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Office of Sponsored Programs

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Research Admin Buzz

Thursday, February 6, 2014



SANDRA MASONGrants and Contracts Accounting



NIH Policy Changes relating to billing, financial reporting, and grant close-out– Notice NOT-OD-13-120 NIH Domestic Awards

to Transition to Payment Management System Subaccounts in FY 2014 and FY 2015

– Phased implementationNew awards – effective 10/1/13Continuation awards – effective 10/1/14

G&C Updates



G&C Updates– Current impact is predominantly in OSP and

Grants & Contracts Accounting– Future impact to departments to be

determined as NIH requirements are implemented for continuation awards (initial awards under old billing and financial reporting guidance/continuation awards under new guidance)



G&C UpdatesNIH Grants Closeout Policy– “In an effort to promote more timely financial

closeout of awards, the Payment Management System will now hold payment requests for funds in subaccounts for awards that are 90 days beyond the project period end date. Funds requests for these awards will not be processed unless, and until, the awarding Agency has approved the payment request.”



G&C UpdatesFocus on “90 Days” after end date:– Very important to post salary and other

expenses timely– Impact on sub-awards – final invoices must

be received and processed for payment so GTRC can be reimbursed

– Where GT is a sub-awardee under another organization’s NIH award, they will expect final invoices to be submitted timely as well



G&C UpdatesUpcoming Events– Year End Town Hall Meeting

Wednesday, March 26th at 9:00 AM– Cost Sharing

Adding Cost Share commitments on Sub-awards to G&C’s periodic analysis

Are sub-awardees providing C/S information with their invoices?

FAQs developed from Lunch & Learn coming soon– Space Survey – training and schedule to be

announced



MARY BERANOffice of Research Integrity Assurance



Use of the PRLEach faculty member that uses the services of the Physiological Research Laboratory and incurs costs which may include per diem and other charges for personnel costs, pharmaceuticals, materials, and supplies, and related costs shall follow the following procedures.



Procuring AnimalsPI, or designee, shall complete the Request for Vertebrate Animal Procurement form– Form must contain:

Campus reference numberSignature from Dept. Financial Mgr (FM) or Accountant

The FM or Accountant in signing the above listed form should have the PD/PI’s IACUC approval letter which will include the approved project number for the IACUC scope of work.



Animal ProcurementProcurement of vertebrate animals is centralized in Georgia Tech Research Corporation (GTRC). Independent ordering of vertebrate animals by Principal Investigators, students, or departmental personnel is specifically prohibited. No animal purchases shall be made until the proposed protocol has received IACUC approval. http://researchintegrity.gatech.edu/about-iacuc/policies-procedures/

http://researchintegrity.gatech.edu/about-iacuc/policies-procedures/





Use of PRLInterdepartmental Sales & Services form shall be completed prior to utilizing the PRL services– Initiated with no funding limitation/threshold– Signed by a FM or Accountant– Contain campus reference number



FM and AccountantsFM or Accountant in signing the previously mentioned form should have the PD/PI’s IACUC approval letterIt is recommended that in order to accurately monitor per diem expenses and other PRL costs a sub-project in the Project Expense & Budget (PEB) be set up for those charges



Approving ChargesIn the event that the faculty member requesting the services of the PRL is NOT the Principal Investigator of record for the sponsored project or subproject, or is not the account-holder of record for the account to be charged, it is the FM or Accountant’s responsibility to obtain approval from the person authorized by the Institute to approve charges for that project or account.



Expired ProtocolsIf an IACUC protocol should expire, the School’s cost overrun project will incur the charges. It is the responsibility of the school/department to transfer the charges to another project identified in the IACUC protocol.



Cost TransfersAdditional care should be taken when considering transferring PRL and animal expenses between projects to ensure that appropriately approved protocols are on file. A copy of the IACUC approval letter and/or Interdepartmental Sales & Service form should be included with the supporting documentation whether the expense is transferred via Electronic Cost Transfer (ECT) or paper Cost Transfer form to Grants and Contracts Accounting.



