Post-Award Toolkit

The ORSP Post-Award Team has developed this toolkit to help faculty and staff manage grant-funded awards at ÂãÁÄÖ±²¥. The toolkit brings together key guidance, forms, policies, and reference materials to support post-award administration. For additional assistance, please contact orsp@csueastbay.edu.

Core Resources

Post-Award Process Guides

Quick Reference

Hiring Personnel

Hiring staff and students on sponsored projects requires coordination with your college, ORSP, and Human Resources to ensure proper approvals and compliance with funding requirements.

  • Staff hires: Submit a position description to your college hiring manager and work with the HR Specialist assigned to your college.
  • Student hires: Contact orsp@csueastbay.edu and provide your Fund #, student names, email addresses, NetIDs, student ID numbers (Bay Card), rate of pay, and start and end dates.
  • All hires: Submit the ORSP FTE Workflow (Grants) form through Adobe Sign.
  • Responsible Conduct of Research (RCR) Training: Undergraduate students, graduate students, and postdoctoral researchers receiving financial support from NSF, NIH, or USDA-NIFA awards must complete RCR training appropriate to their discipline. Contact orsp@csueastbay.edu to arrange training and review the Responsible Conduct of Research policy.
  • System Access (eSARF): Submit the to grant staff access to applications, shared drives, or other systems.

Purchasing Goods and Services

Purchases for sponsored projects are processed through the university’s Procure-to-Pay system, primarily using CSUBuy. CSUBuy is the main platform for ordering goods and services, submitting requisitions, and working with approved vendors.

Some transactions, such as specialized requests, approvals, or exceptions, still require Adobe Sign forms. These forms are routed for review and approval before purchases can be completed.

Depending on the type of purchase, you may need to:

  • Submit a requisition through CSUBuy
  • Complete and route an Adobe Sign form
  • Provide supporting documentation such as quotes, scopes of work, or justifications

Key purchasing resources include:

The following forms are available in Adobe Sign workflows:

  • Hospitality Forms
  • Travel Authorization / Pre-Approval
  • Travel Arrangements / Expense Claims for Reimbursements
  • Short-Term Limited Scope Service (under $5,000)

Research Participant Incentives

Research participant incentives are payments or small rewards given to individuals who take part in a research study. These may include gift cards, cash, or other items provided as a thank-you for their time and participation.

If your study includes incentives, there are specific guidelines you must follow to ensure payments are handled properly, documented correctly, and comply with university and sponsor requirements.

ORSP can help you understand:

  • What types of incentives are allowed
  • How to request and distribute payments
  • What documentation is required

Compliance Issues

Sponsored projects must follow federal, state, and university compliance requirements. These requirements help ensure that research is conducted ethically, safely, and in accordance with sponsor and regulatory guidelines.

Depending on your project, you may need approvals, training, or ongoing certifications related to areas such as human subjects, animal research, financial disclosures, effort reporting, subrecipient monitoring, or export control.

The resources below provide guidance on key compliance areas and the policies you need to follow throughout the life of your award.

Amendments and Grant Closeout

Some awards require formal amendments during the project period, such as no-cost extensions or other administrative changes. At the end of an award, closeout procedures help ensure all financial, programmatic, and compliance requirements are completed on time.