Research Administration Buzz

Office of Sponsored Programs

All rights reserved GTRC

Research Administration Buzz

Sandy Mason, Grants & Contracts AccountingLisa Snyder, Accounts Payable

Kevin Wozniak, GTRCJeff Steltzer, GTRC

Candice Ferguson, OSP



Grants & Contracts Accounting

Sandy MasonJim Childers

Research Admin Buzz meeting



Cost Share Accounting and Reporting Expenses should be posted to separately-budgeted

companion cost share projects as incurred during the award performance period

Prior year documentation and/or certification require additional approvals

ARRA Deliverable – PI Quarterly Updates Avoid names, estimates (expenses, positions, etc.) Timely submission by stated OSP deadlines – The

reports must be filed by the Federal deadline

G&C Updates



ARRA December 15th DeadlineDeadline is approaching for the Jan ARRA Quarterly Report

Due December 15th

No reminders will be sent

If PI does not submit a report then a message will be sent to sponsor saying “Research is underway.”



Subcontract PaymentsPI Review and Approval - Review and approval by PI is required AND must be documented

Revised Procedures…. Invoice Routing and Approval via WebNow Revised WebNow Payment Worksheet - additional

fields added to enhance search options No change for campus units related to BuzzMart

Requisition entry, change letter process, or invoice approval



Accounts Payable

Lisa SnyderResearch Admin Buzz meeting



Subaward Invoice Approval/Payment Process

November 16, 2011





BuzzMart RequisitionsEncumbrance for all sub-agreements is via the BuzzMart Confirming Order process.

Include the OSP contract#

Ensure that the correct vendor is selected– GA State University Research Fdn vs GSU

A PO is not sent to the vendor

All PO changes (adding/reducing funds, vendor name)must be initiated by an OSP contracting officer prior to requesting a chance through the BuzzMart Purchasing Change Request form process



BuzzMart Requisitions





WebNow for Invoice Review/Approval

WebNow Invoice Payment Approval Form

Pull into view using the F12 function key





Benefits of New ProcessPI/Campus administrators will not need to enter a Buzzmart receipt

No delays due to BuzzMart Match Exceptions

Ability to expedite same-day payments

Ability to update vendor at time of payment

Split account distributions can be easily processed in PeopleSoft by amount, rather than %



WebNowWebNow document key properties – searchable fields including new custom properties

Pull into view using the F7 function key



Questions?

Please contact:[email protected] for invoice payment issues

[email protected] for assistance with the WebNow approval process

[email protected] for requisition issues

[email protected] for vendor

issues



Georgia Tech Research Corp

Kevin [email protected]

404-385-1437

Research Admin Buzz meeting



Patent Reform Implementation

Group 1 Provisions – 60 days

Group 2 Provisions – 12 months

Group 3 Provisions – 18 months



Highlighted Group 1 Provisions

15% transition surcharge/fee setting15% transition surcharge/fee setting

- Fee setting authority authorizes PTO to adjust fees

-sunsets 7 years after enactment

-PTO anticipates three rounds during this period

-Until fee is set 15% surcharge can be applied to all fees charged

IE. PATENTS JUST GOT MORE EXPENSIVE!!!!!

Establishment of micro-entity-4 part criteria

1. qualifies as small entity

2. has not been named as an inventor on more than 4 previously filed patent applications

3. did not gross income exceeding 3X the median household income in the CY

4. has not assigned, granted conveyed a license or other ownership interest (and is not under an obligation to do so) in the subject application to an entity that exceeds the gross income limit



Highlighted Group 3 Provisions

First Inventor to File

-Provisional patent system survives

-12 months after publication in the US survives

-”Race to publish”



Georgia Tech Research Corp

Jeff SteltzerResearch Admin Buzz meeting



Update on

Conflicts of Interest Regulations

RAB Meeting

November 16, 2011



Major Areas Addressed in the Revised Regulations

Definition of Significant Financial Interest (SFI)

Extent of Investigator Disclosure

Information Reported to PHS Awarding Component (e.g., NIH)

Information made accessible to the public

Investigator Training

Reporting of any reimbursed or sponsored travel



Major Changes to the Regulations

Significant Financial Interest (SFI)

– Minimum threshold of $5,000 generally applies to payments and equity interests

– Includes any equity interest in non-publicly traded entities

– Exclusions include income from seminars, lectures, or teaching, and service on advisory or review panels for government agencies, Institutions of higher education, academic teaching hospitals, medical centers, or research institutes affiliated with an Institution of higher education.

