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Research Administration Spreadsheets and Other Tools. CALS 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:. Tracking systems/query tools Spreadsheets Templates Forms Agreements

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Research Administration Spreadsheets and Other Tools

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Research Administration Spreadsheets andOther Tools

CALS Research Division

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

CALS Business Services

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

August 16, 2007


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Today’s session will cover:

  • Tracking systems/query tools

  • Spreadsheets

  • Templates

  • Forms

  • Agreements

  • Reference materials

  • Some 3270 information

  • Hot topics

  • Questions/suggestions


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Tracking systems/Query tools

PALS

Proposal Search

All Awards Search

Recent Awards Search

Sub-Award Tracking System Search

Sub-Account Search

Accountant Search


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RSP’s Proposal Tracking System

PALS

Pre-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.


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Proposal Search

Search form for proposals

http://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.


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All Award Search

Search form for all fund accounts

http://www.rsp.wisc.edu/services/admin/awards.cfm

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


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Recent Awards Search

Search form for all fund accounts

http://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.


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Sub-Award Search

Search form for all fund accounts

http://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.


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Sub-Account Search

Search 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.


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Accountant Search

Search form for RSP Accountants

http://www.rsp.wisc.edu/accountantsearch.html

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


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Other query tools

http://www.rsp.wisc.edu/queries.html

Academic staff with Permanent PI status

College and School research contacts

Human subjects training verification

Outside activity reports

SFS add-on tools

WISDM


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Spreadsheets

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

See RSP’s Budget Tools

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

or RSP’s Forms: Proposal Development

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


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Spreadsheets

  • 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


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Spreadsheets

2. 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


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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.


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Templates/Forms

Both 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


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Templates/Forms

Account number in advance (88-1)

Cost sharing information (80-2)

Gift acknowledgment letter

Gift in-kind transmittal (84-1)

Human subjects training certification letter

Intent to establish consortium

Intellectual property agreement for project participants


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Templates/Forms

Internal transfer for proposals/grants

Invention disclosure

Justification for use of off-campus F&A rate

Letter of commitment

Letter of intent

Match form

No-cost extension request

Non-salary cost transfer


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Templates/Forms

PI change request

Provisional request for time extension

Researcher compliance agreement

Rebudgeting request

Residual balance – moving to unrestricted accounts

Request for limited PI status

Salary transfer

Sub-account request


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Templates/Forms

Tax exempt letter

Transmittal form (UW2006-5)

Transmittal form for $0 appointees

WSMB-MOU request for changes


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Agreements

RSP 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


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Agreements

Clinical trial agreement, standard

Material transfer agreement

Standard 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


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Agreements

Confidential protocols

Equipment loan/product evaluation

Facilities use agreement

Training agreement

USDA-ARS specific cooperative agreement

Wisconsin Soybean Board agreement

Wisconsin Milk Marketing Board agreement


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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


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Reference Materials

CALS research related policies & procedures

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

RSP extramural support policies & procedures

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

Official RSP notices

http://www.rsp.wisc.edu/policies/notices.html


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Reference Materials

F&A, fringe benefit, &other research related rates

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

Graduate School policies & procedures

http://info.gradsch.wisc.edu/research/compliance/index.html

Research Policy Advisory Council (RPAC)

http://info.gradsch.wisc.edu/research/compliance/rpac/index.html


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Reference Materials

Financial & 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 regulations

http://www.rsp.wisc.edu/federal.html#AgencyRegulations


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Reference Materials

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

A-21 Cost principles for educational institutions

A-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


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Reference Materials

RSP 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 resources

http://www.cals.wisc.edu/research/General/profdev/training.html


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Some 3270 Info


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ESIS Expenditure End Codes

These 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.


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ESIS Expenditure End Codes

Codes 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.


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ESIS F&A Codes

A = none

B = salary and wages base

C = total direct costs

D = total direct costs

E = total direct costs

F = salaries, wages, and fringe benefits

G = modified total direct costs

See Handout for Legacy/SFS Class Code Details


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ESIS Document Type Codes

Blank – 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.)


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Other ESIS Information

Project 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


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HOT TOPICS


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Hot Topics

Grants.gov

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

Effort reporting

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

Grants project

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

WISPER – electronic routing is coming2008!


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Questions/Suggestions?


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