AMERICAN RECOVERY & REINVESTMENT ACT (ARRA)

Presentation Transcript

In the face of an economic crisis, the magnitude of which we have not seen since the Great Depression, the American Recovery and Reinvestment Act represents a strategic and significant investment in our country’s future.

-Recovery.gov

Session Presenters:

Lynne U. Chronister

Assistant Vice Provost – Office of Sponsored Programs

Tami Sadusky

Executive Director – Grant and Contract Accounting

Jessie Garcia

Assistant Vice President – Campus HR Operations

Agenda

Introduction / Background

Principal Investigator Information

Additional Detail

Lessons Learned from Q1

What is ARRA?

Signed into law by President Obama on Feb. 17, 2009

Provides $787 billion in additional federal funding in order to

stimulate the United States economy

Directs investments in health, science, education,

infrastructure, renewable energy, and tax incentives

Intended to create and retain more than 3.5 million private

sector jobs over the next two years

We anticipate many awards arriving at the UW throughout

the remainder of 2009 and 2010

ARRA Success!

As a result of the incredible research being conducted by UW Primary Investigators:

The UW anticipates receiving up to $300 million within the

next two years

As of February 16th, the UW had received confirmation of

408 research awards for a total of $190.31 million from

64 sponsors due to ARRA funding

When comparing our ARRA success to other academic

research institutions, as of February 16th the UW was

ranked 2nd in total dollars awarded by NIH

The UW ARRA website has experienced over 24,158 hits

from all 50 states and 80 countries

American Recovery and Reinvestment Act (ARRA)

Joanne Cobb, Project Manager

Campus Advisory

Lynne Chronister*

Ron Boerger

Kathy Bracy

Elroy Carlson

Monica Fawthrop

Mary Heusner

Christene James

Barb Lovseth

Catherine O’Donnell

Vicky Palm

Tami Sadusky*

Brian Tyl

Campus Advisory

Lynne Chronister*

Ron Boerger

Kathy Bracy

Elroy Carlson

Monica Fawthrop

Mary Heusner

Christene James

Barb Lovseth

Vicky Palm

Tami Sadusky*

Brian Tyl

COORDINATORS

Lynne Chronister  Tami Sadusky

COORDINATORS

Lynne Chronister  Tami Sadusky

American Recovery and Reinvestment Act (ARRA)

Reporting Team

Brian Baldwin

Mike Blackwell

Marnie Chinn

Bill Christensen

Lynne Chronister*

Mark Conley

Jeff Follman

Jessie Garcia

Rachel Gatlin

Dennis Gawlik

Joe Kittleson

Jim Kresl

Jason Myers

Bobbie Olin

Hoang Ong

Carol Rhodes

Tami Sadusky*

Cissy Liu

GCA ARRA Team

Reporting Team

Brian Baldwin

Mike Blackwell

Marnie Chinn

Bill Christensen

Lynne Chronister*

Mark Conley

Jeff Follman

Jessie Garcia

Rachel Gatlin

Dennis Gawlik

Joe Kittleson

Jim Kresl

Jason Myers

Bobbie Olin

Hoang Ong

Carol Rhodes

Tami Sadusky*

Cissy Liu

GCA ARRA Team

Non-Research

Funding

Chiaka Amadi

Amy Floit

Jeff Follman*

Eric Hausman

Jim Kresl

Non-Research

Funding

Chiaka Amadi

Amy Floit

Jeff Follman*

Eric Hausman

Jim Kresl

GCA Work Group

Brian Baldwin

Janet Bissonette

Tami Sadusky*

Al Larsen

Cissy Liu

GCA Work Group

Brian Baldwin

Janet Bissonette

Tami Sadusky*

Al Larsen

Cissy Liu

HR Work Group

Jessie Garcia*

Joe Kittleson

Shirley Runkel

HR Work Group

Jessie Garcia*

Joe Kittleson

Shirley Runkel

GCA ARRA Team

Janet Bissonette*

Cecilia Pittman

Donna Parks

Sal Russo

Katherine Sidener

Dick Simmons

GCA ARRA Team

Janet Bissonette*

Cecilia Pittman

Donna Parks

Sal Russo

Katherine Sidener

Dick Simmons

SuprimoManabat

ORIS Work Group

Rick Fenger

Rachel Gatlin

Jim Kresl*

Jason Myers

Chris Naslund

TBD-Financial Mgmt.

