Ralph H. Johnson VA Medical Center

Sarah Jackson, MAVA Grants Administrator

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1. John Midolo, MPH joined the Research & Development team March 23, 2015 as our new Administrative Officer.

2. Memorandums of Understanding (MOUs)

3. Intergovernmental Personnel Act & IPAs

4. Retro Billing

5. Our Team

What’s new at the RHJ VAMC

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MOU Form

This form describes the total professional responsibilities mutually arranged by the Medical University of South Carolina

(MUSC) and the Ralph H. Johnson Veterans Administration Medical Center (VAMC). For purposes of this Memorandum

of Understanding (MOU), the combination of administration, clinical, research, and teaching activities at both MUSC and

the VAMC comprises 100% of the total professional responsibilities (TPR) as described below. This MOU serves to verify

there is no dual compensation for the same work, nor is there an actual or apparent conflict of commitment regarding such work.

Section A: Faculty Information

1. Date: XX/XX/2014

2. Name of Faculty Member: Dr. MOU

3. Title of VAMC Appointment: Staff Physician or Research Health Scientist

4. VAMC Service: Research Service

5. Title of MUSC Appointment: ??? Professor

6. MUSC Department: Medicine

Section B: Allocation of Professional Activities

PROFESSIONALACTIVITY

EIGHTHS HOURS F.T.EVAMC effort T.P.R. F.T.E.

MUSC effort T.P.R. F.T.E. T.P.R.

Administration 0.2 1 0.025 0.040 0.017 0.026 0.030 0.017 0.051 0.034

Clinical 2.4 12 0.300 0.480 0.200 0.000 0.000 0.000 0.300 0.200

Research 2.4 12 0.300 0.480 0.200 0.849 0.970 0.566 1.149 0.766

Teaching 0 0 0.000 0.000 0.000 0.000 0.000 0.000 0.000 0.000

TOTAL 5 25 0.625 1.000 0.417 0.875 1.000 0.583 1.500 1.000

Section C: Authorization

Typed or Printed Name: Signature:

1. Faculty Member:

2. MUSC Department Chair:

3. VA Service Chief: Refer to the instructions on sheet 2

4. VA ACOS-Research: M. Rita I. Young, Ph.D.

5. VA Chief of Staff Florence N. Hutchison, M.D.

6. MUSC Institutional Official: R. Darren McCants

Attachments: Faculty Member Other Support Form for VAMC and MUSC research

MUSC/VAMC MEMORANDUM OF UNDERSTANDING

VAMC MUSC TOTALS

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A University/VA MOU is required when submitting NIH-sponsored grant or contract applications for all MUSC faculty who have joint MUSC and VAMC appointments.◦ MUSC certifies to NIH that PI is applying as part of a

joint appointment by having an MOU on file◦ A copy of MOU submitted with Just In Time (JIT)

and/or Progress Reports VA MOUs are required to be updated annually

(Oct. 1st) and any time the FTE changes Allow 2-4 business days for completion

Updating MOUs Regularly

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MOUs Serve as VerificationThe investigator has sufficient time available to carry out the proposed research

There is no possibility of dual compensation for the same work

There is no actual or apparent conflict of interest regarding such work

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Intergovernmental Personnel Agreements (IPAs)

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There is a funding mechanism for the VA to reimburse MUSC for a portion or all of the salary and fringe benefits of a MUSC faculty or non-faculty employee working on sponsored projects funded by the VA

Requires institutional approval before submission to the VA for review

Allowable through Title IV of the Intergovernmental Personnel Act of 1970

IPAs “constitute the written record of the obligations and responsibilities of the parties to a temporary assignment”

IPAs are used for individuals with specialized knowledge for a VA Merit Award

The MUSC employee must be employed for > 90 days

Although this is a VA form, MUSC will be asked to complete it, so let’s review together (handout)

Travel is not allowed under an IPA

IPAs can be made for 2 years, may be intermittent, part-time, or full-time. You may extend the IPA for an additional two years. A total of 4 years which is the length of a VA Merit Award.

Intergovernmental Personnel Act

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Routed to ORSP, who then sends on to VA for signing,but ePDS is still required.

Billing must be quarterlyPeriods ending: 3/31, 6/30, 9/30 & 12/31Invoices for one month later

Prepare early in advance and expect to go through several drafts

IPA Tips to Remember

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Renewal & Retro-Billing

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Name Duties Email (@va.gov)

Phone

Young, Rita Associate Chief of Staff Rita.young 789-6707

Midolo, John HR, Space in STBR, AAHRPP John.midolo 789-6710

Gibbs, Beth Oversight (IRB, IACUC, Safety, R&D)

Beth.gibbs 789-7399

Jackson, Sarah JITs, Merit Submission, MOUs, MUSC

Sarah.jackson 789-6700

Whaley, Dianne Fund Statements, Merit Budgets, Service Contracts

Dianne.whaley 789-6709

Ryant, Rudell R&D Coordinator, Assists with Merits

Rudell.ryant 789-6711

Preston, Tonya HR personnel actions, WOC packets

Tonya.Preston 789-6701

Holloman, Charles PIV, Equipment, travel, keys, parking

Charles.holloman 789-6703

Steuart, Bryan Biosafety, Merit submissions Bryan.steaurt 789-6702

VA Points of Contact

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Name Duties Email PhonePage, Kelly Director, Charleston

Research Institutekelly@chsri.comcastbiz.net

789-6702

Kelleher, Shane Bookkeeping, HR, reconciliation

Shane@chsri.comcastbiz.net

277-2760

Thank you

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