GrantCoordinatorsMeetingMinutesJanuary24,201310:30–12:00SimonsAuditoriumAgendaandPresentationSlides

Final Policies (Joanne Altieri)

o Research Participant Incentive Payment* o Cost Share* o PI Effort*

*These policies are now adopted for KU-Lawrence and KUMC campuses, pending final approval by KUMC Research Advisory Council and posting of policies on the KU-Lawrence Policy Library

Payroll and RFA Important Issues (Michelle Ginavan Hayes) KUPPS delegates (Michelle Ginavan Hayes) Handling Plan C – Health Savings Accounts on sponsored projects (Michelle and Joanne) Changes for NIH eSNAP reporting to RPPR (Alicia Reed) PubMed rule changes for NIH (Alicia Reed) Reminder about PI reporting changes for NSF (Alicia Reed) Update on contacts in KUCR (Kristi Billinger) Shared Service Centers update (Jason Hornberger)

Farewell to Joanne Altieri Open Forum Announcements Thursday Research Topics (TRT) Simons Auditorium, 11:10-11:50

February 14th – Happy Valentine’s Day! – NIH Salary Cap: What it is and How to Manage It – Alicia Reed

March 14th - TBA

Future 2012 Grant Coordinators meeting dates for 2013 (Simons Auditorium, 10:30-noon) April 25, 2013 July 25, 2013 October 24, 2013

Grant CoordinatorsMeeting

January 24, 2013Simons Auditorium

Final Policies Affecting Sponsored Projects

Joanne AltieriDirector, Research Administration

KUMC and KU-Lawrence

• Similar policies

• Both compliant with Federal Circulars

• Why have two?» Combine policies

» Differences managed through specific campus procedures

• Should streamline collaborative research between our two campuses

Research Participant Incentive Payments

(Final*)• Slight wording clarifications

• Still Notes the Methods of Payment» ClinCard system (preferred)

» Other methods: gift cards; cash; direct pay via checks/deposits; non-monetary

• In process for final approval at KUMC

• Already approved by KU-L General Counsel

• *Pending final posting/approval by Policy Office (Lawrence)

Cost Share and Matching(*Final)

• Revised Slightly from Draft Policy distributed at last GC meeting

• Describes purpose/conditions for inclusion

• Allowability of items for cost-share/matching

• Reporting requirements/documentation responsibilities for each campus

• *Final pending RAC and Policy Office review

PI Effort on Sponsored Projects

• Describes minimum effort required to be charged or cost-shared to a sponsored project (1% for all at KUMC; 1% for federal awards at Lawrence)

• Outlines the requirement for effort reporting and documentation of effort

• Posted soon to policy site for KU-Lawrence and KUMCRI

Payroll and RFA Important Issues

Michelle Ginavan-HayesAssistant Director, Post-Award Services

Payroll and RFA issues

• New Projects

» Affects any project not in HRSA at time of 9/30 conversion.

» Some new projects still cannot be attached to a position in the new system.

» HR is slowly getting new projects/account codes working, but having to review one project at a time.

Payroll and RFA Issues (cont.)

» What does this mean for departments?

» Connie has payroll forms but cannot do anything with them.

» Once the codes are working, the position will be keyed.

» KUCR will then process the RFA.

» DO NOT submit a separate RFA.

Payroll and RFA Issues (cont.)

• Cost share account codes

» Same problem as new projects, but none can be set up yet.

» Once the codes are working, the position will be keyed.

» KUCR will then process the RFA.

» DO NOT submit a separate RFA.

Payroll & RFA Issues

• RFA’s

» Still unable to process RFA’s in the new system.

» Please continue to submit your RFA’s – do not hold onto them until the system works.

» PAS Payroll is holding all RFA’s and retaining a spreadsheet of all RFA’s that are being held up (currently over 250)

» Please do NOT submit a duplicate RFA because the old one isn’t showing up in DEMIS.

» Please do NOT call your PAS team and ask why your RFA isn’t showing up. We cannot fix this.

