american recovery & reinvestment act (arra) in the face of an economic crisis, the magnitude of...
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AMERICAN RECOVERY & REINVESTMENT ACT
(ARRA)
In the face of an economic crisis, the magnitude of which we
have not seen since the Great Depression, the American
Recovery and Reinvestment Act represents a strategic and
significant investment in our country’s future.
-Recovery.gov
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Session Presenters:
Lynne U. Chronister Assistant Vice Provost – Office of Sponsored Programs
Tami SaduskyExecutive Director – Grant and Contract Accounting
Jessie Garcia Assistant Vice President – Campus HR Operations
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Agenda
Introduction / Background
Principal Investigator Information
Additional Detail
Lessons Learned from Q1
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What is ARRA? Signed into law by President Obama on Feb. 17, 2009
Provides $787 billion in additional federal funding in order to stimulate the United States economy
Directs investments in health, science, education, infrastructure, renewable energy, and tax incentives
Intended to create and retain more than 3.5 million private sector jobs over the next two years
We anticipate many awards arriving at the UW throughout the remainder of 2009 and 2010
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ARRA Success!
As a result of the incredible research being conducted by UW Primary Investigators:
The UW anticipates receiving up to $300 million within the next two years
As of February 16th, the UW had received confirmation of 408 research awards for a total of $190.31 million from 64 sponsors due to ARRA funding
When comparing our ARRA success to other academic research institutions, as of February 16th the UW was ranked 2nd in total dollars awarded by NIH
The UW ARRA website has experienced over 24,158 hits from all 50 states and 80 countries
ORIS Work Group
Rick FengerRachel Gatlin
Jim Kresl*Jason Myers
Chris NaslundTBD-Financial
Mgmt.
OSP Work GroupMike BlackwellMarnie Chinn
Lynne Chronister*Carol Rhodes
HR Work GroupJessie Garcia*Joe Kittleson
Shirley Runkel
GCA Work GroupBrian Baldwin
Janet BissonetteTami Sadusky*
Al LarsenCissy Liu
American Recovery and Reinvestment Act (ARRA)
ComplianceJeff Cheek*
Lynne ChronisterKaren Moe
Ted MordhorstNona Phillips
Jude Van Buren
Campus AdvisoryLynne Chronister*
Ron BoergerKathy Bracy
Elroy CarlsonMonica Fawthrop
Mary HeusnerChristene James
Barb LovsethCatherine O’Donnell
Vicky PalmTami Sadusky*
Brian Tyl
SponsorsAnn AndersonSue CamberJeff Cheek
Randy HodginsMary Lidstrom
Economic ImpactWilliam Beyers
Lynne ChronisterFred Holt
Mary Lidstrom*Gary Quarfoth
Internal Communications
Web/MRAM/FCR/RAB
Lynne Chronister*Jeff FollmanJessie Garcia
Jim KreslCatherine O’Donnell
Bob RosethTami Sadusky*
Reporting TeamBrian BaldwinMike BlackwellMarnie Chinn
Bill ChristensenLynne Chronister*
Mark ConleyJeff FollmanJessie GarciaRachel GatlinDennis GawlikJoe Kittleson
Jim KreslJason MyersBobbie OlinHoang Ong
Carol RhodesTami Sadusky*
Cissy LiuGCA ARRA Team
COORDINATORSLynne Chronister Tami Sadusky
Non-ResearchFunding
Chiaka AmadiAmy Floit
Jeff Follman*Eric Hausman
Jim Kresl
External Communications
On PointRandy Hodgins--June/July
Bob Roseth--Aug >
CORE TEAMLynne Chronister
Jeff Follman Jessie Garcia Joe Kittleson
Jim Kresl Tami Sadusky
Key=*Team lead
Internal AuditZenaida Shattuck
Technical Systems Work Group
Brian BaldwinAlex Belov
Marnie Chinn* Rachel Gatlin*Vina LorenzoJason Myers
ORIS Data Analyst
Risk MgmtAndrew Faris
GCA ARRA TeamJanet Bissonette*
Cecilia PittmanDonna Parks
Sal RussoKatherine Sidener
Dick Simmons
Joanne Cobb, Project Manager
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ORIS Work Group
Rick FengerRachel Gatlin
Jim Kresl*Jason Myers
Chris NaslundTBD-Financial
Mgmt.
