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

2. 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

3. 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

4. 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.

5. 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

6. Proposal Summary Form (PSF) update

7. 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

8. Federal Guidance
Uniform Guidance, 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

9. Federal Guidance
UG no longer requires certifications...however, (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.

10. 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

11. 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.

12. 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

13. High Level BU Policy

14. 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

15. 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

16. 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.

17. 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.

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

19. 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
ACRA