Payroll & RFA Issues (cont.)• RFA’s continued…

» But my project is ending or has ended and payroll is still hitting it? What do I do?

» Post Award is processing temporary Manual RFA’s until the real RFA’s post.

» We are only processing Manual RFA’s on those projects that are ending or have ended and must have corrections made for reporting.

» Please notify your PAS team or Connie to request a Manual RFA. They will confirm it needs to be processed and they will confirm that an RFA is already on file.

Payroll & RFA Issues (cont.)• RFA’s continued…

» How will I know if my Manual RFA has been processed?

» How will it look on my project?

» Example:

RFA submitted that would move payroll off of one sponsored project and onto another

Payroll and RFA issuesWill show on the old project as a negative in both salary…

• … and fringe

Payroll and RFA issues• Will show on the new project as a positive in

salary…

• … and fringe

Payroll and RFA issues

• What about the associated F&A??» It will be processed as well…

• But then what happens??» Once the actual RFA is processed it will hit the

grant and the original Manual RFA will then be reversed.

» Tedious? Yes

» Proactive solution to a messy problem? Yes

KUPPS Delegates

Michelle Ginavan-HayesAssistant Director, Post-Award Services

KUPPS Delegates• Email late last week to departments.

• Procure to Pay initiative» Must have delegates loaded into PeopleSoft on

all existing active projects.

» Must be project specific

» Enter delegates/Approvers in spreadsheet and return to KUCR.• Name and Emplid

» Must have at least 2 delegates

• Must return to KUCR by January 31st.

» Collecting information on new projects with new budget summary distribution.

Handling Plan C HSA Accounts on Sponsored Projects

Michelle Ginavan-HayesAssistant Director, Post-Award Services

Joanne AltieriDirector, Research Administration

Plan C Issues

• New Health Plan effective this calendar year» Great plan, but may have an impact on grants

» Will charge the employer portion of the health saving account (HSA) • On the pay check paid 1/4/13, or

• First pay check after enrollment for new employee

• Single cost to employer - $1500

• Family cost to employer - $2250

Plan C Impact on Grants

• One-time charge per employee for full calendar year

• No refund/no pro-rating of monthly costs

• In practice regardless of color of money» i.e, no way to regulate applicable costs for a

grant/project period

» No change in policy for grants at this time

• Be aware of potential issues related to forecasting of balances due to potential effects of employees who choose this option, especially if 100% soft-money funded

Changes for NIH eSNAP Reporting to RPPR

Alicia Reed, Grant OfficerPre-Award Services

NIH eSNAP to RPPRThe RPPR will be mandatory for most SNAP

awards and Fellowships starting in April 2013.

The RPPR is available now, so before the April deadline, grantees must determine which format they will use (RPPR or eSNAP) before starting the process in the eRA Commons.

Standard deadlines for progress reports still apply (6 weeks before end of current year for SNAPs and 2 months before end of current year for Fellowships).

eSNAP to RPPR-Similarities

Where possible, information is pre-populated from NIH systems for the grantee, including PD/PI information, grant number, project title, project period, performance sites, and personnel.

Publications in PD/PI’s MyNCBI account will be displayed for easy association with the progress report (more on this later).

eSNAP to RPPR- DifferencesThe RPPR has separate screens for Cover

Page, Accomplishments, Products, Participants, Impact, Changes, and Special [agency specific] Reporting Requirements.

The format of the report is new, with checkboxes and text boxes (no special characters).

New information to be provided by grantees through the RPPR includes foreign component information,

•dollars spent in foreign countries (for subawardsas well)

•organizational affiliation of personnel at foreign sites

eSNAP to RPPR- DifferencesEffort on All Personnel report will be rounded to

nearest whole person month.

Other features of the RPPR include:

• Specific location to report on competitive revisions/administrative supplements associated with the award.

• Public Access compliance status will be displayed

• Other support will only be required if there has been a change

• Notice of Award link

More information at http://grants.nih.gov/grants/rppr/

NIH Public Access Rule Changes

Alicia Reed, Grant OfficerPre-Award Services

Overview of the NIH Public Access Policy

What to submit? Final, peer-reviewed manuscripts that arise from the NIH intramural program or any amount of direct costs funded by NIH, regardless of the source or amount of other funding. • The Policy does not apply to non-peer-reviewed

materials such as correspondence, book chapters, and editorials.

