Research Administrators &Research Administrators &DARDAR

Partnering in ResearchPartnering in Research

Streamlining the ResearcherStreamlining the Researcher’’s s LifeLife

We Hear Your and Your FacultyWe Hear Your and Your Faculty’’s s Frustration!Frustration!

SmartkeySmartkey chargescharges–– on old SKon old SK’’ss–– no documentationno documentation–– what is the service?what is the service?–– who authorized this?who authorized this?–– billing time periodbilling time period

Animals still housed Animals still housed after P.I. has after P.I. has departed EUdeparted EU

Who Are We?Who Are We?We are the Division of Animal Resources (DAR)We are the Division of Animal Resources (DAR)

We are part of the Research Administration We are part of the Research Administration team of the School of Medicine and of the team of the School of Medicine and of the UniversityUniversity

We house, provide veterinary care, and We house, provide veterinary care, and technical and laboratory services related to technical and laboratory services related to using lab animals in researchusing lab animals in research

We are part of the Compliance team for you and We are part of the Compliance team for you and the Universitythe University

DAR and IACUC are not the same!DAR and IACUC are not the same!IACUCIACUC –– The Institutional Animal Care and Use Committee The Institutional Animal Care and Use Committee ––

is charged with the responsibility of ensuring the proper is charged with the responsibility of ensuring the proper care, use and humane treatment of animals used in care, use and humane treatment of animals used in research, testing and education. research, testing and education. –– ProtocolsProtocols–– Compliance ReportingCompliance Reporting

DARDAR –– Division of Animal Resources Division of Animal Resources –– Mission statement is Mission statement is to promote the health and wellbeing of people everywhere to promote the health and wellbeing of people everywhere by providing the finest animal care and support for Emory by providing the finest animal care and support for Emory University Scientists. University Scientists. –– Animal Care and HousingAnimal Care and Housing–– Laboratory Animal Medicine and Veterinary CareLaboratory Animal Medicine and Veterinary Care–– Administrative Support and Documentation for ComplianceAdministrative Support and Documentation for Compliance

DAR Organizational ChartDAR Organizational ChartDirector, Michael Huerkamp, DVMDirector, Michael Huerkamp, DVM

Lynne Morelock-Roy, MBAAdministrator

Darlene Wyche Alha-De, ASBusiness and Customer Service Manager

Alyssa Kairdolf, BASecy Sr, Animal Acquisitions amd Records

Sharmyn GipsonAdministrative Asst, Animal Acquisitions and Records

Denika Warwell, ASSecretary, Census and Acct Mgmt

Lou Ann ReidSecretary and Reception

Tina Engle, BBA/BSAccountant, Sr.-Cost Accounting

Kathy Troyer, BSAccountant.-HR and Cost Acctg

Greg Kable, BS/BSMgr. Information Systems

Lisa Copeland, BSApplication Programmer/Analyst

Charmaine ChristieSecretary, IT & Operations

Craig Dunn, MS, BAPC Desktop Support

Rachelle Sparks, BBAFinancials Acct & Purchasing

Deb Mook, DVM, DACLAMAsst Director, Veterinary Services Clinical, Technical, Surgical and Laboratory Services

