Other Support, Related Effort, and RMS Systems SPA Training Other Support, Related Effort, and RMS Systems 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Departments: Ross Beard Susan Lau Pasang Sherpa Christine Razler Acknowledgements Departments: Ross Beard Susan Lau Pasang Sherpa Christine Razler Pat Wirattigowit Controller’s Office: Ellyn McCaffrey Rick Blair MC Gaisbauer Other Support Training 9/21/2018

Overview of RMS electronic Systems Outline Other Support All Personnel Report Effort Reporting Overview of RMS electronic Systems Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Sponsor Reviews Application Grant Process Overview Idea Develop Application 4-8 months Sponsor Reviews Application Submit Application Administer Award 1- 5 years Award Other Support Training 9/21/2018

What is the purpose of Other Support? Allows the Sponsor to determine if the key personnel can still commit to this project before an award is issued 1. Look for over-commitment of Key Personnel (more than 100% when effort for proposal is added to effort from other research active support) UCSF faculty cannot exceed 95% (11.4 calendar) In-Residence and Ladder Ranks Adjunct during any quarter when submitting a proposal 2. Checks for possible duplication of scientific goals or financial support of same projects from other source(s) lows the Sponsor to do an administrative review before an award is issued Snapshot in time of all the sponsored activities in which identified individuals is engaged Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

NIH Definition What is Other Support? All financial resources, whether Federal, non- Federal, commercial or institutional, available in direct support of an individual’s research endeavors, including but not limited to research grants, cooperative agreements, contracts, and/or institutional awards. Does not include training awards, prizes or gifts. Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

When is Other Support Requested? For NIH: Just-In-Time Progress Reports (RPPR) For other sponsors it depends on their guidelines For example, NSF is at the proposal stage FOR JIT, can either receive a automated response for a score of 40 or better. Also receive a personnel response from PO or GMS, respond immediately Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Other Support Samples Other Support Sample – JIT Other Support Sample – RPPR Other Support Training 9/21/2018

Types of Effort Paid Effort – effort of an individual paid by the award or funding source. Mandatory Cost-Shared Effort – effort of an individual devoted to a project but not paid by the award, instead paid by the institution. Required by the sponsor as a condition of the award and is quantified in the award. Voluntary Committed Cost-Shared Effort - effort of an individual devoted to a project but not paid by the award, instead paid by the institution. Not required by the sponsor but is quantified in the award. Concurrent/Complementary Effort - effort devoted to a project from another sponsor when research is related to but not identical to the work from the paying project. (Usually related to training & career development-type awards) Effort as Needed – Non-measurable effort In general, effort as needed is not included in Other Support, for example if in the role of Other Significant Contributor However, if a sponsor funds the research but does not allow PI support and does not require PI effort, his/her effort is listed as “effort as needed” Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Finding Information - Effort Possible Resources Previous Other Support MyReports - Employee Lookup or Distribution of Payroll Expenses (DPE) report Pay Plan BSR Magical PAF Machine (MPM) Work with your PI You know your PI, you know the grant best. One example is MyReports, but it might not be processed. But if you know you will make changes but haven’t been adjust Did you put that in your pay plan, or in magical path machine but hasn’t been proceed yet. What it is right now, how it will be adjusted My Report is a good starting point. Only as accurate You know your PIs and you know their grants the best. Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Finding Information - Application Application (Title, PI) eProposal – Application Documents: Proposed effort levels and project goals. PeopleSoft RAS – Award Documents: Start and End dates of award, annual direct costs NIH RePorter Award dates, annual direct costs, project goals Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Special Circumstances – K Awards K-Awards & Other Career Development Awards – Effort reported should not go below the minimum requirement. Additional projects should show individual commitments with an overlap statement. This effort is Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Special Circumstances – VA appointment When an individual holds multiple appointments involving support for research activities, information from each appointment must be included separately in the Other Support documentation. The support from each funding source should be clearly and separately delineated so that the separate appointments can be considered independently when determining any potential overlap. List each appointment separately and include enough information on the type of appointment (e.g. full time academic or 6/8 VA) so that an assessment of an individual’s commitment can be made. Within each appointment, include appropriate sources of research support providing the standard detailed information. Note: When an individual has multiple appointments it is possible that the combined effort can result in excess of 12 calendar months (not from any one institution but a combination of multiple appointments). In all cases, an individual’s combined total professional effort must meet a test of reasonableness. Other Support Training 9/21/2018

Sponsor Reviews Application Grant Process Overview Idea Develop Application 4-8 months Sponsor Reviews Application Submit Application Administer Award 1- 5 years Award Other Support Training 9/21/2018

