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Research Administrator Meeting. July 24, 2003 10:00-12:00 Medical Alumni Auditorium, E331 General Hospital. Agenda. IT Security Plans for Research Review of Graduate Assistant Tuition Scholarship New Cost Sharing Policy & Procedure Statement. IT Security Plans for Research.

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Research administrator meeting l.jpg

Research Administrator Meeting

July 24, 2003

10:00-12:00

Medical Alumni Auditorium,

E331 General Hospital


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Agenda

  • IT Security Plans for Research

  • Review of Graduate Assistant Tuition Scholarship

  • New Cost Sharing Policy & Procedure Statement



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Review Graduate Assistant Tuition Scholarship

  • Effective September 1, 2003

  • New institutional account 6350, Tuition Expense does not require function 80; all other scholarship expense will continue to require function 80

  • Graduate College will monitor the program

  • Grant Accounting will monitor grants


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New Cost Sharing Policy & Procedure Statement

  • http://www.uiowa.edu/~fusga/cost_share.htm

  • June 20, 2003 meeting


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Essentials of the Policy

  • Effective July 1, 2003

  • Committed cost sharing will be recorded in accounting

  • For all new or renewal Federal awards

  • Optional:

    • departments can elect to set up cost share accounts for existing awards, or,

    • For Fund 500 accounts


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Why Do This?

  • Per OMB A-21 Clarification

    • Committed cost sharing must be documented in accounting

  • Feds giving this more scrutiny and airtime

    • Northwestern case

    • Recent COGR discussion, etc.


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“Committed” Cost Sharing

  • Mandatory – required by agency

    • Typically effort or equipment

  • Voluntary – not required but is proposed by PI to be paid from other University sources

    • Example:

      Total proposed effort 30%

      Funded effort 20%

      Cost Share effort 10%


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VA Salary

  • Each award proposal should include Univ. salary and VA salary if have joint appt.

  • Requires total proposed effort to be converted to effort on Univ. appointment

    Example: VA 50%; Univ. 50%; Total 100%

    Proposal 10% of Total effort translates into 20% of Univ. effort


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Process

  • PI should identify funding source for cost share expenditures at proposal stage

  • At least 1% PI effort must be committed in proposal for research project (ex: clinical trials)

  • When award is received, department sends Cost Sharing Authorization form and detailed cost sharing budget to GAO

  • GAO establishes the grant account in fund 510 and cost share (Grantid “3” + 7 digit grant number) for each Who key listed on the Cost Sharing Authorization form


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Process – continued

  • Departments allocate funds to cost sharing accounts

  • Departments/PI utilize the cost sharing account as budgeted by appointing personnel or charging expenses

  • Monitor cost sharing accounts

    • Cost Sharing Budget/Actual report

    • Effort Report


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Process – continued

  • PI must request sponsor approval through Sponsored Programs when:

    • cost sharing is not provided as proposed

    • effort committed by the PI is decreased by 25% or more of the total committed effort

  • GAO reports cost sharing to agency as required

  • Grant account and cost sharing account will be closed within 90 days of grant end date



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Next Meeting

Thursday, October 23, 2003

10:00 – 12:00

Illinois Room, IMU


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