– Excludes income from investment vehicles, such as mutual funds and retirement accounts, as long as the Investigator does not directly control the investment decisions made in these vehicles.

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Major Changes to the Regulations

Investigator Disclosure

– All SFIs related to Investigators’ institutional responsibilities

– Institutions responsible for determining whether SFIs relate to PHS-funded research and are financial conflicts of interest (FCOI)

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Major Changes to the Regulations (cont’d)

Reporting to PHS Awarding Component (NIH)

– Previous requirements, (grant/contract number, name of PD/PI, name of Investigator with FCOI) plus:

Name of the entity with which the Investigator has a FCOIValue of the financial interestNature of FCOI, e.g., equity, consulting fees, honorariaA description of how the financial interest relates to PHS-funded research and the basis for the Institution’s determination that the financial interest conflicts with such researchKey elements of the Institution’s management plan



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Public Accessibility

– The Institution’s FCOI policy must be made available via a publicly accessible Web site. If the Institution does not have any current presence on a publicly accessible Web site, the Institution shall make its written policy available to any requestor within five business days of a request.

– Before spending funds for PHS-supported research, an Institution shall ensure public accessibility of information on certain SFIs that the Institution has determined are related to the PHS-funded research and are FCOI, via a publicly accessible Web site or by a written response to any requestor.



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Investigator Training

– FCOI training required for Investigators before engaging in PHS-funded research, every four years thereafter, and immediately under designated circumstances.



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Reporting of any reimbursed or sponsored travel related to the Investigator’s institutional responsibilities

– “Sponsored Travel” = that which is paid on behalf of the Investigator and not reimbursed to the Investigator so that the exact monetary value may not be readily available.

– This disclosure requirement does not apply to travel that is reimbursed or sponsored by a federal, state, or local government agency, an Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education.



Contact Information

Jeff Steltzer, J.D.

Director, Conflict of Interest Management

Georgia Institute of Technology

Office: 404-894-6925

Fax: 404-385-2078




Candice FergusonResearch Admin Buzz meeting



Subrecipient MonitoringOMB A-133OMB A-133: A Subrecipient is a legal entity to which a sub award is made and which is accountable to the recipient for the use of funds provided.

Financial assistance, or procurement , or contract made by a recipient to an eligible Subrecipient



Roles, Responsibilities & RiskOffice of Sponsored Office of Sponsored Programs (OSP):Programs (OSP): ensuring that the Institute’s subrecipient monitoring procedures are compliant with regulations. Unit Financial Officers Unit Financial Officers (Departmental (Departmental Administrators):Administrators): assist PI’s in carrying out their responsibilities. Principal Investigators Principal Investigators (PI)(PI):: is ultimately responsible

Verification

Documentation

Regulations



Roles, Responsibilities & RiskOffice of Sponsored Programs (OSP): ensuring that the Institute’s subrecipient monitoring procedures are compliant with federal and other applicable regulations this include:Compliance requirementsFlow-down provision: Prime to subDebarred or suspended checkAudit certification letters from subrecipients



Roles, Responsibilities & RiskUnit Financial Officers (Departmental Administrators): assist PI’s in carrying out their subrecipient monitoring responsibilities includes:ReviewingInvoice Approve & to A/PExcessive charges request clarificationMaintain InvoicesMaintain documentation of monitoring effortsVerify or confirm cost share (if required) has been met by Sub



Roles, Responsibilities & RiskPrincipal Investigators (PI): management of federally funded projects includes:MonitorReviewVerifyingApprovingAllowable, Allocable, Reasonable, & Period of PerformanceKeep records of notes of phone conversations and email correspondence



http://www.osp.gatech.edu/subrecipient-monitoring/

Georgia Tech’s Guidelines



Staff AssignmentsDivision 1

Dennis Farmer/ Manager (Air Force, CIA, Special Projects)

