Research Administrators Forum

1. Research Administrators Forum April 10, 2013 WPIC Auditorium

2. Agenda • HR Update • WePay • Electronic Certification Process • Research Updates • OGC Updates • PI Hard Fund Expenditures

3. HR Update • Emergency Notification System • Bloodborne Pathogens training • Changes to MyFlex Advantage Debit Card • EPR Reminders • Management Training listing for April • Welcome Day • Center for Inclusion

4. RAF 4/10/13 HR - ENS, BBP, My Flex Advantage – PIN, EPR, Mgr Training, WPIC Welcome Day, Cultural Competency

5. Emergency Notification System • How to Sign Up for the Emergency Notification System (ENS) • My Hub > Human Resources Tab> My Profile > Emergency Notification sign-up > Personal Profile > Emergency Notification sign-up > Add me to the UPMC Notification System > Make sure contact information is correct > Save to complete registration of ENS. • If needed, there is also an ENS Opt Out Guide

6. BBP Module Bloodborne Pathogens Module • April 1 – April 30, 2013 • TJC regulations state that staff are defined as …”all people who provide care, treatment or services in the organization, employees as well as non employees…(for example, permanent, temporary, part-time personnel, as well as contract employees, volunteers and health profession students). • Managers - It is your responsibility to monitor completion of this requirement.  Human Resources and/or your Education Department will be monitoring overall completion for your business unit.  • Failure to meet the Bloodborne Pathogens annual requirement by the established deadline may result in the employee receiving corrective action.

7. My Flex Advantage FSA Debit Card Important Changes to Your MyFlexAdvantage FSA Debit Card On Monday, April 1, new federal legislation will go into effect that may impact how merchants use your flexible spending account (FSA) debit card. The 2010 Dodd-Frank Wall Street Reform and Consumer Protection Act targets the processing of debit and prepaid card transactions, which includes those using FSA debit cards. All debit cards must now have a unique personal identification number (PIN). You may be prompted by some merchants to enter this PIN when purchasing eligible items. It is important to note that you do not have to use a PIN at the point of sale. You may continue to use your card as “credit” and sign for the transaction, as you have previously done in the past. • How to Obtain Your PIN - Follow this path to access MyFlexAdvantage and retrieve your PIN: My HUB > Human Resources > MyHealthOnLine > MyFlexAdvantage Portal (under Self-Service Quick Links) > Card Status. Questions? Call a Health Care Concierge at 1-888-876-2756.

8. EPR Reminder Performance Review Advanced Reminder An employee reporting to you has a review due. Please make sure they are completed prior to the due datein the system. HR is available by phone or in person for assistance.

9. Manager Training Courses being offered to WPIC managers and supervisors during the month of April. • Communication Skills • Generational Differences • Coaching and Feedback • Conflict Resolution/Emotional Intelligence To enroll for these courses, please contact Carol Bonner at 412-623-3377 or via email: bonnerc2@upmc.edu.

10. WPIC Welcome Day WPIC Research is now part of the WPIC Welcome Day Sessions. Twice a month - Tuesdays 8 am – 3:30 pm Valuable business unit information for new starts and transfers. Overview of our operations: Inpatient, Ambulatory, Crisis & Research HR will alert employee and manager to schedule.

11. Cultural Competency Road Show Cultural Competency Road Shows are coming soon to WPIC! Learn about tools and a new resource available to UPMC employees to provide quality, culturally competent care to our patients and their families. All staff are invited to attend Sign up to attend one of the following sessions: Wednesday - April 24, 2013 Session 1:  10am Session 2:  1pm Session 3:  3pm Each one-hour session will be held in the WPIC Auditorium. Enroll in advance by logging on to  My HUB   and completing these steps:              Select the Human Resources tab.              Select uLearn Information.              Select Search the Catalog for “Cultural Competency Road Shows.”              Find the time the fits your schedule. To find out more about CHRIS, other tools, and resources available to you for integrating cultural competence and how you can demonstrate a commitment to cultural competence every day, visit  Infonet.UPMC.com/CulturalCompetency

12. WePay • Background • Audit Review • Enhancements

13. University of PittsburghandUPMC WePay Research Study Participant Payment System Confidential

14. Research Study Participant Payment System • Background • Payments to research subjects • 85,000 individual payments per year • $5 Million annual payments to participants Confidential

15. Research Study Participant Payment System • Audit Reviewed Jointly by University of Pittsburgh and UPMC • Project and Study Monitoring and Oversight • Input Reconciliation • Accounting Reconciliation • Study Records Reconciliation • Card Inventory Confirmation • Reconcile WePay Users against UPMC IMS • Review of SSN collection process Confidential