Vanessa Lee, DVMLab Animal Medicine Veterinarian

Channelva Young,Vet Tech II, Surgery

Rebeccah HunterVet Tech II, Clinical & Surgery

Carol Westbury, BS, LATGResearch Specialist, Lead, Quarantine

Douglas Taylor, DVM, DACLAMLab Animal Medicine Veterinarian

Jennifer Woods, DVMLab Animal Medicine Resident

Kristy Weed, AS, RVTVet Tech II, Clinical

Cherie CosbyVet Tech II, Clinical

Jennifer Asher, DVMLab Animal Medicine Resident

Karen Lieber, RVT, LATGVet Tech IV, Animal Health Quality Assurance

Maya MeeksVet/Lab Tech II, An Health Quality Assurance

Vacant - SearchLab Animal Medicine Veterinarian

Nancy Miller, MS, RLATGManager, Animal Care Operations

Neville Whitehead, AS, LATAssoc. Mgr, Animal Care Operations

Derrick McCallaMaintenance Mechanic I

Cisco CalderonSupr, Animal Care Transport

Gary Roesinger, BA, ALATAnimal Care Transport Tech

Paul Jenkins, LATGAsst. Mgr. Animal Care Operations

Whitehead Biomedical Research Building

Daniel Amankwah, LATSupr, Animal Facility

Animal Care Tech (12)

Koya Alford, BS, LATSupr, Animal Facility

Cagewash Tech (5)

Marsha Howard, BS, RLATGAsst. Mgr. Animal Care Operations

Rollins Research, Dental Bldg, Peavine Kennels, Wesley Woods and CTRL Midtown

Vacant - New Position (FY10 / FY11)Supr, Animal Facility --- ON HOLD Animal Care Tech (8)

Ann GriffeyFacility Manager

Woodruff Memorial Building Animal Facility

Animal Care and Cagewash Techs (8)

Rashidat Ayantunji, BS, LATAnimal Care Supervisor

Clinic B Tunnel and 3rd & Pediatrics Facilities

Animal Care & Cagewash Techs (9)

Minida Dowdy, BS, RLATGColony Manager

DAR Breeding Colonies

Jennifer Perry, BS, RALATAsst. Colony Manager

Animal Care Tech (2)

How We Are FundedHow We Are Funded

Our services operate at 100% cost Our services operate at 100% cost recoveryrecovery

1.1. Per Diem Rates for animal housingPer Diem Rates for animal housing2.2. Technical Service chargesTechnical Service charges3.3. Acquisition of animals and suppliesAcquisition of animals and supplies

Funding is provided at the School level for Funding is provided at the School level for compliance and other indirect activitiescompliance and other indirect activities

How Does This Affect You?How Does This Affect You?

You are the person that knows how the You are the person that knows how the monies flow within your departmentmonies flow within your departmentP.I.P.I.’’ss come to you regarding grant budgetscome to you regarding grant budgetsP.I.P.I.’’ss come to you regarding expenditurescome to you regarding expendituresP.I.P.I.’’ss new to the University come to you to new to the University come to you to assist in their setupassist in their setup

You need to know who the DAR is, how You need to know who the DAR is, how we are organized and what is a we are organized and what is a reasonable expectation for service.reasonable expectation for service.

The Most Common ProblemsThe Most Common ProblemsTransfers not being doneTransfers not being doneUnderstanding Acct. Change Form is a oneUnderstanding Acct. Change Form is a one--time actiontime action–– The lab can and will reverse the impactThe lab can and will reverse the impact–– Lab training is neededLab training is needed……constantlyconstantly

Billing TimingBilling TimingA oneA one--time change from a suspense clearing phone call time change from a suspense clearing phone call does not change the Smart key on future transactionsdoes not change the Smart key on future transactions–– Complete the form: transfer form and the account change formComplete the form: transfer form and the account change form

Addresses and changes in department RA not Addresses and changes in department RA not communicated to DARcommunicated to DARNew New smartkeysmartkey setup at DARsetup at DAR–– Who is responsible?Who is responsible?

What Can We Provide to You to Make Your Job Easier?

