Research Administrators Forum

1. Research Administrators Forum November 14, 2012 WPIC Auditorium

2. Agenda • On-line SPAR Application • Panther Express • UPMC Expense Reimbursement • OGC Updates • PI Hard Fund Expenditures

3. Pitt On-Line SPAR Application • New on-line SPAR system as of September 10, 2012 • With the new on-line SPAR system a SPAR Modification notification email is sent each time a SPAR modification is saved • The PI is notified each time a faculty members’ effort has changed on their grant • For the Department of Psychiatry please contact your grants specialist at the OGC if you have any questions about the SPAR modification • Do NOT contact Ryan Stoner, contact your grants specialist

4. SPAR Certification • A new Effort Reporting Policy at the University of Pittsburgh has been approved • The policy establishes responsibility for effective effort reporting and certification in compliance with Federal Office of Management and Budget (OMB) Circular A-21 • The policy can be found at: http://www.cfo.pitt.edu/fcr/documents/EffortReportingPolicy.pdf • PI training – two 5 minute videos • Login through my.pitt.edu • The first Certification period will begin on January 22, 2013 and end on March 7, 2013

5. SPAR Certification • The first electronic SPAR certification will include the six month period of performance: July to December 2012 • Two periods of certification • July to August 31, 2012 • September 1st to December 31, 2012 • All subsequent certifications will cover a four month period of performance • September 1st to December 31st • January 1st to April 30th • May 1st to August 31st

6. 90 Day Rule • Corrections to account distribution may be reallocated to a sponsored project within 90 days of the month end in which the original expenditure occurred • Corrections to an error on the Oct Levels needs to be completed by January 31st

7. 90 Day Rule • Request for reallocation beyond the 90-day window will be denied unless it meets one of the exceptions: • Removal from a sponsored project of an inappropriate or expressly unallowable charge regardless of lapsed time • Removal of charge disallowed by audit or sponsor • Reallocation affects only some combination of master and sub-accounts within the same award with all accounts involved open and active • Early account number request was not approved. Evidence is required that early account request had been submitted • Adjustments necessary on training awards to align payments to trainees with federally mandated salary rates • Reallocation affects only some combination of non-research accounts and does not cross fiscal years if entity 02 (operating)

8. View Access to SPAR’s • Administrators who want view access to the Pitt On-Line SPAR System should email Mike Miller • PRISM Access Application • SPAR Application • Specify what PI’s you want view access to • SPAR distributions are shown with Pitt accounts numbers • No descriptions

9. Panther Express • Starting in Sept. 2012 Pitt will rollout Panther Express and it is anticipated to take up to a year for all departments to be transitioned to the expanded functionality • All purchases of goods and services will be made through Panther Express • All requests for payment, including disbursement request will be made online in Panther Express • A convenient single sign-on point from MyPitt.edu

10. Travel Reimbursements

11. UPMC Reimbursement • Beginning Sept. 10, 2012 all PeopleSoft Expense module users’ are required to attach an electronic copy of their receipts to their expense reports • UPMC has eliminated the “Direct Bill” payment method for airfare within Travel UPMC • Employees will be required to pay for airfare by utilizing their personal credit card and receiving reimbursement through the Expense Module located in MyHub/Supply Chain/Expenses • Reimbursement is generated in as little as one day from the date of approval

12. Airfare • Pitt employees can use Carlson Wagonlit for travel arrangements, but you must use the Pitt specific phone number: • For travel reservations: 1-877-786-3493 • Use Pitt account number • Pitt Business Travel Request Form • Send to OGC Grants Specialist • Pitt T&B forms are going electronic • Your OGC Grants Specialist will inform you of what you need to do when it is implemented

13. New UPMC eMarketplace • The current UPMC eMarketplace has been redesigned to allow you to find what you need more quickly • Marketplace will be upgraded to the new version on Thursday, Nov. 29th; Enhancements include: • Simplified search • Product images • Enhanced favorites • Streamlined quick order • Checkout history retention (10-20 carts saved)

14. New UPMC eMarketplace • ​To learn more, watch the training video, which is available on the eProcurement Training page of the Supply Chain Management Infonet site.

15. OGC Staff Updates • Departing Staff • Justin Mohr, Pre Award • New Staff • Becca Allen, Data • Yoon Jin Choi, Fiscal • Corey Brahm, Post Award • Robert Capor, Post Award

16. NIH Salary Cap • Federal Fiscal Year 2012 (FFY 12) • Oct 1, 2011 to Sept 30, 2012 • Grant Awards issued between Oct 1, 2011- Dec 22, 2011 • Use Executive Level I salary limitation of $199,700 • Grant Awards issued on or after Dec 23, 2011 (new grants as well as continuations) • Use Executive Level II salary limitation of $179,700 • (Dec 23, 2011 to Sept 30, 2012)

17. Companion Accounts • Companion accounts have been established for all accounts with new period funding due to new NIH salary cap restriction for awards issued after 12/23/11 • Financial Reports are now being sent out for Sept. Levels and we are starting to reconcile Oct. Levels • Please read Comments and Questions section about any outstanding transfers

18. OGC Website • https://inet.psychiatry.upmc.com/OGC/default.htm

19. OGC Website • Pre-Award • New format • Pre-Award Content • Pre-Award links • Highlighted information • Training Requirement Instructions (COI, CITI, ISER) • Progress Reports (eSNAP 68% on time, for the Dept) • All progress reports for grants that fall under SNAP must be submitted via the Commons. • Electronic progress reports are due to the NIH 45 days before the end of the current budget period (the 15th of the month).  • Electronic eSNAP due to the OGC by 5:00 p.m., 8 business days prior to the agency deadline. 

20. OGC Website • Post Award • New format • Post Award Content • Post Award links • Travel Tab • UPMC employee link • Pitt employee link

21. OGC Trainings • Pre-Award • R01 Trainings • Dec 12th (9:30 – 10:30) • Dec 13th (10:00 – 11:00) • Contact Sonia Wallace if you would like to attend • Post-Award • Monthly meetings with Administrators • Starting on Jan. 24th at noon in the OGC Conf Room • Contact Mariana Rieke if you would like to attend • Send topics and questions to Mariana

22. PI Hard Fund Expenditures • Hard Funds are to support the PI’s local infrastructure • Purchases that are not allowable on grants (office supplies) • Hard Funds are Institutional funds that are subject to all the rules of UPMC and Pitt • Cannot buy items through non-UPMC sources and expect to be reimbursed for such purchases without prior approval

23. PI Hard Funds • Non Allowable Expenditures • Home office expenses • (furniture, computer equipment, etc.) • Gifts to outside parties • (flowers, thank you gifts, etc.) • Professional membership dues • Only after professional development funds have been exhausted • Supplies purchased outside of the UPMC or Pitt purchasing system

24. OGC Pick Up & Drop Offs

25. Questions? • Next RAF – April 10, 2013 • Remember that UPMC Open Enrollment ends today