ORIS Work Group

Rick Fenger

Rachel Gatlin

Jim Kresl*

Jason Myers

Chris Naslund

TBD-Financial Mgmt.

OSP Work Group

Mike Blackwell

Marnie Chinn

Lynne Chronister*

Carol Rhodes

OSP Work Group

Mike Blackwell

Marnie Chinn

Lynne Chronister*

Carol Rhodes

Internal Communications

Web/MRAM/

FCR/RAB

Lynne Chronister*

Jeff Follman

Jessie Garcia

Jim Kresl

Bob Roseth

Tami Sadusky*

Internal Communications

Web/MRAM/

FCR/RAB

Lynne Chronister*

Jeff Follman

Jessie Garcia

Jim Kresl

Bob Roseth

Tami Sadusky*

Technical Systems Work Group

Brian Baldwin

Alex Belov

Marnie Chinn*

Rachel Gatlin*

Vina Lorenzo

Jason Myers

ORIS Data Analyst

Technical Systems Work Group

Brian Baldwin

Alex Belov

Marnie Chinn*

Rachel Gatlin*

Vina Lorenzo

Jason Myers

ORIS Data Analyst

External

Communications

On Point

Randy Hodgins--June/July

Bob Roseth--Aug >

External

Communications

On Point

Randy Hodgins--June/July

Bob Roseth--Aug >

Risk MgmtAndrew Faris

Internal AuditZenaida Shattuck

Key=*Team lead

Prime Recipient’s Responsibilities

The Act imposes specific reporting and funds management requirements on all awards funded with ARRA funds

It is critical that the Recovery Act requirements are

successfully met

The prime recipient is ultimately responsible for the reporting

of all data required by Section 1512 of the Recovery Act

Initiate appropriate data collection and reporting procedures

to assure Recovery Act requirements are met in a timely and

effective manner

Review and correct all data supplied by sub-recipient and

vendors

Submit quarterly reports to FederalRecovery.gov

Implement internal control measures as appropriate to ensure

accurate and complete information

What is Different About ARRA Funds?

Unprecedented levels of transparency, oversight and

accountability

Aggressive expenditure requirements (ARRA funds must be

used consistently)

No co-mingling of ARRA funds and non-ARRA funds

Quarterly progress reporting of ARRA fund expenditures, job

creation and retention statistics

Considerable ARRA reporting requirements for the State of

Washington

The Recovery.gov website has been setup to facilitate the review of “where” and “how” ARRA funds are being implemented

Not “Business as Usual”

Generally funds must be spent in two years

Must spend the ARRA funds AND the non-ARRA funds at an

appropriate rate (we can’t “hoard” funds for a rainy day)

International spending without prior approval is limited to $25,000 or

10% of the award, whichever is less

You may hire foreign graduate students and post-docs

Principal Investigator’s Responsibilities

ARRA Compliance Expectations:

Funds should be spent in a timely fashion and reported

quarterly

Cannot co-mingle existing funds with ARRA funds

Compliance with sponsor and UW policies and procedures

Cost transfers between ARRA and non-ARRA funds will be

monitored closely to ensure compliance with ARRA

regulations

ARRA Funds are Monitored in the 20-xxxx Budget Series:

Contact Team ARRA at uw-arra@uw.edu if your ARRA

budget is in a different series

ARRA reporting requirements are in addition to current sponsor reporting requirements

Principal Investigator’s Responsibilities (cont’d)

The PI must report on two data elements each quarter:

