Research Administration Frequently Asked Questions

Research Administration Frequently Asked Questions

I am submitting a proposal to NIH, but I can t download the grants.gov package, how do I submit? A. Use an old grants.gov package from a previous submission to the same solicitation. B. Mail 10 hard copies to Santa at the North Pole. C. Use NIH ASSIT to submit the application D. Use grants.gov new web based submission system WORKSPACE.

Answer is C or D Effect 12/31/2017, Legacy PDF Application Packages will be phased out and will no longer be accepted after March 31, 2018. Workspace is a web based application portal that replaces the traditional grants.gov packages. NIH also allows applications to be submitted through the Application Submission System & Interface for Submission Tracking (ASSIST)

My proposal is due Friday 12/22/2018, when do I need to route it in Cayuse. A. Friday December 22, 2018 B. No later than 9:00 AM on Monday December 18 th C. It doesn t have to route in Cayuse before submission D. It must be routed so that all departments have approved and the proposal is RECEIVED by OSP no later than 9:00 am five (5) business days before the sponsor proposal deadline date.

Answer is D Proposal Submission Deadline Policy State All proposals must be electronically received via Cayuse SP by OSP s no later than 9:00 am five (5) business days before the sponsor proposal deadline date Late Proposals will be reviewed as time allows. Full Proposal submission deadline policy can be found https://osp.utk.edu/proposals/submissiondeadlines/

I am preparing a budget and requesting 1 summer month. How do I calculate my summer fringe rate? A. Summer Fringe is calculated by dividing your total UT Paid Benefits by your Total Salary B. Summer Fringe is calculated by dividing your total UT Paid Benefits minus UT Paid Insurance by your Total Salary. C. Summer Fringe is calculated by dividing your total UT Paid Benefits minus UT Paid Retirement by your Total Salary D. You should always budget the university average of 33%

Answer is B. Summer Fringe is calculated by dividing your total UT Paid Benefits by your Total Salary $21,407 - $6,913 $14,494 77,494 = 0.1870 Fringe Rate = 18.7%

A company agrees to perform lab analysis of 1000 samples for a fixed fee. This company is. A. a Consultant B. a Subrecipient C. a Vendor/Contractor D. Santa s little helper

Answer is C. A Vendor/Contractor A company performing a routine commercial service for UTK at UTK s request and to be billed according to the company s established rates. Uniform Guidance 200.330 UT Fiscal Policy FI0205 and FI0230 Exhibit 01 Uniform Guidance Determination Chart helps determine if company is a consultant, subrecipient, or vendor. Link is http://13134m1l2szd36ie6w8tg1djw2.wpengine.netd na-cdn.com/wp-content/uploads/2015/01/exhibit-01- UG-detrmination-chart-for-sub-vs-vendor-10-27- 2014.docx

When requesting a No-Cost Time Extension, which of the following is NOT a valid justification: A. Delivery of approved equipment needed for research project delayed by the vendor by 3 months (see attached emails). B. New Star Wars movie came out last week, department holiday party this week, and then it s the UTK holiday break, so we can t finish by 12/31/17. C. GRA working on research project decided to transfer to another institution. We need time to hire another GRA to work on the project. D. First NCTE request on NASA grant. Current end date is 1/31/2018. Request being made 30 days prior to the end date.

Answer is B. New Star Wars movie came out last week, department holiday party this week, and then it s the UTK holiday break, so we can t finish by 12/31/17. Not a valid justification for requesting a NCTE since the delays encountered are not related to work on the project under the approved SOW. Also the request is being made less than 30 days prior to the project end date.

I have a 5 year NIH award and my salary over the NIH salary cap, can my salary increase each year? A. Yes and you can charge a higher salary than the salary cap allows. B. Yes, but you cannot charge a higher salary than the salary cap allows. C. No D. Santa Clause is coming to town.

Answer is B. Yes, but you cannot charge a higher salary than the salary cap allows. Each year NIH sets a maximum for PI salaries. If the limit changes, you can rebudget funds to pay for a higher salary without prior approval, but you can't get more money from NIH. Your department can use its own money to pay beyond NIH's limit

FI0120-Records Management states the Sponsored Project Files are to be retained a minimum of 6 years after termination and review by the sponsor or by the contract clause. Most Federal projects require retention under the audit clause for files to be retained 3 years after project closeout review. Under UG, what defines closeout? A. The project end date B. The end of the 60 days by UT policy departments must post costs C. The date the Final Financial Report is submitted D. Who cares! Bah Humbug!

Answer is C. Departments need to be aware that under Uniform Guidance the date the FFR is submitted begins the audit period, so departments can t go by the project end date or by UT s 6-year retention policy alone. When discussing Sponsored Projects, departments must take into consideration UT s retention policy, Uniform Guidance, and the Audit Clause period listed in the award agreement. The documents must be retained for whichever date is the longest to ensure we are in compliance.

Which of the following is the most reliable way to determine if International Travel is allowed on an account? A. It can be allowed if the travel was on the PI s Christmas Wish List. B. It can be allowed if the international travel can be funded from remaining funds from domestic travel. C. It can be allowed if International travel is included in the approved budget and justification, unless the award additionally requires that the Sponsor approve the travel again within a specified period of time prior to the travel. D. It is OK if the international travel amount to be charged to the account only deviates from the approved travel budget by 10%.

Answer is C. Travel, especially international travel, is highly scrutinized by SPA to avoid audit situations and maintain the University s integrity with our Sponsors. For some Sponsors, having travel included in the approved budget, and the trip described in the budget justification, is enough for approval. With other Sponsor s they specifically ask that approval for the trip is requested again within a specified amount of time prior to the trip even if it has already been approved in the award. While some Sponsors approve spending out of budget on most line items by 10%, other Sponsors argue that this does not apply to an account that has zero budgeted for travel. They interpret a zero budget for travel to mean that no travel is intended on the project. The main point to take away from this is to KNOW YOUR SPONSOR s REQUIREMENTS.

Which of the following should normally be treated as an F&A cost? A. Lab supplies B. Entertainment for the office Christmas party C. Technical staff D. Clerical staff

Answer is D. Clerical staff, office supplies, postage, etc., are viewed by the federal government as part of the Facilities and Administrative (F&A) costs. These costs are incurred by the department on a normal basis. With Uniform Guidance in place, exceptions can be made with certain line items if they are budgeted and their necessity specifically for the project is outlined in the budget justification.

Questions?