Washington University School of Medicine Research Administrator’s Forum May 8, 2003

K Award Guidelines General and institute-specific rules. Minimum effort percentage (75%). Salary dollar limit ($75k - $85k). No other salary on other NIH awards. Research development support dollars can fund technical salaries. F&A limited to 8% mtdc.

K Awards NIH Career Development Awards –K05, Senior Scientist Award –K07, Academic Career Award –K08, Mentored Clinical Scientist Development –K22, Career Transition Award –K24, Midcareer Investigator Award in Patient- Oriented Research

K Award Cautions Technical personnel cannot supplement PI effort. Effort percentage can drop by 25%, but not below minimum award level (75%). Salaries for mentors, secretaries and administrative assistants are not allowed. R01 project can/cannot overlap.

K Award - Salary

Additional K-Award Info NIH K-Kiosk web page – mentawards.htm Individual Institute Career Award Sites – e.htm G&C and SPA –John Michnowicz, –Joe Gindhart,

PPG Effort Requirement Section III - Terms and Conditions of NGA Minimum effort required –“PI will devote at least 25% effort to the project for the entire budget period, in accordance with NHLBI Program Project Guidelines.” –“Each Project Leader must devote at least 20% effort to the project for which they are responsible, for the entire budget period.”

Personal Activity Report (PAR) A measure of the total effort for which an employee is compensated by WUSTL, regardless of the number of hours actually worked. OMB Circular A-21 requires payroll costs to be documented to ensure that external sponsors reimburse the grantee only for the time and effort actually expended on their behalf. After-the-Fact Activity certification method.

After-the-Fact Activity Records The report will reflect an after-the-fact reporting of the percentage distribution of activity of the employee. Faculty/staff must review, modify if necessary and certify that effort percentages are a reasonable estimate of the work performed.

PAR Certification The PAR is a legal document. Certification is required by Federal regulations and is subject to independent audit and review. “I confirm the above activity distribution represents a reasonable estimate of the compensated effort expended by me during the period stated.”

Who Can Sign A PAR? Strongly recommend that each individual faculty or staff member sign their own PAR. A supervisor or administrator may sign the PAR in the absence of the employee, if he/she has first hand knowledge of 100% of the compensated effort for that individual. Must document on the PAR why the individual is not able to sign.

Par Schedule, cont. Medical School Campus –Academic (faculty), report semiannually December and June –Non-Academic (staff), report quarterly September, December, March & June

PAR Timeline Per the agreement with our federal cognizant agency (DHHS): –The PAR report must be signed by the employee the appropriate designee within 30 days of issuance. –The PAR report must be returned and received by SPA within 60 days of issuance.

Changes to PAR’s If the actual effort performed on a sponsored project differs from the percentage noted on the PAR by: –Less than 5%, no adjustment is necessary. –More than 5%, the PAR should be adjusted manually to reflect the correct effort percentage. A Payroll Cost Transfer (PCT) form should be submitted to properly restate the salary for the PAR period.

Payroll Cost Transfers (PCT’s) and PAR’s Compare the period covered by the PCT to the current or prior PAR period. Has the PAR been generated? –Consider the system date Has the PAR been received and/or submitted back to Sponsored Projects Accounting? Does the PCT effect the PAR percentages by more than 5%? –Adjust PAR to reflect PCT and submit/resubmit

Additional PAR Info Contact Sponsored Projects Accounting –Liz Colletta, –Melissa Evers, –Joe Gindhart, Consult SPA website Consult School Of Medicine - Finance website.

Washington University School of Medicine Research Administrator’s Forum May 8, 2003