When to submit? Upon acceptance for publication

When to make public? No later than 12 months after the official date of publication

Where to make public? The National Library of Medicine’s PubMed Central (PMC)

Changes to the NIH Public Access Policy

Awards (non-competing continuation) will be placed on hold until grantees have demonstrated compliance.

PDF report generated from My NCBI will be required, when submitting paper progress reports using the form PHS 2590 (replaces publication section).

Use of My NCBI will be required to report papers, when electronically submitting progress reports using the Research Performance Progress Report (RPPR).

My NCBINational Center for Biotechnology Information’s

(NCBI) tool integrated with PubMed to track literature searches, collections of citations, and public access compliance.

Key features:• Can be linked to eRA Commons accounts

• Commons linked users can associate publications with NIH grants

• Tracks NIH Public Access compliance

• Creates the publications section (Section E) of PHS 2590s.

• The only way to enter publications into RPPR

Other time savers: Delegation, options to share and publish bibliographies, automate searches, etc.

Publications in the RPPR

REMINDER: NSF Reports to Research.gov

Alicia Reed, Grant OfficerPre-Award Services

NSF Reports to Research.gov• As part of the transition of project reports to

Research.gov, your investigators must stop submitting project reports in FastLane starting February 1, 2013.

• On March 18, 2013, NSF will transfer its current project reporting service from FastLane to Research.gov.

• To assist the community with this transition, the overdue date will be extended for all project reports that are currently scheduled to become overdue between January 31 and April 30, 2013.

• More information (preview, FAQs, etc.) at https://www.research.gov/research-portal/appmanager/base/desktop?_nfpb=true&_pageLabel=research_node_display&_nodePath=/researchGov/Service/Desktop/PublicOutcomesReport.html

Update on Contacts in KUCR

PreAward ServicesNancy Biles, nbiles@ku.edu, 4-7434

Post Award ServicesMichelle Ginavan Hayes, mginivan@ku.edu, 4-7688

Assistant Vice Chancellor, Research and Graduate StudiesKristi Billinger, kristib@ku.edu, 4-7231

Shared Service Centers

Jason HornbergerAssistant Vice Provost

Shared Service Centers Grant Coordinator’s Meeting

January 24, 2012

Today’s Discussion

• SSC Leadership Staff

• LAS-SSC Timeline

• Wave 1 Staffing – Financial Manager Position

• SSC Activities

• P2P Update

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Recent SSC Hires Two critical hires position the SSCs for sustainable success.

Karla Williams: LAS‐SSCDirector 

Nick Stevens: Project Director 

• Previously the Director of Financial Operations and HR in the School of Business

• Hired as the Director of KU’s initial SSC, meeting the HR, financial and post-award research administration needs of the College, IPSR and the Hall Center

• Joined team Dec. 24

• Brings critical research expertise and relationships to the implementation team

• Will transition the Huron team off the project by March 31

• Joined team January 6

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The implementation timeline will be periodically reassessed and will be flexible to account for lessons learned through the initial site implementation.

LAS SSC Timeline – Implementation Due to its size, the initial shared service center will be implemented in four waves.

YEAR 1 YEAR 2

Oct Nov Dec Jan Feb Mar Apr May June Year 2

Initial Site: Liberal Arts and Sciences SSC

Process Review and Design

Activity Assessment

Leadership Committees Meet*

LAS-SSC Process Review

Wave 1: Humanities, Arts & Honors

Wave 2: Social & Behavioral Sciences, Hall Center, IPSR

Wave 3: International & CLAS Administration

Wave 4: Natural Sciences and Math

Dec. go live

3/18 go live

7/1 go live

Nov. go live* The College, Hall Center and IPSR will each have a leadership committee to decide staffing.

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LAS SSC Leadership The functional managers for the LAS-SSC will be hired over the next several months.

