For Project Directors

On this page, you will find important information regarding the management of your program, scholarship and project funds.  Our goal is to process all paperwork in a timely manner, while strictly adhering to UCorp, San Francisco State University and California State University policies.  

Campus Programs

Campus Program accounts at UCorp facilitate activities in support of the mission of SFSU and/or UCorp. They are distinguished from grants by the term, which is almost always open-ended, the sources of revenue and the absence of required deliverables.  

The range of allowed campus program activity is broad. Activities that are not allowed in campus programs include those that are not safe for students, staff or faculty, and anything that results in accreditation or certification. Continuing education credits cannot be offered through UCorp. 

A Campus Program Fund is set up when: 

1. Requested by a campus department or college via submission of a Special Project Agreement, 
2. Deemed necessary by UCorp  
3. It is in compliance with Executive Order 1052, and 
4. It meets criteria outlined by the University Corporation. 

Sources of Revenue

The University Corporation may receive gifts, donations and fundraising revenue. UCorp may receive other types of earned program revenue if the following criteria are met: 

• The revenue will support SFSU or UCorp’s mission. 
• The revenue-generating activity is pre-authorized by UCorp. 
• The campus is compensated for the use of its resources, or there is an alternative, documented fair exchange of value. 
• Fees are not collected for accredited classes. 
• The University box office is not a revenue component of the program. 

Note: Though not typical, certain types of revenue-generating activity may be subject to Unrelated Business Income Tax. This does not mean that the activity cannot take place, but it may require additional documentation regarding the activity be kept on file. Please email Ricardo Angeles at angelesr@sfsu.edu or call him at (415) 338-7141 if you are planning program activity that will result in earned revenue. 

Expenditures

Expenditures must be made within general University Corporation policy and must benefit the program described on the special project agreement.  

Term of Program

Special Project Agreements (SPAs) are established and renewed every three years or when the project director changes, whichever comes first. At the end of the term, the SPA must be renewed or the program closed. Funds remaining in the account must be spent in accordance with the terms outlined on the SPA or may be transferred to a similar fund approved by the department and the University Corporation. 

Crowdfunding

University Advancement and the University Corporation are pleased to support the efforts of our campus colleagues in securing philanthropic support for research and other academic initiatives and providing the capacity for grant and gift administration, respectively.   

Typically, philanthropic support for research and other academic initiatives has come from foundations, businesses and, on occasion, from individual donors. Recently, though, a trend has emerged whereby faculty and students have begun to seek funding from a large number of individuals, typically through online platforms. The emergence of “crowdfunding” as a means by which members of campus community wish to raise funds to support their efforts has led us to develop a method to support the approach. 

The University Corporation has established an online payment system with Higher One, which operates “Cashnet.” This platform is already in use by several departments and affords us with the ability to securely collect and track online contributions. To see how Cashnet is currently being used to support campus activities, please visit the main UCorp Cashnet page for a list of current projects. 

While various online platforms exist to support crowdfunding efforts, each platform has its own rules and regulations, some of which are contrary to University policies. Additionally, the number of providers makes it difficult to enter into an agreement with each and properly monitor the activity. While we are eager to support crowdfunding initiatives, we must ensure that the appropriate safeguards are in place. 

Accordingly, faculty and students working on projects for which they wish to garner financial support via crowdfunding should work with University Corporation as they would for any other project. UCorp will assist them in establishing a Special Project Agreement or in adding a crowdfunding capability to an existing agreement. Any student wishing to launch such a campaign will require a faculty member to serve as Principal Investigator on the project. Please direct questions or requests to Ricardo Angeles via email at angelesr@sfsu.edu or by phone at (415) 338-7141.  

Once a Special Project Agreement is in place, UCorp will establish a Cashnet page for the project, which can then be used to collect contributions via social media. UCorp and Advancement will work together to ensure that all donors’ contributions are properly recognized. 

For research projects involving human or animal subjects, we are working closely with our colleagues in the Office of Research and Sponsored Programs to ensure that proper protocols are in place, as required by each specific project. 

We look forward to working with you to support your efforts, and please do not hesitate to contact either of us with any concerns. 

