1. Office of Grants and Contracts Updates Meeting 2016
September 14, 2016

2. Welcome!
Depending on need, Updates Meetings will be held once or twice per year
The OGC will continue to hold small training sessions on various grant related topics

3. Agenda Items Pre-Award Post-Award Personnel Space Coordinator Fiscal
Other Support vs SPAR information
IRB and NIH updates
Pre-Award
Setting up Subcontracts
How to set up a Purchase Order
Expenses updates
WePay
MyRA
PI Portal and Financial Report updates
Post-Award
FLSA increase
UPMC Mandatory Trainings
Personnel
Space Coordinator
Fiscal

4. Other Support General Information
All Other Support (OS) documents submitted to NIH need to be verified by the Pitt Office of Research
Changes to your OS do not correspond to changes in your SPAR or vice versa
To receive an updated version of your OS, always contact your assigned Pre-Award specialist
They rely on the department to provide accurate and up-to-date information.
who worked on your submission or progress report.
3. They have different requirements and are monitored in different ways and by different teams at OGC.

5. Understanding how NIH Reads OS
The NIH will generally request OS at two different stages:
Just-in-Time (JIT)
The awarding agency at NIH will review all active effort in conjunction with the grant under consideration for funding
Progress Reports
OS is only required if there has been an addition or removal of funded projects since the last submitted OS. Changes in the level of effort on already active projects do not require OS submission with a progress report
If you received a request for OS for any other reason, consult your Pre-Award specialist

6. Understanding how NIH Reads OS
In no situation can the total combined effort of active projects exceed 12 Calendar Months (CM)
For JIT requests this includes the pending project under consideration for funding.
Budgetary or scientific overlap is not allowable unless expressly permitted by NIH, which is rare
Commitment overlap occurs when an individual’s time commitment exceeds 100 percent, whether or not salary support is requested in the application.

7. Allowable Changes to Effort on OS
You are considered a “Key Person” if you are a PI, Co-PI on a multi-PI submission, or your name appears in Section IV, Special Terms & Conditions, of the Notice of Grant Award (NGA)
If you are a “Key Person”, you cannot reduce your effort 25% or more from the proposed level, unless prior approval from NIH is obtained
If you are not a “Key Person”, this restriction does not apply
To determine if you are a Key Person on a colleague’s grant, ask OGC to check the NGA. If your name appears in a statement such as the one below, you are considered a Key Person by the sponsor
For projects on which you are a Key Person at no time during a budget period can you list a level of effort 25% or more below the proposed level without prior approval from NIH.

8. Example of an Allowable Change on OS
For any grant on which you are a “Key Person”
Your proposed effort is 35% or 4.2 CM.
A reduction of 25% or more from 4.2 CM requires prior NIH approval
To determine this level, calculate a 25% reduction from the proposed effort and then round up to the next half percent of effort.
35% x 0.75 = 26.25%; Round up to 26.5%*
Therefore the lowest level of effort allowable on the OS is 26.5% or 3.18 CM
* Note: It is generally recommended to use whole or half numbers for percent of effort.

9. How OS is Different from Your SPAR
There are situations when your SPAR might change substantially across a budget period, but your OS must always display effort within the allowable range
Your SPAR is a distribution of actual effort as it changes throughout the budget period (I.E. monthly, quarterly, etc.)
OS is a representation of your average effort for an entire budget period VS

10. (50% x 3 months) + (20% x 9 months) = 330% / 12 months = 27.5%
Example: OS vs. SPAR
You are the PI of a grant that has a peak of activity that takes place from June through August. During those three months you expect to work 50% of your time on the grant and during the remaining nine months you expect to work 20% of your time on the grant.
As a result, you proposed 27.5% of total effort on the grant in each budget year.
(50% x 3 months) + (20% x 9 months) = 330% / 12 months = 27.5%
On the OS, you would continue to list 27.5% or 3.3 CM throughout the year
3.3 CM = 12 months x 0.275
On your SPAR you can draw salary support at these different levels to reflect the actual work performed in those months

11. Summary
Your Other Support is expected to be a statement of time spent on various projects across their respective budget or project periods.
OS is an official document that must be reviewed by the OGC prior to submission to NIH for allowability of proposed changes when applicable.
The Other Support and SPAR are not directly associated with each other.
Contact your Pre-Award specialist for questions about your OS or to request an updated copy.
Contact your Post-Award specialist for questions about your SPAR or to request SPAR changes.