The search for one finance manager is currently underway, the remaining manager positions will be posted after all of the SSC staff have been identified.

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SSC Finance StaffThe Finance Manager position is currently posted, seeking an experienced KU hire.

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The SSC Finance staff will maintain regular contact with the departments that they work for (e.g., may attend staff meetings).

SSC HR StaffThe HR Manager will be hired prior to the wave 2 go live. Until the HR Manager is hired, the HR team will report to Karla Williams and work with the ROC team.

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The SSC HR staff will work closely with the SSC Finance staff and will maintain contact with the departments that they work for (e.g., may attend and support search committee meetings).

SSC Activities – HR

Identifying and correcting missing time, preparing certifications for work study time Time Reporting and Processing

Supporting the search committee and coordinating all needs for faculty and staff interviews

Supporting the Interview Process: Faculty and Staff only*

Supporting recruitment activities, including the development of position descriptions, posting of advertisements, requesting search waivers, managing vacancy pools

Recruiting - HR Administrative

Obtaining hiring documents and completing general KU orientation and onboarding Onboarding New Hires

Supporting performance management (e.g., gathering and filing forms), other interacting with Central HR (such as appointment and position management and employee separation)

Departmental HR Activities

In addition to the activities currently performed by the ROC staff, SSC staff will support all of the department’s HR needs.

* GRA, GTA, and GA recruiting will continue to be conducted by the graduate program administrative staff in the departments.

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SSC Activities – Finance

Assisting faculty and staff with travel arrangements, creating travel authorizations, expense reports, processing reimbursementTravel and Expense

Booking travel for visitors or candidates, collecting tax forms, contract forms, reimbursing expenses

Candidate Support/Honorarium

Processing

Keeping track of KUEA, KUCR or other departmental funds which are available for tuition or salary, processing paperwork, attending meetings with the Dean

Tuition and Scholarship Support

Processing purchase orders, vouchers, obtaining quotes or preparing RFPsProcurement

Invoicing customers, accepting cash or check payments, arranging wire transfers from customers, SOVs, AR aging and collections (In the transition of each unit, the Billing and Receivable activities for areas will be reviewed for compatibility with the SSC.)

Billing and Receivables

Meeting the budget support needs of Chairs, Deans, Directors and Budgeteers: performing budget transfers, fund transfer justifications, retroactive funding adjustments, correcting prior journal entries; providing reports and analysis as requested

Budget Support

SSC staff will provide the accounting support that Chairs, Directors and other campus leaders need to manage their budgets.

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SSC Activities – Post Award Research

All HR activities previously described as SSC functionsHR Transaction Needs

All financial activities previously described as SSC functions Financial Transaction Needs

Monitoring award balances, progress report due dates, applying for award renewal, allowability reviews and effort reporting

Post-Award: Award Monitoring

Requesting no cost extensions, budget revisions, provisional requests or award closeoutsPost-Award: Award Modifications

Monitoring cost share agreements for both payroll and non-payroll expensesPost-Award: Cost Share

In addition to meeting the financial and HR transactional needs of PIs, SSC staff will provide specific post-award grant support.

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Resources Please let others know that we are interested in hearing what they have to say!

• Next meeting: February 27th at 3:30 in the Big 12 Room of the Kansas Union

• CFE website http://cfe.ku.edu/ssc/

• Follow-up contacts: – Jason Hornberger: jfh@ku.edu

– Nick Stevens: nickstevens@ku.edu

– Karla Williams: kkw@ku.edu

– Christy Edmonds: cjed@ku.edu

– Megan Cluver: megancluver@ku.edu

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The LAS-SSC Finance Manager position is posted on the CFE web site: http://cfe.ku.edu/documents/ssc/jobs/LAS-SSC_Finance_Manager_PD_010913.pdf

AnnouncementsThursday Research Topics (TRT)

February 14th (Happy Valentines Day) –Managing the NIH Salary Cap, Alicia Reed

March 14th - TBA

Future 2013 Grant Coordinator MeetingsJuly 25, 2013

April 25, 2013

October 24, 2013

Open Forum