Endowments

An endowment fund is defined as a single or combined pool of assets gifted to provide resources for various activities consistent with the mission of SFSU. The SF State Foundation serves as a trustee for endowment funds.

Insurance Matters

Providing and ensuring adequate insurance coverage against risk and liability is critical, relative to all University Corporation, San Francisco State’s (UCorp) activities. UCorp requires proof of insurance from most vendors/contractors providing services (possibly including those making deliveries), on all SF State campus sites including the Downtown Campus and Estuary & Ocean Science Center). 

Regardless of estimated costs, a risk evaluation is required for all activities/events sponsored by UCorp programs. 

It is important that contracts, agreements and MOU’s are reviewed to ensure stated insurance requirements are reasonable and may be met, as well as ensuring the other party is adequately insured. 

UCorp continues to work closely with the University’s Risk Management department, as we wish to not be over-insured or have double coverage. 

Special Event Insurance

Special events coverage may be needed, or a determination may be made that participant accident insurance is better suited for planned activities 

The Special Event form must be completed for events funded using UCorp funds taking place on or off SF State property. Please submit the form at least 14 calendar days before the event date to allow for sufficient time to process review.  

Proof of Insurance 

The University Corporation is insured for its general liability, workers’ compensation, professional liability, motor vehicle liability and property exposures. If proof of coverage is required by written agreement being executed with a third-party, please email Tammie Ridgell at ridgell@sfsu.edu or call her at (415) 338-1706. 

Payments

UCorp strives to make timely and accurate payments.  Payment requests submitted to UCorp with appropriate backup are generally processed for payment within five working days. Check runs are on Tuesdays and Thursdays. Checks will go out the next day in U.S. mail unless alternative routing is requested on the payment request. 

Ten different types of payment requests are used at UCorp depending on the type of payment being made. It is important that the correct form be used because each form requests specific information pertinent to the request. 

Scholarships, Stipends and Prizes

Please note: This section is intended for use by faculty, staff or administrators who are interested in establishing a UCorp account dedicated to student support or making an award to a student. It is not intended for use by individual students seeking financial support. 

Financial support can be offered to SFSU students in a number of different ways. The Financial Aid Office can provide financial aid counseling to students who are looking for financial support while attending school. UCorp’s primary role is to provide the Financial Aid Office with scholarship funds when directed to do so by a donor. Requests for UCorp-funded scholarships are made through UCorp. Disbursement of the funds is coordinated and recorded by UCorp and the Financial Aid Office, with Fiscal Affairs being responsible for issuing the payments to the students.  

UCorp Projects or Programs sometimes issue financial support directly to students in the form of stipends or prizes; those circumstances are outlined below. 

Scholarships

UCorp scholarships are funded by individual donors, foundations, corporations, transfers from another UCorp account or by earnings transferred from an SF State Foundation endowment. UCorp follows all applicable federal and state laws and regulations in the administration and award of scholarships.  

We also are committed to ensuring that the donor’s intent is met in administering the funds. For purposes of administering scholarships, the University Corporation shall define the term “underrepresented” as students who are economically disadvantaged, or who qualify for federal financial assistance.  

Scholarship accounts may be established for a college or department or for stand-alone named scholarships. College or departmental scholarships are established for processing small dollar or one-time only scholarships. Stand-alone named scholarship accounts honoring and individual, family or other entities are established when it is expected that the scholarship will be awarded over many semesters. 

Scholarship selection must take place by a committee of at least three individuals. Donors may serve on scholarship committees but may not have a majority vote. Compliance with the selection process is certified on each Scholarship Request Form. 

If the project director changes during the three-year term of the Special Project Agreement (SPA), an updated SPA and Delegation of Signature Authority must be submitted and processed by UCorp prior to any subsequent awards being made. If the standard process could cause an undue hardship to a student, the supervising vice president can sign the Scholarship Request Form as an alternative to the standard process. 

To ensure that each donor’s intent is honored, scholarship accounts must be spent down to a balance of $10 or less. Balances less than $10 may be moved to another scholarship account, and then inactivated. 

UCorp assesses no fees on accounts dedicated solely to student scholarships or stipends. 

