1. Department of Research Administrators Workgroup (DRAW) October 20th, 2009 deMarneffe 132

2. Agenda 1. Incoming subcontract renewal agreements 2. Proposal Checklist: Deadline changed to 10 business days prior to the sponsor’s deadline – McLean as a Prime – McLean as a Subrecipient 3. Cost Sharing 4. NIH’s New Progress Report Requirements

3. 1.Incoming subcontract renewal agreements Once financial report of the last month of the grant year is posted, Research Finance prepares and sends the department the final invoice. If the total expenditures reported in the final invoice for the year ($80K) is less than the total budget ($100K), RF will include a note at the bottom of the invoice noting the carryforward amount ($20K). PI must send written request to the prime institution and request the carryforward ($20K) and copy Research Finance & Research Administration RF will reduce in the system the total budget amount to the total expenditures reported in the final invoice ($100K-$20K=$80K) When the sponsor releases the new year award, the prime institution will forward us the agreement that will include the budget amount for the new year + the carryforward amount of previous year ($100K + $20K = $120K) RF sets up the new budget year amount in the system including the carryforward amount ($100K + $20K)

4. 2.Proposal Checklist: Deadline changed to 10 business days prior to the sponsor’s deadline – McLean as a Prime – McLean as a Subrecipient Checklists available on the Research Intranet https://research.mclean.harvard.edu/PreAward/preawardforms.php

5. 3.Cost Sharing http://phsresearchintranet.partners.org/PHS_ResearchMgmt/documents/RMPolicies/CostS haringPolicy.pdf Cost sharing is that portion of a project cost, included in the detailed budget and/or narrative portion of the proposal that is not reimbursed by the sponsor and, as such, represents an institutional commitment of financial and/or non-financial resources. The financial portion can be made up of direct costs, non-recovered indirect costs, or both.

6. 4.NIH’s New Progress Report Requirements Revised PHS 2590 – http://grants.nih.gov/grants/guide/notice-files/not-od-09-150.html http://grants.nih.gov/grants/guide/notice-files/not-od-09-150.html – All personnel with at least 1 person month should be included in the personnel section – Does not apply to awards (R25 & R90) with individuals appointed under 2271 – 1 person month=160 hours or 8.3% annualized – Starts 10/01/09

7. NIH Update Restructured Application Forms for FY2011 Funding – http://grants.nih.gov/grants/guide/notice-files/not- od-09-149.html http://grants.nih.gov/grants/guide/notice-files/not- od-09-149.html – Applicable to funding dates of 01/25/10 and beyond – Changes include significantly shorter page limits & restructured application packages – Applicable to: electronic applications that combine SF424 & PHS 398, individual fellowships & paper applications using PHS 398

8. Questions?

9. Contact Raquel Espinosa Phone: 617-855-2868 respinosa@partners.org respinosa@mclean.harvard.edu