OSP Work GroupMike BlackwellMarnie Chinn
Lynne Chronister*Carol Rhodes
HR Work GroupJessie Garcia*Joe Kittleson
Shirley Runkel
GCA Work GroupBrian Baldwin
Janet BissonetteTami Sadusky*
Al LarsenCissy Liu
American Recovery and Reinvestment Act (ARRA)
ComplianceJeff Cheek*
Lynne ChronisterKaren Moe
Ted MordhorstNona Phillips
Jude Van Buren
Campus AdvisoryLynne Chronister*
Ron BoergerKathy Bracy
Elroy CarlsonMonica Fawthrop
Mary HeusnerChristene James
Barb LovsethCatherine O’Donnell
Vicky PalmTami Sadusky*
Brian Tyl
SponsorsAnn AndersonSue CamberJeff Cheek
Randy HodginsMary Lidstrom
Economic ImpactWilliam Beyers
Lynne ChronisterFred Holt
Mary Lidstrom*Gary Quarfoth
Internal Communications
Web/MRAM/FCR/RAB
Lynne Chronister*Jeff FollmanJessie Garcia
Jim KreslCatherine O’Donnell
Bob RosethTami Sadusky*
Reporting TeamBrian BaldwinMike BlackwellMarnie Chinn
Bill ChristensenLynne Chronister*
Mark ConleyJeff FollmanJessie GarciaRachel GatlinDennis GawlikJoe Kittleson
Jim KreslJason MyersBobbie OlinHoang Ong
Carol RhodesTami Sadusky*
Cissy LiuGCA ARRA Team
COORDINATORSLynne Chronister Tami Sadusky
Non-ResearchFunding
Chiaka AmadiAmy Floit
Jeff Follman*Eric Hausman
Jim Kresl
External Communications
On PointRandy Hodgins--June/July
Bob Roseth--Aug >
CORE TEAMLynne Chronister
Jeff Follman Jessie Garcia Joe Kittleson
Jim Kresl Tami Sadusky
Key=*Team lead
Updated 04/21/23
Internal AuditZenaida Shattuck
Technical Systems Work Group
Brian BaldwinAlex Belov
Marnie Chinn* Rachel Gatlin*Vina LorenzoJason Myers
ORIS Data Analyst
Risk MgmtAndrew Faris
GCA ARRA TeamJanet Bissonette*
Cecilia PittmanDonna Parks
Sal RussoKatherine Sidener
Dick SimmonsSuprimo Manabat
Joanne Cobb, Project Manager
Prime Recipient’s Responsibilities
The Act imposes specific reporting and funds management requirements on all awards funded with ARRA funds
It is critical that the Recovery Act requirements are successfully met
The prime recipient is ultimately responsible for the reporting of all data required by Section 1512 of the Recovery Act
Initiate appropriate data collection and reporting procedures to assure Recovery Act requirements are met in a timely and effective manner
Review and correct all data supplied by sub-recipient and vendors
Submit quarterly reports to FederalRecovery.gov
Implement internal control measures as appropriate to ensure accurate and complete information
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What is Different About ARRA Funds? Unprecedented levels of transparency, oversight and accountability
Aggressive expenditure requirements (ARRA funds must be used consistently)
No co-mingling of ARRA funds and non-ARRA funds
Quarterly progress reporting of ARRA fund expenditures, job creation and retention statistics
Considerable ARRA reporting requirements for the State of Washington
The Recovery.gov website has been setup to facilitate the review of “where” and “how” ARRA funds are being implemented
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Not “Business as Usual”
Generally funds must be spent in two years
Must spend the ARRA funds AND the non-ARRA funds at an appropriate rate (we can’t “hoard” funds for a rainy day)
International spending without prior approval is limited to $25,000 or 10% of the award, whichever is less
You may hire foreign graduate students and post-docs
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Principal Investigator’s Responsibilities
ARRA Compliance Expectations:
Funds should be spent in a timely fashion and reported quarterly
Cannot co-mingle existing funds with ARRA funds
Compliance with sponsor and UW policies and procedures
Cost transfers between ARRA and non-ARRA funds will be monitored closely to ensure compliance with ARRA regulations
ARRA Funds are Monitored in the 20-xxxx Budget Series: Contact Team ARRA at [email protected] if your ARRA budget is in a different series
ARRA reporting requirements are in addition to current sponsor reporting requirements
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Principal Investigator’s Responsibilities (cont’d)
The PI must report on two data elements each quarter:
The percentage of project completion
Description of quarterly activities / milestones
Grants: description of the overall purpose and expected outcomes for the award and for first-tier sub-awards
Contracts: description of significant services performed and/or supplies delivered
The UW will consolidate all data elements from the Data Mart and other university sources and submit the report to FederalReporting.gov
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UW ARRA Reporting Data Mart
