1. Research Administrators Forum
January 13, 2010
WPIC Auditorium

2. OGC Staff Updates
New Staff
Chad Ignatz: Grants Specialist, Post Award

3. Proposed Fringe Rates FY 11
Proposed fringe benefit rates for FY 2011 have been posted on the Cost Accounting web site.
Also on the OGC website under Announcements
Should be used in submitting FY 2011 grant proposals that start after July 1, 2010
FY 11 Federally Funded:
Medical Faculty 21.90%
Staff 31.40%

4. UPMC Travel Policy Update
UPMC has made significant changes to the Travel & Business Expenses Policy (HS-AC0500)
Affects UPMC staff travel and business related expenses reimbursements

5. Review
All UPMC employees Travel & Business Expenses reimbursements need to be processed using the My Expense Module
All Pitt faculty and staff travel reimbursement should be process through the University of Pittsburgh

6. UPMC Travel Policy Update
Meals & Accommodations (Section P)
UPMC staff travel expenses that will be billed to a grant will be reimbursed up to the per diem rates, by city, based on the standard government rates stipulated by the US General Services Administration (GSA);

7. UPMC Travel Policy Update
University of Pittsburgh faculty and staff travel reimbursement should be processed using a University of Pittsburgh Travel and Business Expense Report
UPMC Staff reimbursement charged to a grant use standard government per diem rates (Section P)
UPMC Staff reimbursement for meals charged to hard funds follow Section E

8. UPMC Travel Policy Update
Reservations should be made through UPMC authorized travel agency Carlson Wagonlit ( )
Staff must provide receipts for all eligible expenses and will be reimbursed for actual expenses incurred up to the per diem
Expenses submitted more than 90 days after the expense was incurred will not be reimbursed

9. Book your UPMC travel online
UPMC online travel booking site coming soon
Book anytime
Make reservations for multiple travelers
Ensure compliance with UPMC travel policy

10. Mileage Rate Decrease
Federal reimbursement rate for mileage is now 50 cents per mile beginning Jan. 1, 2010

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

12. eVoucher Select Type J under Disbursement Type
Click on the magnifying glasses next to the account number
It will give you account number to select from (Look Up Account page)
You can select by account number (recommended) or description

13. Disbursement Type J

15. Professional Services Agreements (PSA)
The University has recently changed their external agreement policy due to federal administrative and auditing reporting requirements
Agreements previously processed as CSAs will now need to be processed as PSAs

16. PSA PSA are processed through Pitt Purchasing
Purchasing Services Department is able to manage the procurement process with suppliers / vendors
Office of Research is authorized to enter into agreements with subrecipients (other institutions of higher education)

17. PSA
The process is relatively simple (see OGC website) and pending timely signatures from the agreement holder, PI, and senior approver, PSAs should only take a maximum of one month to process
“These seem so much quicker to process than CSAs. Sometimes change is good if you give it a chance” WPIC Research Administrator

18. WePay
IRB Renewal Memos need to be sent to your Grant Specialist to update your IRB end date in the WePay system
Brochures and card sleeves are printed and now available, order form is on the OGC website under Post-Award section
Reconcile WePay card load transactions

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. 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

21. Electronic Levels
The OGC is insufficiently staffed to provide levels for individual programs.
Reduced staff with more workload from centralized UPMC and Pitt Offices
Expense reports are reconciled to University Levels
If you have a significant reason of why you still need to receive monthly level reports send your request with justification to Hermi and Tom by Jan. 29, 2010

22. All Personnel Report
New All Personnel Report is required for all annual progress reports due after Oct 1, 2009
Replacement of the Senior/Key Personnel Report with All Personnel Report
collects information on all personnel who participate in the project for at least one month or more during the current budget period
Effort monitoring on all staff

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

24. 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!