1. Research Administrators Forum
February 2, 2011
WPIC Auditorium

2. NIH Review
NIH – Electronic Application Forms Required for F, K, T, and D Submissions with due dates after January 25, 2011
Updated Electronic Application Forms in 2011
For deadlines after May 7th all applicants will be required to use ADOBE-FORMS-B1

3. NIH Review Error Correction Window for Grants.gov submissions
Due dates after January 25, 2011 NIH will eliminate the error correction window
The elimination of the error correction window does not affect the two business day application viewing window
Applicants should submit their applications in advance of the due date to take advantage of the opportunity to correct errors

4. Employee of the Month
Employee of the Month awardees are eligible to compete for employees of the year
Nomination process
Making a Difference Nomination form on OGC website
form to:
Theresa Cukanow,
Margery McInerney,

5. Rosalyn Christ – Nov 2010

6. Melanie Wilds – Dec 2010

7. OGC Staff Updates Departing Staff New Staff Jenny Mersich
Chris Harris, Fiscal
Denise Trosky had a baby boy (Ryan Joseph) on 1/2/2011; 7lbs 10oz.; 20 inches
Lance Maloney will be covering for Denise while she is on maternity leave

8. OGC Priorities Update Hard fund account balance notification
Second half budgets have been sent out
OGC trainings
Submission process – K Award trainings completed in the Fall 2010
K Award Post-Award Management – Winter 2011
Continued Website maintenance
Pre-Award revised website – Nov 2010
Pre-Award FAQ list – Sept 2010

9. Pre-Award Website Key Changes: Frequently Asked Questions
Pre-Award Training Materials
Powerpoint presentations
Guidelines on various application topics
Checklists

10. Pre-Award Website Grant application training sessions:
Small groups of 10 or less
Held each application cycle
Invitees are based on received Planning to Submit forms – please submit these EARLY even if you aren’t sure
Current Trainings:
K award applications
R Series applications

11. Personnel Announcements
Agreements
Announcements – website
ePerformance final approval steps

12. Personnel Announcements
Agreements
Which agreement to use
Internal – based on employee type
Memorandums of Understanding (MOUs) are internal agreements with UPMC employees or select Pitt employees (postdocs, GSRs, part-time faculty)
Supplemental Earnings Requests are internal agreements with Pitt STAFF
External – based on Scope of Work, international vs. domestic
Contracted Services Agreements (CSAs) – routed through Aniko and then the Office of Research
Professional Services Agreements (PSAs) – routed through Aniko and then Pitt Purchasing

13. Personnel Announcements
Agreements
Tips to remember
Agreements should be initiated at least one month prior to the agreement holder beginning work
Agreement holders MAY NOT work until the agreement is completed
Always involve Aniko from the beginning!
Especially for external agreements – there is a PSA vs. CSA checklist that should be completed before any agreement drafts are submitted
CHECK THE WPIC OGC WEBSITE FOR UPDATES – the Personnel tab will link you to the most current agreement information

14. Personnel Announcements
Pitt employees – changes in the New Year
Effective January 1, 2011, in order to remain compliant with UPMC policy, we need to evaluate each new Pitt employee (includes postdocs, GSRs, work studies, and student employees) to determine if they should have UPMC competency trainings and/or WPIC clearances on file.
Please check the WPIC OGC website for a link to the “Pitt Student-Employee Flowchart” and complete this for each Pitt employee you intend to hire.

15. HR Announcements ePerformance Final sign off steps – “The Volley”
1) Manager – creates performance document and completes manager evaluation, clicks “Submit for Approval”
2) Manager – creates merit increase document, clicks “Submit”
if <2.5% increase, PI must approve
If >2.5% increase, Hermi Woodward must approve
3) Manager – once it’s approved, hold review with employee, click “Mark Available”
4) Manager – once review is held, click “Mark Review Held”, then follow through the next screens to click on buttons “Review Held”, the “OK”
5) Employee – click “Acknowledge”
6) Manager – click “Mark Complete”, then follow through the next screens to click on buttons “Complete”, then “Complete”, then “OK”

16. Post Award Announcements
eProcurement
Audit Documentation
Delegating Approval
Reimbursement Guide
Travel

17. eProcurement
e-Procurement is the UPMC’s preferred online Purchasing Method.
Assign the correct GL Unit.
Grant WPICC Hard Fund WPITT
Use the appropriate UPMC sub-code. Utilize the Sub-Code List on the website
Always include justification for each purchase
If the product is not listed in e-Procurement, please contact your Grants Specialist for options (Panther buy/PRISM)

18. Justification
Showing how the item is allowable and clearly allocable to the specific project (specially: GENERAL PURPOSE ITEMS) – The justification needs to be grant specific
The fact that an item is budgeted does not mean it is allowable and allocable
Computers, telephones, postage and office supplies are consider GENERAL PURPOSE ITEMS and should be purchased using Hard Funds. The only case these items can be treated as Direct Costs is with a justification from the PI explaining how the item is going to directly benefit the grant being charged. To facilitate this process, always budget the expense on the grant and include a clear justification on the budget justification at the time of the submission and on the order at the time of the purchase.

19. Audit Documentation
The University/Department is responsible to assure that all expenses meet audit guidelines.
This responsibility is delegated to the OGC Grants Specialists from the University.

20. Delegating Approval
Before entering MyExpenses and eVoucher requests, approvers must delegate approval to their OGC Post Award Specialist. Approvers will continue approving expenses but on Hard Copies submitted to the OGC Post Award Specialist. The Grants Specialist will approve expenses electronically

21. 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

22. Travel
Carlson Wagonlit Travel is the university approved travel agent. UPMC employees can purchase tickets using the Supply Chain/MyTravel option under MyHub.
Save Boarding Pass and Credit Card Statement for flight verification
Hotel Room: Standard Single Room Rate
Fly America Act: all flights charged on a Federal award must be booked using a US flag air carrier regardless of the cost
2011 Mileage Rate: 51 cents per mile

23. Travel
Meals:
Pitt: uses GSA rates -
UPMC: uses a flat rate of $15 for breakfast and $ 35 for dinner. Lunch is not permitted to be reimbursed. SAVE ALL MEAL (DETAILED) RECEIPTS, you will need them when you submit your reimbursement request.
Car rentals must be approved prior to travel by Hermi Woodward
Reimbursement requests that are received more than 90 days after the expense occurred will be rejected by Accounts Payable.
In the case of UPMC MyExpense Reports, use the White Envelopes to send us Back up documentation, we will forward them after approval.

24. UPMC Clinical Trials Office
Office of Sponsored Programs and Research Support (OSPARS)
Billing and Clinical Trials Presentation
Thursday, Feb 17th (1:30 – 3:00), WPIC Aud
Fiscal Review procedure and new Institutional Account Request form
Research Administrators and Coordinators should plan on attending this presentation

25. FY 2011 RAF
May 11, 2011

26. OGC Website https://inet.psychiatry.upmc.com/OGC/default.htm
The website should be considered a “live” document that will continue to evolve – we want it to be optimally helpful to you and your program
Let us know what you would like to see posted!