CANDICE FERGUSONOffice of Sponsored Programs



NCURA DRAApril 28- 30th 2014Limited spaces availability – 1 seat per department– 5 seats per college

Faculty– Sam Westcott- Saban Research Institute, Children’s Hospital LA– Aimee Howell- Univ. of Maryland, Baltimore County– Glenda Bullock- Dept. of Medicine, Washington Univ.

Questions or Suggestions please contact Michelle Powell or Candice Ferguson



OSP Department CertificateCourse Addition: Allowable and Unallowable CostsNew Requirement: 6 core, 2 elective, 1 examFebruary 18-20http://training.osp.gatech.edu

http://training.osp.gatech.edu/



Grants ReformFinal guidance supersedes and streamlines OMB Circulars A-21*, A-87, A-110*, A-122, A-89, A-102, and A-133*Effective Date:– Agencies: December 26, 2014

Agencies to release new guidance in June



PI Eligibility PolicyWho can be PI?– If a PI is leaving GT for employment

somewhere else, they CAN NOT be PI on a project

– Affiliates and adjuncts do not have access to CIS or MyResearch Portal unless white-listed



REVISED: Minimum Effort Policyhttp://policy.research.gatech.edu2.1.6 Minimum EffortGreater clarification of – terms, – exceptions, – sponsor considerations, – effort reporting, – and cost sharing

http://policy.research.gatech.edu/



Interdivisional TransfersFrom GTRI- contact SPA rep to establish a sub account– https://webwise.gtri.gatech.edu/policies/6130

From Resident Instruction- contact your financial rep – http://www.policylibrary.gatech.edu/establishing-

sponsored-sub-project-numbers

https://webwise.gtri.gatech.edu/policies/6130

https://webwise.gtri.gatech.edu/policies/6130

http://www.policylibrary.gatech.edu/establishing-sponsored-sub-project-numbers

http://www.policylibrary.gatech.edu/establishing-sponsored-sub-project-numbers



REVISED: Participant SupportIn the absence of an agency’s specific, written, across-the-board policy on excluding Participant Support from the indirect cost calculation, Georgia Tech WILL charge indirect costs to Participant Supportwww.osp.gatech.edu/direct-costs

http://www.osp.gatech.edu/direct-costs



Air ForceIs tying expenditures with obligationsSubmit timely vouchers or… you won’t get more money– Make sure you are billing on a regular basis



New NSF GuidanceNSF PAPPG 14-1

Effective: 2/24/2014

www.nsf.gov SEARCH: PAPPG 14-1

http://www.nsf.gov/



Summary of Changes: GPGChapter I.A, NSF Proposal Preparation and SubmissionChapter II.B, Format of the ProposalChapter II.C.2, Sections of the ProposalChapter II.C.2.b, Project SummaryChapter II.C.2.d(iii), Results from Prior NSF Support



Summary of Changes: GPGChapter II.C.2.d(iv), Unfunded CollaborationsChapter II.D.4.b, Submission of a collaborative proposal from multiple organizationsChapter II.C.2.b, Project SummaryChapter II.D.5, Proposals for Equipment,Chapter II.D.8, Proposals for Conferences, Symposia and Workshops



Summary of Changes: AAGChapter II.B.2.d(ii), Long-Term Absence of the PI/PD or co-PI/co-PDChapter II.E, Annual and Final Project ReportsChapter IV.A.6, Conflict of Interest PoliciesChapter V.B.8.a, Participant Support Costs, General



MyResearch Portalhttp://myresearch.gatech.eduOpen to all with Techworks ID and passwordRollout March 2014– Whistle– Letters– Videos

research admin buzz

Documents

continuation awards

nih domestic awards

subawards final invoices

payment requests

financial mgr fm

project period end date

nih requirements

related costs