Research Administrators Forum May 4, 2011 WPIC Auditorium

HR Updates Employment, Income, and Social Service Verifications Performance Review Reminders FLSA Updates

Employment, Income, & Social Service Verifications Refer calls to www.theworknumber.com or 1-800-367-5690 and provide UPMC Employer Code 11863 Employees can find instructions on the Infonet by visiting http://infonet2.upmc.com/OurOrganization/Enterprise/HR/Pages/WorkNumber.aspx If income needs verified the employee must visit www.theworknumber.com or call 1-800-367-5690 to obtain a salary key/authorization code

Performance Review Reminders Begin the review process for upcoming reviews as soon as possible Recommended that reviews are finalized prior to the review due date Reminders are sent via My Hub 45 days in advance of the review becoming due HR is available for one on one consultations or training within your area

FLSA Updates Identify and know who your non-exempt staff are within your departments Quarterly lunch audits will occur regularly for non-exempt staff around lunch overrides Mandatory FLSA training will be offered system-wide for all staff in the near future

Research Updates NIH Fiscal Policy for FY 2011 Annual Faculty Effort Reporting & Certification NCE Completed before end date Purchase of Bus Passes eProcurement Knowledge Assessment WePay expiration dates eVoucher System NIH Submission Review

Grant Spending Indirect Revenue is up 9% from March 2010 March 2011 was the Best month on record Projected FY 11 total indirect revenue is up 7.9% from FY 10 Thank you for your help in making a balanced budget possible! Even for 3 paycheck months

NIH Fiscal Policy – FY 2011 Non-Competing Research Awards for All NIH Institutes and Centers Except the National Cancer Institute Awards will be reduced to 1% below the FY 2010 award level. Inflationary adjustments for recurring costs on non-competing research grants in FY 2012 and beyond will be set at the 2% level Cut is being assessed to the continuations. New awards – 10% percentile and below are being awarded.

95.7% Restoration of Total NGA

Annual Faculty Effort Reporting & Certification In accordance w/ Federal OMB Circular A-21; an annual statement of certification is required; signed by the Principle Investigator or responsible institutional official having direct, first-hand knowledge of the work performed, certifying that the work was performed and charges are reasonable The Salaried Personnel Activity Report (SPAR) is the Institutional mechanism used by the University of Pittsburgh to account for the time and effort of every salaried employee at the University. OMB Circular A-21 requires effort reports represent 100% of an individual’s activity and provide an after-the-fact confirmation that the effort report represents a reasonable estimate of the actual effort expended. Reasonable 5%. 100% of the SPARS have to be certified to be in compliance

Annual Faculty Effort Reporting & Certification Certification of SPAR’s will be accepted ONLY during the last month of the certifiable period (i.e. start/end date of the SPAR period) and 90-days after the end of the certifiable period. The OGC Grant Analyst & Effort Reporting Team will begin contacting faculty members directly in May 2011 with SPAR & Distribution History information to review in preparation for the certification process. Please follow up with your respective post-award specialists on pending or upcoming faculty redistributions and be as proactive as possible moving into May/June 2011 K Awards who’s effort does not change will be sent out first. If you know of future allocations changes please let your GS know ASAP

NCE Completed before End Date If the work on a NCE has been completed before the end date then we need to inform the NIH of the new end date Request must come from the University to the Program Officer and Grants Specialist (OGC template on website) End date in E-Commons will be adjusted and close out documents will be requested

Purchase of Bus Passes UPMC’s account with the Port Authority has been closed OGC is working with WPIC Fiscal and UPMC Supply Chain on new procedures to purchase bus passes for participants

eProcurement eProcurement has been added to UPMC’s learning management system ~ Ulearn Complete the eProcurement Knowledge Assessment by June 30, 2011 You will lose your e-Pro access if the training is not completed prior to June 30, 2011 Questions related to ePro training should be sent to SCMeProTraining@upmc.edu Even if you did not receive an email you have to take the training or you will lose your ePro access