The percentage of project completion

Description of quarterly activities / milestones

Grants: description of the overall purpose and expected

outcomes for the award and for first-tier sub-awards

Contracts: description of significant services performed

and/or supplies delivered

The UW will consolidate all data elements from the Data Mart and

other university sources and submit the report to FederalReporting.gov

UW ARRA Reporting Data Mart

99 Unique Data Elements in Federal Report

PIs and sub-contractors enter two data elements through a

simple web-based form

The remaining data elements are filed from existing system data

or from a small amount of information entered by central offices

Web interfaces for support team

Web interfaces for non-research team

Web interfaces for Human Resources

Progress Reports

Progress reports should be short, concise and for the current reporting quarter

Progress reports will be made available on Recovery.gov for

the general public to view

Remember to use generic language whenever possible

PI narrative is limited to 2000 characters including spaces and

punctuation

Focus on your short term progress

What has been accomplished in the current reporting period?

Whenever possible, include potential long term or quality of

life outcomes

If there is a possibility that the research could result in a protectable

Intellectual Property (IP), be careful to ensure that the progress

report does not contain any information that could constitute “public

disclosure”

Sub-Awards

UW Issues a Sub-Award (Sub-Contract)

UW will do the federal reporting

Sub-recipient must send reporting elements to UW five days prior to

the 10th of the reporting month

Two missed reporting periods and UW may terminate sub-award

Extensive reporting elements for sub-awardees

Must “quick start” sub-awards

Sub-awardees will be given a UW NetID by the Office of Sponsored

Programs (OSP) to enter non-scientific report

Be sure “milestones” are correlated with prime report

Scientific / Technical Project Report must be submitted by UW PI

UW PI will be notified if a sub-awardee report is late

Sub-Recipient

UW as a Sub-Recipient*

Prime** will decide who reports and what needs to be

reported

The UW reports data elements to the Prime**, if so

designated

Reporting will occur from the Data Mart and will be submitted or overseen by Team ARRA

* Sub-recipient = Federal funding flows through another institution

** Prime = Recipient of federal funding

PI Reporting Deadline: September 30, 2010

Subcontractor Reporting Deadline: October 4, 2010

Timeline:

First email notification (PI) September 1, 2010

First email notification (Subcontractor) September 13, 2010

Reminder PI email notification September 15, 2010

Team ARRA contacts PI* September 28, 2010

Reminder email to Subcontractors September 29, 2010

PI Reporting deadline September 30, 2010

PI Webform closes October 1, 2010

Email to Admin / Dean’s Rep* October 1, 2010

Calls to non-reporting Subcontractors October 1, 2010

Subcontractor Reporting Deadline October 4, 2010

Missed Deadline Email Sent*+ October 4, 2010

Subcontractor Webform closes October 5, 2010

ARRA grants shut down* October 6, 2010

Federal Data Validation Starts October 6, 2010

Report Submission October 8, 2010

*This is sent to Non-Reporters ONLY

+Email sent to PI, College Admin / Dean’s Rep

Reporting Deadlines (PI and Subcontractor)

Check http://www.washington.edu/research/gca/recovery/ for future reporting deadlines

http://www.recovery.gov/Pages/home.aspx

Ramifications of Non-Compliance

(non-reporting or mismanagement of award)

Termination of award(s)

Return of funds to sponsor on an individual and institutional

level

Debarment from receiving future funds on an individual and

institutional level

Impairment to the UW’s reputation and credibility

The Recovery Act’s transparency requirement will make the

UW’s non-compliance visible to national/international

constituents

Inaccurate and uncorrected data will be made public on

www.Recovery.gov

If you have not submitted your report(s) on time, your award

will be shut down

More Details….

Procurement Services

Early Purchasing Involvement

Proactively working with Team ARRA to provide purchasing guidance

Research special requirements – e.g. “Buy American”

Assist with timely expenditures (please notify Purchasing staff of any

large purchases)

Purchasing Staff Preparedness

Easy identification of ARRA funded purchase requests

All ARRA orders treated as top priority expedites

Reporting Supplier Spend

Tracking key data elements from Vendors

Procurement Services (cont’d)

Vendor Reporting

Vendor reporting will be required on any single payment

greater than $25,000 made by either the prime recipient or the

sub-recipient.

