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Policies, Procedures, and Forms
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| Title | Description | Department |
|---|---|---|
| 2025 Benefits Guide (PDF) | A guide to health plans for benefited employees | Human Resources |
| 2025 Benefits Rates (PDF) | Employee health benefits rate sheet | Human Resources |
2025 CSR Travel Expense Claim - 01/01/25 or Later(opens in new window) | To report California State Rate (CSR) expenses January 1, 2025 or Later | Accounts Payable |
2025 Travel Expense Claim - 1/1/25 or Later(opens in new window) | To report travel expense January 1, 2025 or Later | Accounts Payable |
| To report mileage January 1, 2025 or Later | Accounts Payable | |
| Finance Enterprise Coding (PDF) | The object code list of CSE's chart of accounts | Finance & Accounting |
| Grant Writing - 1.1 Why write proposals and why contract through Chico State Enterprises? (PDF) | Discusses the benefits of writing proposals and contracting through CSE | Grant Development |
| Grant Writing - 1.2 Working with CSE Development Staff (PDF) | Describes the role of the CSE Development Specialist in the proposal process | Grant Development |
| Grant Writing - 1.3 Chico State Enterprises Other Services (PDF) | Details other services CSE provides in addition to grant development and management | Grant Development |
| Grant Writing - 1.4 Chico State Enterprises Guidelines for ICSUAM Requirements (PDF) | Describes ICSUAM requirements in the context of grant management | Grant Development |
| Grant Writing - 2.1 The Concept Paper (PDF) | Explains the structure of the concept paper for a new project | Grant Development |
| Grant Writing - 2.2 The Ten Commandments of Research Proposal Preparation (PDF) | Tips for preparing to write a proposal | Grant Development |
| Grant Writing - 2.3 Writing the Proposal: A Proposal Writer's Guide (PDF) | Lists guidelines for faculty and staff who have little experience writing proposals | Grant Development |
| Grant Writing - 2.4 Writing the Need Statement (PDF) | Discusses how to write the Need Statement for a proposal | Grant Development |
| Grant Writing - 2.5 Sample Letter of Intent (PDF) | Sample of a letter of intent | Grant Development |
| Grant Writing - 2.6 How to Write a Losing Proposal (PDF) | Describes things to avoid when writing a proposal | Grant Development |
| Grant Writing - 2.7 Reflecting on Grant-Seeking (PDF) | Overview of the grant-seeking process | Grant Development |
| Grant Writing - 2.8 Learning from Failure: Resubmitting Your Rejected Proposal (PDF) | Provides ways a rejected proposal can turn into a winning application | Grant Development |
| Grant Writing - 4.1 Concept Information for Funding Searches (PDF) | Describes the information that is needed for a CSE development specialist to conduct a funding search | Grant Development |
| Grant Writing - 4.3 Politics of Grant Getting (PDF) | Discusses the politics in the grant-getting process and tips for proposal writers | Grant Development |
| Grant Writing - 4.4 Foundations: How to Get Their $$$ in 7 Easy Steps (PDF) | Lists seven steps for getting money from foundations for a grant | Grant Development |
| Grant Writing - 4.5 Eight Great Steps to Getting Corporate Support (PDF) | Lists eight steps that help proposal writers get corporate support | Grant Development |
| Grant Writing - 4.6 National Endowment for the Humanities (NEH) Criteria for Evaluating Applications (PDF) | Criteria used for evaluating NEH grant applications | Grant Development |
| Grant Writing - 4.7 National Endowment of the Arts (NEA) "Tips" for Writing Successful Proposals (PDF) | Tips for writing successful NEA Proposals | Grant Development |
| Grant Writing - 4.8 Hints for Writing Successful National Institutes of Health (NIH) Grants (PDF) | Helpful hints for writing successful NIH grants | Grant Development |
| Grant Writing - 5.1 Commonly Needed Information for Grant Applications (PDF) | Outlines commonly needed information for grant applications | Grant Development |
| Grant Writing - 5.2 Service Area Map (PDF) | A map of the CSU, Chico service area | Grant Development |
