MRAM Monthly Research Administration Meeting MARCH 10, 2016 UW TOWER AUDITORIUM TOPICPRESENTERCONTACTMIN Equipment Capitalization Threshold Lupe Valencia, Director, Management Accounting & Analysis Mike Anthony Executive Director, Management Accounting & Analysis Effort Reporting Update Mike Anthony Executive Director, Management Accounting & Analysis Researcher Reporting Obligations Joe Giffels Assoc. V. Provost for Research Administration & Integrity Office of Research TPU Updates Kristen Bendixen Senior Business Analyst, Research Accounting & Analysis eGC1 Changes Related to Animal Use Michelle Brot Research Coordinator, Office of Animal Welfare Contractual Considerations Carol Rhodes Acting Co-Director, Office of Sponsored Programs APRIL 14, 2016 UW TOWER AUDITORIUM JOIN US FOR OUR NEXT MEETING APRIL 14, 2016 UW TOWER AUDITORIUM

Equipment Threshold March 10, 2016 Michael Anthony and Lupe Valencia Management Accounting and Analysis University of Washington

 UW capitalization threshold is $2000  Equipment over the threshold is capitalized and must be tagged, tracked and inventoried  The Federal government the State of Washington have $5000 equipment thresholds  Our top 24 research peers have increased their respective thresholds to $5000  Inventory process is manual and paper-intensive  Different thresholds (UW vs. Federal) create confusion and errors Equipment Threshold University of WashingtonManagement Accounting and Analysis

Items in targeted range represent  Only 13% of the total value of inventory  Over 65% (40,000 count) of items in total inventory  Over 60% (3,300 count) of equipment items purchased in FY 2013 were between the $2,000 and $4,999 range Equipment Threshold University of WashingtonManagement Accounting and Analysis

Participants involved in decision making process  Faculty Council on Research  Research Advisory Board  Associate Deans for Research  Post-award Administrative Advisory Group  Office of Research  Office of Sponsored Programs  Office of Planning and Budgeting  Financial Accounting  Research Accounting and Analysis Equipment Threshold University of WashingtonManagement Accounting and Analysis

Project Milestones Nov 2015:  Equipment threshold proposal approved Dec 2015:  Revised Disclosure Statement submitted to Cost Allocation Services (CAS) Jan 2016:  University physical inventory (due date 5/31/2016) May 2016:  Effective 5/1/16 for sponsored projects proposals submitted to OSP* July 2016:  $5,000 equipment threshold (effective 7/1/2016) August 2016:  Federal and Agency physical inventory (due date 9/30/2016) Equipment Threshold University of WashingtonManagement Accounting and Analysis

Existing $2k threshold will apply to the following:  Existing funding  Non-competing renewals  Funding received in response to proposals with EGC-1 approval prior to May 1, 2016 (even if start date is 7/1/16 or later) Equipment Threshold – Sponsored Projects University of WashingtonManagement Accounting and Analysis

New Equipment Expense Object Codes for Grandfathered Award Budgets Object CodeDescription 05-47Non-capitalized Equipment ($2,000 - $4,999) – Grandfathered Awards 05-48Non-capitalized Equipment – M&E Tax Exemption ($ $4,999) – Grandfathered Awards * Will be available to use in the Sage budget module in March * Will be available to use in Ariba on 7/1/16 for grandfathered award budgets only * Considered non-capital equipment, but will be excluded from indirect cost (F&A) calculation Equipment Threshold – Sponsored Projects

New $5k threshold will apply to the following:  Proposals for new, competing renewal, and supplemental funding with an EGC-1 approval date on or after May 1,  Budgets submitted with these proposals must categorize items with an acquisition cost of $5,000 or more and a useful life exceeding one year as equipment.  Indirect cost (F&A) must be calculated on all non-capital equipment/supplies with an acquisition cost under $5,000. Equipment Threshold – Sponsored Projects University of WashingtonManagement Accounting and Analysis