Reconciling Your ChargesReconciling Your ChargesBilling TimingBilling Timing

FY12FY12December 31,2011December 31,2011November, 2011November, 2011FY12FY12November 30, 2011November 30, 2011October, 2011October, 2011FY12FY12October 31, 2011October 31, 2011September, 2011September, 2011FY12FY12Sept 30, 2011Sept 30, 2011Aug 16Aug 16--31, 201131, 2011FY11FY11August 31, 2011August 31, 2011Aug 1Aug 1--15, 201115, 2011FY11FY11August 15, 2011August 15, 2011July, 2011July, 2011FY11FY11July 31, 2011July 31, 2011June, 2011June, 2011

FY11FY11June 30, 2011June 30, 2011May, 2011May, 2011FY11FY11May 31, 2011May 31, 2011April, 2011April, 2011Fiscal YrFiscal YrBilling Dates and UploadsBilling Dates and UploadsMonth of ActivityMonth of Activity

To Get StartedTo Get Started…………

Visit the DAR webpageVisit the DAR webpagewww.dar.emory.eduwww.dar.emory.edu

HomeHomeAccounting and Business ManagersAccounting and Business ManagersPIPI’’ss and Scientific Staffand Scientific StaffVeterinary Care and ServicesVeterinary Care and ServicesSafety and Facility AccessSafety and Facility Access

What is VENT RACK DEPR: What is VENT RACK DEPR: Building Building RmRm

How does this differ from PERDIEM: How does this differ from PERDIEM: Building Building RmRm??

““PERDIEM: Building PERDIEM: Building RmRm”” -- the charge for the daily care the charge for the daily care of the animalsof the animals–– Charged by Charged by ““caredaycareday”” = 1 day of care per cage. = 1 day of care per cage. –– 1 cage x 31 day month = 31 1 cage x 31 day month = 31 caredayscaredays..

““VENT RACK DEPR: Building VENT RACK DEPR: Building RmRm”” -- a charge for usage a charge for usage of ventilated, of ventilated, autowaterautowater mouse racks. mouse racks. –– Withheld from the equipment inventory depreciation in the indireWithheld from the equipment inventory depreciation in the indirect ct

cost rate, the 10 year recovery of the purchase of these racks icost rate, the 10 year recovery of the purchase of these racks is a s a direct charge for the use of the equipment. direct charge for the use of the equipment.

If I want to add new personnel to a If I want to add new personnel to a protocol, what do I do?protocol, what do I do?

1.1. Call or email the DAR?Call or email the DAR?2.2. Complete the form on the DAR Website?Complete the form on the DAR Website?3.3. Call or email the IACUC?Call or email the IACUC?4.4. Have the PI log into Web P&R (Topaz) Have the PI log into Web P&R (Topaz)

and modify the existing protocol?and modify the existing protocol?

4. Have the PI log into Web P&R (Topaz) 4. Have the PI log into Web P&R (Topaz) and modify the existing protocoland modify the existing protocol

If I want to add a new If I want to add a new SmartkeySmartkey for for Census, what do I do?Census, what do I do?

1.1. Call or email the DAR?Call or email the DAR?2.2. Complete the form on the DAR Website?Complete the form on the DAR Website?3.3. Call or email the IACUC?Call or email the IACUC?4.4. Have the PI log into Web P&R (Topaz) Have the PI log into Web P&R (Topaz)

and modify the existing protocol?and modify the existing protocol?

2. Complete the Acct/PI/Protocol transfer form 2. Complete the Acct/PI/Protocol transfer form available on the DAR Website and fax to DAR available on the DAR Website and fax to DAR Office: 404Office: 404--727727--8762 (or alternate 4048762 (or alternate 404--727727--3212). Possibly 4 also if this is a new grant.3212). Possibly 4 also if this is a new grant.

If my PI is leaving Emory and still If my PI is leaving Emory and still has animals, what do I do? Who is has animals, what do I do? Who is

responsible for the charges?responsible for the charges?Call or email the DAR?Call or email the DAR?Complete the form on the DAR Website?Complete the form on the DAR Website?Call or email the IACUC?Call or email the IACUC?Have the PI log into Web P&R (Topaz) and modify the Have the PI log into Web P&R (Topaz) and modify the existing protocol?existing protocol?