Lucy Yarbrough(Army/SENSIAC)

Dan Sibble(Air Force (Warner Robbins), Navy,

Other DoD)

Julian Stalvey(Post-Award Administration)

Division 2Janis Goddard/ Manager(Other Federal, GSA, FAA)

Teri Hansen (Dept of Labor, Dept of Agriculture,

Dept of Interior, NSF (Other))

Stacey-Oliver Gooden(NSF (CoE), Dept of Ed., EPA,

NEA/NEH)

Open Position(DHHS, NSF(CoC), Dept. of State)




Industry Under Government Prime

Jim Berkowitz/Manager(See OSP website for assignment)

Roberta Burke(See OSP website for assignment)

Sherry Levy(Post Award Administration)

Division 4Vannessa Daniels/Manager(GA Res. Alliance, GA Cancer Coal.,

AHA, Amer. Chem. Soc.)

Chris Doyle(Non-Profits and Foundations)

Debbie Hobbs(Universities (College of

Sciences/Others)

Pamela Brooks(Universities (College of Engineering)




Chris D’Urbano/ Manager(NASA, State and Local Govs., NIA)

Serelia Woods(Dept of Commerce, DOE, VA, TVA)

Scott Goodwin(ARO, AFOSR, ONR (Contracts and

Grants)

Lakita BrooksFFRDCs, DOT, Homeland Security

Division 6

SubawardsDana Simpson/Manager

Sharon Rollow

Open Position



NSF UpdateNSF Innovation Corps Program (I-CORPS)– Develop and nurture a national innovation ecosystem

that builds upon fundamental research to guide the output of scientific discoveries closer to the development of technologies, products, and processes that benefit society

– Identify NSF-funded researchers to receive additional support in the form of mentoring and funding to accelerate innovation to attract 3rd party funding



NSF I-CORPS Program3-fold Outcome1. Clear Go/No Go decision regarding viability

of products and services

2. If Go, a transition plan to move the effort forward

3. Technology demonstration for potential partners



NSF I-CORPS ProgramAward size will not exceed $50,000 for 6 months

Submission Windows– October 1, 2011- December 15, 2011

– January 1, 2012- March 15, 2012

– April 1, 2012- June 15, 2012

– July 1, 2012- September 15, 2012

Eligibility– Receipt of a prior NSF award that is currently active or has been

active within 5 years from date of the I-CORPS proposal submission in a science or engineering field relevant to proposed innovation



NSF I-CORPS ProgramI-CORPS Team1. Entrepreneurial Lead (Post-Doc or Student)

2. I-CORPS Mentor (3rd party resource)

3. Principal Investigator

Online Curriculum– Each team must commit to pursuing an

online curriculum – Tracked through a closed Wiki environment



NSF I-CORPS ProgramThings to Remember– Data Management Plan– Postdoctoral Researcher Mentoring Plan– PI is limited to 1 submission per window– Voluntary committed cost share is prohibited

A webinar will be held the 1st Tuesday of every month to answer questions. – http://www.nsf.gov/news/special_reports/i-corps/



NSF I-CORPS Program

Person to ContactTeri Hansen, Contracting Officer

[email protected]



NIH UpdateGrants Policy Statement FY2012 published in October– Revised Multiple PD/PI Policy Allows PD/PI

change with prior approvalSent to Institute or Centers GMO

Justification must be based on scientific needs of the project, will not be considered if based on administrative convenience.

Guide NOT-OD-11-118 specifies info to be included in prior approval request



NIH UpdateEffective October 1, 2011, NIH is requiring grantees to use No-Cost Extension feature in the eRA Commons to notify NIH when they exercise their one-time authority to extend, without additional funds, the final budget period of a grant– Note: Once the eRA Commons link is closed,

the action becomes a prior approval request and must submitted to the GMO



DOD UpdateDARPA Young Faculty Award– Last year OSP launched Early Career Series with the

DARPA YFA– Georgia Tech Received 3 Young Faculty Award in

FY11More than any other institution (Including MIT, Harvard, and VA Tech)

Be on the look out for this year!!!



Thank you for coming…

Documents

Research Administration Buzz