Research Administration Spreadsheets and

Other ToolsCALS Research Division

http://www.cals.wisc.edu/research/

CALS Business Services

http://www.cals.wisc.edu/bussvc/

August 16, 2007

Today’s session will cover:o Tracking systems/query toolso Spreadsheetso Templates o Formso Agreementso Reference materialso Some 3270 informationo Hot topicso Questions/suggestions

Tracking systems/Query toolsPALS

Proposal Search

All Awards Search

Recent Awards Search

Sub-Award Tracking System Search

Sub-Account Search

Accountant Search

RSP’s Proposal Tracking System

PALSPre-Award Login System

https://www.rsp.wisc.edu/services/admin/pals/c_slookup.cfm

Easy access to information regarding the routing of submissions and the status of award negotiations, actions, advance account numbers, etc.

Proposal SearchSearch form for proposalshttp://www.rsp.wisc.edu/services/admin/proposal.cfm

Use this tool to search the Extramural Support Information System (ESIS) for current proposals.

It is recommended that you use PALS for proposals submitted to RSP since July 2003.

All Award SearchSearch form for all fund accountshttp://www.rsp.wisc.edu/services/admin/awards.cfm

Use this tool to search the Extramural Support Information System (ESIS) for active or inactive awards.

Recent Awards SearchSearch form for all fund accountshttp://www.rsp.wisc.edu/services/notice/notice.cfm

Use this tool to search the Extramural Support Information System (ESIS) for Notices (Regent Notices) for new accounts or additions to current accounts.

Note: Only accounts with activity generating a Regent Notice are included.

Sub-Award SearchSearch form for all fund accountshttp://www.rsp.wisc.edu/services/admin/sub_search.cfm

Use this tool to search for a specific subaward or for a summary of subawards under a specific award.

Sub-Account SearchSearch sub-accounts within an award.Use this tool to search for a specific award to

determine the sub-accounts established on campus under that specific award.

For this search, access an active detail of account screen – if the account has an active agency number, click on the link for a sub-account summary.

Accountant SearchSearch form for RSP Accountantshttp://www.rsp.wisc.edu/accountantsearch.html

Use this tool to determine who the Accountant is at RSP who handles a specific account.

Other query toolshttp://www.rsp.wisc.edu/queries.html

Academic staff with Permanent PI statusCollege and School research contactsHuman subjects training verificationOutside activity reportsSFS add-on toolsWISDM

Spreadsheets

RSP offers several spreadsheets which are useful tools for budget preparation.

See RSP’s Budget Toolshttp://www.rsp.wisc.edu/forms/budgettools.html

or RSP’s Forms: Proposal Developmenthttp://www.rsp.wisc.edu/forms/index.html

Spreadsheets1. Standard budget: this spreadsheet should be

used in all cases where the extramural sponsor does not have a prescribed budget form. This tool provides a budget page that can be included with proposals and matches the reporting capabilities of our financial system.

http://www.rsp.wisc.edu/forms/standbudget.html

Spreadsheets2. NIH budget: this spreadsheet may be used to

assist in the preparation of NIH Modular budgets. This correctly calculates the number of modules you should request for your project, including the associated F&A costs. This can them be used on the NIH grant application.

http://www.rsp.wisc.edu/forms/nihbudget.html

Spreadsheets

3. 424 R&R budget: this spreadsheet should be used to assist in the preparation of Grants.gov applications or other applications requiring use of the 424 R&R form set.

4. Individual developed spreadsheets.

Templates/FormsBoth RSP’s and CALS’ websites offer a variety of

forms and templates for letters/documents which may be required and/or useful as individuals manage their sponsored projects.

RSP: http://www.rsp.wisc.edu/forms/index.html

CALS: http://www.cals.wisc.edu/research/Forms/forms.html

Templates/FormsAccount number in advance (88-1)Cost sharing information (80-2)Gift acknowledgment letterGift in-kind transmittal (84-1)Human subjects training certification letterIntent to establish consortiumIntellectual property agreement for project

participants

Templates/FormsInternal transfer for proposals/grantsInvention disclosureJustification for use of off-campus F&A rateLetter of commitmentLetter of intentMatch formNo-cost extension requestNon-salary cost transfer

Templates/FormsPI change requestProvisional request for time extensionResearcher compliance agreementRebudgeting requestResidual balance – moving to unrestricted accounts

Request for limited PI statusSalary transferSub-account request

Templates/FormsTax exempt letter

Transmittal form (UW2006-5)

Transmittal form for $0 appointees

WSMB-MOU request for changes

AgreementsRSP offers several standard agreement

templates which are useful tools for developing a contractual agreement with industry sponsors.

For instructions and templates, see RSP’s Forms: Agreements

http://www.rsp.wisc.edu/forms/index.html

AgreementsClinical trial agreement, standardMaterial transfer agreementStandard research agreement

In addition to these, there are has several other agreement formats available, see CALS Forms: Agreements

http://www.cals.wisc.edu/research/Forms/forms.html

AgreementsConfidential protocols

Equipment loan/product evaluation

Facilities use agreement

Training agreement

USDA-ARS specific cooperative agreement

Wisconsin Soybean Board agreement

Wisconsin Milk Marketing Board agreement

Agreements

And, to amend a current agreement, an Amendment template may be acceptable to the sponsor -- see CALS Forms: Agreements

http://www.cals.wisc.edu/research/Forms/forms.html

Reference MaterialsCALS research related policies & procedures

http://www.cals.wisc.edu/research/Policies/

RSP extramural support policies & procedureshttp://www.rsp.wisc.edu/policies/index.html

Official RSP noticeshttp://www.rsp.wisc.edu/policies/notices.html

Reference MaterialsF&A, fringe benefit, &other research related rates

http://www.rsp.wisc.edu/rates/index.html

Graduate School policies & procedureshttp://info.gradsch.wisc.edu/research/compliance/index.html

Research Policy Advisory Council (RPAC)http://info.gradsch.wisc.edu/research/compliance/rpac/index.html

Reference MaterialsFinancial & administrative policies

http://www.uwsa.edu/fadmin/fap.htm

UW System Fiscal and Accounting General Records Schedule

http://www.uwsa.edu/fadmin/records.htm

Federal agency regulationshttp://www.rsp.wisc.edu/federal.html#AgencyRegulations

Reference MaterialsOBM circulars:

http://www.whitehouse.gov/omb/circulars/

A-21 Cost principles for educational institutionsA-110 Uniform administrative requirements for

grants and agreements with institutions of higher education, hospitals and other non-profit organizations

A-133 Audits of States, Local Governments, and Non-Profit Organizations

Reference MaterialsRSP workshops, training, & educational resources

http://www.rsp.wisc.edu/training/index.html

Graduate School seminar series

https://fpm-www3.fpm.wisc.edu/ohrd/coursecreation/

CALS training, workshops, & educational resourceshttp://www.cals.wisc.edu/research/General/profdev/training.html

Some 3270 Info

ESIS Expenditure End CodesThese are “end dates” indicating through which

Year expenditures may occur.

Code 99 = open ended; can spend out without a date limitation; these are typically gift accounts.

Code 00 = the “End Date” of the award is absolute; expenditures occurring after the end date are not allowed.

ESIS Expenditure End CodesCodes 1,2,3,4,5,6,7,8,9,10,11,12 = how many

months after the “end date” expenditures may occur; this often appears in relationship to a Provisional Expenditure request, pending official extension from a sponsor/agency.

ESIS F&A CodesA = noneB = salary and wages baseC = total direct costsD = total direct costsE = total direct costsF = salaries, wages, and fringe benefitsG = modified total direct costs

See Handout for Legacy/SFS Class Code Details

ESIS Document Type CodesBlank – type not known

1 = grant for funds 144, 145, 146, 149

2 = gift/grant for fund 133

3 = cost reimbursable contract

4 = fixed price contract

5 = endowment fund 161

6 = other agreements (purchase orders, etc.)

Other ESIS InformationProject Type Category:

If “TR” = Tuition Remission NOT allowed

If no Regent Date = account in advance status; award not fully executed

Donor Type See Handout for list of Donor Types

HOT TOPICS

Hot TopicsGrants.gov

http://www.rsp.wisc.edu/preaward/grantsgov.html

Effort reportinghttp://www.rsp.wisc.edu/effort/index.html

Grants projecthttp://www.rsp.wisc.edu/grantsproject/index.html

WISPER – electronic routing is coming 2008!

Questions/Suggestions?