New $5k threshold will apply based on the purchase order date:  The purchase order date will determine which threshold will apply. The $2,000 threshold will apply in cases where a purchase order has been fully executed (EI or BPO number issued) prior to July 1, 2016, with the equipment object code “06” regardless of when the equipment is paid for and/or received.  Purchase orders executed on or after July 1, 2016 will be subject to the new $5,000 threshold. Equipment Threshold Non- Sponsored Budgets University of WashingtonManagement Accounting and Analysis

MRAM Meeting - Purchase Order Approval Clarification *EIO is the final approver only if the purchase is under the direct buy limit *The $2,000 threshold will apply in cases where a purchase order has been fully executed (EI or BPO number issued) prior to July 1, 2016 *We recommend submitting requisitions early to ensure the buyers have adequate time to work through any contracting and compliance issues *Requisitions that are not fully executed on July 1, 2016, will be subject to the new $5,000 threshold *Check Ariba to ensure outstanding requisitions have been processed Equipment Threshold Non- Sponsored Budgets

Frequently asked questions including announcement are available on the following website: Equipment Threshold – FAQ’s University of WashingtonManagement Accounting and Analysis

Effort Reporting Update March 10, 2016 Michael Anthony Management Accounting and Analysis University of Washington

 Calendar FECs  Due March 30, 2016  to faculty March 11, 2016  Dashboard Report – Can now filter out “Certification not Required” FECs  Cost Share Module (Summary)  Will not work with MS10 default browser (Edge)  Will work with IE11 and Mozilla Effort Reporting Update University of WashingtonManagement Accounting and Analysis

 K8 and K23 awards have increased the salary threshold from $75k to $100k. Will reduce the amount of cost sharing required.  Be aware, cost share commitments set up late may not have been set up in time for faculty to certify which would require the department to process a recertification. If you know the cost share commitment is missing or wrong have the faculty member hold off on certifying until corrected (better late than wrong) Effort Reporting Update University of WashingtonManagement Accounting and Analysis

 MAA working with GCA on the close-out process for sponsored awards.  The focus will be on cost sharing and interim reporting to streamline the process in some manner.  We may be seeking input from academic units so hope you will help out if approached (or you can volunteer!) Effort Reporting Update University of WashingtonManagement Accounting and Analysis

Sponsored Research Reporting Obligations MRAM – March 10, 2016 Joe Giffels Associate Vice Provost Office of Research University of Washington

 Clinical trials  Publication within 24 months  Reporting on ClinicalTrials.gov  Shared instrumentation grants  Annual reports for 4 years following the end of the grant period Examples of late or neglected reporting by UW investigators University of WashingtonOffice of Research

… may jeopardize future funding opportunities for PI for UW … erodes public trust in research, especially at UW Untimely reporting… University of WashingtonOffice of Research

 Research  Progress reports  Final progress/technical reports  Crediting sponsor support in publications  Results – Publications  Journals  Web pages  Inventions  Training Grants  Subrecipients Other Reporting Obligations University of WashingtonOffice of Research

 Reporting obligations are award-specific  Anticipate them!!! What to Report University of WashingtonOffice of Research

 Establishes reputation for good stewardship  Documents credit for accomplishments Reporting is an Obligation University of WashingtonOffice of Research

Research Compliance and Operations :: Systems and Data Analysis Transpasu Automation Update March Kristen Bendixsen Add New Subs in GrantTracker

Research Compliance and Operations :: Systems and Data Analysis Add New Subs in GrantTracker Transpasu Automation Features…  Status Transpasu requests which will indicate the location of your Transpasu request in the approval and setup pipeline  Signatory setup and sign off and reason when rejected (edit, fix and resend)  notification to Signatories, Originator as sign off occurs  My Transpasu Requests page showing a user’s Transpasu Requests and statuses  “Push Button” submission of Transpasu request in GrantTracker and automated attachment of Transpasu form to the GrantTracker request  Save, Edit, Delete a Transpasu request