16. Research Study Participant Payment System Major Program Enhancements made in 2012 • Nuisance fees eliminated • 25¢ ATM decline • 25¢ Point-of-Sale decline • 25¢ ATM balance check • Card Reversals • Permitted in any amount • Permitted until card expiration date • Separate Screen Paths for Load and Reversals • New WePay role – Auditor • New General Ledger Report Confidential

17. Research Study Participant Payment System WePay help:       wepayhelp@upmc.edu WePay website: http://www.cfo.pitt.edu/wepay/index.php Contact Information • University of PittsburghOffice of Finance412-624-6620George J. Cerminara, Project Manager - Financegcerminara@cfo.pitt.edu Confidential

18. Electronic Certification • Certification Stats • Modifications to be made in ecrt • Acknowledgement of Non-Federal Activity • Lessons for User Community • 90-Day Transfer Requests • Security Reminder

19. Lessons Learned:First Electronic Certification Period April 2013 Financial Compliance for Research

20. Agenda • Certification Stats • Modifications to be made in ecrt • Acknowledgement of Non-Federal/Non-Sponsored Activity • Lessons for User Community • 90-Day Transfer Requests • Security Reminder

21. Success!!! Due to the diligent efforts of all the Effort Coordinators, Department and Grant Administrators to date, we have achieved a 98% compliance rate for effort certification University-wide. We are thrilled with this achievement but continue to push to reach 100%. We understand that there are growing pains with every new system or process and appreciate your hard work and patience as we fine tune the new SPAR and ecrt systems and in conjunction with the University’s effort policy.

22. Modifications to be Made to ecrt Issues identified by users: • System time outs resulted in user being directed to ecrt log in screen • ecrt Email issues: • Hold removed from statement, email when to statement owner, not PI • PAR task emails do not identify the specific effort statement * • Effort tasks not going to PEC Override * • Visually, the check boxes on total Non-Federal and Non-Sponsored lines were not as obvious as the boxes for the federal sponsored projects. *

23. Acknowledgement of Non-Federal and Non-Sponsored Totals FCR received a number of inquiries from Department Administrators and PI’s regarding the “certification” of Non-Federal and Non-Sponsored activity FCR explained that PI’s needed to check the boxes in acknowledgement of other University activities which comprised the total appointment in context to the percentages allocated to each federal sponsored project To alleviate faculty concerns going forward, the attestation statement will be modified to clarify the acknowledgement of these other non-federal activities. Changes in labeling on the effort statement are also being investigated.

24. Lessons for User Community • Hold feature – any statement that you are planning to modify should be placed on Hold until the SPAR mod is made to avoid having the PI certify prematurely and require a recertification. • We strongly encourage the use of the EAR to minimize the number of SPAR mod’s necessary. Please do not accrue new project costs on old project accounts. • Zero percentage lines are the result of payroll entries to an account which are reversed in the same period of performance. • These can be avoided by making the SPAR modification prior to the first monthly payroll run in the first month of the period of performance.

25. 90-Day Transfer Requests • The request form provides supporting documentation for late transfers to external auditors for the A-133 audit. Required components include: • A detailed explanation as to why this transfer was not made timely, including a plan to prevent similar delays in the future • Documentation supporting the explanation • Signatures of the PI, Chair, and Dean • A marked up copy of the SPAR indicating the modifications to be made • If the request is made to transfer costs to a sponsored project, please include evidence that the employee involved did work on that project during that time period (e.g. lab notebook, progress notes, etc.)

26. Security Reminder • The sharing of User ID and Password information is a serious violation. • University Computing and Effort Reporting policies • OMB Circular A-21 requirements • Please do not use a faculty member’s ID/Password to certify his/her effort statements • Offer to sit with them and walk them through the ecrt certification process. Typically, this will take less than 10 minutes and prevent violations of University and federal regulations.

27. 2013 Certification Schedule Period of Pre-Review Certification Performance Start Date Period Jan 1 – April 30 May 7, 2013 May 21 – July 5 May 1 – Aug 31 Sep 9, 2013 Sep 23– Nov 6 Sep 1 – Dec 31 Jan 8, 2014 Jan 22 – Mar 7

28. In SummaryPlease continue to: Investigate the Reports available in ecrt. You may find them very helpful. Become familiar with the Effort Reporting policy available on the FCR website. Identify all employees to be Effort Coordinators in your area and have them register for ecrt training. Effort reporting, SPAR and ecrt training sessions are currently offered through the FSDP at www.hr.pitt.edu/fsdp. Submit effort, SPAR, or ecrt questions to the SPARhelp@cfo.pitt.edu Thank you for the opportunity to attend today’s RA Forum!