| Advance Policy (PDF) | Policy outlining the process for receiving an advance on funds for a project | Accounts Payable |
| Agricultural Research Institute (ARI) 2026-2027 Request for Proposals (PDF) | Deadlines and requirements for ARI proposals | Grant Development |
| Agricultural Research Institute (ARI) Policy and Procedure Manual (PDF) | The policies and procedures for ARI projects/grants | Grant Development |
| Budgeting Guidebook: Creating Auditable Budgets (PDF) | Provides in-depth descriptions of various aspects of creating a budget for a project | Grant Development |
| CA State Travel Rates Guidelines (PDF) | Details CA State rates for meals and incidentals, lodging, and mileage reimbursements | Accounts Payable |
| Quick Check - 2024 CSR CA State Travel Rates (PDF) | CA State rates for meals, incidentals, lodging, and mileage reimbursements | Accounts Payable |
| Campus Charge Authorization (CAF) Instructions (PDF) | Describes the purpose of CAFs and how to fill out a CAF | Campus Financial Services |
| Cash Request Instructions (PDF) | Instructions on how to fill out a cash request | Accounts Receivable |
| Check Request (PDF) | A fillable form to request payments and reimbursements | Accounts Payable |
| Check Request 2nd-Page for Additional Detail (PDF) | A fillable 2nd-page form to request payments and reimbursements | Accounts Payable |
| Code of Safe Practices (PDF) | Outlines safety practices for CSE employees | Human Resources |
| Cost Share Policy (PDF) | Provides guidelines in the proposing, expending, reporting, and documenting of cost sharing for sponsored projects | Sponsored Programs |
| CSU Chico EM 18-023: Disclosing Conflicts of Interest(opens in new window) | Executive Memorandum Disclosing Potential and Actual Conflicts of Interest in Grants and Contracts with Nongovernmental and Certain Governmental Funders | Sponsored Programs |
| Digital Signature Instructions for CSE Timesheets and Personnel Action Forms (PAF) (PDF) | Digital signature instructions for certifying timesheets | Payroll |
| Distribution of Surplus Funds (PDF) | A policy describing the criteria for distributing surplus funds | Sponsored Programs |
| Effort Reporting Policy (PDF) | Policy on reporting effort expended on sponsored projects for CSE | Sponsored Programs |
| F&A Cost Rates Policy and Working with the University and Chico State Enterprises (PDF) | Describes current F&A rates and CSE's role in helping the university manage grants and contracts | Sponsored Programs |
| F&A Rates (PDF) | Describes current F&A rates and fringe benefit rates for grants and contracts | Finance & Accounting |
| Foreign Travel Request and Questionnaire(opens in new window) | Form to request approval for foreign travel at least 45 days in advance | Accounts Payable |
| Fringe Benefits Rates (PDF) | Lists fringe benefits rates for budgeting on grants and contracts | Finance & Accounting |
| Honorarium Policy (PDF) | Policy for determining when and how to issue honoraria to individuals | Accounts Payable |
| Hospitality Expense Policy (PDF) | Policy outlining the process and payment of hospitality expenses | Accounts Payable |
| Incentive Expenditure Guidelines (PDF) | Guidelines for the expenditure and appropriate usage of incentive funds | Sponsored Programs |
| Management of Small Fixed Price Accounts (PDF) | Policy for managing small fixed-price accounts with CSE | Sponsored Programs |
| Meal Break Policy (PDF) | Describes when meals are required for a work shift and when they can be waived | Human Resources |
| MSI STEM Research and Development Consortium (PDF) | MSI STEM Flyer | Grant Development |
| MTDC Budget Sample(opens in new window) | An example of a budget with modified total direct costs | Sponsored Programs |
| Non-Procurement Debarment and Suspension for Grants and Contracts (PDF) | Policies and procedures regarding the 2003 Common Rule regulations | Sponsored Programs |
| Off-Campus F&A Policy (PDF) | Policy on the application of the off-campus F&A rate to a project | Sponsored Programs |
| Petty Cash Policy (PDF) | Policy detailing the process and procedures for petty cash | Accounts Receivable |
| Policy on Best Business Practices and Proper Stewardship of Funded Projects (PDF) | Policy on best business practices and proper stewardship of funded projects | Sponsored Programs |