How to Establish a Scholarship Account

Complete a Special Project Agreement, have it signed by the project director and the dean/associate vice president, and forward it to UCorp in Administration 361 for processing. Once all the remaining signatures have been obtained, the project director will be notified by email that the account has been established. The process generally takes about three to four weeks.  

In addition, the project director will need to complete a Scholarship Agreement, obtained from and submitted to Financial Aid, so they can document the terms of the scholarship and ensure its compliance with California State University policy and California law. The Scholarship Agreement is not kept on file at UCorp, but it must be in place with Financial Aid before a scholarship can be awarded.   

Student Stipends

UCorp defines student stipends as financial aid issued directly to students by UCorp’s offices rather than Fiscal Affairs. As such, each student stipend is also recorded by the Financial Aid Office and becomes part of the student’s financial aid profile. 

Stipends can be awarded on a non-competitive basis to an entire group of students, such as all students attending a conference or completing a course. Stipends can also be awarded on a competitive basis like scholarships. In those cases, a committee of at least three individuals need to select stipend recipients. 

Stipends may be awarded for participation in a class or an outside volunteer program. Stipends should not, however, be a substitute for wages so may not be awarded for work that benefits SFSU, UCorp or any of its programs. For example, stipends should not be awarded for research assistance or tutoring; instead, wages should be paid. Stipends cannot be withheld for non-performance of work.  

UCorp assesses no fees on accounts used solely stipends or scholarships. 

Stipends in Lieu of Scholarships

Non-enrolled students working on their final research projects are eligible for financial aid, but Campus Solutions does not allow for the disbursement of scholarships to non-enrolled students. In those situations, stipends can be issued in lieu of scholarships. 

Prizes

Prizes are another category of student support UCorp provides. Prizes are generally awarded for outstanding academic achievement or for winning a competition. 

Prizes must be reviewed and approved by the Financial Aid Office prior to distribution by UCorp. If a student receiving federal financial aid in the form of grants, work study or loans receives funding that would cause their total aid from all sources to exceed the cost of attendance, then adjustments must be made. If the student is not receiving federal financial aid, then they may receive the prize, no matter what the other sources of income for the student might be. 

Special Events

University Corporation Events and Field Trips

The University Corporation is committed to supporting a wide array of events and field trips that help to fulfill the educational mission of the University.  In doing so, we strive to ensure the safety of all participants and the timely processing of all related paperwork and full compliance with CSU, SF State, and UCorp policy.

A University Corporation event is one that falls outside of routine SF State campus activity. The event’s activity must occur within the scope of a UCorp program or grant, be consistent with the mission of SF State and UCorp, and be funded by UCorp. 

Events include, but are not limited to:

• Conferences and Workshops
• Field Trips
• Fundraising Events
• Lectures
• Performances 
• Receptions

Forms

Events with anticipated expenditures of $1,500 or more must be pre-approved by authorized UCorp personnel. A Special Event Authorization and Summary must be completed and submitted to UCorp prior to the event. Please allow at least one week to give UCorp ample time to secure Special Event Insurance if necessary. No contract or other commitment of costs will be approved until a Special Event Authorization is on file.

Location

The event may take place on campus or off campus. The Downtown Center, the Romberg Tiburon Center, the Sierra Nevada Field Campus and the Pacific Leadership Institute are all considered on campus.

If the event is taking place on campus, UCorp may need to reimburse SF State for the use of its facilities. If you are planning an on-campus event, please email Ricardo Angeles at angelesr@sfsu.edu to discuss the details of your particular event.

Funding

The event will be funded with UCorp funds. If adequate funding is on hand to pay for your event, related expenditures may be processed as usual. If deficit spending will occur prior to the receipt of revenue, the dean/associate vice president must guarantee repayment of the deficit in writing. Please email Ricardo Angeles at angelesr@sfsu.edu for the appropriate terms and paperwork.

Contracts

Commitment of funds must be approved by authorized UCorp personnel. All contracts for venue space, catering, entertainment, equipment rental, or any other contracts related to the event must be signed by authorized UCorp personnel. They are otherwise considered non-binding. 

