Weekly Administrator Meeting October 19, 2016 Research Administration Alan Daugherty, Senior Associate Dean for Research Susan Stark, Manager, SRAS

Introduction to the SRAS SRAS Website http://research.med.uky.edu/research-administration-ibu Pre-Award Support Post-Award Support Where to find us

Wethington Awards

College Monthly Grants Awarded Report Brad Kidd, UKHC Finance, Business Partner Director http://www.research.uky.edu/numbers/reports.html

College of Medicine Awarded Grants & Contracts Summary September FY17

UK FY17 awards totaled $53. 8M (Jul-Sep 2016), a $2. 0M (3 UK FY17 awards totaled $53.8M (Jul-Sep 2016), a $2.0M (3.8%) increase from FY16's $51.8M (Jul-Sep 2015). NIH awards totaled $24.5M, a $1.5M (5.8%) decrease compared to FY16's $26.0M. Non-NIH awards totaled $29.3M, a $3.5M (13.5%) increase compared to FY16's $25.8M.

NIH Awards Federal FY16 (October – September) Total University/Institution Funding Data as of 10/03/16 from NIH website

COM Awarded Grants & Contracts by Department (UK Fiscal Year)

NIH Awards by UK Fiscal Year July – September

Number of Proposals Submitted

SRAS-generated Reports SRAS Useful Information page http://research.med.uky.edu/research-sras-useful-information General-Grant Reports Generated by SRAS Monthly

Student Travel Guidance Document Discussion and Feedback Drafted at request of Dr. Rebecca Dutch, Associate Dean for Biomedical Education Shared 9/14/2016 DA research admin meeting Based on feedback received, have made some edits

Student Travel-What You Need to Know Always talk with your Department Administrator (DA) prior to making any of travel arrangements. They will be aware of the appropriate funding source for your travel. The DA would also be aware of the budget implications of the trip. Before you make plans or incur any travel expenses, you must know the type of official assignment you hold at the University.

Student Travel-What You Need to Know As part of your student position, do you currently have a Research Assistant assignment? OR, Do you have your own Fellowship award or training grant appointment or is your department or the University providing you with a stipend to support your position? If you’re not sure of your assignment, your DA will have access to this information. Your type of assignment determines the appropriate and compliant way for your travel expenses to be paid and processed for reimbursement by the University.

Student Travel-What You Need to Know If you have a Research Assistant assignment, it means the University considers you an employee, is paying you a salary, and your travel expenses can be paid with a regular Procard (in most cases, your mentor/advisor will have his/her own Procard). After your travel, you can be reimbursed via the standard employee travel reimbursement process.

Student Travel-What You Need to Know If you have a Fellowship assignment and the University is paying you a stipend, it means the University must follow certain federal guidance for any payments made to students, including travel support. Your travel expenses cannot be paid with a regular Procard. They must be paid with a special Student Procard. You also have the option to pay your expenses out of pocket with personal funds and be reimbursed directly.

Student Travel-What You Need to Know The Office of Biomedical Education (OBE) can help process your travel on a student Procard. Contact Jennifer Kennedy, OBE manager, (jkennedy1@uky.edu) prior to making any travel plans so that she can help you set up charges properly on a student Procard. She’ll coordinate arrangements with your DA to determine the appropriate funding source. You can also be reimbursed for expenses, but a different form and process needs to be followed because your status is just as a student (not an employee).

Student Travel-What You Need to Know Resources: BPM E-7-14, Payments to or on the behalf of Students BPM E-5-1, Reimbursement of Travel Expenses (faculty/staff/employees)

Student Travel-What You Need to Know Still to be determined (suggested options): Must all student travel be coordinated through Jennifer/Office of Biomedical Education? Is there a need for prior approval -- and if so, who coordinates that process? Any special mention needed about IBS students, where they are in the program, etc.?

SRAS SOP Review Process Publicize in the Weekly Research Update email newsletter Allow one week for feedback May be posted another time depending on the extent of the feedback Presented to SRAS Steering Committee for approval Always considered dynamic documents

Questions?