Office of Research Administration Update Jim Becker OVPRA CATS Session January 21, 2009

OVPRA Updates Staffing in Grant Administration Offices have moved to 509 E. 3 rd Street Current primary projects include: – Completing the annual A-133 audit – Federal regulations and news – Survey results

Grants Administration Staffing Four Teams for Grant Services – Two teams for Federal and Fed-Pass-Thru Grants NSF, NASA, NIST, DOE, DOD NIH, USDE, most other federal agencies – One team for Federal, State, and local government contracts – One team for Commercial, Foundation and Non- Profit agencies – grantsreorg.html for team members grantsreorg.html

Grants Administration Staffing Grants Services teams provide cradle-to-grave service from proposal review and submission through award negotiation to account setup, maintenance and closeout. Reporting Team submits all financial reports to the funding agencies – Financial reports, invoices, invention statements, equipment reports, MBE/WBE reports, cost share reports – Follow-up on delinquent accounts receivable

Grants Administration Staffing Audit, Compliance and Effort Reporting Team – Assists with the A-133 audit, and provides guidance with agency audits, where appropriate – Oversees the university’s Effort Reporting system and processes – Compliance oversight Exception Reports Compliance Reviews Compliance Training

Location, Location, Location 509 E. 3 rd Street, next to the BP station Formerly OBR Realtors, and more recently CEEP Grants Administration, OVPRA business office, and some compliance areas are located here Human Subjects Office is still in Carmichael

New Federal Regulations E-Verify – Requires that IU confirm the employment eligibility of all employees working on federal contracts (includes cost share and any effort spent on the contract even if covered by departmental funds) – For any federal contract over $100,000 or over 120 days in length – For any fed-pass-thru contract over $3,000 – 30 day timeframe for verifying existing staff – 3 day timeframe for verifying new staff

E-Verify Process – Federal Agencies will implement February 20. New awards will include the appropriate clause, and current awards will be amended. – OVPRA will identify accounts that are subject to E- Verify (i.e., those which include the clause) – Human Resources and Academic HR will identify all staff whose salaries are paid from the identified accounts and confirm their eligibility via E-Verify

E-Verify Departmental Responsibilities – Identify staff on Federal or FPT contracts early, and update the HRMS e-doc – Ensure the salary is on the contract account ASAP Don’t wait to do salary transfers or to modify effort reports – by then we are out of compliance – Notify HR or Academic HR when hiring new staff for Federal or FPT contracts, or when moving existing staff to the contracts

Other Federal News NSF Summer Salary Policy – NSF will now allow 2 months of salary per 12-month period Old policy only allowed 2 months of salary during summer months, which led to overstating of summer effort – The change provides more flexibility for PIs to allocate effort across the calendar year – As an aside, this may reduce the summer salary that some PIs receive – The 2-month limit is for ALL NSF accounts, so PIs with multiple NSF accounts need to be aware of this limit

Other Federal News NSF Post-Docs – A Post Doctoral Mentoring Plan is required if Post- Docs are included in an NSF project – Proposals will be rejected without review if the plan is not included – The Plan must be within the 15-page project description – Check the NSF guidelines or contact Team 1 for more details

Other Federal News NIH Salary Cap – NIH continues to operate under a continuing resolution. – New NIH Salary Limitations have been posted. – Effective January 1,2009, the limit is $196,700. – Please see files/NOT-OD html for complete information. files/NOT-OD html

Other Federal News Research.gov website: New website for NSF, USDA and DOD Army Research Office Allows researchers to view grant application status online Financial reporting through this site Policy library also available Research spending and results available

OVPRA Survey Results Survey Conducted last Spring/Summer Primary areas of concern by respondents – Staffing: turnover, new staff, untrained staff, uninformed, lack of staffing – Customer service: lack of responsiveness, inefficiency, lack of support, poor contact with departments – Technology: poor statements, poor website layout, hard-to-use online forms, lack of available information

OVPRA Survey Results Resolutions – Staffing: Building better staff training to bring staff up to speed more quickly, and train them more thoroughly. Developing an online library for staff to access and query for policies, procedures, and agency information. – Customer Service: Participation in more campus events (CATS, department visits, etc.) Improving turn-around time and escalation of issues to ensure quicker completion

OVPRA Survey Results Resolutions – Technology: Updates to the web site are coming soon. Prototypes have been prepared and Human Subjects area will be deployed first. Reports are now available on the website under “Data and Reports.” Improvements to ERA are in the works. Kuali is on the horizon. Comments and Suggestions welcomed!

In closing…. Yale University settles with Federal government $7.6 Million settlement payment Issues included: – Late cost transfers and unrelated costs – Summer salary overcharges (100% summer effort) – Spending down federal funds at the end of the grant

Questions? ?