ORS Grant Manager’s Meeting

February 26, 2010

Zener Auditorium

Today’s Agenda

• Update on Tuition Remission Policy• Update on Salary Request Forms

– The OP2 and the SPOC

• Update on RCR Policy: – Training in the Responsible Conduct of

Research

• Using the Duke@WORK Grant Managers tools

Tuition Remission – Key ChangeProrating

• WAS: Tuition will be prorated on the same basis as the Graduate School policy for “Refunds for Withdrawal from School”

Tuition Remission – Key ChangePosting & Prorating

• IS: Tuition Remission will be posted to the student’s Bursar account, and charged to the sponsoring fund, at the beginning of each semester. If a graduate research assistant works on a sponsored research fund for a portion of a term, the tuition remission will be prorated according to the following schedule:– Fall semester: 1/4th (25 percent) per month– Spring semester: 1/5th (20 percent) per month– Summer semester: 1/3rd (33.33 percent) per month

Tuition Remission – Key ChangeProrating

• IS: If a student ceases work on a grant in the middle of a month, tuition remission will be applied to the grant based on the entire month as follows-– Student ceases work during the 1st – 15th day of the

month: tuition remission will not be charged to the grant for that month

– Student ceases work during the 16th – 31st day of the month; 100 percent of tuition remission will be charged to the grant for the entire month

Tuition Remission – Key ChangeProrating

• IS: If a student begins work on a grant mid-month, tuition remission will be applied to the grant based on the entire month as follows:– Student begins work during the 1st – 15th day of the

month: 100 percent of tuition remission will be charged to the grant for that month

– Student begins work during the 16th – 31st day of the month; tuition remission will not be charged to the grant for that month

Tuition Remission – Key ChangePosting and Prorating

• REMEMBER: Tuition Remission applies ONLY to Ph.D. student research assistants funded through either institutional or external sponsors.

Requesting Employee Salaries

The OP2

[ORS Policies and Procedures]

OP2: Requesting Employee Salary Information

SynopsisUniversity policy requires that an employee’s IBS be used when preparing proposal budgets for external sponsors. Depending on the timing of the proposal and expected start date, salaries may be inflated for anticipated out-year increases or even entered at a higher level if a significant raise is anticipated in the first year, but the starting point is always the IBS and must be verifiable in iForms.

One of the biggest challenges in preparing collaborative proposals lies in getting timely and accurate salary information for everyone involved. To facilitate work on collaborative proposals that include employees from other departments, the pre-award offices have developed two new items for your use:

– a “Salary Request” form and– two salary SPOC lists (SSPOC for SoM, SPOC for Campus)

Because salaries are confidential information, use of the form will give the department receiving it a means of verifying the legitimacy of the request. In addition, the SPOC lists let grant managers know whom to ask for this information when they are working with unfamiliar departments.

The ultimate intent of the form, the procedure and the SPOC lists is to reduce the number of proposals that are returned to the owning organization for salary changes – with the hope that routing for approval will go more quickly and smoothly. The more information you can provide, the better the chances of this working well.

PreAward Procedure: PROCEDURES: ROLES AND RESPONSIBILITIES

REQUESTING

ORG UNIT

:: Prepares salary request forms for all non-dept personnel on the proposal :: Identifies the appropriate SPOCs :: Emails forms to the SPOCs

RESPONDING

ORG UNIT/ SPOC

:: SPOC receiving the email either checks each individual’s salary rate in iForms OR :: Requests the information from the DEPT payroll person :: Checks with the employee to confirm his or her agreement to participate and the level of effort :: Fills out the form for each employee :: If applicable, fill out a cost sharing form and obtains required signatures :: Returns the form(s) within TWO business days

REQUESTING

ORG UNIT

:: Enters the salaries in SPS using the IBS amounts provided, :: Takes into account appointment type and academic year/summer effort differences if applicable :: Inflates and prorates in the standard format unless sponsor requirements differ :: Enters any required cost sharing in SPS :: Routes for approvals

RESPONDING

ORG UNIT/ SPOC

:: Reviews the proposal to confirm correct IBS, appointment type(s), cost sharing and level(s) of effort :: If correct, approves :: If incorrect, returns proposal to owning department with clear explanation of the problem(s)

PreAward Procedure:

DOCUMENTATION: OFFICES OF RECORD

REQUESTING

ORG UNIT

:: Keeps copies of Employee Request Forms with proposal file

RESPONDING

ORG UNIT/ SPOC

:: Keeps copies of Employee Salary Request Form and documents each employee’s committed effort for DEPT records :: Keeps copies of any signed Cost Share forms

ORS

:: If proposal owning unit is a campus unit, keeps copies of the signed Cost Share forms

Recommendations for SPOC respondents –

• SPOCs have the responsibility of providing the requested salary information within two business days of receiving a request.

• We realize that the iForm for a nine-month employee does not show the employee’s true 1/9th salary amount but rather the nine-month annual salary spread over twelve months. When responding to a salary request for an employee with a nine-month appointment, state the annual salary amount in both the “9 Acad Mos Faculty” and/or “3 Summ Mos Faculty” boxes. If the annual IBS, the correct level(s) of effort, the correct time periods and the correct appointment type are entered in SPS, the person’s salary will calculate correctly and automatically.

• If cost sharing is required for a salary (for example for salaries above the NIH cap) and unbudgeted departmental funds will be needed to cover the cost share, prepare a Cost Share form and obtain the necessary signatures (see Cost Share OP2).

Finding the SPOCs

ORS Website http://www.ors.duke.edu/op2/ors-policy-procedure-manual

SPOC

Campus Contacts for Collaborations

SoM Salary Contacts for Collaborations

Roles and Responsibilities

Maintaining the SPOCs• ORS needs your help

– To be useful we need a SPOC and Alternate SPOC for every unit

– The lists need to be kept up-to-date

• Next week an email will go out to everyone on the list asking for updates and alternates

• As personnel change we need to be informed

Training in RCR

• NSF: all students supported on research projects must have training in the responsible conduct of research– Undergraduate students CITI on-line modules– Graduate students Graduate School RCR annual orientation

and Forum Series– Postdoctoral associates and scholars Office of Postdoctoral

Services and ORS semi-annual orientation and Graduate School Forum Series

Training in RCR

• NIH: all individuals supported on training grants must have training in the responsible conduct of research– Undergraduate students CITI on-line modules– Graduate students Graduate School RCR annual orientation

and Forum Series or SoM Trent Center RCR Program– Postdoctoral associates and scholars Office of Postdoctoral

Services and ORS semi-annual orientation and Graduate School Forum Series or SoM Trent Center RCR Program

– Junior and Senior Faculty on K awards Provide mentoring and training to students and postdocs

Training in RCR

• Grant Manager’s ROLE: be a resource to PIs, students and postdocs– Know who needs training– Know where the information on training

requirements can be found:

http://www.ors.duke.edu/orsmanual/policies-responsible-conduct-research

COI

Duke@WORK Grant Management Tools

• ARRA reporting tool

• Grant Administrator Assignment

• Grant “nick name” Assignment

• Accounting View of Payroll

• AND more to come....– Projection tool– Committed Effort Management tool– Imaging tool

Duke@WORK Grant Management Tools

• Tools are only useful if they are USED!

• You can only use them if your name is linked to the award

• Everyone needs to link awards with their responsible grant manager

Duke@WORK Grant Management Tools

• Live demo..... Marianne Hassan