1. The Life-Cycle of Your Agreement: A Panel Discussion
Presented by –
The OGC Personnel Team

2. Agreement Definitions
MOU – Memorandum of Understanding
CSA – Contracted Services Agreement
PSA – Professional Services Agreement
SEA – Pitt Staff Supplemental Earnings Agreement
GSA – Pitt Guest Speaker Agreement

3. Who to Contact WHOOO? WHOOO? MOU – Kelsie Taggart CSA – Ryan Stoner
PSA – Ryan Stoner
SEA – Aniko Nalevanko
GSA – Aniko Nalevanko
OGC Website Personnel Tab
WHOOO?
WHOOO?

4. Agreement Life-Cycle Overview
Definition
Process
Request Form
Drafting the Agreement / Required Paperwork
Approvals / Signature Process
Finalizing the Agreement
Invoicing
Amendments
Delays in Your Agreement
Questions

5. Agreement Processing IMPORTANT NOTICE
Agreements must be executed before the agreement holder begins work on your project!
Payment processing denies payments to individuals if agreement is not attached with disbursements!

6. MOU Definition Who can have an MOU? What is an MOU?
UPMC Staff
Postdoctoral Associate
T32 Postdoctoral Scholars
Grad Student Researcher
Grad Student Assistant
Part-time Pitt Faculty
MOU processing timeframe
Can take a minimum of one week to complete from start to finish
What is an MOU?
Memorandum of Understanding
Used to contract internal workers
(UPMC Employees and Pitt Academic Positions)
Full-time Pitt faculty cannot have an MOU on a federal grant. Faculty can only be paid on a federal grant by committing effort and allocating a percentage of their salary to the grant. 

7. MOU Process Request Form
Website under Personnel/Forms/MOUs: MOU Request Template
Personnel Forms
Kelsie:
Request forms can be obtained on our website or by ing me.

8. MOU Request Form
Current supervisor’s signature or approval attached will only be accepted.
Scope of work must be grant specific.
Use most up to date request form.
Things to remember when filling out the request form: be sure to have the employee’s current supervisor sign off on the request form. Typing the supervisor’s name will not be sufficient. If a signature cannot be obtained, please provide an attachment from the supervisor with their approval. Next, the Scope of Work should be grant specific – explain how/why you need this person to work on this specific grant. Lastly, be sure to use the most updated form. All of my information is at the bottom if you ever need to contact me with questions.

9. MOU Process Drafting the Agreement / Required Paperwork
If not a WPIC employee – must check with HR for clearances.
Non-exempt Agreement will read differently than an exempt employee’s agreement. Will specifically state that you understand that overtime is required to be paid if more than 40 hours are worked in one work week. Will contact you if HR does not have clearances and let you know what kind of paperwork we need.

10. MOU Process Approvals/Signature Process
Grant Specialist PI
Agreement Holder
Hermi Woodward
MOUs can take a minimum of one week to complete from start to finish
The MOU Agreement needs to go through a few people for approvals before the MOU can become active. First, the grant’s specialist needs to approve of the MOU for budget reasons. Then it gets sent to WPIC Financial and then routed to WPIC President for signatures. Once the agreement leaves the OGC office, it can take between 1 – 3 weeks to receive the agreement back with all of the required signatures.

11. MOU Process Finalizing the Agreement
MOU agreement holder and PI must sign.
Return to Kelsie to obtain Hermi Woodward’s signature
Requester and PI receive a scanned copy of the finalized agreement via .
Once all 3 signatures are obtained, the MOU holder can now be paid. Will receive an with the scanned copy of the signed MOU attached as well as the Invoice template. This is how the agreement holder will get paid.

12. MOU Process
Invoicing
Invoices can be submitted bi-weekly, monthly, or any other schedule as agreed upon by the agreement holder and the PI.
Website under Personnel/Forms: MOU Invoice Template
Personnel Forms
To be included in the next pay, invoices must be received by Kelsie by no later than the Thursday prior to the Saturday pay end date.
2013 Payday Calendar
Non-exempt employees: must include Kronos timesheet with invoice. Over 40 hours/week have to be paid overtime.
Incorrect or incomplete invoices will not be processed and will be returned with instructions for correction.
Nonexempt employees - Will need Kronos time sheet for the corresponding pay period.

