Research Administrators Forum

1. Research Administrators Forum May 4, 2011 WPIC Auditorium

2. HR Updates • Employment, Income, and Social Service Verifications • Performance Review Reminders • FLSA Updates

3. Employment, Income, & Social Service Verifications • Refer calls to www.theworknumber.com or 1-800-367-5690 and provide UPMC Employer Code 11863 • Employees can find instructions on the Infonet by visiting http://infonet2.upmc.com/OurOrganization/Enterprise/HR/Pages/WorkNumber.aspx • If income needs verified the employee must visit www.theworknumber.com or call 1-800-367-5690 to obtain a salary key/authorization code

4. Performance Review Reminders • Begin the review process for upcoming reviews as soon as possible • Recommended that reviews are finalized prior to the review due date • Reminders are sent via My Hub 45 days in advance of the review becoming due • HR is available for one on one consultations or training within your area

5. FLSA Updates • Identify and know who your non-exempt staff are within your departments • Quarterly lunch audits will occur regularly for non-exempt staff around lunch overrides • Mandatory FLSA training will be offered system-wide for all staff in the near future

6. Research Updates • NIH Fiscal Policy for FY 2011 • Annual Faculty Effort Reporting & Certification • NCE Completed before end date • Purchase of Bus Passes • eProcurement Knowledge Assessment • WePay expiration dates • eVoucher System • NIH Submission Review

7. Grant Spending • Indirect Revenue is up 9% from March 2010 • March 2011 was the Best month on record • Projected FY 11 total indirect revenue is up 7.9% from FY 10 • Thank you for your help in making a balanced budget possible!

8. NIH Fiscal Policy – FY 2011 • Non-Competing Research Awards for All NIH Institutes and Centers Except the National Cancer Institute • Awards will be reduced to 1% below the FY 2010 award level. • Inflationary adjustments for recurring costs on non-competing research grants in FY 2012 and beyond will be set at the 2% level

10. Annual Faculty Effort Reporting & Certification • In accordance w/ Federal OMB Circular A-21; an annual statement of certification is required; signed by the Principle Investigator or responsible institutional official having direct, first-hand knowledge of the work performed, certifying that the work was performed and charges are reasonable • The Salaried Personnel Activity Report (SPAR) is the Institutional mechanism used by the University of Pittsburgh to account for the time and effort of every salaried employee at the University. • OMB Circular A-21 requires effort reports represent 100% of an individual’s activity and provide an after-the-fact confirmation that the effort report represents a reasonable estimate of the actual effort expended.

11. Annual Faculty Effort Reporting & Certification • Certification of SPAR’s will be accepted ONLY during the last month of the certifiable period (i.e. start/end date of the SPAR period) and 90-days after the end of the certifiable period. • The OGC Grant Analyst & Effort Reporting Team will begin contacting faculty members directly in May 2011 with SPAR & Distribution History information to review in preparation for the certification process. • Please follow up with your respective post-award specialists on pending or upcoming faculty redistributions and be as proactive as possible moving into May/June 2011

12. NCE Completed before End Date • If the work on a NCE has been completed before the end date then we need to inform the NIH of the new end date • Request must come from the University to the Program Officer and Grants Specialist (OGC template on website) • End date in E-Commons will be adjusted and close out documents will be requested

13. Purchase of Bus Passes • UPMC’s account with the Port Authority has been closed • OGC is working with WPIC Fiscal and UPMC Supply Chain on new procedures to purchase bus passes for participants

14. eProcurement • eProcurement has been added to UPMC’s learning management system ~ Ulearn • Complete the eProcurement Knowledge Assessment by June 30, 2011 • You will lose your e-Pro access if the training is not completed prior to June 30, 2011 • Questions related to ePro training should be sent to SCMeProTraining@upmc.edu

15. WePay Expiration Dates • WePay cards with an expiration date of 11/30/2011 you will not be able to load after 5/31/2011 • Admin Number range 522488-532487 • Six month rule to insure that participants would have plenty of time to cash the cards • Please return any unused cards from this batch to your grants specialist at the beginning of June

16. eVoucher • If a user does not use the eVoucher application within 6 months their access will be revoked by Supply Chain • Email your Grants Specialist if you need your access restated

17. NIH Submission Review • NIH – Electronic Application Forms Required for F, K, T, and D Submissions with due dates after January 25, 2011 • Updated Electronic Application Forms in 2011 • For deadlines after May 7th all applicants will be required to use ADOBE-FORMS-B1

18. NIH Submission Review • Error Correction Window for Grants.gov submissions • Due dates after January 25, 2011 NIH will eliminate the error correction window • The elimination of the error correction window does not affect the two business day application viewing window • Applicants should submit their applications in advance of the due date to take advantage of the opportunity to correct errors

19. OGC Staff Updates • Departing Staff • Jenny Mersich • Will Leiendecker • New Staff • Chris Harris, Fiscal • Grant Jackson, Post Award • The OGC Grant Assignment has been updated on the OGC website • Recruiting for a Pre Award position; UPMC posting #1081626 • Aniko Nalevanko – scheduled maternity leave in July • Denise Trosky had a baby boy (Ryan Joseph) in Jan. and is delighted to be back

20. OGC Priorities Update • Hard fund account balance notification • Second half budgets have been sent out, balances by request • OGC trainings • Submission process – • K Award trainings started in the Fall 2010 • R Series submission process started in the Fall 2010 • Post-Award Management • K Award training started in the Winter 2011 • Charging expenditures to grants training – Spring 2011

21. OGC Priorities Update • Continued Website maintenance • Pre-Award revised website – Nov 2010 • Pre-Award FAQ list – Sept 2010 • Post Award revised website – May 2011

22. Pre-Award Website • Key Changes: • Frequently Asked Questions • Pre-Award Training Materials • Powerpoint presentations • Guidelines on various application topics • Checklists

23. Pre-Award Website • Grant application training sessions: • Small groups of 10 or less • Held each application cycle • Invitees are based on received Planning to Submit forms – please submit these EARLY even if you aren’t sure • Current Trainings: • K award applications • R Series applications

24. Post Award Website • eProcurement • Description / Justification • Delegating Approval • Reimbursement Guide • Travel • Training Sessions coming soon

25. Reimbursements

26. Description /Justification • A Description of the expense in laymen’s terms in needed for each purchase • A Justification is required when a general purpose item (office supplies) is charged to a grant • The justification needs to be grant specific • The fact that an item is budgeted does not mean it is allowable and allocable

27. Upcoming Events • WPIC Staff Recognition Day • Wednesday, May 11, 2011 • Research Day • Thursday, June 2, 2011

28. End of Fiscal Year 2011 • In order for an item to be accounted for in FY 11 the item must be purchased, received, and paid for before the close of FY 11

29. OGC Website • https://inet.psychiatry.upmc.com/OGC/default.htm • The website should be considered a “live” document that will continue to evolve – we want it to be optimally helpful to you and your program • Let us know what you would like to see posted!