Fundraising Events

A subset of “Special Events” are conducted for the primary purpose of raising charitable funds, where participants make a charitable contribution and a purchase for the fair market value of goods and services. Fundraising events include, but are not limited to, dinners, dances, concerts, carnivals, auctions and similar events. Please refer to the UCorp Fundraising Events Policy. If a fundraising event is being planned, please email Ricardo Angeles at angelesr@sfsu.edu for more information. Additional reporting is required by the CSU and the IRS for fundraising events. This is referenced in the ICSUAM 15701.00.

Raffle Proceeds

If an event includes a raffle, the revenue it generates and the costs the raffle incurs must be reported to UCorp on a Raffle Request form within five days of the event. UCorp is required to accurately report raffle proceeds to the IRS and the State of California on a yearly basis; this record-keeping is critical.

Insurance

Insurance is mandatory for all UCorp events. The event must be recorded with SFSU’s department of Enterprise Risk Management, and Business Continuity to ensure that all participants are adequately covered. Higher risk events may require a separate policy, typically at a nominal cost. 

Vendors with a physical presence at the event must provide insurance naming the University Corporation as an additional insured. This is the case even if the vendor will be delivering goods and then leaving. (The Request for Certificate of Insurance and Additional Insured Endorsement contains specific verbiage required on the Certificate.)  

Tammie Ridgell (ridgell@sfsu.edu), UCorp’s risk manager, must be contacted in advance of the event so that adequate insurance can be secured. Failure to secure insurance may result in cancelation of the event.

Release Forms

Release forms are required for field trips and some other events attended by students. Questions regarding release forms should be addressed to Tammie Ridgell via email at ridgell@sfsu.edu.

Promotional Materials

Promotional materials for events must be reviewed and approved by UCorp. San Francisco State University and UCorp are separate entities, and promotional materials need to be approved by UCorp prior to printing or posting online. Verbiage such as “This event is being funded (or partially funded) by UCorp, an auxiliary of San Francisco State University” may be required.

Spending Accounts

Spending Accounts are established in conjunction with SF State Foundation endowments. Expenditures are not routinely made from the SF State Foundation; instead, annual payouts are made to a related Spending Account at UCorp.  

Spending accounts adhere to the same policies as the Campus Programs and Scholarships. The only difference is the source of funding, generally distributions made from the related endowment. In some cases, donations are also made directly into spending accounts. 

Travel

The University Corporation’s travel policies conform with the policies set by the Chancellor’s Office in April 2013, and closely mirror the campus-specific policies for San Francisco State University. It is expected that travel will serve a legitimate business purpose and be reasonable in cost.

Prior Authorization

A Travel Authorization form must be completed and signed prior to making airline reservations, booking car rentals, or reserving hotels. UCorp will accept SF State's or UCorp’s Travel Authorization form. Domestic travel requires approval from the Dean or Associate Vice President. International travel requires approval from the President or Provost.

Insurance

Travel insurance is required for all international travel. Insurance must be obtained through SF State’s Enterprise Risk Management and Business Continuity Office, even when the travel is funded by UCorp.

Per Diem

The per diem rate for domestic travel is currently $58 per/day for meals and $10 per/day for incidentals. In some cases, a grant agreement or gift agreement could supersede the standard rate. The first and last day of travel is eligible for 75% of the full per diem. In the case UCorp per diem rates are different from the U.S. General Services Administration (GSA) per diem standards, the higher minimum standard rate may be used.

If there is no overnight stay, per diem reimbursements require at least 10 hours of travel and will be calculated at 75% of the actual amount.

For international travel, you may find the appropriate per diem rate via the U.S. Department of State Foreign Per Diem Rates by Location. A printout from the State Department website indicating the proper rate is required for reimbursement.

Accommodations

Travelers may secure lodging when traveling on business more than 25 miles one way, from their normal work location or home whichever is closer.

The maximum rate for domestic accommodations is $333 per/night. Receipts for accommodations must be included with the travel claim.

For international travel, you may find the appropriate accommodation rate via the U.S. Department of State Foreign Per Diem Rates by Location. A printout from the State Department website indicating the proper rate is required for reimbursement.

