1. Research Administrators Forum
April 4, 2012
WPIC Auditorium

2. Agenda IRB Human Resources Research Updates
Human Subjects training program
Clearances 33/34/73
Human Resources
Conducting Stay Interviews
Research Updates

3. Institutional Review Board
Human Subjects training program
Clearances 33/34/73
Dr. Christpher Ryan

4. Human Resources
Conducting Stay Interviews
Sheonna Perrin

5. Research Updates Application deadlines Travel Policies Updates
NIH Salary Cap Changes
OGC Staff Updates
Fraud Training Presentation
Fringe Benefit Rate Increase for FY 13
COI and Research Integrity Module

6. Application Deadlines
Office of Research will not guarantee that a proposal submitted after the internal deadline will be submitted on time
Therefore we are revising the OGC internal deadlines to make sure University internal deadlines will be met
Due dates have not changed, but we have to shift when some documents are due to the OGC

7. Application Deadlines
We are now requiring that the following items are due on the same day as the budget (13 days prior to agency deadline)
Budget justification
Abstract (draft)
First two pages of the SF 424
PI Signature Template
Grant Application due dates have been updated on the OGC website
FINAL application is still due 8 business days prior to agency deadline

8. Research Committee
If faculty effort on a subaccount to another department or subcontract to another institution exceeds 5%, the proposals needs to be reviewed by the Research Committee (RCC)
Supplements: Competing supplements also require review by the RCC (“mini-review” – 1 reviewer)
Note: RCC requires submission at least one month prior to agency due date (lack of RCC approval can be another reason for not meeting internal Office of Research)

9. 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

10. UPMC Travel UPMC Policy Update: November 18, 2011
Prior approval is required for travel which includes any one of the following:
Overnight stay
Hotel
Car rental
Air Travel
Travel Expense Request (Pre-approval) form on OGC website
Include Travel Expense Request form with your expense documentation; signed by supervisor

11. UPMC Travel
A document scanning solution will soon replace the UPMC expense envelope
OGC will send out an announcement when this happens
Business related meals maximum reimbursement
Breakfast $18
Dinner $42

12. UPMC Travel
UPMC employees can purchase tickets using the Supply Chain/MyTravel option under MyHub.
Supply Chain Tab - Travel UPMC
Carlson Wagonlit, UPMC's authorized travel agency
For UPMC travel reservations:
Both Carlson Wagonlit phone numbers for Pitt and UPMC are on the OGC website

13. Pitt Travel
Reimbursement of meals or hotel expenses of another University employee is not permitted under university policy
Dean’s memo dated February 3, 2012
Please make sure your PI is aware!
Submit your T&B request within 180 days of your travel date
Unable to reimburse expenses after that deadline!
Any requests for exceptions to the University T&B policy should be made before the expense is incurred
Requests for exceptions must be sent to the OGC Grants Specialist assigned to your grants
Exceptions require comprehensive justification!

14. Pitt Travel
Business meals that include non-University employees (i.e. recruiting lunch)
Meal cost including tip must not exceed $60 per person
Can not exceed more than 10 attendees
Need to include list of attendees, affiliation, detailed receipt, and clear description of the meeting

15. Pitt Travel Pitt T&B forms are going electronic
Pitt employees can also use Carlson Wagonlit for travel arrangements, but you must use the Pitt specific phone number:
For travel reservations:
Both Carlson Wagonlit phone numbers for Pitt and UPMC are on the OGC website
Pitt T&B forms are going electronic
Your OGC Grants Specialist will inform you of what you need to do when it is implemented

16. All Travel
Save Boarding Pass and Credit Card Statement for flight verification
Hotel Room: Standard Single Room Rate
Need a balance of $0 on hotel receipt
Submit requests as quickly as possible (90 days)
Fly America Act: all flights charged on a Federal award must be booked using a US flag air carrier regardless of the cost
Effective 7/1/2011 Mileage Rate: 55.5 cents per mile

17. NIH Salary Cap Federal Fiscal Year 2012 (FFY 12)
Oct 1, 2011 to Sept 30, 2012
Grant Awards issued between Oct 1, 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)

18. OGC Staff Updates Departing Staff Jessica Thomas New Staff
Anna Heher, 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

19. Staff Recognition
Nominate a staff member as WPIC Research Employee of the Year!
Nomination period closes April 15, 2012
Nomination materials were sent out to all PI’s and RAF list – if you need the nomination form, contact Ginnie Lape at
Research Employee of the Year will be presented on Staff Appreciation Day (May 30)

20. Fraud Training Presentation
P-card and WePay fraud on grants is a federal crime
Remove Opportunity to commit a crime
Monitor, reconcile accounts
Trust but verify
Ask Questions
Fraud Team (412)
Anonymous Hotline (877)

21. Fringe Benefit Rates FY 13
Staff Fringe Benefit rate increase
Federal funds:
31.8% to 38.4% (6.6%) increase
Non Federal funds:
33.9% to 41.5% (7.6%) increase
Major impact on personnel budget of grants because 3% inflationary increase in out-year’s has also been cancelled – monitor carefully!

22. Conflict of Interest
University of Pittsburgh Conflict of Interest Super form needs to be completed each year by April 15th
Office of Research will not approve research applications or NGA’s if this form is not updated by April 15th
Once the form is complete send the signed print out to Deb Teagarden in the Chair’s Office

23. Research Integrity Module
All faculty members must complete the Research Integrity Module in addition to the Conflict of Interest Module
Research Integrity Module must be completed by September 1, 2012

24. End of Fiscal Year 2012
In order for an item to be accounted for in FY 12 the item must be;
Purchased
Received
And paid for before June 30, 2012

25. Pre Award Trainings Pre-Award training on R applications
April 18th and 26th from 10:00 – 11:00
OGC Conference room

26. Upcoming Events WPIC Safety and Security Training
Monday, April 16, 2012
Update your contact information
WPIC Staff Recognition Day
Wednesday, May 30, 2012
Research Day
Thursday, June 7, 2012

27. OGC Website

28. Questions