13. MOU Invoice Be sure to complete every field of this invoice.
Update UPMC account number.
Total the hours worked.
Be sure to use the rate of pay indicated on the MOU agreement. We will manually calculate any overtime if needed.
Employee and PI must sign off on the invoice.
Only send one copy of the invoice. Do not send an electronic and hard copy. Risk of paying twice.

14. MOU Amendments Complete a new MOU request form to amend the agreement
The “total amount accrued” will be the total dollar amount from the prior agreement plus the new dollar amount of the amendment
Period of Performance – keep the start date of the original agreement

15. MOU Process Delays in Your MOU Budget Incomplete request form
Signatures/Approval process
Clearances
Campus mail
Incomplete – supervisor signature and scope of work.
Getting clearances can hold up the process.

16. CSA vs. PSA
Please do not attempt to determine agreement type on your own; send a detailed Scope of Work to Ryan Stoner who will facilitate the agreement type decision. Once agreement type is decided, use the link below for further instructions.
What makes a good Statement of Work?
Pitt Office of Research makes final decisions regarding agreement type
The University of Pittsburgh provides a checklist which you can access to determine which agreement you should use. The Office of Research has the final say. They initially review and make the final determination of the agreement.

17. CSA Definition Who can have a CSA? What is a CSA?
Contracted Services Agreement
Usually involves participation with human research subjects or manuscript preparation.
Common examples of CSAs
Interviewing research subjects, taking blood samples, providing research expertise and participating in manuscript preparation
Who can have a CSA?
Individuals or institutions outside of UPMC
Foreign institutions
CSA processing timeframe
Can take up to 6 weeks to complete from start to finish
A CSA is Contract Service Agreement. These agreements can be held with individuals or institutions outside of UPMC or the University of Pittsburgh. Foreign institutions can also have this kind of agreement.

18. CSA Process Request Form
Website under Personnel/Forms/CSAs: GM-CSA Request Form
Personnel Forms
Ryan:
Visit our website for the form and contact Ryan with any questions

19. CSA Request Form
Please use the correct Institution and Pitt 6-digit grant account numbers or correct 02-90xxx hard account number.
Responsible Faculty is the PI
The Department Contact is yourself or whoever manages the grant
Pitt Contact for invoices is Tom Berkhoudt
This is the request form when completing a CSA for a grant account number that is an 05 or soft funded number

20. CSA Process Drafting the Agreement / Required Paperwork Scope of Work
Conflict of Interest form
Individual Investigator Agreement form
This is an IRB document required only if the agreement holder will have direct contact with human subjects.
Personnel Forms
When completing the request form, other documents are needed for processing. A detailed scope of work. This is a separate Word document stating the tasks to be completed for the agreement. A W-9 is needed and also a conflict of interest form

21. CSA Process Approvals Grant Specialist
Completed request form, scope of work, W-9, and Conflict of Interest Form sent to the Office of Research
If IIA is needed, the investigator/requestor should complete the top portion, have the agreement holder sign the form and either fax or scan and send the document back to Jean Barone at the IRB office or fax ), and she can obtain the necessary signature from our Institutional Official.
When I receive your request form, it is then forwarded to your assigned grants specialist for approval. Any concerns regarding budget will be directed back to you for final approval.

22. CSA Process Finalizing the Agreement
Office of Research will send a draft for PI approval
Do not obtain signatures on the draft. This is a review for content only.
Once PI approves, completed agreement will be sent to Agreement holder for signature
Requester and PI receive a scanned copy of the finalized agreement via
All forms are sent to the Office of Research. The initial draft is sent to Kasey Godard and Tom Berkhoudt. Aniko , myself and the grant specialist then receive it. It is forwarded to your project for review. Once you approve that, you send it back to me. I then send it to the Office of Research who then forwards the contract to the agreement holder for signature. The finalized contract is sent to Kasey who then will forward the final agreement to your project.

23. CSA Process
Invoicing
Please send invoice along with a Pitt disbursement to your Grant Specialist
Attach a full copy of the finalized CSA
Your grant specialist will need a copy of the invoice along with a Pitt disbursement to process the payment. Attach a full copy of the finalized contract with all necessary signatures.

