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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

Research Administrator Meeting

July 24, 2003


Medical Alumni Auditorium,

E331 General Hospital

  • IT Security Plans for Research
  • Review of Graduate Assistant Tuition Scholarship
  • New Cost Sharing Policy & Procedure Statement
review graduate assistant tuition scholarship
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
new cost sharing policy procedure statement
New Cost Sharing Policy & Procedure Statement
  • June 20, 2003 meeting
essentials of the policy
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
why do this
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.
committed cost sharing
“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%

va salary
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

  • 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
process continued
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
process continued12
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
next meeting

Next Meeting

Thursday, October 23, 2003

10:00 – 12:00

Illinois Room, IMU