Research Administrators Forum November 14, 2012 WPIC Auditorium

Agenda On-line SPAR Application Panther Express UPMC Expense Reimbursement OGC Updates PI Hard Fund Expenditures

Pitt On-Line SPAR Application New on-line SPAR system as of September 10, 2012 With the new on-line SPAR system a SPAR Modification notification email is sent each time a SPAR modification is saved The PI is notified each time a faculty members’ effort has changed on their grant For the Department of Psychiatry please contact your grants specialist at the OGC if you have any questions about the SPAR modification Do NOT contact Ryan Stoner, contact your grants specialist

SPAR Certification A new Effort Reporting Policy at the University of Pittsburgh has been approved The policy establishes responsibility for effective effort reporting and certification in compliance with Federal Office of Management and Budget (OMB) Circular A-21 The policy can be found at: http://www.cfo.pitt.edu/fcr/documents/EffortReportingPolicy.pdf PI training – two 5 minute videos Login through my.pitt.edu The first Certification period will begin on January 22, 2013 and end on March 7, 2013

SPAR Certification The first electronic SPAR certification will include the six month period of performance: July to December 2012 Two periods of certification July to August 31, 2012 September 1st to December 31, 2012 All subsequent certifications will cover a four month period of performance September 1st to December 31st January 1st to April 30th May 1st to August 31st

90 Day Rule Corrections to account distribution may be reallocated to a sponsored project within 90 days of the month end in which the original expenditure occurred Corrections to an error on the Oct Levels needs to be completed by January 31st

90 Day Rule Request for reallocation beyond the 90-day window will be denied unless it meets one of the exceptions: Removal from a sponsored project of an inappropriate or expressly unallowable charge regardless of lapsed time Removal of charge disallowed by audit or sponsor Reallocation affects only some combination of master and sub-accounts within the same award with all accounts involved open and active Early account number request was not approved. Evidence is required that early account request had been submitted Adjustments necessary on training awards to align payments to trainees with federally mandated salary rates Reallocation affects only some combination of non-research accounts and does not cross fiscal years if entity 02 (operating)

View Access to SPAR’s Administrators who want view access to the Pitt On-Line SPAR System should email Mike Miller PRISM Access Application SPAR Application Specify what PI’s you want view access to SPAR distributions are shown with Pitt accounts numbers No descriptions

Panther Express Starting in Sept. 2012 Pitt will rollout Panther Express and it is anticipated to take up to a year for all departments to be transitioned to the expanded functionality All purchases of goods and services will be made through Panther Express All requests for payment, including disbursement request will be made online in Panther Express A convenient single sign-on point from MyPitt.edu

Travel 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

UPMC Reimbursement Beginning Sept. 10, 2012 all PeopleSoft Expense module users’ are required to attach an electronic copy of their receipts to their expense reports UPMC has eliminated the “Direct Bill” payment method for airfare within Travel UPMC Employees will be required to pay for airfare by utilizing their personal credit card and receiving reimbursement through the Expense Module located in MyHub/Supply Chain/Expenses Reimbursement is generated in as little as one day from the date of approval

Airfare Pitt T&B forms are going electronic Pitt employees can use Carlson Wagonlit for travel arrangements, but you must use the Pitt specific phone number: For travel reservations: 1-877-786-3493 Use Pitt account number Pitt Business Travel Request Form Send to OGC Grants Specialist Pitt T&B forms are going electronic Your OGC Grants Specialist will inform you of what you need to do when it is implemented

New UPMC eMarketplace The current UPMC eMarketplace has been redesigned to allow you to find what you need more quickly Marketplace will be upgraded to the new version on Thursday, Nov. 29th; Enhancements include: Simplified search Product images Enhanced favorites Streamlined quick order Checkout history retention (10-20 carts saved)

New UPMC eMarketplace ​To learn more, watch the training video, which is available on the eProcurement Training page of the Supply Chain Management Infonet site.

OGC Staff Updates Departing Staff Justin Mohr, Pre Award New Staff Becca Allen, Data Yoon Jin Choi, Fiscal Corey Brahm, Post Award Robert Capor, Post Award 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

NIH Salary Cap Federal Fiscal Year 2012 (FFY 12) Oct 1, 2011 to Sept 30, 2012 Grant Awards issued between Oct 1, 2011- Dec 22, 2011 Use Executive Level I salary limitation of $199,700 Grant Awards issued on or after Dec 23, 2011 (new grants as well as continuations) Use Executive Level II salary limitation of $179,700 (Dec 23, 2011 to Sept 30, 2012)

Companion Accounts Companion accounts have been established for all accounts with new period funding due to new NIH salary cap restriction for awards issued after 12/23/11 Financial Reports are now being sent out for Sept. Levels and we are starting to reconcile Oct. Levels Please read Comments and Questions section about any outstanding transfers

OGC Website https://inet.psychiatry.upmc.com/OGC/default.htm

OGC Website Pre-Award New format Pre-Award Content Pre-Award links Highlighted information Training Requirement Instructions (COI, CITI, ISER) Progress Reports (eSNAP 68% on time, for the Dept) All progress reports for grants that fall under SNAP must be submitted via the Commons. Electronic progress reports are due to the NIH 45 days before the end of the current budget period (the 15th of the month).  Electronic eSNAP due to the OGC by 5:00 p.m., 8 business days prior to the agency deadline. 

OGC Website Post Award New format Travel Tab Post Award Content Post Award links Travel Tab UPMC employee link Pitt employee link

OGC Trainings Pre-Award Post-Award R01 Trainings Dec 12th (9:30 – 10:30) Dec 13th (10:00 – 11:00) Contact Sonia Wallace if you would like to attend Post-Award Monthly meetings with Administrators Starting on Jan. 24th at noon in the OGC Conf Room Contact Mariana Rieke if you would like to attend Send topics and questions to Mariana

PI Hard Fund Expenditures Hard Funds are to support the PI’s local infrastructure Purchases that are not allowable on grants (office supplies) Hard Funds are Institutional funds that are subject to all the rules of UPMC and Pitt Cannot buy items through non-UPMC sources and expect to be reimbursed for such purchases without prior approval

PI Hard Funds Non Allowable Expenditures Home office expenses (furniture, computer equipment, etc.) Gifts to outside parties (flowers, thank you gifts, etc.) Professional membership dues Only after professional development funds have been exhausted Supplies purchased outside of the UPMC or Pitt purchasing system

OGC Pick Up & Drop Offs

Questions? Next RAF – April 10, 2013 Remember that UPMC Open Enrollment ends today