All payment of $25,000 or less will be aggregated and reported

separately, including the number of vendors comprising the

aggregated total amount.

ARRA Budget Numbers for Multiple Year Awards

ARRA awards that are funded annually but have maturity

dates greater than one year will use the SAME 20-xxxx

budget number for each year of funding

This will mitigate tracking errors and avoid miscalculating

ARRA award totals

Stimulus Funding Supporting Capital Construction Projects

Non-Research ARRA Construction Funding (i.e., lab renovations)

Awarded to the UW by Federal or State agencies

The UW is required to collect certain data (such as jobs created)

and ensure that certain requirements (such wage rates) are met

What Departments Need to Do

Identify ARRA funded projects

Designate ARRA as the funding source in the University Project

Tracking System (a 40-xxxx budget with a 661 program category

will be set up to designate ARRA funding

CPO will handling the data gathering and reporting

Chiaka Amadi, camadi@uw.edu

Other Non-Research/Non-Capital ARRA Projects at the UW

Certain Student Loan and Scholarship Programs funded by ARRA (i.e., Nursing Loan Program)

Reporting requirements same as other ARRA funds

21-xxxx series used to track activity

State Education Stabilization Fund

Included in UW’s Annual appropriation

Reporting handled centrally, no impact on campus departments

Please contact Jeff Follman at jfollman@uw.edu for information on budget set up for any non-research/non-capital ARRA funding

HR Support

Dedicated Staff in Compensation and Employment

Compensation Specialist – Janet Tomita

Recruiter – Kim Avalon

Employment Specialist – Sabina McCoy

Human Resource Consultant Assistant – Jennifer Mallahan

Employment Manager – Michael Campbell

Accelerated Hiring Process

Early Identification of Positions

Tools Developed for Review by Compensation

Use Candidate Banks for Rapid Referral

Extensive recruitment of alumni, recent graduates and

targeted disciplines

Use of newly developed search tool for selecting top group

for referral

Ongoing virtual job fairs for renewing of candidate pools

Can add candidates at any time for consideration

HR Support

Reporting of Jobs

Minimal Direction from Federal Government
Require one number reported for both jobs retained and
created per award
Number is a cumulative report of FTEs for the entire
reporting period and also converted into hours
Distinguish retained and new for internal purposes

Process

Run from Payroll Data
% Distribution on 20-xxxx or other ARRA budgets
If EID was previously on payroll, then reported as “retained”

Jobs Reported

Reported in 1st Qtr report to Recovery.gov – 9/30/09

Methodology - All ARRA budget actual distribution productive hours added together then divided by the total number of possible productive hours in the quarter = FTE. Only exception is for employees paid on stipend—when they are paid on stipend we called them .5 FTE

Newly Created – 7.58 FTE

Retained – 51.201 FTE

For Internal Use

Headcount numbers – 9/30/09

Newly Created 26

Retained 356

Headcount numbers – Updated 10/30/09

Newly Created 72

Retained 738

Contact and Resources

Team ARRA: uw-arra@uw.edu

Compliance Analysts

Donna Parks – 206.685.2960

Cecilia Pittman – 206.616.9009

Sal Russo – 206.685.4017

Katherine Sidener – 206.616.7664

Dick Simmons – 206.685.4868

Suprimo Manabat – 206.543.8941

Project Lead

Janet Bissonette – 206.685.1345

UW ARRA web site:

http://www.washington.edu/research/gca/recovery/

Office of Sponsored Programs (OSP) Assistance

Jannabeth Bannister – 206.543.4043

HR Assistance

Contact an academic human resources specialist

206.543.5630

acadpers@uw.edu

Contact Michael Campbell for review of anticipated positions

206.221.4847

mpcmpbll@uw.edu

* One-on-one meetings can be arranged for large awards and/or departments

I hope this investment will ignite our imagination once more, spurring new discoveries and breakthroughs that will make our economy stronger, our nation secure, and our planet safer for our children.

-President Obama – February 17, 2009