| Policy on Principal Investigator's Duties and Responsibilities (PDF) | Policy outlining the duties and responsibilities of Principal Investigators on sponsored projects | Sponsored Programs |
| Policy Regarding Timeliness of Deposits, Payment Requests, and Contracts (PDF) | Policy regarding the timelines for processing deposits, payment requests, and contracts | Finance & Accounting |
| Procurement Card Policy (PDF) | Policy for P-card use | Procurement Services |
| Procurement Policy and Guidelines | Currently under revision. Please see the Micro-Purchase Threshold (PDF) and Updates to Procurement Forms (PDF) announcements for guidance. For additional guidance, please contact Vance Kelly at vkelly1@csuchico.edu. | Procurement Services |
| Project Cash Management and Loans Policy (PDF) | Policy for how projects utilize General Fund cash and guidelines for addressing project overdrafts and loans | Sponsored Programs |
| Property Policy (PDF) | Policy for property acquired with CSE/UF funds | Finance & Accounting |
| Purchase Order Terms and Conditions (PDF) | Purchase Order Terms and Conditions for contractors | Procurement Services |
| Responsible Conduct of Research (RCR) Training Plan (PDF) | Describes CSE's plan to meet the Responsible Conduct of Research | Sponsored Programs |
| Sub-Recipient Monitoring Policy (PDF) | Details the procedures for managing sub-awards | Sponsored Programs |
| Supervisor's Guide to Applicant Review and Selection (PDF) | Provides guidelines for supervisors on how to review, interview, and select applicants | Human Resources |
| Supervisor's Guide to Performance Evaluations(opens in new window) | Provides guidelines for supervisors on how to write and conduct performance evaluations | Human Resources |
| Supervisor's Guide to Safety in the Workplace (PDF) | Provides guidelines for supervisors on how to ensure safety in the workplace | Human Resources |
| Transfer Policy (PDF) | Policy for the preparation and processing of transfers for all CSE/UF accounts and sponsored projects | Finance & Accounting |
| Travel Advance Request & Claim Preparation Instructions (PDF) | Instructions on how to fill out a Travel Advance &/or Request and Travel Claim | Accounts Payable |
| Travel Policy (PDF) | Policy and procedures for traveling on CSE business | Accounts Payable |
| Volunteer Policy (PDF) | Policy for determining if an individual is a volunteer | Human Resources |
| Wireless Device Stipend FAQs (PDF) | Lists frequently asked questions regarding wireless device stipends | Human Resources |
| 700U Nongovernmental Entities (New/Renewal) (PDF) | To disclose the personal financial interests of principal investigators and faculty for research projects sponsored by nongovernmental entities | Sponsored Programs |
| Accident Investigation Report (PDF) | Form to report an accident in the workplace | Human Resources |
| Acknowledgment of Mandated Reporter Status (PDF) | Document to acknowledge responsibilities as a mandated reporter | Human Resources |
| Administrative Data Form (PDF) | For employees to provide or update their address, phone number, or other contact information | Human Resources |
| Authorization to Treat a Minor (PDF) | Permits CSE to treat a minor while under the supervision of CSE programs | Human Resources |
| Prize/Award Payment Form (PDF) | To request award/prize payments in recognition of a charitable, scientific, educational, artistic, literacy, or civic achievement, or prizes from winning a contest, judged competition, or random drawing/raffle. Formerly called "stipend". | Accounts Payable |
| Termination Checklist (PDF) | Used by supervisors upon separation or termination of an employee | Human Resources |
| Campus Program Authorization Form/Enterprise Account Request(opens in new window) | To authorize the establishment of a campus program or enterprises (non-grant and contract) project | Finance & Accounting |
| Procurement Card Request and Update Form (PDF) | To request a procurement card or update an existing procurement card | Procurement Services |