29. 90 Day Rule • Corrections to account distribution may be reallocated to a sponsored project within 90 days of the month end in which the original expenditure occurred • Corrections to an error on the Oct Levels needs to be completed by January 31st • Corrections to an error on the January Levels needs to be completed by April 30th

30. 90 Day Rule • Request for reallocation beyond the 90-day window will be denied unless it meets one of the exceptions: • Removal from a sponsored project of an inappropriate or expressly unallowable charge regardless of lapsed time • Removal of charge disallowed by audit or sponsor • Reallocation affects only some combination of master and sub-accounts within the same award with all accounts involved open and active • Early account number request was not approved. Evidence is required that early account request had been submitted • Adjustments necessary on training awards to align payments to trainees with federally mandated salary rates • Reallocation affects only some combination of non-research accounts and does not cross fiscal years if entity 02 (operating)

31. View Access to SPAR’s • Administrators who want view access to the Pitt On-Line SPAR System should email Mike Miller • PRISM Access Application • SPAR Application • Specify what PI’s you want view access to • SPAR distributions are shown with Pitt accounts numbers

32. WPIC Research Updates • Research Performance Progress Report (RPPR) • Conflict of Interest and CITI Training Modules

33. Research Performance Progress Report • eRA Commons has transitioned to a new system for Progress Reports • Research Performance Progress Report (RPPR) • Instead of being processed using the eSNAP module • Use of RPPR is mandatory for all progress reports due on May 15th and forward

34. Progress Report Changes • eSNAP is the electronic version of SNAP progress report • Grantees have been required to use eSNAP for SNAP progress reports since August 2010 • RPPR is a federally mandated reporting format for all federal grant agencies (NIH, NSF, DoD, etc) • The eSNAP module will be replaced by the RPPR for SNAP awards in May 2013

35. RPPR and Non-SNAP • RPPR is designed to provide consistent information on the progress of federally funded research and research related activities • Non-SNAP • There is no change to non-SNAP award progress reports at this time • RPPR will eventually replace the use of the PHS 2590 for non-SNAP awards

36. RPPR Helpful Links • RPPR web page – http://grants.nih.gov/grants/rppr/index.htm • October 2012 webinar NIH RPPR Training Webinar for Grantees • NIH RPPR Instruction Guide – http://grants.nih.gov/grants/rppr/rppr_instruction_guide.pdf

37. Research Faculty • Conflict of Interest Superform • Updated annually by April 15th • Must complete the one that says PHS Funded • CITI Training Modules • Mandatory as of March 31, 2013 • Conflict of Interest • Responsible Conduct of Research • Human Subjects Research (If applicable) • Animal Based Research Module (If applicable)

38. Research Staff • Staff that need access to OSIRIS must complete the Responsible Conduct of Research CITI Training Module • http://www.citi.pitt.edu/citi/ • CITI trainings are valid for 3 years • See website for details • http://www.irb.pitt.edu/pandp/default.aspx#20-4

39. OGC Staff Updates • Departing Staff • Cathy Kasunich, Post Award • New Staff • Karrie Black, Pre Award

40. OGC Website • New format for the OGC website • New Sections • Fiscal • Hard Funds FAQ’s • Subcode list • Effort Reporting • Pitt Effort Policy • Online SPAR’s

41. OGC Website • https://inet.psychiatry.upmc.com/OGC/default.htm

42. OGC Trainings • Pre-Award • R Application Training Sessions • April 17th (10:00 – 11:00) • April 18th (1:30 – 2:30) • Contact Sonia Wallace if you would like to attend • Post-Award • Monthly meetings with Administrators • April 25th at noon in the OGC Conf Room • Sub awards (setup & monitor), Website overview • Contact Mariana Rieke if you would like to attend

43. PI Hard Fund Expenditures • Hard Funds are to support the PI’s local infrastructure • Purchases that are not allowable on grants (office supplies) • Hard Funds are Institutional funds that are subject to all the rules of UPMC and Pitt • Cannot buy items through non-UPMC sources and expect to be reimbursed for such purchases without prior approval

44. PI Hard Funds • Non Allowable Expenditures • Home office expenses • (furniture, computer equipment, etc.) • Gifts to outside parties • (flowers, thank you gifts, etc.) • Professional membership dues • Only after professional development funds have been exhausted • Supplies purchased outside of the UPMC or Pitt purchasing system

45. UPMC Supply Chain • ePro • Staples minimum order amount $50.00 • No more special supply requests unless pre-approved by Supply Chain • eVoucher • Users will be required to scan and attach invoice documents directly to their PeopleSoft eVoucher reports • Transition is targeted to occur in May 2013

46. Travel Tip of the RAF • Conference registration and annual membership fees • Should be paid by disbursement request prior to the conference • NOT on a T&B • T&B expenses are not reimbursed until after the conference is over and the person returns from the trip

47. Please schedule your appointments with the OGC

48. Questions? • Bloodborne Pathogens training due by April 30, 2013 • WPIC Staff Recognition Day – May 13 • Research Day – June 6th