Research Administrators Forum February 2, 2011 WPIC Auditorium

NIH 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

NIH 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

Employee of the Month Employee of the Month awardees are eligible to compete for employees of the year Nomination process Making a Difference Nomination form on OGC website Email form to: Theresa Cukanow, Cukanowtc@upmc.edu Margery McInerney, McInerneyme@upmc.edu

Rosalyn Christ – Nov 2010

Melanie Wilds – Dec 2010

OGC Staff Updates Departing Staff New Staff Jenny Mersich Chris Harris, Fiscal Denise Trosky had a baby boy (Ryan Joseph) on 1/2/2011; 7lbs 10oz.; 20 inches Lance Maloney will be covering for Denise while she is on maternity leave

OGC Priorities Update Hard fund account balance notification Second half budgets have been sent out OGC trainings Submission process – K Award trainings completed in the Fall 2010 K Award Post-Award Management – Winter 2011 Continued Website maintenance Pre-Award revised website – Nov 2010 Pre-Award FAQ list – Sept 2010

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

Personnel Announcements Agreements Announcements – website ePerformance final approval steps

Personnel Announcements Agreements Which agreement to use Internal – based on employee type Memorandums of Understanding (MOUs) are internal agreements with UPMC employees or select Pitt employees (postdocs, GSRs, part-time faculty) Supplemental Earnings Requests are internal agreements with Pitt STAFF External – based on Scope of Work, international vs. domestic Contracted Services Agreements (CSAs) – routed through Aniko and then the Office of Research Professional Services Agreements (PSAs) – routed through Aniko and then Pitt Purchasing

Personnel Announcements Agreements Tips to remember Agreements should be initiated at least one month prior to the agreement holder beginning work Agreement holders MAY NOT work until the agreement is completed Always involve Aniko from the beginning! Especially for external agreements – there is a PSA vs. CSA checklist that should be completed before any agreement drafts are submitted CHECK THE WPIC OGC WEBSITE FOR UPDATES – the Personnel tab will link you to the most current agreement information

Personnel Announcements Pitt employees – changes in the New Year Effective January 1, 2011, in order to remain compliant with UPMC policy, we need to evaluate each new Pitt employee (includes postdocs, GSRs, work studies, and student employees) to determine if they should have UPMC competency trainings and/or WPIC clearances on file. Please check the WPIC OGC website for a link to the “Pitt Student-Employee Flowchart” and complete this for each Pitt employee you intend to hire.

HR Announcements ePerformance Final sign off steps – “The Volley” 1) Manager – creates performance document and completes manager evaluation, clicks “Submit for Approval” 2) Manager – creates merit increase document, clicks “Submit” if <2.5% increase, PI must approve If >2.5% increase, Hermi Woodward must approve 3) Manager – once it’s approved, hold review with employee, click “Mark Available” 4) Manager – once review is held, click “Mark Review Held”, then follow through the next screens to click on buttons “Review Held”, the “OK” 5) Employee – click “Acknowledge” 6) Manager – click “Mark Complete”, then follow through the next screens to click on buttons “Complete”, then “Complete”, then “OK”

Post Award Announcements eProcurement Audit Documentation Delegating Approval Reimbursement Guide Travel

eProcurement e-Procurement is the UPMC’s preferred online Purchasing Method. Assign the correct GL Unit. Grant WPICC Hard Fund WPITT Use the appropriate UPMC sub-code. Utilize the Sub-Code List on the website Always include justification for each purchase If the product is not listed in e-Procurement, please contact your Grants Specialist for options (Panther buy/PRISM)

Justification Showing how the item is allowable and clearly allocable to the specific project (specially: GENERAL PURPOSE ITEMS) – 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.

Audit Documentation The University/Department is responsible to assure that all expenses meet audit guidelines. This responsibility is delegated to the OGC Grants Specialists from the University.

Delegating Approval Before entering MyExpenses and eVoucher requests, approvers must delegate approval to their OGC Post Award Specialist. Approvers will continue approving expenses but on Hard Copies submitted to the OGC Post Award Specialist. The Grants Specialist will approve expenses electronically

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

Travel Carlson Wagonlit Travel is the university approved travel agent. UPMC employees can purchase tickets using the Supply Chain/MyTravel option under MyHub. Save Boarding Pass and Credit Card Statement for flight verification Hotel Room: Standard Single Room Rate Fly America Act: all flights charged on a Federal award must be booked using a US flag air carrier regardless of the cost 2011 Mileage Rate: 51 cents per mile

Travel Meals: Pitt: uses GSA rates - http://www.gsa.gov/portal/category/21287 UPMC: uses a flat rate of $15 for breakfast and $ 35 for dinner. Lunch is not permitted to be reimbursed. SAVE ALL MEAL (DETAILED) RECEIPTS, you will need them when you submit your reimbursement request. Car rentals must be approved prior to travel by Hermi Woodward Reimbursement requests that are received more than 90 days after the expense occurred will be rejected by Accounts Payable. In the case of UPMC MyExpense Reports, use the White Envelopes to send us Back up documentation, we will forward them after approval.

UPMC Clinical Trials Office Office of Sponsored Programs and Research Support (OSPARS) Billing and Clinical Trials Presentation Thursday, Feb 17th (1:30 – 3:00), WPIC Aud Fiscal Review procedure and new Institutional Account Request form Research Administrators and Coordinators should plan on attending this presentation

FY 2011 RAF May 11, 2011

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!