24. CSA Process
Invoicing
Please use the correct subcode of 6421 when submitting the disbursement

25. CSA Invoice
Please complete the invoice with the appropriate UPMC and Pitt account numbers
Please include the PI and employee names
Make sure the correct total hours worked, rate of pay and total are amount are on the invoice.
The employee and PI must sign off on the invoice.
Be sure to use the up to date form and that is filled out completely or it will be returned.

26. CSA Amendments
Please check the box that says amendment and write the number amendment it is, whether it’s 1, 2, etc.
Amount accrued should equal the total $ amount for the entire duration of the agreement.
When requesting an amendment the same request form is used as the initial agreement. Please be sure to check that box next to Amendment and write which amendment number it is.
All other information is needed as with the initial request.

27. CSA Process Delays in Your CSA CSA vs. PSA Budget
Incomplete request form
Office of Research processing
Campus mail
IIA Processing
When we send your initial agreement over the Office of Research to determine the agreement type, it can take up to a week to hear from them as they need to review the document.
We can look on InfoEd – access to OR tracking system should you contact me and I can determine where your agreement is in processing.

28. PSA Definition What is a PSA? Common examples of PSAs
Professional Services Agreement
Usually involves research without human subject participation or manuscript preparation.
Common examples of PSAs
Data analysis, statistical consultation, language translation, and providing trainings for staff members
Who can have a PSA?
Individuals or institutions outside of UPMC or the University
PSA processing timeframe
Can take up to 6 weeks to complete from start to finish
Under $5,000
Over $5,000
A PSA is a Professional Service Agreement. Individuals or institutions outside of UPMC or the University can have this agreement.

29. PSA Process Request Form
Website under Personnel/Forms/PSAs: PSA Template
Personnel Forms
Ryan:
Visit our website for the form and contact Ryan with any questions

30. PSA Request Form
Complete all text fields within the agreement form.

31. PSA Request Form
On page 3 of the PSA agreement, remember to give us the total dollar amount and the grant ID number

32. PSA Process Drafting the Agreement / Required Paperwork
20-Factor Test
Directed or Sole Source Justification
Insurance Certificate:
What is a certificate of insurance?
Recommended Minimum Insurance Requirements
Pitt Purchasing’s PSA checklist can help organize necessary documents
Once the agreement form is completed Ryan will initially review for completion
All PSAs require the 20 Factor Test and the W-9 form. For agreements over $5,000, the Directed or Sole Source Justification and Insurance Certificate is required in addition to the other required documents.

33. INSURANCE CERTIFICATE
Make sure the insurance certificate states…University of Pittsburgh is named as additional insured as it relates to general, liability, auto regarding work performed by the named insured…
Certificate Holder must state University of Pittsburgh
The dollar amounts must match those set by the University’s Risk Management Office

34. PSA Process
Approvals
Grant Specialist will approve for budgetary purposes
If above $5,000 Pitt Purchasing will review and has final approval
Your grant specialist is one of the approvers for budgetary purposes. For those agreements over $5,000, Pitt Purchasing will review and be an additional approver

35. PSA Process Finalizing the Agreement
Under $5,000 – Tom Berkhoudt, PI, and Agreement holder sign
Over $5,000 – Pitt Purchasing, PI, and Agreement holder sign
Requester and PI receive a scanned copy of the finalized agreement via
Agreements under $5,000 requires 3 signatures, Tom Berkhoudt, The PI and the Agreement Holder
Agreements over $5,000 requires 3 signatures, Pitt Purchasing, the PI and the agreement holder

36. PSA Process
Invoicing
Please send invoice along with a Pitt disbursement to your Grant Specialist
Attach a full copy of the finalized PSA
Please attach a full copy of the finalized PSA with the invoice to your Grant Specialist.

37. PSA Process
Invoicing
Please use the correct subcode of 6421 when submitting the disbursement

38. PSA Invoice
Please complete the invoice with the appropriate UPMC and Pitt account numbers
Please include the PI and employee names
Make sure the correct total hours worked, rate of pay and total are amount are on the invoice.
The employee and PI must sign off on the invoice.
All information is required to process the payment. If not, it will be returned.

39. PSA Process Amendments
Ryan with changes in total amount or extension of end date
Ryan will draft Amendment and send for approvals
When an amendment is needed, Ryan Stoner with the changes; i.e. Date extension and/or changes in dollar amount.