12. NIH Update on IRB Approval Memos
The NIH has recently emphasized a need for specific information to be included on IRB approval memos:
The PI’s name
The title of a project as it appears on a grant application
The NIH grant identification number (I.E. MH123456)

13. How to Ensure Your IRB is Compliant
Tips for submitting an IRB:
Use the actual grant title and not a project nickname
Consider appending the grant ID to the end of the title
Submit to the IRB early if you think a new grant may be funded
1) The initial IRB approval memo will include the grant ID but subsequent renewals and modifications do not. Adding the grant ID to the title ensures that both are on each subsequent memo.
2) Doing so will prevent unforeseen delays in the grant start-up process.

14. Suggestions Do not “piggy-back” on another PI’s IRB protocol
You may be proposing a follow up study or building off an existing protocol originally approved for a different PI, but it is recommended that each grant request a new IRB approval so that the necessary information is clearly available and associated with your project.
Do not “piggy-back” on another PI’s IRB protocol
When in doubt, contact Grant Jackson for guidance

15. Additional NIH Application Updates
Continue to check our website for announcements related to the recent NIH application changes
NIH is changing its application policy to remove most previously allowable Appendix materials for all applications with due dates of 1/25/17 and later (NOT-OD )

16. Subcontracts/Subawards
Documentation needed to initiate the process:
Completed subaward request form
Scope of work
Budget
IRB – Pitt and Subsite, if applicable

17. Current quote or detailed email from the company
Purchase Orders To set up a PO, please forward the following information in ONE to your Grants Specialist:
Current quote or detailed from the company
Account number to charge
Location of delivery
Contact person
Justification explaining how this purchase will benefit the
grant charged
If it is a repair/maintenance type PO, provide model/serial # of the machine
If greater than $5,000, include Sole Source and Equipment Form (if applicable)
Supplier Verification Form for new suppliers

18. Expenses Updates Pitt T&B and Disbursements
No need to send hard copies; they can be submitted via as a PDF file
Use correct account number
Pitt T&B and Disbursements
Transition eVouchers to Pitt Disbursements
Add justification for all PantherExpress and eProcurement purchases
Meals and refreshments on research studies – a very sensitive subject

19. Travel Reminders Hotel Travel Registrations Foreign
If the hotel is over the per diem, please provide an explanation.
Booking directly with hotel is preferred.
Prior approval is required for car rental and upgrades
Mileage must be calculated from work location to destination
Every charge should be accompanied by a receipt. If no receipt, please provide an explanation.
Include agenda and proof of attendance.
Registration can be prepaid with Disbursement.
If paid with personal Credit Card, registration cannot be reimbursed until after the conference.
Foreign currency expenses must be converted to U.S. dollars. Use oanda.com for conversion rates or add bank statement showing the expense.

20. UPMC MyExpenses
Meals can only be reimbursed if there was an overnight stay
Change the account number in the Accounting Default
Due to changes in MyExpenses, the process has been modified

21. New Expense Report Procedure
Due to the update of the supply chain features in My Hub that took place on August 22nd 2016, a change in procedure for submitting My Expense reports is needed as a section has been removed from the system. When submitting expense reports in prior years, it was required that a signature page (shown below) was to be completed and attached to the report as documentation/back up. Though this signature page was eliminated, the approval from both the project and OGC is still required and we are implementing the following change.
REMOVED

22. New Expense Report Procedure
After entering all expenses on the report, click “Proceed to Submit”

23. Click “View Printable Version”
New Expense Report Procedure
Click “View Printable Version”

24. Click “Print Expense Report”
New Expense Report Procedure
Click “Print Expense Report”

25. New Expense Report Procedure
After Clicking the “Print Expense Report” – The following report will be generated as a PDF file. After printing – Please have the person submitting the report and the PI/Authorized approver of the project sign and date in the area noted below. This NEW signature form should be then attached to your expense report as back up with the rest of the documentation.
Please sign here

26. Expense Report Changes – Accounting Details
Modify the Accounting Detail so the expense charges to the correct account. If the account is not changed, it will default to the Hard Fund.