| CDC Conflict of Interest Disclosure Form(opens in new window) | To disclose a conflict of interest with the CDC | Sponsored Programs |
| Change in Relationship Notice (PDF) | Notifies an employee of a change in the employment relationship | Human Resources |
| Vendor Selection/Competitive Bidding Form (for Purchases of $10,000 or More) (PDF) | To document the bid process for purchases of $10,000 or more | Procurement Services |
| To determine the amount of taxes to be withheld from employee wages to accurately reflect state tax withholding obligations | Payroll | |
| Form to include with deposits | Accounts Receivable | |
| To authorize DMV to release driver records to CSE | Human Resources | |
| Use to request a donation payment | Accounts Payable | |
| To begin, add, change, or cancel payroll direct deposits to employee bank accounts | Payroll | |
| For employees to submit a formal complaint | Human Resources | |
| For supervisors to document employee counseling | Human Resources | |
| To request a rental car | Procurement Services | |
FMLA CFRA Certification by Health Care Provider for Employee's Serious Health Condition (PDF) | To request leave due to a serious health condition | Human Resources |
FMLA CFRA Certification by Health Care Provider for Family Member's Serious Health Condition (PDF) | To request leave to care for a family member with a serious health condition | Human Resources |
| Foreign National Tax Information Collection Form (PDF) | To be completed by potential CSE employees who are not a citizen of the United States | Human Resources |
| Funding Search Request(opens in new window) | To request a funding search by a CSE development specialist | Grant Development |
| Honorarium Payment Form (PDF) | To request an honorarium payment | Accounts Payable |
| HRSA Conflict of Interest Disclosure Form - New(opens in new window) | To disclose conflict of interest with the Health Resources and Services Administration (HRSA) | Sponsored Programs |
| HRSA Conflict of Interest Disclosure Form - Renewal(opens in new window) | To renew disclosure of a conflict of interest with the Health Resources and Services Administration (HRSA) | Sponsored Programs |
| Incident Report Form (PDF) | To report an incident in the workplace (also includes non-employees) | Human Resources |
| Invention Disclosure Form(opens in new window) | To document and disclose an invention | Sponsored Programs |
| Invoice Request Form (PDF) | To request an invoice for charges | Accounts Receivable |
| Leave of Absence Request Form (PDF) | To request a leave of absence | Human Resources |
| Leave Sharing Form (Donor) (PDF) | To donate leave hours to another employee | Human Resources |
| Lost Receipt Notification (opens in new window) | Complete when reporting a lost receipt for a business-related purchase | Accounts Payable |
| Meal Break Waiver (PDF) | To waive a meal break if working six hours or less | Human Resources |
| Meal Break Waiver 2nd Meal (PDF) | To waive a 2nd meal break if working twelve hours or less | Human Resources |
| Multiple Travelers Claim(opens in new window) | To document the travelers involved in a single travel claim | Accounts Payable |
| NIH Financial Interest Disclosure Form A(opens in new window) | To disclose financial interest with NIH | Sponsored Programs |
| NIH Financial Interest Disclosure Form B(opens in new window) | To be completed if you answered "yes" to any question on NIH Financial Interest Disclosure Form A | Sponsored Programs |
| Notice of Intent to Submit a Proposal (PDF) | To be completed if intending to submit a proposal | Grant Development |
| NSF Conflict of Interest Disclosure Form(opens in new window) | To disclose conflict of interest with the National Science Foundation (NSF) | Sponsored Programs |
| Payee Data Record Form (PDF) | Required when the payment is tax reportable by CSE or The UF | Finance & Accounting |
| Performance Evaluation Form(opens in new window) | Form for supervisors to write an employee's performance evaluation | Human Resources |
| Performance Improvement Plan Form(opens in new window) | For supervisors to document a plan for an employee's performance improvement | Human Resources |
| Permission to Publish Photos(opens in new window) | To provide approval to publish photos from CSE-related activities | Human Resources |