40. PSA Process Delays in Your PSA CSA vs. PSA
Over $5,000 – approvals in Pitt Purchasing, consultation with General Counsel
Budget
Incomplete request form
Signatures/Approval process
Campus mail
Delays in documentation
Documentation – directed soul source signature, insurance cert.
Over 5000 – Pitt purchasing and General counsel.

41. SEA Definition Who can have a SEA? What is a SEA?
Pitt Staff Supplemental Earnings Agreement
Must follow Pitt Procedure : Supplemental Payment Requests for Pitt Staff Employees
Who can have a SEA?
Pitt Staff
SEA processing timeframe
Can take up to 8 weeks to complete from start to finish

42. SEA Process Request Form
Website under Personnel/Forms/SEAs: Pitt Prior Approval Supplemental Earnings
Personnel Forms
Aniko:

43. SEA Request Form
Aniko can assist in gathering salary and Pitt title information for the first paragraph
Grant funded projects are considered “special projects”.
Hard funded projects are considered “Interim Assignment of Additional Duties”
Signatures are based upon the staff member’s home department – their primary work supervisor, their department administrator, etc.

44. SEA Process Drafting the Agreement / Required Paperwork
The SEA agreement should be completed by the requesting department
Once completed, the unsigned form should be sent to Aniko Nalevanko
If the agreement holder will be working directly with or in close proximity to children or research participants, then WPIC required Act 33/34/73 clearances should be completed.

45. SEA Process Approvals Grant Specialist must approve for budget
Pitt staff member’s supervisor and department administrator must approve additional work
Associate Vice Chancellor’s office approves
Pitt HR Compensation approves

46. SEA Process Finalizing the Agreement
Agreement is considered final once Pitt HR Compensation s Aniko approving payment details
Will send a finalized copy

47. SEA Process
Invoicing
Invoices can be submitted bi-weekly, monthly, or any other schedule as agreed upon by the agreement holder and the PI.
Pitt staff paychecks are monthly. To be included in the next pay, invoices must be received by Aniko by no later than the 25th of the previous month.
Ex., for payment on 3/31/12, invoices must be received by 2/25/12.
Pitt Payroll Due Dates
Supplemental payments may not be rushed through the system.
Incorrect or incomplete invoices will not be processed and will be returned with instructions for correction

48. SEA Invoice Be sure to complete every field of this invoice.
Total the hours worked.
Employee and P.I. must sign off on the Invoice.
Only send one copy of the Invoice. Do not send an electronic and hard copy. Risk of paying twice.

49. SEA Process Amendments
Pitt HR Compensation usually does not extend Pitt Staff Supplemental Earnings Agreements beyond six months total.
Per Pitt’s Procedure: If supplemental payments are anticipated to last longer than six consecutive months, departments should consider temporarily augmenting staff employee base pay salaries as appropriate until such time additional or extraordinary work requirements are satisfied.

50. SEA Process Delays in Your SEA Budget Incomplete request form
Signatures/Approval process
Vice Chancellor’s Office
Pitt HR Compensation
Campus mail

51. GSA Definition What is a GSA? Who can have a GSA?
Guest Speaker Agreement
This contract should be used for speakers being brought to campus.
This contract can be issued to an Agency as well as a guest speaker.
Who can have a GSA?
A guest speaker is defined as a person(s) who lectures, debates or makes a presentation on a specific topic and possibly takes questions after the presentation.
Comedians, musical acts, poets, and other entertainers who perform an act, music, spoken work, etc are live performers (use Live Performer Agreement) and NOT considered Guest Speakers.

52. GSA Process Request Form
Website under Personnel/Forms/GSAs: Guest Speaker No Rights
Personnel Forms
Aniko:

53. GSA Request Form
Complete the form in its entirety.

54. GSA Process
Approvals
GSA will need signed by the Guest Speaker and the PI for the project.

55. GSA Process Finalizing the agreement
Please a completed copy of the GSA agreement to Aniko in the OGC.
We will save the finalized agreement in our electronic grant file for documentation.

56. GSA Process
Invoicing
The completed Guest Speaker Agreement will need to be provided to your Grant Specialist along with a Pitt disbursement in order to pay the guest speaker.

57. Questions?