All Personnel Report - NIH At the time of a progress report (RPPR) Allows the agency to know who has worked on the project Provide information for PI and each person who has worked at least one person month (8.3 %) per year regardless of the source of compensation Round to nearest whole person month A combination of what has already occurred and a projection what is left to occur Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

RPPRs – Other Notes Please note the two definition of Key Personnel. Change in effort, reduction of 25% or more For the next budget period For Key Personnel designated in the Notice of Award Constitutes a prior approval request and the issuance of a subsequent year of funding constitutes agency approval. Other Support Only Provide if there is a change for PD/PIs or senior/key personnel Senior/Key Personnel = individuals who contribute in a substantive measurable way to the scientific development or execution of the project, whether or not a salary is requested. Please note the two definition of Key Personnel. Prior Approval vs. Other Support Other Support Training 9/21/2018

Effort Reporting What is Effort Reporting Effort reporting is a key internal control to satisfy the federal government’s regulations to verify that direct labor charges to, or cost shared on, sponsored projects are accurate, timely, and reflect the actual level of work performed Effort is the portion of time spent on a particular activity, expressed as a percentage of the individual's total activity for the university Effort Reporting is intended to ensure that individuals confirm "after-the-fact" the effort expended on federally funded activities The confirmation certifies they have received compensation from federal fund sources and they have expended effort on the federally funded project, at a minimum, in the same percentage they are paid Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Effort Reporting When is Effort Reporting Conducted Effort Reporting must be completed and certified on a regular basis UCSF effort reporting certification is done bi-annually. January- June (certification period September 1st – October 31st) July- December (certification period March 1st– April 30th) Failure to meet these requirements puts the University at risk for audit disallowances resulting in significant financial penalties Other Support Training 9/21/2018 9/21/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Effort Reporting What is Included in UC Effort Reporting http://controller.ucsf.edu/pam/ers.asp What is Included in UC Effort Reporting Calculation of effort uses the Institutional Base Salary Annual compensation paid by the University for an employee’s appointment Includes research, training, patient care or other activities 100% effort is the total effort associated with the Institutional Base Salary Current practice is to certify effort within +/- 5% Incomplete or improper reporting of effort is a compliance violation Audit disallowances Loss of federal funding Other Support Training 9/21/2018

Summary Other Support – What is the current state at the time of OS request and potential overlap and proposed resolution All Personnel – Effort devoted in the current budget period of progress report being prepared Effort Reporting – After the fact effort certification for every 6 month interval Other Support Training 9/21/2018

Other Support vs Biosketches NIH Form Project # Dates Person Months Source Annual DC Title Major Goals JIT Other Support YES RPPR Other Support Biosketch NO Roles Overlap Active Pending Completed Inactive When submitted JIT PROGRESS REPORT PROPOSAL Other Support Training 9/21/2018

Overview of RMS Systems Proposals Correspondences Awards eProposal CACTAS CACTAS Peoplesoft (RAS) Other Support Training 9/21/2018

Contact Information Cathy Dunn : catherine.dunn@ucsf.edu Samantha Yee: samantha.yee@ucsf.edu Information about the SPA: http://osr.ucsf.edu/content/rms-service-partnership-agreement-spa Other Support Training 9/21/2018

Special Circumstances – VA appointment When an individual holds multiple appointments involving support for research activities, information from each appointment must be included separately in the Other Support documentation. The support from each funding source should be clearly and separately delineated so that the separate appointments can be considered independently when determining any potential overlap. List each appointment separately and include enough information on the type of appointment (e.g. full time academic or 6/8 VA) so that an assessment of an individual’s commitment can be made. Within each appointment, include appropriate sources of research support providing the standard detailed information. Note: When an individual has multiple appointments it is possible that the combined effort can result in excess of 12 calendar months (not from any one institution but a combination of multiple appointments). In all cases, an individual’s combined total professional effort must meet a test of reasonableness. Other Support Training 9/21/2018

Overlap Commitment overlap: when a person’s time commitment exceeds 100 percent (i.e., 12 person months), whether or not salary support is requested in the application. Scientific overlap: substantially the same research is proposed in more than one application or is submitted to two or more different funding sources for review and funding consideration a specific research objective and the research design for accomplishing that objective are the same or closely related in two or more applications or awards, regardless of the funding source. Budgetary overlap: duplicate or equivalent budgetary items (e.g., equipment, salary) are requested in an application but are already provided for by another source. Other Support Training 9/21/2018