ORA Quarterly Meeting October 26, 2016 (Medical) October 28, 2016 (Coral Gables)

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1 ORA Quarterly Meeting October 26, 2016 (Medical) October 28, 2016 (Coral Gables)

2 Agenda Quarterly Updates New Reporting Functionality in RRS (PI Portal) Workday Update ORA Website Presentation PCRF-Updates Application Submission Policy Update Close-Out process Best practices with 9-month faculty

3 Quarterly Updates Barbara Cole Associate Vice President, Office of Research Administration

4 NIH sirb Policy COGR-AAU-APLU-AAMC requested a one-year extension to the implementation date of the NIH Policy on the use of a Single Institutional Review Board for Multi-Site Research (NIH sirb Policy) This would require universities to comply with the policy no later than May 25, 2018 As institutions reorganize their IRB enterprise to comply with the new NIH policy, it will be imperative that the maximum costing flexibility is provided

5 NSF - PAPPG Revised version of the NSF Proposal & Award Policies & Procedures Guide (PAPPG) (NSF 17-1) has been issued Effective for proposals submitted, or due, on or after January 30, 2017 Modified to remove all references to the Grant Proposal Guide (GPG) and Award & Administration Guide (AAG) Referred to solely as the NSF Proposal & Award Policies & Procedures Guide

6 NSF - PAPPG Review the by-chapter summary of changes Several additional revisions In the interim, the guidelines in PAPPG (NSF 16-1) continue to apply For questions regarding changes, contact the Policy Office or policy@nsf.gov

7 FY17 - Projected Postdoc Stipend Levels Projected Postdoctoral Stipend levels for FY2017 7

8 ORA Brown Bag Discussion Group ORA Brown Bag Discussion Group Sr. Level Research Administrators Discuss anything on your mind with the administration of research at UM Bring your questions Bring your comments Bring your lunch Coral Gables November 8 (Nursing Board Room 102) Medical November 29 (CRB Room 1270) 8

9 New Reporting Functionality in RRS (PI Portal) Allen Mora Director, Strategic Initiatives

10 Workday Update Edwin Bemmel Executive Director, Post-Award

11 Workday Updates Project Timeline Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Plan Architect Kick-Off Architect Architect Complete P1 Complete Integrations Build Complete P2 Complete Today Prototype Prototype Complete SIT Complete Test UAT Complete Testing Complete Deploy Go- Live! The Prototype phase includes validating legacy data and building our two prototype tenants. Support

12 Workday Updates Grant title will include identifiers for: Legacy account (for converted grants) Cost share Salary over the cap Split PI Sub awards Multi year awards Supplemental funds

13 Workday Updates Eg:Cost share-from legacy (one for each unique cost center/fund/program combination). Will be identified by the letters CS along with the cost center of the funding Cost share. Structure: GR LASTFIR8 CS COSTCENTER# SPONABB8 SHORTTITLE30 LEGACY# AWARDNUMBERMAX Example: GR BEMMELED CS COSTCENTER# KOMEN MY CANCER RELATED STUDY K328GJFKSJ Subawards new (one for each sub) Sub awardee info will be different Structure: GR LASTFIR8 SUBK Subawardee SUBPI SPONABB8 SHORTTITLE30 Example: GR BEMMELED SUBK FIU GARCIA KOMEN MY CANCER RELATED STUDY

14 New Reporting Functionality in RRS (PI Portal) Title is searchable by any value You can type in part of any combination of the title

15 Thoughts/suggestions? Workday Updates

16 Workday Updates Legacy Description 5010 Instruction FC- Instruction Workday Description 5011 Instruction - Training Grants FC- Training Grants and non-research Fellowships Instruction - Other Instructional 5012 Activity FC- Research Fellowships and Research Training 5020 Research FC- Research 5021 Research - Other Sponsored Activities FC Industry Clinical Trials 5022 Research - Vessel Operations FC-Research - Vessel Operations 5013 Public Service FC-Public Service & Other Sponsored Activities 5014 Public Service 2 FC-Public Service 5080 Scholarships and Fellowships FC- Financial Aid Scholarships and Fellowships Org Type Financial Class Financial Class Financial Class Financial Class Financial Class Financial Class Financial Class Financial Class Financial Class Hierarchy (+1) Instruction Instruction Research Research OSA Research OSA Public Service Academic Support

17 ORA Website Jennifer Coccaro-Pons Web Designer

18 ORA Website Research Researched websites from 66 Universities Incorporated User Feedback Surveys New CMS (Cascade Server) Aesthetically pleasing Easier to navigate and more interactive Responsive site, which means that you will see essentially the same design optimized for your smart phone, tablet and desktop

