Grant Support Coordinator Access Checklist

Primary Topics

General overview of ORSP project: pre-, post, personnel

Introductions to primary contacts in A/P, Travel, Trust Fund Accounting, Purchasing

Request access to various systems (see page 2)

ORSP Intranet/ ORSP website

Files and filing areas– how pre- and post award files created, what information is in them, where they are stored, etc.

Review of chartfield structure (Fund, Dept, Project, Account – what it all means)

SharePoint – logs and roster, sub/vendor log and roster and other areas

Budget Request form

Review ofcommonly used forms (direct pay, stipends, honorarium, travel etc.)

Overview of Front Desk includes how to create Fedex label and use postage machine (in case they ever need to fill in) (students will help to train).

Secondary Topics

Overview of travel policy and Request for Authorization to Travel (RAT) form (include hotel exception, domestic, foreign and high hazard countries).

Overview of BI Tool and how to read Financial Summary report

OfficeMax (reviewing monthly expense reports, adding new users, change of project numbers)

Procurement card (reviewing monthly expense reports, adding new users, change of project numbers)

Conclusion/Ongoing Topics

Subagreements – lifecycle of sub-recipient and vendor service agreements (drafting the agreements, routing for signatures, creating PO’s, logging invoices in sub/vendor folder, adding $/closing PO’s) (N/A soon)

Training on how to create requisitions in CFS and approval project

Training on data entry in CFS Sponsored Programs

Independent Contractor packets

Processing no-cost extensions

Depositing checks

How to prepare/submit a Journal Entry

Close-out of Projects (includes letters, projections & forms/request to Fiscal)

How to check PO balances in CFS

Name: ______Date: ______

Check off the items you have access to:

I. General Office (AT)

__ Request Email address

__ ORSP Severs

__ Scan Folder(s) on copier(s)

__ SharePoint

__ In/Out Logs – all categories (able to view and update)

__ CFS Project Numbers (able to view and update)

__ Sub-contract log (able to view and update)

__ Contracts & Agreements log (able to view and update)

II. CFS/BI Tool (need to fill out request form with memo and send to FABS – Attn: Michael Lam)

__ CFS Access (to log into PeopleSoft for approving requisitions and entering data in CSU Sponsored Programs Module)

__ BI Tool (access to Financial Reporting system)

III. SFSU Imaging System (need to submit request form and forward to Joselito Bondoc in FA)

__ Login to imaging system for depts 3080 and 3081

updated March 2014