Research Administration Town Hall

1. Research AdministrationTown Hall Biological Sciences Learning Center, RM 115 (924 East 57th Street) 2:00-3:30 pm

2. Agenda • URA Updates • AURA Updates • SAA Updates

3. URA Updates • Concurrence Memo required Adobe Professional 9.0 (not just Reader) • IACUC Approval Date Change • Use the latest approval date which may be in the past

4. URA Website Re-Design Launch Date: October 19th! Updated Data/Text Simpler Layout Enhanced Searching RSS Feeds for announcements/news New URLs – old URL’s will be broken!

5. AURA Update

6. IRB Scope: • New Protocol Submissions • Amendments • Continuing Renewals • Exemptions • Determination of Institutional Engagement • Emergency Use • Non-Human Subject Research • Management of Convened IRB Meetings • IRB Determination Management • Study Closure/Termination • Privacy Board Reviews • Integration with AURA-Grants and Velos • IRB Management Reporting AURA-IRB Updates: All IRB committees under one system In Design Phase Go Live: Fall 2011

7. AURA-Grants Upcoming Activities: Business Process Change Meetings AURA-Grants Training Computer sessions On-line Web training Power Users AURA-Grants Practice environment Go Live – Spring 2011

8. AURA-GrantsXpress Usage * Pilot period

9. Electronic Submission Tips • File names – Avoid using any special characters (example: -,&,*,%,/,#) or spacing in the file names. • If you need spaces in the name of your files, use the underscore (example: my_Attached_File.pdf) • New UChicago PI’s: • Make sure to email era-help@lists.uchicago.edu to have the PI’s eRA Commons affiliation updated to UChicago. Failure to do this will have the application rejected from eRA Commons.

10. AURA-GrantsXpress Tips PI Profile: Have the PI’s update their Profile! • Current User Comments: • “It makes things so much quicker if you select an Other Significant Contributor or  Co-I and you don’t have to enter all of their information into the profile (address, phone, etc).” • “Check to see how they entered their name in the profile(including prefix and suffix), so if they are doing a non-modular budget they don’t go crazy trying to figure out why they get a warning about the name not matching the profile and cover page.”

11. Approved/Approved with Comments Funding Proposal Unlocked Editable Funding Proposal Locked NOT editable

12. AURA Reporting Update • FG Rollout 1 • Business Objects Web Training • Self-Service Reporting: • Current and Pending - Individual • Current and Pending – Unit • Active Awards by Date Range • Proposal & Award History Summary • Proposal & Award History Detail • Project Profile • Proposal Success Rate • Cost Sharing on Awards • Awarded Indirect Cost History • Expiring Awards • Reports Due • Pending Proposals by Start Date • FG Rollout 2 • Advanced Business Objects Web Training for information analysts – building custom reports • Additional Self-Service Reporting • Budget Detail, including personnel • Future Budget Period Forecasting • URA Annual Reports • University-wide Data • Division Data • IRB Rollout • Enhance AURA Grants universe with basic protocol data from Funding Proposal (all committees)

13. Reporting Update – Sample Report Navigation Drill from summary totals to a list of awards… …then drill from the list to a specific award

14. Sponsored Award Accounting Updates October 7, 2010

15. FY 2010 Annual Certification Statements (ACSs) • Salary cost transfers to sponsored awards of salaries earned during FY 2010: • Must be submitted to SAA (through PETS or by paper transfer forms) by the close of business on 10/12. • If the transfer is not received by 10/12 , it may not be approved.

16. FY 2010 ACSs • FY2010 Annual Certification Statements will be distributed the last week of October or first week of November. • ACS Training Session will be offered on Friday, October 15, 1:30 P.M., Room 144, 6054 S. Drexel. • To sign up go to the UC’s training Web site (training.uchicago.edu); click on University Administration and then click on Grant and Contract Administration. • Walk-ups will be welcomed if space is available.

17. Account Status Attribute • Advance Account Attribute has been renamed and modified to identify not only advance account status but certain other conditions as well.

18. Account Status Attribute Values ValueDescription A             Advance Account B             No cost extension requested C             Extension with additional funding requested D             Outstanding vouchers payable issue E              Small balance write-off needed F              Awaiting final agency payment G             Training award unliquidated obligations H             Awarding agency issue I               Fixed Price award J              Dean office issue K             SAA Issue

19. Account Status Date Attribute • Advance Account End Date Attribute has been renamed to Account Status Date • For the “Advance Account” attribute value (A), the date is equal to the date the advance status is expected to end, i.e., the date the award is expected to begin. • For other attribute values (B through K), the date is equal to the date that the Account Status Attribute became effective or the date the value was entered.

20. ARRA (Stimulus) Sec. 1512 Reporting • First reports were filed for quarter ended 9/30/09. • Reports for 9/30/10 quarter are being filed now. • To see reporting results • Go to www.recovery.gov • Enter the University of Chicago or the award no. in the search box.

21. ARRA Funded Awards • Very important that accounting be done timely. • Avoid cost transfers • Complete Closing Memo as soon as possible after the award terminates.

22. Closing Memos • Closing Memos (CMs)are due 10 business dates before the final financial report or final invoice due date. • SAA cannot guarantee the on-time submission of the financial report or the final invoice if the CM is not received on time. • Financial report/invoices are normally due: • 90 days after the award’s termination date for awards made directly to us from the awarding agency. • 30 to 60 days after the award’s termination date for awards made to us through a prime grantee.

23. Cost Transfer Explanations • Written explanations must explain why the original accounting transaction failed to charge the correct sponsored award account. • Unacceptable explanations: • To charge cost as it was budgeted. • Costs must be allocated to the actual benefiting activities, not based upon how they were budgeted. • To spend down remaining funds. • Costs may not be transferred to or between sponsored awards in order to meet deficiencies caused by overruns or other fund considerations or for other reasons of convenience.

24. ACCTS/PETS Enhancements • Attachments can now be made to cost transfer and journal entries processed through ACCTS . • PETS is also being modified to allow attachments. Capability should be available soon.

25. Genomic Arrays • NIH Notice: NOT-OD-10-097 • Dated 5/13/10 • Effective for new competitive awards • F&A rate can be applied only to the first $75k of genomic array (GA) expense in each budget year.