Post-Award Presentation Department of Radiology & Biomedical Imaging Staff Meeting April 1, 2015

Research Administration Team Enrique Menendez Director of Research Administration Katherine Diaz Post-Award Team Leader Jason Rahman Post-Award Analyst IV Susan Lin Post-Award Analyst IV Yiran Xie Post-Award Analyst III Kathryn Wold-Murphy Post-Award Analyst III Chan Nguyen Post-Award Analyst III Scarlett Jin Post-Award Analyst III Frances Chinn Post-Award Analyst III Jackie Jay-Farmer CIND Post-Award Analyst IV Maria Velasco CIND Post-Award Analyst I Matthew Ho CIND Post-Award Analyst II Juliet Fockler CIND Post-Award Analyst III Carmel Papa Industry Contracts Coordinator Jason: Advanced Imaging Techniques / Body Susan: MQIR Yiran: Women’s Imaging Kathryn: Radiology Outcomes / OHNS Chan: Brain Scarlett: OHNS Frances: Seed Grant / Reconciliation

What Do We Do? What types of accounts are managed? Federal Grants and Contracts Non-Federal Grants and Contracts Gift and Endowments Discretionary How much funding is managed? NIH: $35M (UCSF: $16M & NCIRE: $19M) Non-NIH: $23M Gifts/Endowments/Discretionary: $8M Total Funding: $66M Note: This funding is for the Department of Radiology only.

Overview Budget Status Reports Compliance Human Resources BearBuy & MyExpense Progress Reports & Financial Reports Industry Contracts & Clinical Pricing Team Building & Special Projects

Budget Status Report Budget Status Report (BSR) is an in-house developed financial and projection tool for grants management. Projection Includes: Personnel – who and % efforts Non Personnel – supplies and materials, travel expenses, machine times, etc. Balance at the end of each budget and project period. One of the main responsibilities of post-award team is to budget and project expenditures on grants after it has been awarded. In order for us to manage grants successfully, we use a tool called Budget Status Report.

BSR – Summary This is BSR – Summary sheet. Top portion is the personnel expenses and bottom part is non-personnel expenses. You can see the breakdown of these expenses on the left. We use the BSR to project how the grant will be spent on each of these categories. At the end of the budget period, are we projecting a positive or negative balance? In this example, there is a positive balance. We will run couple of scenarios on how to spend down this balance. Ex: increase efforts of personnel or we anticipate a higher travel expenses or a combination of both.

BSR - Payroll

Budget Status Report Developed Folder System Developed Naming Convention Users: Post-Award Analysts, Financial Managers, PIs, RIG Leaders & Vice Chairs of Research BSR Folder Location: \\radfiles.ucsf.edu\groups\BSR

Compliance Departmental Policies University Policies UCSF Cost Accounting Standard (CAS) Guidelines Campus Administrative Policies Agency Terms & Conditions NIH guidelines Sponsor guidelines Office of Management and Budget (OMB) Circular A-21: Cost Principles for Educational Institutions  A-110: Uniform Administrative Requirements with Institution of Higher Education, Hospitals, and other Non-Profit Organizations A-133: Audits of Institutions of Higher Education

Human Resources Academics: annual reappointments, salary review, separations, promotion, visa, and funding distributions Academic Volumes 70 Sponsored Funded Academic Faculty 57 Non-Faculty Academics 18 Without Salary (WOS) Visitors and Limited Hires 44 Postdocs 16 Graduate Students Staffs: funding distributions, limited hires and separations Staff Volumes 42 Staff Research Associates (SRAs) and Clinical Research Coordinators (CRCs) Note: These are Department of Radiology personnel only.

Bearbuy & MyExpense Bearbuy/My Expense Key Points Review Allowability Review Funding Review Match Exceptions Key Points 24 Hour Turnaround Time Segregation of Duties Cannot be approver and purchaser FedEx Charges

Progress Reports Progress Report Other Support Page Provide financial information Personnel on the award Calendar Months/Effort levels 25% thresholds on effort reduction and carry forward Review and identify if a NCE is needed

Financial Reports Financial reports are prepared by the CGA’s FSR team for all federal awards. Financial reports are prepared by Post Award for all private awards. Reports are due within 90 days of the end of the grant support Review the FSR/FFR and make any cost transfers, PET, or journal entries that are needed that are not captured on the report

Financial Reports Non-Federal Grants Federal Grants

Closeout Closeout Review all expenditures for allowability and within budget Clear any Overdraft/surplus to appropriate accounts Ensure that all payments have been made CGA places stop code on the fund to prevent future spending

Industry Trials & Clinical Pricing Liaison to industry contracts Industry trials budget development Protocol entry into OnCore Departmental OnCore Superuser Preparing Coverage Analysis (In process with Compliance)

Radiology Pricing Determine Type of Scan Is this a Research Scanner? Go to: http://radiology.ucsf.edu/research/core-services/img-srvs-pipeline Is this a Clinical Scanner? Prerequisites Access Charge Master Go to: http://www.cms.gov/apps/physician-fee-schedule/license-agreement.aspx 1. Research Scanners: Recharge based. No CPT code needed Clinical Scanners: CPT code based. Charge master is used to look up rates for procedures 2. For Research scanners go to website and use Internal Rate 3. To obtain accurate radiology pricing, the following information is needed CPT code IF AVAILABLE Description: i.e. specific x-ray view, scan with or without contrast Anatomical region if not specified in description Campus location Who will be providing service: MD, technician, etc. 4. Charge master- Technical Fee 5. Website – Professional Fee

Industry Trials Submit Documents to ICD Is this a Clinical Trial? Preliminary MCA Budget Development PI/Study Team Review & Approval Budget Negotiation Consistency Check 1 & 2 Is this a Sponsored Research Study? Contract Negotiation & Execution Submit Documents to Industry Trials Coordinator Preliminary MCA - Enter protocol information and billing designations into OnCore Identifying costs and ensuring coverage Review & approve MCA & budget Negotiation with sponsor Check 1- Final ICF vs. MCA Check 2- ICF vs. MCA vs. Budget

Team Building & Special Projects Weekly Post-Award Meetings Joint Meetings between Post-Award and RMS Monthly Post-Award Presentations on New Topics Team Building Events (Group Lunches, Fundraisings, Running Group) Website development Research Administration Faculty Survival Guide Hyperpolarized MRI Technology Resource Center Financial Tool Development (BSR & Salary Worksheet) Networking Activities University and SOM Subcommittee Participation

Team Spirit