Verify with the PI the disposition of the animals.Verify with the PI the disposition of the animals.If the protocol and animals are continuing under the If the protocol and animals are continuing under the PIPI’’ss name at EU , then ___name at EU , then ___If the protocol and animals are transferring to a new PI at EUIf the protocol and animals are transferring to a new PI at EU, then ___, then ___If the protocol and animals are transferring out to a new UnivIf the protocol and animals are transferring out to a new University, then ___ersity, then ___If the protocol is to be terminated and the animals to be If the protocol is to be terminated and the animals to be euthanitizedeuthanitized, then ___, then ___

If I have a charge on my project If I have a charge on my project and donand don’’t know what it is for?t know what it is for?

1.1. Review the bills sent by the DAR?Review the bills sent by the DAR?2.2. Call or email the DARCall or email the DAR3.3. Call or email SOM Research Admin (Core Labs)?Call or email SOM Research Admin (Core Labs)?4.4. Call or email Yerkes DAR?Call or email Yerkes DAR?

1.1. Review the information in Compass, do you see a Review the information in Compass, do you see a SOM/GEN/NEU/COL or YER under Description? Or SOM/GEN/NEU/COL or YER under Description? Or

2.2. Review the bills sent by the DAR. If the Review the bills sent by the DAR. If the ““AccountAccount”” in Granitein Granite•• Begins with SOM, GEN, NEU or COL, then 3Begins with SOM, GEN, NEU or COL, then 3•• Begins with YER, then 4Begins with YER, then 4•• SmartkeySmartkey only, then 2 ORonly, then 2 OR

3.3. If the description is If the description is perdiemperdiem, then identify the bldg as DAR or , then identify the bldg as DAR or YerkesYerkes

Examples of DescriptionsExamples of Descriptions

85399SOM_TMF Recharge Core Labs

85399SOM_GRA Recharge Core Labs

85399SOM_FCM Recharge Core Labs

85399SOM_CSI Recharge Core Labs

85399SOM_BIT Recharge Core Labs

85399SOM_BIM Recharge Core Labs

85399GEN_RBC Recharge Core Labs

85399COL_MSC Recharge Core Labs

54190COL_MSC Recharge Core Labs

85349VENT RACK DEPR: Peds-G04: 140V

85340PERDIEM: Pea-11

85340PERDIEM: NSB 4229

85340PERDIEM: Eye-BT407 (was P07)

85320Vendor-JAX: Animal Freight &

85320Vendor-HSD: Animal Freight & S

85320Vendor-CRL: Animal Freight & S

85320Vendor Pmt: Other Svc (Sx, Qua

85320Vendor Pmt: Crates & Water Pac

85320Vendor Animal Purchases Rat

85320Vendor Animal Purchases Mouse

85365VT Anaesth Recharged

85365VT Tech Asst

85396Necropsy/Animal Recharges

85314Ship Animal Out Recharge

85317Ship Animal In-VT Asst

85360OR Consumables Recharged

85360OR Anaesth Recharged

85396Necropsy Room Recharge

85345Mouse Breed Mgt II

85394Histopathology Recharges

85394Genetics Testing-Transnetyx

85355Gamma Cell Irradiator/day

85394Diagnostic Test Recharges

85343Contracted Vet Service Rechg

85344AnCare: Overcrowded Cages

Account Account Description Posting Date Accounting MAmount Voucher/Trans IDVoucher Line Invoice Date Description Data Source Type85340 Rchg Perdiem Recharges 5/31/2011 9 63.600 Mook-369 123 4/30/2011 PERDIEM: Win B3317 JRNL - GLI85340 Rchg Perdiem Recharges 5/31/2011 9 31.800 Mook-369 456 4/30/2011 PERDIEM: Wmb-323B: 25/5 sh-ST1 JRNL - GLI85340 Rchg Perdiem Recharges 5/31/2011 9 93.280 Mook-369 789 4/30/2011 PERDIEM: Peds G09 JRNL - GLI

Today is June 16Today is June 16thth. If you pull up . If you pull up Compass to review charges that have Compass to review charges that have

hit in the past two to three weeks, hit in the past two to three weeks, how will you know the time period for how will you know the time period for

the charges ?the charges ?