27. Expense Report Changes - Submission
After entering all expenses on the report, click “Proceed to Submit”
Check the box and click “Submit Expense Report”

28. Expense Report Changes – My Wallet
After requesting to create an Expense Report and new value, this warning will appear:

29. Click here if you need to return to My Wallet
Expense Report Changes – My Wallet
For a quick listing of expenses pending to be reconciled in My Wallet, click “GO”
Click here if you need to return to My Wallet

30. Hotel Reimbursements require an “Itemized Hotel Bill”

31. Hotel Reimbursements 1
Complete “Number of Nights” and select “Charges Incurred on This Bill” and click “Continue”
Complete “Room Rate” and “Room Tax” and click “Continue” 2

32. WePay Every new account number needs its own WePay account
To add existing users to an account, the “User Study Access Form” to your Grants Specialist
Send the following documentation as a PDF to Lori Doran,
Completed WePay User Creation Request Form
Completed and signed Confidentiality Agreement
Copy of Pitt/UPMC ID
Registration will be finalized and instructions for access to the training site will be provided
Your supervisor will need to request WePay access through IMS
To add a NEW user to the system

33. MyRA http://www.research.pitt.edu/myra
Office of Research electronic system for the routing, submission and tracking/monitoring of non-financial agreements, including Material Transfer Agreements,  Data Use Agreements, and Confidentiality Agreements.
If you don’t have access, go to MyRA Self Registration to set up your account – you will receive a notification when the account is created
Contact your Grants Specialist if you have questions about your particular agreement or if you are not sure if you need one
Non-financial agreements are generally between two institutions and sometimes with individuals (additional clarification is needed)
When you initiate an agreement, please include your Grants Specialist as Administrator so we can follow the process and assist if needed

34. PI Portal
If this message appears, “Permission has not been granted to User ID”, the PI Portal is Offline
If you need assistance understanding the information on the PI Portal, contact your Grants Specialist
Communicate to your PI that the Grants Specialists are available for meetings to review grants

35. OGC Website https://inet. psychiatry. upmc

36. Fair Labor Standards Act (FLSA)
New Overtime Rules
Increases the standard salary level from $455 per workweek ($23,660) to $913 per workweek ($47,476) and creates mechanisms to automatically update the salary thresholds every three years
Goes into effect 12/1/2016; UPMC pay period beginning 11/27/2016
More information is available on InfoNet, uLearn trainings will become available starting 10/1/16

37. Personnel Updates UPMC Staff Effort Certifications
Certification Period 7/1/ /30/2016, will be sent out this afternoon
Due 9/30/2016
Reminder: once staff are certified, you may not go back beyond the current certification period to make changes
UPMC Staff Effort Certifications
Certification Period 5/1/2016 – 8/31/2016
Certification window open 10/5/2016 – 11/18/2016
Faculty Effort Certifications
Reviews are due on the date assigned
>1 day = LATE
Employee Performance Reviews

38. UPMC Mandatory Trainings
Deadline THURSDAY, SEPTEMBER 15th
Staff complete trainings through uLearn (MyHub)
Designated non-staff (GSRs, Postdocs, Students) should complete training modules outside of MyHub

39. Space Coordinator Welcome! Margie Bly, Space Coordinator
Margie is currently working on developing
the WPIC space database
University storage – Deb Montrose

40. Fiscal Reminders
Prior approval is needed from the Dean for food and/or beverage reimbursement requests for faculty or staff.
Send justification to Tom Berkhoudt 10 days prior to the event for approval.

41. Questions? Visit our website for more information: