1. Office of Research and Economic Development Research Administration Meeting
April 12th 2017

2. AGENDA Office of Research and Economic Development
Research Administration Meeting
AGENDA
Welcome and Introductions
Pre-Award
Post Award
Research Integrity
Slide Presenter: Joe

3. Project Organizational Chart
Office of Research and Economic Development
Vice President’s Office Update
Welcoming Remarks
Introduction of Office of Research and Economic Development Team
Introduction of New Attendees
Future Research Administrators Meeting for 2017
October 10th :00 am – 12:00 pm in the MARC Pavilion
Slides will be posted on the Office of Research and Economic Development website after meeting
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

4. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
NIH Salary Cap
At this time NIH has not received a FY 2017 appropriation, and is operating under a Continuing Resolution "the Further Continuing and Security Assistance Appropriations Act, 2017" (Public Law ) that applies the terms and conditions of the Consolidated Appropriations Act, 2016.
The Consolidated Appropriations Act, 2016, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Executive Level II salary was previously set at $185,100, and increased to $187,000 effective January 8, 2017.
The NIH 12 month appointment salary cap for applications submitted will be $187,000. The NIH salary cap for nine month appointments will be prorated to $139,713.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

5. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Fringe Benefit Rates
The University has revised the fringe benefit rates for the fiscal year, therefore the fringe benefit rates used at proposal stage have been revised as follows:
The internal budget sheet used at proposal stage has been revised to reflect these changes in the fringe benefit rates.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

6. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Internal Budget Sheet
Account Code P77210 changed from Professional Fees/Consultants to Consultants. Professional Fees remains as P77200.
Participant Support Costs Tab
Participant Support Costs excluded from Indirect Cost Base as per new F&A Agreement
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

7. National Science Foundation
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
National Science Foundation
The NSF (PAPPG) (NSF 17-1) requires PIs, co-PIs, and other senior project personnel identified on NSF proposals to individually upload Collaborators and Other Affiliations information as a Single Copy Document (see PAPPG Chapter II.C.1.e).
Effective April 24, 2017, NSF will require the submission of a spreadsheet template to identify collaborators and other affiliations. Please note that the spreadsheet template:
Has been developed to be fillable. However, the content and format requirements must not be altered by submitters.
Must be saved in .xlsx or .xls formats and directly uploaded into FastLane as a Collaborators and Other Affiliations Single Copy Document.
Will be converted by FastLane from an .xlsx or .xls file to a PDF file.
Uploading a Collaborators and Other Affiliations Single Copy Document in any other format may delay the timely processing and review of your proposal.
The template and associated instructions may also be accessed directly at:
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

8. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Sub-Awards
The “Statement of Work” is a document that lists and describes all essential and technical requirements for the effort to be performed, including standards to determine whether the requirements have been met. A strong statement of work include but are not limited to the following:
Objective or purpose
Period of performance
A general description of the actions to be performed by the sub-awardee and the expected results
Clear and quantifiable deliverables:
This should provide both technical and performance specifications and due dates.
Performance, quality and timeliness requirements. This includes required or acceptable levels of performance on each specific task measured in terms of accuracy, response time, and speed.
Workload requirements. A description of levels or size of contractual effort.
Personnel requirements. Minimum qualifications or skill levels expected in the contractor’s staffing.
Reporting requirements. Describe any reports to be submitted by the contractor to show progress.
The above Statement of Work requirements should be followed when FIU is a Sub-Award on a proposal submission and when FIU is Sub-Awarding out.
Request Form
The Sub-Award/Amendment Request form has been updated and can be found on our website
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

9. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Sub-Awards Continued
All Sub-Awardees are required to have the following in order for a Subaward to be issued:
Valid DUNS number
Valid SAM registration
Most recent A-133 or Financial Statements
Most recent F&A rate agreement
IRB/IACUC/IBC/IRE approvals
If a Sub-Awardee requires NSF prior approval then they must also have a valid FastLane registration
Request Form
The Sub-Award/Amendment Request form has been updated and can be found on our website
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

10. Consulting Agreements
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Consulting Agreements
Consulting Agreement Request Form
The Sub-Award/Amendment Request form has been updated and can be found on our website
Statement of Work
The “Statement of Work” is a document that lists and describes all essential and technical requirements for the effort to be performed, including standards to determine whether the requirements have been met. A strong statement of work include but are not limited to the following:
Objective or purpose
Period of performance
A general description of the actions to be performed by the sub-awardee and the expected results
Clear and quantifiable deliverables:
This should provide both technical and performance specifications and due dates.
Performance, quality and timeliness requirements. This includes required or acceptable levels of performance on each specific task measured in terms of accuracy, response time, and speed.
Workload requirements. A description of levels or size of contractual effort.
Personnel requirements. Minimum qualifications or skill levels expected in the contractor’s staffing.
Reporting requirements. Describe any reports to be submitted by the contractor to show progress.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

11. Consulting Agreements Continued
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
Consulting Agreements Continued
Foreign Consultants
If FIU’s Sponsor requires prior approval, we first must obtain their approval before moving forward.
Tax Compliance
All foreign consultants must be approved by Tax Compliance before agreement is sent out for review and signature.
Tax Compliance will review the contract, specifically the Statement of Work which must include where the work will take place and how the FIU PI will be receiving the deliverables
Former FIU Employees
If consultant will be contracted within the same tax year that they were employed by FIU, then we must obtain prior approval from Tax Compliance.
Work to be performed under the Consulting Agreement must be distinctly different form the work performed under their previous employment with FIU
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

12. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Pre Award Update
E-Verify
State of Florida contracts, namely Florid Department of Transportation, contain the E-Verify clause
PI Responsibilities
Must attend E-Verify call with HR, Post-Award, and Pre-Award once
Must sign E-Verify Roles and Responsibilities form for all awards the include the E-Verify Clause
Reminder
New Hires
The employer must initiate an E-Verify query no longer than the end of three business days after the new hire’s actual start date, and after the I-9 form has been completed by both the employee and employer.
Existing Employees
The employer must initiate E-Verification for each current employee assigned to a federal contract within 90 days after the contract is awarded or within 30 days after an employee is assigned to work on the contract, whichever is later. The existing employee must complete a new I-9 form and provide supporting documentation to the FIU Division of Human Resources (DHR).
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

13. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Post Award Update
FY Year End Processing Deadline
Payroll Transfers
Last day for Payroll Transfers (PR) subject to ORED approval to be posted prior to the end of the fiscal year will be June 2, 2017
This deadline is particularly important for those PR transfers from E&G activity IDs and transfers affecting projects ending in June 2017.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

14. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Post Award Update
FY Year End Processing Deadline (continued)
eProcurement
Requisition page shutdown period is from June 10, 2017 to July 2, 2017
Requests for purchases on project IDs will be approved if sent to Kelly Loll, Director of Procurement via . The must be sent by the requester’s approver and contain the pertinent information found in a requisition and as noted below:
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities
Item Description
Price
Quantity
Unit of Measure
Category Code 
Supplier ID
Supplier Location
Supplier Name
Ship to Location
Attention To:
Activity/Project Number
Comments/Attachments

15. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Post Award Update
Participant Payment Process
Due to a Cash Audit conducted by the Controller’s Office, the participant payment process is being reviewed to strengthen cash controls.
Forms are being reviewed & consolidated to eliminate confusion. (It is recommended to use the Controller’s website to obtain the latest version of the forms.)
All custodians will be notified of the new process once the review is completed.
Controller’s would like to remind everyone of the following:
The deadline to replenish for fiscal year-end is June 9, 2017
There is a requirement to complete a yearly acknowledgement form for each participant payment fund
Level II background check is required when adding or transferring fund to a new custodian
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

16. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Post Award Update
Participant Payment Process (continued)
In order to streamline the process, you can the following forms to your Post Award Manager
Advance for Research Subject Payments (establish a new fund)
Participant Payment Cash Fund Expenditure Log (Replenishment Form)
Participant Payment Fund Replenishment / Closure Form
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

17. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Post Award Update
Sub-recipient Process
The Office of Research & Economic Development (ORED) would like to remind PIs and Administrators of the following:
PI’s should always sign off on the invoice certifying they approve the performance of the work and that the expenses presented are reasonable for the work performed
The invoice should reflect the method of payment stated in the agreement (i.e. Cost Reimbursable vs. fixed price/deliverable based).
Invoices should be paid within 30 days of receipt.
PI’s should request and maintain copies of all programmatic reports for the retention period of the award.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

18. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Post Award Update
Initial Meeting with PI and Administrators
Post Award will be inviting new PIs, as well as those PIs with large complex grants and their administrators to meet with their respective Post Award Manager.
This will help PI’s get acquainted with their Post Award manager, allowing them to ask questions on their particular award and be more proactive in hiring, setting up sub-recipient agreements or initiating large purchases.
The Post Award manager will go through the specific requirements of the award, and the basic PantherSoft reports.
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

19. Office of Research and Economic Development
Project Organizational Chart
Office of Research and Economic Development
Post Award Update
Various Items:
Travel Authorizations (TA)
Benefit required in the TA should reflect the benefit to the project and not to FIU
No Cost Extensions (NCE)
PI’s should spend expeditiously and not rely on a NCE
NCE are being closely reviewed by the sponsor and are not guaranteed for either of the amount or period of time requested
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

20. Project Organizational Chart
Office of Research and Economic Development
Research Integrity Update
Institutional Review Board (IRB) Updates
IRB Approval Form Application Updated
Good Clinical Training (GCP) for NIH Clinical Trials
Access to Student Education Records (FERPA)
Institutional Animal Care and Use (IACUC) Updates
FIU received full AAALAC re-accreditation for
COI Monitoring Plan Updates
Website redesigned to be more user friendly
Improved guidance on implementing a monitoring plan
Monitoring Plan Form requirements at time of submission:
Copy of Outside Activities & Financial Interest Reports
Exhibit A. Notice and Agreement by Company
Exhibit B. Employee Disclosure Statement
Exhibit C. Ownership Interest in the Company
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

21. Project Organizational Chart
Office of Research and Economic Development
Research Integrity Update
CITI Program Training Updates
CITI Program website has been redesigned
New modules added to CITI Export Controls Training (Distance Education and Technology in Research)
New module added to CITI GCP Training (Clinical Trial Agreements)
New modules for CITI IRB Training (Informed Consent Issues: Incidental Findings, Biobanks, Cultural Competence, Recruitment, Tools, Languages, etc.)
New CITI FERPA Training Course added
Upcoming ORI Training Workshops
05/16/17 – Preparing for Semi-Annual IACUC Site Visit
06/08/17 – IRB Ethics
06/12/17 – IRB Part 1 (Getting Approval)
See for more details
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities

22. Project Organizational Chart
Office of Research and Economic Development
Closing Remarks / Adjournment
Closing Remarks
Questions
Adjournment
Presenter: David
DD Speaker Notes:
Maintenance, processing and reporting of billed items and payments
Use of the project ID chartfield
Additional fields required for Projects:
PC Business Unit
Activity ID
Analysis Type
Critical data elements to track through the system
Use of commitment control and budgetary controls
Method of tracking cost sharing
Replacement of current F&A calculation mechanisms
Integration between pre award and post award data
Integration to billing and accounts receivable
Additional reporting needs and capabilities