In FORS and EU ALL TRANS, the Invoice date reflects In FORS and EU ALL TRANS, the Invoice date reflects the last day of the month for the activitythe last day of the month for the activityJournal date or the Posting Date indicates the month that Journal date or the Posting Date indicates the month that the upload from DAR occurred.the upload from DAR occurred.Sometimes, there may be more than one month of Sometimes, there may be more than one month of activity in a month of compass data. activity in a month of compass data. Please check the dates!Please check the dates!

When should I review animal When should I review animal charges?charges?

Two months before the end of the grant?Two months before the end of the grant?Annually?Annually?Monthly?Monthly?

Not to be offensive, but we get calls months, sometimes years, aNot to be offensive, but we get calls months, sometimes years, after the fter the charges have occurred. We will not go back beyond the fiscal yecharges have occurred. We will not go back beyond the fiscal year to clear ar to clear up problems that you have not addressed with us on a regular basup problems that you have not addressed with us on a regular basis.is.

We need your helpWe need your help

An adjustment to our accounting databaseAn adjustment to our accounting databaseSmartkeySmartkey, Department, Fund, Project, and , Department, Fund, Project, and SubDeptSubDept (RA contact information)(RA contact information)We can also create a link of Departments We can also create a link of Departments with a Parent Department (with a Parent Department (ieie: SOM: : SOM: Medicine as the Parent and SOM: Medicine as the Parent and SOM: MedicineMedicine--Renal as the Dept).Renal as the Dept).

NeedsNeeds……..Department Department SmartkeySmartkey Reports Reports –– DAR will send DAR will send to you in Julyto you in July

1.1. Listing of Department Listing of Department IDID’’ss and Names. and Names. 2.2. Listing of your Dept Listing of your Dept SmartkeysSmartkeys in our Granite in our Granite

database. database. We need you to provideWe need you to provide

1.1. Primary Contact name and information for the Primary Contact name and information for the Department as well as Parent Department name Department as well as Parent Department name and number. If the Parent Dept contact is not the and number. If the Parent Dept contact is not the Dept Administrator, then provide it also.Dept Administrator, then provide it also.

2.2. Next to each Next to each SmartkeySmartkey, the Research Admin , the Research Admin contact information for that SK.contact information for that SK.

andand……ResultsResults

Our goal is to provide Research Admin Our goal is to provide Research Admin Summary Reports with the September Summary Reports with the September 2011 billing (You will see in October 2011 billing (You will see in October 2011).2011).–– Summary Listing of charges by Summary Listing of charges by SmartkeySmartkey for for

all Granite all Granite ““AccountsAccounts”” associated to you.associated to you.–– Ability to pull a summary activity report by Ability to pull a summary activity report by

Project as well as by Project as well as by SmartkeySmartkey

DAR Administrative ContactsDAR Administrative ContactsDAR Main Line DAR Main Line –– 77--74237423DenikaDenika WarwellWarwell –– 77--74267426–– Billing Questions and Billing Questions and SmartkeySmartkey Changes Changes

Darlene WycheDarlene Wyche--AlhaAlha--De De –– 77--83958395–– Customer ServiceCustomer Service

Sharmyn Gipson Sharmyn Gipson –– 77--3210 and 3210 and –– Animal Acquisitions and Invoice PmtAnimal Acquisitions and Invoice Pmt

Alyssa Alyssa KairdolfKairdolf –– 77--18711871–– Animal Acquisitions and Invoice PmtAnimal Acquisitions and Invoice Pmt

CharmaineCharmaine Christie Christie –– 77--89918991–– Facility Access; Environmental ChangesFacility Access; Environmental Changes

Lynne MorelockLynne Morelock--Roy Roy –– 77--30013001–– AdministratorAdministrator