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

• 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

Agenda

Quarterly Updates Barbara Cole

Associate Vice President, Office of Research Administration

• 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

NIH sIRB Policy

• 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

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 703-292-8243 or policy@nsf.gov

NSF - PAPPG

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FY17 - Projected Postdoc Stipend Levels

Projected Postdoctoral Stipend levels for FY2017

• 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)

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ORA Brown Bag Discussion Group

New Reporting Functionality in RRS

(PI Portal) Allen Mora

Director, Strategic Initiatives

Workday Update Edwin Bemmel

Executive Director, Post-Award

2015 2016 2017

Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Plan

Architect

Prototype

Test

Deploy

Support

Architect Kick-Off

Architect Complete P1

Complete P2 Complete

Prototype Complete

SIT Complete

UAT Complete

Testing Complete

Go-Live!

Today

The Prototype phase includes validating legacy data and building our two prototype tenants.

Integrations Build Complete

Workday Updates Project Timeline

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

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: GR00000008 LASTFIR8 CS COSTCENTER# SPONABB8 SHORTTITLE30 LEGACY# AWARDNUMBERMAX Example: GR00000001 BEMMELED CS COSTCENTER# KOMEN MY CANCER RELATED STUDY 661234 K328GJFKSJ09373548848 Subawards –new (one for each sub) Sub awardee info will be different Structure: GR00000008 LASTFIR8 SUBK Subawardee SUBPI SPONABB8 SHORTTITLE30 Example: GR00000065 BEMMELED SUBK FIU GARCIA KOMEN MY CANCER RELATED STUDY

New Reporting Functionality in RRS (PI Portal)

• Title is searchable by any value • You can type in part of any combination of the title

Workday Updates Thoughts/suggestions?

Workday Updates

Legacy Description Workday Description Org Type Hierarchy (+1)

5010 Instruction FC- Instruction Financial Class Instruction

5011 Instruction - Training Grants FC- Training Grants and non-Research Fellowships Financial Class Instruction

5012 Instruction - Other Instructional Activity FC- Research Fellowships and Research Training

Financial Class Research

5020 Research FC- Research Financial Class Research

5021 Research - Other Sponsored Activities FC – Industry Clinical Trials Financial Class OSA

5022 Research - Vessel Operations FC-Research - Vessel Operations Financial Class Research

5013 Public Service FC-Public Service & Other Sponsored Activities Financial Class OSA

5014 Public Service 2 FC-Public Service Financial Class Public Service

5080 Scholarships and Fellowships FC- Financial Aid Scholarships and Fellowships Financial Class Academic Support

ORA Website Jennifer Coccaro-Pons

Web Designer

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

Live Demo of ORA Website ora.miami.edu

PCRF Updates and Application Submission Update

Elisa Rangel Senior Manager, Applications

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PCRF-L Updates

Go to Form

There has been a minor edit to page 2

of the PCRF-L

The Application Submission policy, implemented September 1, 2015, requires submission of ALL applications to ORA in

advance of the sponsor’s deadline date

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Application Submission Policy Application Submission Policy

Option 1 – Requires the complete and final application

submitted to ORA 5 business days before the deadline, which allows time for a Single Comprehensive Review

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Option 1 Requirements

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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

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3

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

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Application Submission Policy

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Application Submission Policy

Application Deadline Policy

Close-Out Process Edwin Bemmel

Executive Director, Post-Award

• 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 – required reports are submitted (financial, technical,

invention)

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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 email confirmation from Tech

Transfer – Final Technical Reports

• ORA will retain copies for retention purpose.

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Award Close-out

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

• 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.

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Award Close-out

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• Follow up email:

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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

• 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.

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Award Close-out

Best Practices with 9-month Faculty

Edwin Bemmel Executive Director, Post-Award

• 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.

Institutional Base Salary (IBS)

• 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 $40,000.

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9-month Faculty and Summer Pay

• 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!!

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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.

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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.

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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

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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

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9/12-month Faculty

• 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.

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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.

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Salary Cap

Questions