Research Administration Spreadsheets and Other Tools

1. 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

2. Today’s session will cover: • Tracking systems/query tools • Spreadsheets • Templates • Forms • Agreements • Reference materials • Some 3270 information • Hot topics • Questions/suggestions

3. Tracking systems/Query tools PALS Proposal Search All Awards Search Recent Awards Search Sub-Award Tracking System Search Sub-Account Search Accountant Search

4. 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.

6. 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.

8. 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.

10. 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.

12. 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.

14. 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.

18. 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.

20. 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

21. 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

22. 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

23. 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

24. 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.

25. 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

26. 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

27. 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

28. 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

29. Templates/Forms Tax exempt letter Transmittal form (UW2006-5) Transmittal form for $0 appointees WSMB-MOU request for changes

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. Some 3270 Info

43. 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.

44. 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.

45. 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

46. 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.)

47. 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

48. HOT TOPICS

49. 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!

50. Questions/Suggestions?