Research Compliance and Operations :: Systems and Data Analysis Add New Subs in GrantTracker Next Feature Completed – 1 st - 2 nd week in April  Save Transpasu request  My Transpasu Requests showing list of logged in user’s Transpasu Requests Transpasu Probable Rollout Plan 1.Signatory setup, signoff, and notifications 2.Status of Transpasu Requests 3.Edit and Delete requests that have not yet gotten to the “In Process” status 4.“Push Button” submission of Transpasu request in GrantTracker

Research Compliance and Operations :: Systems and Data Analysis Add New Subs in GrantTracker Next Delivery – 1 st - 2 nd week in April  Save Transpasu request  My Transpasu Requests showing list of logged in user’s Transpasu Requests Next delivery is later and smaller in features than anticipated We are changing the underlying technology of GrantTracker Because we are anticipating redesigning GrantTracker to make it  Easier to use  Align with your work Beta site for people to try out and provide feedback on  Transpasu – Add New Subs  New GrantTracker design

Research Compliance and Operations :: Systems and Data Analysis Add New Subs in GrantTracker If you want to help with requirements or testing contact me Kristen Bendixsen And GrantTracker redesign

Research Compliance and Operations :: Systems and Data Analysis Transpasu Processes we Intend to Deliver  Add New Subs  Replace ADV Sub Budget  Supplement Existing Sub  Transfer from Sub to Parent * * This is our plan for now but it may change depending on further analysis

Research Compliance and Operations :: Systems and Data Analysis Current Add New Subs WorkflowFuture Add New Subs Workflow The online workflow accessible from GrantTracker we have build so far

Changes to the AC-1 section of the eGC1 MRAM -3/10/16 Michelle Brot Office of Animal Welfare University of Washington

The eGC1 Section AC-1 asks about the use of Vertebrate Animals for the proposal. The following refinements will allow OAW to process the grants more efficiently:   If the answer to AC-1 is YES, these changes will apply:  A protocol # will be required at the time of submission (no more ‘JIT’ or ‘pending’ responses will be accepted).  The 3-yr approval date range will be required at the time of submission.  Identifying grants that will require a Significant Change at the time of submission via the following new question (AC-1-D): Will a Significant Change to the protocol be required to perform the animal work in this proposal?  The facility name and location of the work to be done will no longer be requested on the AC-1-A section (for UW work).  All submissions should now be sent electronically to UPDATE TO ANIMAL USE section of the eGC1—March 24— University of WashingtonPresenter’s Office

Animal Use AC-1. YES: Application involves the use of vertebrate animals. AC-1. Does this application involve the use of vertebrate animals? YES AC-1-A. Does the application involve the use of live vertebrate animals, at any location, by UW faculty, staff or students, or non-UW personnel visiting the UW and working under a UW IACUC protocol? YES UW South Lake Union Seattle, WA /23/14-10/22/17 AC-1-B. Does the application involve use of live vertebrate animals at any domestic (US) location other than the UW (e.g. custom antibodies, contracts, subcontracts or any collaborative work in support of the specific aims of the grant)? AC-1-C. Are you citing any foreign sites for performance of live vertebrate animal work? AC-1-D. Will a Significant Change to the protocol be required to perform the animal work in this proposal? All submissions should be sent electronically to AC-1 section (Animal Use) University of WashingtonPresenter’s Office

OFFICE OF SPONSORED PROGRAMS Web Updates

OFFICE OF SPONSORED PROGRAMS Scheduled for end of March publication: Principles applicable to sponsored research agreements Basic information on establishing a research agreement with the UW (procedural) Agreement types related to sponsored programs & contact offices Navigation & New Content & Templates

OFFICE OF SPONSORED PROGRAMS Decision tree for agreement types Templates with instructions for use Upcoming Additions & Templates

OFFICE OF SPONSORED PROGRAMS Questions?