| Personnel Action Form (PAF) (PDF) | For supervisors to request a personnel action for an employee | Human Resources |
| Petty Cash Custodian Form (PDF) | Form for low dollar reimbursement using petty cash | Accounts Receivable |
| PHS Conflict of Interest Disclosure Form(opens in new window) | To disclose a conflict of interest with PHS | Sponsored Program |
| Personal Physician Pre-Designation Form (PDF) | To designate a physician to treat a workplace injury/illness | Human Resources |
| Position Description Template(opens in new window) | To describe the essential job duties of a position | Human Resources |
| Position Hiring Memo (PDF) | To indicate a candidate was hired for a position | Human Resources |
| Property Inventory Form (PIF) (PDF) | Information on purchased items that will be tagged/tracked through Property | Accounts Payable |
| Purchase Order Request(opens in new window) | Request approval to purchase goods or services totaling up to $10,000 | Procurement Services |
| Request for Recruitment (PDF) | To request to begin the recruitment process for a position | Human Resources |
| ONESolution Access Request Form (PDF) | To request ONESolution access | Finance & Accounting |
| Safety Hazard Report (PDF) | To report a safety hazard | Human Resources |
| Sole Source/Sole Brand Justification Form (PDF) | To provide justification for using a single vendor for purchases of goods, materials, and services totaling $10,000 or more | Procurement Services |
| State of California Workers' Compensation Claim Form (DWC 1) (PDF) | To file a workers' compensation claim | Human Resources |
| Stipend Payments for Non-Chico State Students/Non-CSU/CSE Employees(opens in new window) | To request a stipend for non-Chico State Students/Non-CSU/CSE Employees | Accounts Payable |
| Supervisor's Guide to Applicant Review and Selection (PDF) | Guidance for supervisors on applicant review and selection | Human Resources |
| Supervisor's Guide to Performance Evaluations(opens in new window) | Guidance for supervisors on how to conduct performance evaluations | Human Resources |
| Transfer Request Form (PDF) | To transfer costs from one project to another project | Finance & Accounting |
| Travel Approval &/or Advance Request (PDF) | To request approval for overnight travel and/or an advance for travel expenses | Accounts Payable |
| Vehicle Use Certification (PDF) | To certify that the CSE vehicle use policy will be adhered to | Human Resources |
| Volunteer Information Form (PDF) | To record volunteer information | Human Resources |
| Volunteer Time Record (PDF) | To log individual volunteer hours in support of projects | Human Resources |
| W-4 Form (PDF) | To withhold federal income tax from pay | Human Resources |
| W-9 Form (PDF) | To obtain tax information for independent contractors | Finance & Accounting |
| Waiver of Liability (PDF) | To release CSE of liability for specific CSE-related activities | Human Resources |
| Wireless Device Stipend Authorization Form (PDF) | To request a stipend for a wireless device | Human Resources |
| CSE Search Tools for Finding External Funding (PDF) | External funding search tools | Grant Development |
| Purchase Order Instructions (PDF) | Instructions on how to complete a Purchase Order Request form | Procurement Services |
| Cayuse - PI/PD Guidance (PDF) | How to create and certify a proposal in Cayuse | Grant Development |
| Cayuse - PI/PD Small Fixed Price Agreement Guidance (PDF) | How to enter a Cayuse proposal record | Grant Development |
| Cayuse - IPF Proposal Approval Guidance (PDF) | How to review, reject, and track proposals | Grant Development |
| Request for Quotation (RFQ)(opens in new window) | To request a quote from a vendor | Procurement Services |
| Alcohol Policy(opens in new window) | Policy regarding Alcohol Service at Special Events (EM 18-009) | Accounts Payable |
| Unmanned Aircraft Systems (UAS)(opens in new window) | CSU, Chico Regulations on the Operation of Unmanned Aircraft Systems (UAS) | CSU, Chico Risk Management |
| Patents - Implementation Guidelines(opens in new window) | Patent guidelines, procedures, and definitions | Sponsored Programs |
