention and Disposition Website

Reporting Policy

Regulations:

• ICSUAM 11002.07 (Reporting & Records Management)
• Freedom of Information Act
• Richard McKee Transparency Act
• AB 2192

Research Misconduct Policy and Procedures

• 42 CFR Part 93 for PHS Policy on Research Misconduct

• 45 CFR Part 689 for NSF Policy on Research Misconduct

Research participant incentives are provided to the subjects of human research to motivate their participation.  IRB approval is required for the payment of participant incentives.  

Guidance for Providing Research Incentive Payments

Research Incentive Payment Request Form

Acknowledgement of Receipt Form

Research Incentive Payment Distribution Form PDF  Excel

Student Account Upload Template

Responsible Conduct of Research Policy

Regulations:

• NIH Update on the Requirement for Instruction in the Responsible Conduct of Research
• NSF Responsible Conduct of Reseach (RCR)
• U.S. Dept. of Agriculture Responsible and Ethical Conduct of Research

There are 3 different online courses for the Responsible Conduct of Research:

• Biomedical Responsible Conduct of Research Course 1. (ID: 31479)
• Social and Behavioral Responsible Conduct of Research Course 1. (ID: 31480)
• Physical Science Responsible Conduct of Research Course 1. (ID: 31481)

Please choose the course appropriate to your discipline/project. More information about online training courses can be found on the ORSP training website 

Sexual Assault and Harassment Procedures

Cal State East Bay is committed to creating and maintaining an educational, working, and living environment free from all forms of harassment and sexual misconduct. 

Resources:

• Cal State East BayTitle IX website
• CSU Title IX website
• NSF Sexual Harassment website
• Off-campuses Resources
• Letter template for NSF-sponsored conferences

Regulations:

• NSF term and condition regarding sexual harassment, other forms of harassment, and sexual assault
• NSF Proposal and Award Policies and Procedures Guide (Chapter II.E.7) regarding NSF-funded conferences
• CSU Executive Order 1095 Systemwide Sex Discrimination, Sexual Harassment, Sexual Misconduct, Dating and Domestic Violence, and Stalking Policy
• CSU Executive Order 1096 Systemwide Policy Prohibiting Discrimination, Harassment, Retaliation, Sexual Misconduct, Dating and Domestic Violence, and Stalking against Employees and Third Parties and Systemwide Procedure for Addressing Such Complaints by Employees and Third Parties
• CSU Executive Order 1097 Systemwide Policy Prohibiting Discrimination, Harassment and Retaliation, Sexual Misconduct, Dating and Domestic Violence, and Stalking against Students and Systemwide Procedure for Addressing Such Complaints by Students
• CSU Executive Order 1098 Student Conduct Procedures

Subrecipient Monitoring Policy

Subrecipient Monitoring Internal Procedures

Regulations:

• 2 CFR 200.330 Subrecipient and Contractor Determinations
• 2 CFR 200.331 Requirements for Pass-Through Entities
• 2 CFR 200.332 Fixed Amount Subawards

 Forms:

• Subrecipient Commitment Form
• Purchase Request Form to establish subcontract
• Subrecipient Monitoring Report

CSU Travel Policy ICSUAM 3601.01

CSU Travel Procedures

CSUEB Travel Website (Financial Services Office)

Driving on Campus Business (Risk Management)

List of California Banned Travel States