1. Research Administrators Forum
October 14, 2009
WPIC Auditorium

2. HR Updates Open Enrollment – Nov 2nd through 13th
Protected Health Information (PHI) for Research Purposes Pursuant to the HIPAA Privacy Rules
FLSA Training
Bloodborne Pathogens Training

3. OGC Staff Updates
Aniko Nalevanko has assumed the role as the new Team Leader of the Personnel Team
Departing Staff
Sharon Clancey: Please send personnel correspondence (MOU, CSA) to Aniko Nalevanko
Linda Broniecki: Please send grant related correspondence to Mariana Rieke until new Grant Specialist has been hired

4. Postdoctoral Appointments
Notify Aniko Nalevanko of any postdoctoral appointment or reappointments. Aniko will assist in providing salary information and OACD offer letter templates.
the offer letter to Tammy Dennis in OACD for approval and copy Aniko on the
Once the offer letter is approved have the PI and Postdoc sign the letter and send it to Aniko
Aniko will provide a final review of the letter, initial and send to the Chairman’s office for signature

5. UPMC Electronic Processing of Disbursements and Expense: eVoucher & My Expense Module
Due to staffing shortages, UPMC Accounts Payable will no longer accept hard copy request for Disbursement Request or Travel & Business Expense Reports from Research departments

6. UPMC Accounts Payable
All UPMC employees Travel & Business Expenses reimbursements need to be processed using the My Expense Module
All UPMC Disbursement Request need to be processed using eVoucher

7. Delegating Approval Authorities
The OGC will need to approve and encumber all expenditures on grants after the PI or designated approver approves the transaction
You will need to change the approver delegation of the requester in My Hub to your Grants Specialist before you can submit request electronically
Write your Grant Specialist’s address next to the employees that will submit expense (do not cut and paste address)

8. My Expense Module
UPMC Employees – travel & business expenditures need to be processed using the My Expense module in My Hub
Tutorial Link:
OGC had some advance warning and started pilot testing electronic processing before Labor Day.
Results are encouraging:
Payments were processed faster
Electronic process provides better tracking
Instructions are on the OGC website in the Fiscal section

9. My Expense Module Two Options for entering expenses into My Hub
Each UPMC employee can complete their own expense reimbursement request through My Hub
The project can select one central person to complete all their expense reimbursement requests

10. My Expense Module Multiple locations or mileage per month
Use the Destination Location code of Other, and a mileage log must be submitted
Select Accounting Defaults in order to charge the correct grant account number
Check For Errors button will display visual indicators next to any line item that have missing or invalid information

11. Process a My Expense Request
After the user has saved their report the system assigns the Report ID
Print the front page which shows the Report ID
Print the “Printable View”, attach the associated back-up, and have the PI approve the reimbursement
Send the Printable View and backup in the Travel & Business Expense envelope to your Grants Specialist
Employees will receive an notification informing them that the report is approved

12. Process a My Expense Request
If the online request is incorrect, your Grants Specialist will send back the request for modification and resubmission
Use the Submit Confirmation page to review a summary of the expense report and to confirm the submission of the approval or denial
After the report has been approved, the employee is reimbursed via direct deposit within 3-5 business days

13. eVoucher
eVoucher is used for submitting UPMC disbursement request paid by UPMC
Tutorial Link:
Instructions are on the OGC website in the Fiscal section

14. eVoucher
After submitting an eVoucher click the Cover Sheet button to print
Attach the back up documentation to the Cover Sheet and request PI approval
Once the PI has signed it send the Cover Sheet and back up documentation to your Grants Specialist
Scan documents via to your Grants Specialist (preferred method) or fax / mail

15. eVoucher Process
Your Grants Specialist (GS) will verify the online eVoucher request, and if it is correct approve the request on the eVoucher system
If the eVoucher is incorrect your GS will “deny” your request and add instructions on the comment section
Revise the eVoucher and resubmit it for approval

16. eVoucher Features
Manage eVouchers – allows users to edit an eVoucher and to correct an eVoucher that was denied by an Approver
Inquire eVoucher – check the status of an eVoucher or payment information

17. eVoucher Users
eVoucher will transition out of My Hub (ePro) by the end of the calendar year
Oct 6th was based on eVoucher activity from 3/1/08 – 7/1/08
Send a list of your eVoucher users for your area (by PI) to your Grants Specialist by Oct 23, 2009
We will use your list to confirm that users are not deleted in the eVoucher system when UPMC makes this transition

18. University/Pitt Payment Process
All University of Pittsburgh Faculty & Staff (Postdoc’s, Graduate Students) need to be reimbursed using a University of Pittsburgh Travel and Business Expense Report processed through the University
Continue the regular procedures for Pitt Disbursements (i.e. CSA payments, Subcontract payments, postage)
Send all hard copies to your GS for approval
Pitt forms are on the OGC website; fiscal section

19. New & Improved Financial Reports
Cover Memo: Provides all relevant information
Account Budget Report: Shows expenses and encumbrances by the budget subcodes which match the University levels
Personnel Detail: Shows all salary information in order to compare proposed and actual effort
Monthly Expenses: Current budget history of actual expenses by expense category (NEW)
Burn Rate Graph: Compares the optimal and actual burn rate of Direct Expenditures (NEW)

20. Demographic Information

21. Direct Cost Balance

22. Sub-Accounts and Subcontracts
Subcontracts are encumbered from the moment the paperwork is initiated.
The projected direct cost balance assumes that the total budget amounts of sub-accounts and subcontracts will be completely expensed by the end of the current budget period.

25. Optimal Burn Rate Calculation
The total DC is calculated as follows:
Direct costs from activation sheet of current budget period plus carryover
Carryover is determined as follows:
Using monthly level report from final month of prior period
Total budget available less Indirect Cost budget available

27. Electronic Levels
After the delivery of the December 2009 Level reports, the University community will no longer receive paper Level reports
From January 2010 the University will no longer distribute levels to individual programs due to permission problems.
The OGC is insufficiently staffed to provide levels for individual programs.

28. IRB, UPMC Fiscal Review
An account number cannot be issued until your IRB and/or IACUC is approved
OGC is now sending out s to PI’s & Administrators notifying them if a grant has a high probability of being funded, they need to request IRB/IACCUC approval
Fiscal Review – if your award requires UPMC fiscal review this can now be done simultaneously with the IRB process

29. Stimulus Grant Reporting
Mandatory Quarterly reporting for all Awards funded by the ARRA
In collaboration between the Health Sciences Office of Research, Office of Research, and Research Cost Accounting, a database has been developed to facilitate accurate and timely reporting
To facilitate vendor reporting all Stimulus grants will need to use PantherBuy for all purchases
Use of P-Cards is not allowable on Stimulus grants (075XX).

30. Grant Application Internal Due Dates
Office of Research has reduced their internal submission deadline for all submissions from 10 to 5 business days
Accordingly, the internal deadline to have your submission completed and submitted to the OGC has been reduced to:
8 business days prior to agency deadline

31. Rejection of Error Free Grant Applications
The Office of Research will not reject any Grants.gov application that was originally submitted without errors because of omissions by the PI – July 8, from Allen DiPalma

32. RAF’s 2009/2010
Announcements will be posted on the website on a regular basis – please start checking the website for new postings!
Additional RAFs this academic year:
January 13, 2010
May 12, 2010

33. 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!