| CSU Conflicts of Interest Policies and Programs(opens in new window) | CSU conflict of interest policies, programs, and resources | Sponsored Programs |
| 700U Exempt Entities List(opens in new window) | List of "Exempt Organizations" (Non-Governmental Entities whose Support Does Not Trigger a Requirement for a PI to File a 700-U Form) | Sponsored Programs |
| CSU, Chico EM 97-07: Intellectual Property and Copyright Policy(opens in new window) | Executive Memorandum regarding the guidelines for intellectual property and copyright | Sponsored Programs |
| Sponsored Programs Administration - ICSUAM - Section 11100(opens in new window) | The policies contained in ICSUAM Section 11000 serve as the fundamental system-wide requirements governing the California State University's (CSU) involvement with the solicitation, acceptance, and administration of awards from extramural sponsors for the conduct of research and scholarly activity, and other sponsored activities. | Sponsored Programs |
| Approval and Submission of Proposals and Acceptance of Awards Policy (PDF) | Policy on approval and submission of proposals and acceptance of awards | Sponsored Programs |
| Sponsored Programs Best Business Practices Policy (PDF) | Policy on best business practices and proper stewardship of funded projects | Sponsored Programs |
| Host Family Pre-Payment Agreement(opens in new window) | Pre-payment agreement for host families to provide meals and lodging | Sponsored Programs |
| Host Family Payment Agreement(opens in new window) | Agreement for host families to provide meals and lodging | Sponsored Programs |
| CSE Employment Application (PDF) | Complete and submit to apply for posted job opportunities | Human Resources |
| Employee Assistance Program (EAP) Flyer (PDF) | Employee assistance services and contact information | Human Resources |
| Roth 403(b) Employee Decision Guide (PDF) | A decision guide for employees: Is a Roth 403(b) Right for You? | Human Resources |
| Charge Authorization Form (CAF) for Auxiliaries (PDF) | CAF for auxiliary accounts | CSU, Chico Financial Services |
| Record of Discussion (PDF) | Use to document verbal discussions with employees | Human Resources |
| Personnel Action Form (PAF) Page 2 (PDF) | PAF second page for additional detail | Human Resources |
| California Family Rights Act (PDF) | California Family Rights Act brochure | Human Resources |
| Employee Rights Under FMLA (PDF) | Employee Rights Under the Family and Medical Leave Act (FMLA) | Human Resources |
| Workers' Compensation Brochure (PDF) | CSE Workers' Compensation brochure | Human Resources |
Employer's Report of Occupational Injury or Illness (Form 5020) (PDF) | Employer's Report of Occupational Injury of Illness | Human Resources |
| California SB 1159 Reporting for COVID-19 (PDF) | Employees complete this form on the same day they test positive for COVID-19. This form collects all information required by SB 1159. | Human Resources |
| Chico State Emergency Preparedness(opens in new window) | Resources on Chico State's Emergency Preparedness | Human Resources |
| Heat Safety Tips (PDF) | Tips on how to practice heat safety | Human Resources |
| Heat Stroke vs. Heat Exhaustion - English (PDF) | Heat stroke vs. heat exhaustion flyer in English | Human Resources |
| Heat Stroke vs. Heat Exhaustion - Spanish (PDF) | Heat stroke vs. heat exhaustion flyer in Spanish | Human Resources |
| Injury, Illness, and Prevention Program (IIPP)(opens in new window) | View the IIPP on the CSU, Chico website | Human Resources |
| Leave Sharing Form - Recipient (PDF) | Leave sharing form for recipients | Human Resources |
| Rules for Providing Payments to Students (PDF) | Joint Memorandum with Financial Aid and Scholarship Office outlining the rules for student payments. Formerly "stipend." | Accounts Payable |
| Designated Person Request Form for Paid Sick Leave (PSL) (PDF) | Form to request paid sick leave (PSL) for diagnosis, care or treatment of an existing health condition of, or preventive care for, a designated person. | Human Resources |
| Personnel Records Request Form (PDF) | Form to request personnel records from CSE Human Resources | Human Resources |