Advisory Council for Research Administration July 25, 2016 2:00pm – 4:00pm School of Social Work, 264 Bay State Road, Conant Lounge - Room 217

Agenda Announcements and Updates – all Proposal Summary Form (PSF) update Effort Reporting 101 – Gretchen Hartigan Training Breakout Sessions – led by Kate Petcosky and Jen Marron Jen – onboarding a new DA Kate – best practices, policies and processes

Updates Your feedback – Research Administrator’s Forum Will be sending a thank you to those that attended asking for feedback and future topics Suggested topics for September RA Forum? PAFO Staffing Updates Anne DiNoto is our new Compliance Analyst is charge of Effort Reporting... Started Monday, July 11th Theo Fitopoulos last day is Friday, August 5th Bryce Kelley is being promoted to Research Administrator effective Monday, August 1st... Replacing Trish Godio OAV – Other Authorized Viewer - Gretchen

Other Authorized Viewer (OAV) What is an Other Authorized Viewer? Mechanism within KCRM and SAP that allows BU employees to gain access to Sponsored Research Internal Order Numbers outside of their current Cost or Funds Center access Individuals who are assigned as an OAV will have the same security access to those accounts i.e. If an employee has access to payroll within their cost or funds center, when they are assigned an OAV to other accounts, they will have access to payroll within those other accounts as well.

Other Authorized Viewer (OAV) How to become one? BU employee must gain approval from the cost or funds center they are trying to gain access to Once approved, the BU employee’s home department forwards that approval to their OSP Research Administrator for access OSP RA will work with Business Analyst within OSP to grant access in KCRM Access within KCRM then interfaces to SAP

Proposal Summary Form (PSF) update

Agenda Federal Guidance High Level BU Policy Cost Share Manual PARs Gretchen Hartigan – Assistant Vice President, Post Award Financial Operations Agenda Federal Guidance High Level BU Policy Cost Share Manual PARs UROP

Federal Guidance Uniform Guidance, 200.430 Compensation – personal services Charges to Federal awards must be based on records that accurately reflect work performed Be supported by a system of internal control... Charges are accurate, allowable, and properly allocated Incorporated into the official records of the non-Federal entity (BU) Reasonably reflect the total activity for which the employee is compensated Encompass both federally assisted and all other activities compensated by the non- federal entity Comply with established accounting policies Support the distribution of the employee’s salary or wages among specific activities or cost objectives

Federal Guidance UG no longer requires certifications...however, 200.430 (i) (8) states that “For a non-Federal entity where the records do not meet the standards described in this section, the Federal Government may require personnel activity reports, including prescribed certifications, or equivalent documentation that support the records as required in this section. Due to this statement, most IHE’s (Institutes of Higher Education) have continued with the practice of certifying “After the Fact” Personnel Activity Reports to document Effort.

High Level BU Policy Who is affected? Time Period? Salary or Effort? Professional / Exempt (Salaried, Monthly Paid) Non Exempt (Salaried, Weekly Paid) Students (Salaried, Weekly Paid) Time Period? Two PAR Periods: January – June July – December Salary or Effort? PARs are printed based on salary charged to sponsored / non sponsored awards BU Employees are certifying Effort, not Salary

High Level BU Policy What to look out for: Percentages must tie to 100% No decimal points... SAP works in whole numbers only We may be off 1% due to rounding... That’s ok. Faculty having 100% effort on Sponsored Awards only is a red flag and usually an audit issue... Faculty typically have other duties such as: teaching, clinic, administrative, and writing proposals Charging 100% of Faculty effort to NIH while writing an NSF Proposal is fraud. Faculty should always leave 3-5% wiggle room to account for the other administrative type duties Anyone over the DHHS Cap must include cost share (to be discussed further on future slide) Only individuals with “suitable means of verification that the work was performed” should be signing the PARs. Ideally each individual will sign their own.

High Level BU Policy What to look out for cont’d: Overbase / Incidental Wage Types For non-sponsored incidental type work (3-6 months), Incidental Wage Types can be used. These Wage Types will not be picked up on the PAR so will not be reflected within the overall effort of an individual. The three options to choose from are: 2109 Overbase-Research-Incident 2110 Overbase-Teaching-Incident 2111 Overbase-Service-Incident

High Level BU Policy

Cost Share Most Common Cost Share Other Cost Share DHHS – Over the CAP Current CAP – $185,100 Any salary above that must be paid from non Sponsored funds and be cost shared in the appropriate section of the PAR Other Cost Share Mandatory / Voluntary Uncompensated

Manual PARs PARs are printed for only those individuals who are paid from a Sponsored Award If an employee is not paid from a Sponsored Award but has Sponsored Effort (ie, mandatory, voluntary, In Kind), a Manual PAR can be printed so that individual can certify their Effort

UROP (Undergraduate Research Opportunities Program) Students within the UROP program will have a PAR that looks like this... This PAR was certified wrong as all Effort should have been associated with the Sponsored Award. UROP paid the salary but the Effort was on the Award.

January – June PAR Period Printing PARs Wednesday, July 27th Mailing by Friday, August 5th Due Date: Tuesday, October 4th Tell your folks to review the PAR Log as soon as they get it Too many times we find out PARs were sent to the wrong department on the due date... this is not fair to department the PAR truly belongs to.

Training Training Breakout Sessions – led by Kate Petcosky and Jen Marron → Jen – onboarding a new DA → Kate – best practices, policies and processes

Closing No Meeting In August Next Meeting, Monday, September 26, 2016 School of Public Health, Dept. of Global Health 801 Massachusetts Ave., Crosstown Center 3rd Floor, Room 305 http://www.bu.edu/research/administration/research-support-offices/advisory-council-for-research-administration/ ACRA email: acra@bu.edu