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99 Unique Data Elements in Federal Report PIs and sub-contractors enter two data elements through a simple web-based form
The remaining data elements are filed from existing system data or from a small amount of information entered by central offices
Web interfaces for support team
Web interfaces for non-research team
Web interfaces for Human Resources
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Progress Reports
Progress reports should be short, concise and for the current reporting quarter
Progress reports will be made available on Recovery.gov for the general public to view
Remember to use generic language whenever possible PI narrative is limited to 2000 characters including spaces and punctuation
Focus on your short term progress What has been accomplished in the current reporting period?
Whenever possible, include potential long term or quality of life outcomes
If there is a possibility that the research could result in a protectable Intellectual Property (IP), be careful to ensure that the progress report does not contain any information that could constitute “public disclosure”
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Sub-Awards
UW Issues a Sub-Award (Sub-Contract) UW will do the federal reporting
Sub-recipient must send reporting elements to UW five days prior to the 10th of the reporting month
Two missed reporting periods and UW may terminate sub-award
Extensive reporting elements for sub-awardees
Must “quick start” sub-awards
Sub-awardees will be given a UW NetID by the Office of Sponsored Programs (OSP) to enter non-scientific report
Be sure “milestones” are correlated with prime report
Scientific / Technical Project Report must be submitted by UW PI
UW PI will be notified if a sub-awardee report is late
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Sub-Recipient
UW as a Sub-Recipient* Prime** will decide who reports and what needs to be reported The UW reports data elements to the Prime**, if so designatedReporting will occur from the Data Mart and will be submitted or overseen by Team ARRA
* Sub-recipient = Federal funding flows through another institution
** Prime = Recipient of federal funding
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Reporting Deadlines (PI and Subcontractor)
Check http://www.washington.edu/research/gca/recovery/ for future reporting deadlines
PI Reporting Deadline: September 30, 2010Subcontractor Reporting Deadline: October 4, 2010
Timeline: First email notification (PI) September 1, 2010 First email notification (Subcontractor) September 13, 2010 Reminder PI email notification September 15, 2010 Team ARRA contacts PI* September 28, 2010 Reminder email to Subcontractors September 29, 2010 PI Reporting deadline September 30, 2010 PI Webform closes October 1, 2010 Email to Admin / Dean’s Rep* October 1, 2010 Calls to non-reporting Subcontractors October 1, 2010 Subcontractor Reporting Deadline October 4, 2010 Missed Deadline Email Sent*+ October 4, 2010 Subcontractor Webform closes October 5, 2010 ARRA grants shut down* October 6, 2010 Federal Data Validation Starts October 6, 2010 Report Submission October 8, 2010
*This is sent to Non-Reporters ONLY+Email sent to PI, College Admin / Dean’s Rep
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Ramifications of Non-Compliance (non-reporting or mismanagement of award)
Termination of award(s) Return of funds to sponsor on an individual and institutional level Debarment from receiving future funds on an individual and institutional level Impairment to the UW’s reputation and credibility The Recovery Act’s transparency requirement will make the UW’s non-compliance visible to national/international constituents Inaccurate and uncorrected data will be made public on www.Recovery.gov If you have not submitted your report(s) on time, your award will be shut down
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Procurement Services
Early Purchasing Involvement Proactively working with Team ARRA to provide purchasing guidance
Research special requirements – e.g. “Buy American” Assist with timely expenditures (please notify Purchasing staff of any large purchases)
Purchasing Staff Preparedness
Easy identification of ARRA funded purchase requests All ARRA orders treated as top priority expedites
Reporting Supplier Spend Tracking key data elements from Vendors
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Procurement Services (cont’d)
Vendor Reporting Vendor reporting will be required on any single payment greater than $25,000 made by either the prime recipient or the sub-recipient. All payment of $25,000 or less will be aggregated and reported separately, including the number of vendors comprising the aggregated total amount.