19 Live Demo of ORA Website ora.miami.edu

20 PCRF Updates and Application Submission Update Elisa Rangel Senior Manager, Applications

21 There has been a minor edit to page 2 of the PCRF-L PCRF-L Updates Go to Form 21

22 Application Submission Policy The Application Submission policy, implemented September 1, 2015, requires submission of ALL applications to ORA in advance of the sponsor s deadline date 22

23 Option 1 Application Option 1 Submission Requirements Policy Requires the complete and final application submitted to ORA 5 business days before the deadline, which allows time for a Single Comprehensive Review 5 23

24 Application Submission Policy Option 2 Requires the complete and final application (minus the Research Plan) to be routed to ORA 10 business days before the deadline Research Plan being provided to ORA 3 business days before the deadline

25 Application Submission Policy All applications for sponsored funding must be reviewed by ORA prior to submission, even if the application will be submitted directly by the department, faculty or Advancement & External Affairs *Cost Shares and Waivers require institutional approval 25

26 Application Submission Policy Application Deadline Policy 26

27 Close-Out Process Edwin Bemmel Executive Director, Post-Award

28 All sponsored project activities must be formally closed-out as soon as possible after the project end date to ensure the following: that all expenses posted to the project are allowable no additional charges are posted all payments are received Award Close-out required reports are submitted (financial, technical, invention) 28

29 Award Close-out Proper close-out includes completion and submission of all deliverables and reports. Submit copies of all reports to ORA, Post-Award, including: Invention statements with confirmation from Tech Transfer Final Technical Reports ORA will retain copies for retention purpose. 29

30 90-days prior to expiration of the award, the PI will receive the following notification: 30

31 Award Close-out ORA will send out a closeout checklist 15-days after the expiration of the award. This will get automated soon. The checklist must be completed and signed by the PI. 31

32 32

33 Follow up We previously sent you a copy of the attached closeout checklist with a request to complete and return it within 15 days. We have no record of receiving this back, and are approaching the deadline to close out this project. Please complete and sign this form and return it within two weeks of this notification. If your reply is not received within two weeks, we will accept this as your tacit approval to proceed with the closeout of this the project. The account will then be closed and all required financial reports submitted. Your department account will be charged for unresolved issues. If the report must be filed with deficient documentation, your department is accountable for any disallowed costs. Please contact us if you have any questions. Award Close-out 33

34 Award Close-out Must be returned to ORA, Post Award, within 15 days of receipt. All invoices must be paid prior to submitting the the final report/invoice. Deadlines provided in the NOA/agreement are the drop dead dates for submission/drawdowns, etc. ORA needs sufficient time to close-out awards. 34

35 Best Practices with 9-month Faculty Edwin Bemmel Executive Director, Post-Award

36 Institutional Base Salary (IBS) Annual regular compensation paid by the university for an employee s appointment. Does not include bonuses, incentives, etc. Policy being reviewed. IBS, subject to any salary cap, will be used to determine the individual s rate of pay on proposals and charged to sponsored projects.

37 9-month Faculty and Summer Pay Charges for work performed during the summer cannot exceed the rate of base pay. eg: 9-month salary is $180,000; monthly rate is $20,000. Two month summer salary equates to $40,

38 9/12-month Faculty For 9/12 month faculty, the appointment is still a 9-month appointment. Salary is paid over twelve months as a mechanism to defer (spread) their 9-month salary evenly through the calendar year. IBS is based on when salary is earned (9 months) rather than the timing of the cash payout. System requires manual cost allocations!! 38

39 9/12-month Faculty During the 9 month academic year: Charge salary expense to the related accounting distribution based on IBS. Payout employee based on 1/12 of 9-month salary. Accrue the difference between the expense and payout into a departmental account for accrual. 39

40 9/12-month Faculty During the summer months: Continue payout to employee based on 1/12 of 9 month salary. Payouts must be made from the departmental accrual. 40

41 9/12-month Faculty 9/12 faculty should not have charges on their grants in the summer for their regular (nine month) appointment. eg: 9/12 faculty has an appointment of $180,000 9/12 pay will be $15,000/month IBS = $20,000/month 41

42 9/12-month Faculty If the PI has 10% effort on a grant during the academic year: Charge the grant $2,000 per month during the academic year Charge the grant $0 in the Summer 42

43 Salary Cap Some sponsors impose a salary cap, limiting the IBS that can be charged to sponsored projects. The most typical is the NIH cap, but this is not the only cap (including state and Foundation awards) Any portion of the IBS in excess of the cap must be charged to an institutional account. For 9-month faculty: Salary caps must be converted to a 9-month rate to determine the actual cap. 43

44 Salary Cap eg: NIH cap is currently $185,100 or $138,825 (75%) for 9-month faculty. Use the PI s monthly rate ($20,000 from earlier example) to compare with the $138,825/9 ($15,425) to determine the over-the-cap amount. 44

45 Questions

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