Office of Grants and Contracts Updates Meeting 2016

1. Office of Grants and ContractsUpdates Meeting 2016 September 14, 2016

2. Welcome!

3. Agenda Items

4. Other Support General Information

5. Understanding how NIH Reads OS If you received a request for OS for any other reason, consult your Pre-Award specialist

6. Understanding how NIH Reads OS

7. Allowable Changes to Effort on OS You are considered a “Key Person” if you are a PI, Co-PI on a multi-PI submission, or your name appears in Section IV, Special Terms & Conditions, of the Notice of Grant Award (NGA) If you are a “Key Person”, you cannot reduce your effort 25% or more from the proposed level, unless prior approval from NIH is obtained If you are not a “Key Person”, this restriction does not apply

8. Example of an Allowable Change on OS • * Note: It is generally recommended to use whole or half numbers for percent of effort.

9. How OS is Different from Your SPAR There are situations when your SPAR might change substantially across a budget period, but your OS must always display effort within the allowable range Your SPAR is a distribution of actual effort as it changes throughout the budget period (I.E. monthly, quarterly, etc.) OS is a representation of your average effort for an entire budget period VS

10. Example: OS vs. SPAR You are the PI of a grant that has a peak of activity that takes place from June through August. During those three months you expect to work 50% of your time on the grant and during the remaining nine months you expect to work 20% of your time on the grant. As a result, you proposed 27.5% of total effort on the grant in each budget year. (50% x 3 months) + (20% x 9 months) = 330% / 12 months = 27.5% On the OS, you would continue to list 27.5% or 3.3 CM throughout the year 3.3 CM = 12 months x 0.275 On your SPAR you can draw salary support at these different levels to reflect the actual work performed in those months

11. Summary • Contact your Pre-Award specialist for questions about your OS or to request an updated copy. • Contact your Post-Award specialist for questions about your SPAR or to request SPAR changes.

12. NIH Update on IRB Approval Memos The NIH has recently emphasized a need for specific information to be included on IRB approval memos:

13. How to Ensure Your IRB is Compliant Tips for submitting an IRB:

14. Suggestions

15. Additional NIH Application Updates Continue to check our website for announcements related to the recent NIH application changes NIH is changing its application policy to remove most previously allowable Appendix materials for all applications with due dates of 1/25/17 and later (NOT-OD-16-129)

16. Subcontracts/Subawards

17. Purchase OrdersTo set up a PO, please forward the following information in ONE EMAIL to your Grants Specialist: Current quote or detailed email from the company Account number to charge Location of delivery Contact person grant charged Justification explaining how this purchase will benefit the • If it is a repair/maintenance type PO, provide model/serial # of the machine • If greater than $5,000, include Sole Source and Equipment Form (if applicable) SupplierVerificationFormfornewsuppliers

18. Expenses Updates

19. Travel Reminders Hotel Travel Registrations Foreign • Foreign currency expenses must be converted to U.S. dollars. Use oanda.com for conversion rates or add bank statement showing the expense. • If the hotel is over the per diem, please provide an explanation. • Booking directly with hotel is preferred. • Prior approval is required for car rental and upgrades • Mileage must be calculated from work location to destination • Every charge should be accompanied by a receipt. If no receipt, please provide an explanation. • Include agenda and proof of attendance. • Registration can be prepaid with Disbursement. • If paid with personal Credit Card, registration cannot be reimbursed until after the conference.

20. UPMC MyExpenses

21. New Expense Report Procedure Due to the update of the supply chain features in My Hub that took place on August 22nd 2016, a change in procedure for submitting My Expense reports is needed as a section has been removed from the system. When submitting expense reports in prior years, it was required that a signature page (shown below) was to be completed and attached to the report as documentation/back up. Though this signature page was eliminated, the approval from both the project and OGC is still required and we are implementing the following change. REMOVED

22. New Expense Report Procedure After entering all expenses on the report, click “Proceed to Submit”

23. New Expense Report Procedure Click “View Printable Version”

24. New Expense Report Procedure Click “Print Expense Report”

25. New Expense Report Procedure • After Clicking the “Print Expense Report” – The following report will be generated as a PDF file. After printing – Please have the person submitting the report and the PI/Authorized approver of the project sign and date in the area noted below. This NEW signature form should be then attached to your expense report as back up with the rest of the documentation. Please sign here

26. Expense Report Changes – Accounting Details Modify the Accounting Detail so the expense charges to the correct account. If the account is not changed, it will default to the Hard Fund.

27. Expense Report Changes - Submission After entering all expenses on the report, click “Proceed to Submit” Check the box and click “Submit Expense Report”

28. Expense Report Changes – My Wallet After requesting to create an Expense Report and new value, this warning will appear:

29. Expense Report Changes – My Wallet For a quick listing of expenses pending to be reconciled in My Wallet, click “GO” Click here if you need to return to My Wallet

30. Hotel Reimbursements Hotel Reimbursements require an “Itemized Hotel Bill”

31. Hotel Reimbursements 1 Complete “Number of Nights” and select “Charges Incurred on This Bill” and click “Continue” Complete “Room Rate” and “Room Tax” and click “Continue” 2

32. WePay

33. MyRAhttp://www.research.pitt.edu/myra

34. PI Portal

35. OGC Websitehttps://inet.psychiatry.upmc.com/OGC/NewStyle/Pages/PIPortal.htm

36. Fair Labor Standards Act (FLSA)

37. Personnel Updates

38. UPMC Mandatory Trainings Deadline THURSDAY, SEPTEMBER 15th Staff complete trainings through uLearn (MyHub) Designated non-staff (GSRs, Postdocs, Students) should complete training modules outside of MyHub

39. Space Coordinator Welcome! Margie Bly, Space Coordinator Margie is currently working on developing the WPIC space database University storage – Deb Montrose

40. Fiscal Reminders • Prior approval is needed from the Dean for food and/or beverage reimbursement requests for faculty or staff. • Send justification to Tom Berkhoudt 10 days prior to the event for approval.

41. Questions? Visit our website for more information: https://inet.psychiatry.upmc.com/OGC/