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ARRA Budget Numbers for Multiple Year Awards
ARRA awards that are funded annually but have maturity
dates greater than one year will use the SAME 20-xxxx
budget number for each year of funding
This will mitigate tracking errors and avoid miscalculating
ARRA award totals
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Stimulus Funding Supporting Capital Construction ProjectsNon-Research ARRA Construction Funding (i.e., lab renovations)
Awarded to the UW by Federal or State agencies The UW is required to collect certain data (such as jobs created) and ensure that certain requirements (such wage rates) are met
What Departments Need to Do Identify ARRA funded projects Designate ARRA as the funding source in the University Project Tracking System (a 40-xxxx budget with a 661 program category will be set up to designate ARRA funding CPO will handling the data gathering and reporting
Chiaka Amadi, [email protected]
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Other Non-Research/Non-Capital ARRA Projects at the UW
Certain Student Loan and Scholarship Programs funded by ARRA (i.e., Nursing Loan Program)
Reporting requirements same as other ARRA funds 21-xxxx series used to track activity
State Education Stabilization Fund Included in UW’s Annual appropriation
Reporting handled centrally, no impact on campus departments
Please contact Jeff Follman at [email protected] for information on budget set up for any non-research/non-capital ARRA funding
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HR Support Dedicated Staff in Compensation and Employment
Compensation Specialist – Janet Tomita Recruiter – Kim Avalon Employment Specialist – Sabina McCoy Human Resource Consultant Assistant – Jennifer Mallahan Employment Manager – Michael Campbell
Accelerated Hiring Process Early Identification of Positions Tools Developed for Review by Compensation Use Candidate Banks for Rapid Referral
• Extensive recruitment of alumni, recent graduates and targeted disciplines• Use of newly developed search tool for selecting top group for referral• Ongoing virtual job fairs for renewing of candidate pools• Can add candidates at any time for consideration
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HR Support Reporting of Jobs
Minimal Direction from Federal Government Require one number reported for both jobs retained and
created per award Number is a cumulative report of FTEs for the entire reporting period and also converted into hours Distinguish retained and new for internal purposes
Process
Run from Payroll Data % Distribution on 20-xxxx or other ARRA budgets If EID was previously on payroll, then reported as
“retained”
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Jobs Reported Reported in 1st Qtr report to Recovery.gov – 9/30/09
Methodology - All ARRA budget actual distribution productive hours added together then divided by the total number of possible productive hours in the quarter = FTE. Only exception is for employees paid on stipend—when they are paid on stipend we called them .5 FTE
Newly Created – 7.58 FTE Retained – 51.201 FTE
For Internal Use Headcount numbers – 9/30/09
Newly Created 26 Retained 356
Headcount numbers – Updated 10/30/09 Newly Created 72 Retained 738
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Contact and Resources Team ARRA: [email protected]
Compliance Analysts Donna Parks – 206.685.2960 Cecilia Pittman – 206.616.9009 Sal Russo – 206.685.4017 Katherine Sidener – 206.616.7664 Dick Simmons – 206.685.4868 Suprimo Manabat – 206.543.8941
Project LeadJanet Bissonette – 206.685.1345
UW ARRA web site: http://www.washington.edu/research/gca/recovery/
Office of Sponsored Programs (OSP) Assistance Jannabeth Bannister – 206.543.4043
HR Assistance Contact an academic human resources specialist
• 206.543.5630 • [email protected]
Contact Michael Campbell for review of anticipated positions• 206.221.4847• [email protected]
* One-on-one meetings can be arranged for large awards and/or departments
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I hope this investment will ignite our imagination once more, spurring new discoveries and breakthroughs that will make our economy stronger, our nation secure, and our planet
safer for our children.-President Obama – February 17, 2009
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