Transportation Costs

The mode of transportation used should be the most economical that is available. If a more costly form of transportation is selected, the traveler may be reimbursed up to the most economical amount. See below for current mileage and parking rates.

Required Documentation

As with all other payment requests, the travel claim must be backed up with original or certified receipts. Exceptions to this rule include:

1. domestic and international per diem allowances and incidental allowances
2. international allowances for accommodations
3. other individually listed expenses less than $75

The approved Travel Authorization form must also accompany all travel claims.

Timeframe

California State University policy states that travel claims must be submitted for payment within 30 days from the return of the trip.

Requesting an Advance

Employees traveling on SFSU or UCorp business may request a travel advance to cover the estimated cost of the trip. The completed Travel Advance Request must be signed by the dean or associate vice president, and backed up with the signed Travel Authorization. Only one travel advance can be outstanding at a given time.

Please note: UCorp’s Travel Authorization form does not include a request for a Travel Advance (like SFSU’s form does). A separate form is required for UCorp.

Mileage and Parking

Employees may use a private vehicle for UCorp travel if a car is the most economical mode of transportation available, and the vehicle’s owner carries proper liability insurance.

Motorcycles, except those of University police department employees on motorcycle assignment, shall not be authorized for use on official UCorp business, nor shall any reimbursement be made for the use of such vehicles.

Mileage is generally computed between the traveler’s work location and the business destination.

Mileage Rate

The University Corporation uses the standard mileage rate determined by the IRS. The previous 2025 calendar year rate is $0.70 per mile.

Mileage reimbursement for calendar year 2026 should be calculated using at $0.725 per mile.

Required Backup

Complete the “Location and Purpose of This Trip” section of the Travel Claim Expense Report form, and provide documentation to support the distance travelled. Mapquest, Google Maps or another similar program can provide such documentation. Please use the correct form for the corresponding year.

Please call Ricardo Angeles at (415) 338-7141 for information regarding defensive driving requirements.

Travel for Guest Speakers

Speakers are frequently invited to present at SFSU, sometimes as volunteers and other times for a fee or honorarium.

When speakers are paid for their services, they are not to be reimbursed for their travel or expenses. Travel-related costs can be accounted for in the following ways:

• Direct payments may be made to hotels or airlines.
• Include estimated travel costs as part of the honorarium. No receipts are required.

If the speaker is a volunteer, then travel costs can be paid directly to the speaker. A Hospitality form should be used, and no travel authorization is required.

Cancelations and Postponements 

If a trip must be canceled or changed, the traveler must make every effort to cancel/change any travel reservations. Fees incurred as a result of canceling/changing a trip will be covered if the cancelation/change was work related or due to unforeseen circumstances out of the control of the traveler. A business justification must be submitted and approved by the approving authority.

Travelers who are unable to honor a reservation shall be responsible for canceling the reservation in compliance with the cancelation terms established by the vendor. Charges or lost refunds resulting from failure to cancel reservations, registrations, etc., shall not be paid unless the traveler can show that such failure was the result of circumstances beyond the traveler's control.

If the reservation was paid by the University, then the traveler must promptly return any refunds received to the University. A travel advance must be returned immediately if a trip is canceled or indefinitely postponed.

Funds paid on behalf of or reimbursed to the traveler for expenses incurred prior to the actual dates of travel should be returned to the department. Refunds should be requested for registration fees paid directly to a vendor unless applied to another participant from the department. A non‐refundable ticket associated with a canceled trip must be used for the employee’s next trip.

Instructions for Forms in Adobe Sign 

1. Login to: Adobe Sign – SFSU 
2. On the Main Page, select “Start from Library”
3. Select “Workflows” in the pop-up window and type “UCorp” in search bar to locate available UCorp Forms
4. Select the desired workflow and click “Start”
5. Update Agreement Name (as needed)
6. Add Recipient information (role names with asterisk* are required recipients)
7. Click “Send now” to initiate the signing the process

You may track your requests under the “Manage tab” in your Adobe Sign account. When the agreement is completed, all parties (including CCs) are notified via email.