Policies & Procedures

Following applicable policies and procedures is crucial for utilizing IRA funds responsibly and ethically. Program advisors and awarded programs must avoid conflicts of interest by adhering to the CSU Conflict of Interest Code and disqualifying themselves from decisions involving personal financial interests. Additionally, strict compliance with IRA Advisory Committee Guidelines and campus reimbursement policies ensures transparency and accountability in fund utilization, thereby safeguarding against potential repercussions and maintaining eligibility for future awards.

Conflicts of Interest

Program advisors and awarded programs must ensure there are no conflicts of interest when utilizing IRA funds. Advisors are required to review the CSU Conflict of Interest Code, comprised of the Incorporation page, designated positions list, disclosure categories, and FPPC approval page. Advisors and other signature authorities are required to disqualify themselves from participating in decisions and/or their program from utilizing IRA funds where there is an identified personal financial interest.

Conflict of interest training is available through CSU Learn, and all individuals involved in the IRA allocation process, including IRA program administrators, advisors, and accounting personnel, are advised to review this training on an annual basis.

Use of Funds

Advisors must adhere to the IRA Advisory Committee Guidelines and Priorities, which outline established allowable uses of IRA funds. Strict compliance with these requirements is required; non-compliance may affect consideration for future awards.

If you are utilizing IRA funds to purchase items that fall under the hospitality guidelines, you will be required to submit a hospitality justification form alongside requests for reimbursements, payments for contracted services (entertainment), etc., to ensure compliance with university policy.

Advisors must also adhere to campus policy guidelines on reimbursement requests, including established dollar limits on reimbursements. Exceptions to this policy may be authorized through Procurement.

Payment Processes and Other Important Information

Following a recent audit finding, IRA funds can no longer be allocated through auxiliaries such as ASI. As a result, these funds will now be managed and delegated directly by the university, beginning FY 2025-26.

All IRA-related purchases--whether reimbursements or purchase orders--need to be reconciled using the correct IRA class code. Additionally, moving forward, purchase orders will be the preferred payment method, with reimbursements allowed only in limited cases. Please see the Accounts Payable webpage for authorized reimbursements types.

Information on the university's standard buying methods can be viewed by clicking on the button below.

**Note: Any remaining reimbursements or payments for FY 24/25 must be submitted to ASI by June 25, 2025. Any unused IRA funds for FY 24/25 will not be available for reimbursement through ASI after June 30, 2025.

Reporting Requirements - Post Activity Reports

The following section will outline the reporting requirements for both post activity reports and additional reviews of IRA fund use, including audits. These requirements are crucial for ensuring that IRA funds are utilized correctly and transparently. They provide insight into how funds were used, which is essential for future funding considerations, and they help maintain adherence to established policies and administrative practices.

Post Activity Reports

Programs receiving IRA funding will be required to complete a post activity report which details how IRA funds were utilized as outlined in their respective program proposals. Additionally, programs that received funds for the current fiscal year and are looking to apply for the next fiscal year, must submit a post activity report to be considered for future funding. To submit your PAR, please select the Post Activity Report button below.

It is integral that program advisors collect data in regards to how students are benefitting from IRA programs. This information will be reported via the post activity report and will play an important role in future IRA funding applications. Advisors may want to consider maintaining attendee lists or taking photos for events (if feasible).

Additional Reviews of IRA Fund Use

Audits

All individuals involved in the IRA allocation process, including IRA program administrators, advisors, and accounting personnel may be subject to a review of key operational, financial, and administrative controls via internal or external audits.

Administering, utilizing or approving IRA funds must always adhere to applicable Board of Trustees policies; Office of the Chancellor policies, letters, and directives; campus procedures; and other sound administrative practices.

IRA Student Fee Stewardship training

Auditing & Consulting Services provides an IRA Student Fee Stewardship training. This 1.5 hour, specialized training, guides you on how to properly govern your department's awarded IRA(s) and the appropriate use as stipulated by the IRA specification sheet.

To access a previously recorded training, please see this link: forthcoming.