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Research Administrator Meeting

Research Administrator Meeting. July 24, 2003 10:00-12:00 Medical Alumni Auditorium, E331 General Hospital. Agenda. IT Security Plans for Research Review of Graduate Assistant Tuition Scholarship New Cost Sharing Policy & Procedure Statement. IT Security Plans for Research.

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Research Administrator Meeting

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  1. Research Administrator Meeting July 24, 2003 10:00-12:00 Medical Alumni Auditorium, E331 General Hospital

  2. Agenda • IT Security Plans for Research • Review of Graduate Assistant Tuition Scholarship • New Cost Sharing Policy & Procedure Statement

  3. IT Security Plans for Research

  4. Review Graduate Assistant Tuition Scholarship • Effective September 1, 2003 • New institutional account 6350, Tuition Expense does not require function 80; all other scholarship expense will continue to require function 80 • Graduate College will monitor the program • Grant Accounting will monitor grants

  5. New Cost Sharing Policy & Procedure Statement • http://www.uiowa.edu/~fusga/cost_share.htm • June 20, 2003 meeting

  6. Essentials of the Policy • Effective July 1, 2003 • Committed cost sharing will be recorded in accounting • For all new or renewal Federal awards • Optional: • departments can elect to set up cost share accounts for existing awards, or, • For Fund 500 accounts

  7. Why Do This? • Per OMB A-21 Clarification • Committed cost sharing must be documented in accounting • Feds giving this more scrutiny and airtime • Northwestern case • Recent COGR discussion, etc.

  8. “Committed” Cost Sharing • Mandatory – required by agency • Typically effort or equipment • Voluntary – not required but is proposed by PI to be paid from other University sources • Example: Total proposed effort 30% Funded effort 20% Cost Share effort 10%

  9. VA Salary • Each award proposal should include Univ. salary and VA salary if have joint appt. • Requires total proposed effort to be converted to effort on Univ. appointment Example: VA 50%; Univ. 50%; Total 100% Proposal 10% of Total effort translates into 20% of Univ. effort

  10. Process • PI should identify funding source for cost share expenditures at proposal stage • At least 1% PI effort must be committed in proposal for research project (ex: clinical trials) • When award is received, department sends Cost Sharing Authorization form and detailed cost sharing budget to GAO • GAO establishes the grant account in fund 510 and cost share (Grantid “3” + 7 digit grant number) for each Who key listed on the Cost Sharing Authorization form

  11. Process – continued • Departments allocate funds to cost sharing accounts • Departments/PI utilize the cost sharing account as budgeted by appointing personnel or charging expenses • Monitor cost sharing accounts • Cost Sharing Budget/Actual report • Effort Report

  12. Process – continued • PI must request sponsor approval through Sponsored Programs when: • cost sharing is not provided as proposed • effort committed by the PI is decreased by 25% or more of the total committed effort • GAO reports cost sharing to agency as required • Grant account and cost sharing account will be closed within 90 days of grant end date

  13. Questions

  14. Next Meeting Thursday, October 23, 2003 10:00 – 12:00 Illinois Room, IMU

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