WePay Expiration Dates WePay cards with an expiration date of 11/30/2011 you will not be able to load after 5/31/2011 Admin Number range 522488-532487 Six month rule to insure that participants would have plenty of time to cash the cards Please return any unused cards from this batch to your grants specialist at the beginning of June

eVoucher If a user does not use the eVoucher application within 6 months their access will be revoked by Supply Chain Email your Grants Specialist if you need your access restated

NIH Submission Review NIH – Electronic Application Forms Required for F, K, T, and D Submissions with due dates after January 25, 2011 Updated Electronic Application Forms in 2011 For deadlines after May 7th all applicants will be required to use ADOBE-FORMS-B1 Make sure you use Adobe Forms B1 for June and July submissions

NIH Submission Review Error Correction Window for Grants.gov submissions Due dates after January 25, 2011 NIH will eliminate the error correction window The elimination of the error correction window does not affect the two business day application viewing window Applicants should submit their applications in advance of the due date to take advantage of the opportunity to correct errors Your submission should be in the final version once you submit it to the OGC

OGC Staff Updates Departing Staff New Staff Jenny Mersich Will Leiendecker New Staff Chris Harris, Fiscal Grant Jackson, Post Award The OGC Grant Assignment has been updated on the OGC website Recruiting for a Pre Award position; UPMC posting #1081626 Aniko Nalevanko – scheduled maternity leave in July Denise Trosky had a baby boy (Ryan Joseph) in Jan. and is delighted to be back Ryan Stoner has transferred to the OGC Personnel Team. Please send any positions (Post Docs) that are going to start in the fall (Sept) to Aniko ASAP

OGC Priorities Update Hard fund account balance notification Second half budgets have been sent out, balances by request OGC trainings Submission process – K Award trainings started in the Fall 2010 R Series submission process started in the Fall 2010 Post-Award Management K Award training started in the Winter 2011 Charging expenditures to grants training – Spring 2011

OGC Priorities Update Continued Website maintenance Pre-Award revised website – Nov 2010 Pre-Award FAQ list – Sept 2010 Post Award revised website – May 2011

Pre-Award Website Key Changes: Frequently Asked Questions Pre-Award Training Materials Powerpoint presentations Guidelines on various application topics Checklists

Pre-Award Website Grant application training sessions: Small groups of 10 or less Held each application cycle Invitees are based on received Planning to Submit forms – please submit these EARLY even if you aren’t sure Current Trainings: K award applications R Series applications

Post Award Website eProcurement Description / Justification Delegating Approval Reimbursement Guide Travel Training Sessions coming soon

Reimbursements Type of Employment Method of Reimbursement UPMC Employee My Hub/My Expenses (online) Pitt Employee Pitt Travel and Business Report (Hard Copy) Graduate Student Student Non-Pitt or UPMC Affiliates

Description /Justification A Description of the expense in laymen’s terms in needed for each purchase A Justification is required when a general purpose item (office supplies) is charged to a grant The justification needs to be grant specific The fact that an item is budgeted does not mean it is allowable and allocable Computers, telephones, postage and office supplies are consider GENERAL PURPOSE ITEMS and should be purchased using Hard Funds. The only case these items can be treated as Direct Costs is with a justification from the PI explaining how the item is going to directly benefit the grant being charged. To facilitate this process, always budget the expense on the grant and include a clear justification on the budget justification at the time of the submission and on the order at the time of the purchase.

Upcoming Events WPIC Staff Recognition Day Research Day Wednesday, May 11, 2011 Research Day Thursday, June 2, 2011

End of Fiscal Year 2011 In order for an item to be accounted for in FY 11 the item must be purchased, received, and paid for before the close of FY 11

OGC Website https://inet.psychiatry.upmc.com/OGC/default.htm The website should be considered a “live” document that will continue to evolve – we want it to be optimally helpful to you and your program Let us know what you would like to see posted!