1	Departmental Grants Administrators Meeting Office of Research and Sponsored Programs Thursday October 9, 2008 Deans Dining Room (Room 145) Daniels College of Business 2101 South University Boulevard
2	Agenda Introduction What is ORSP (Office of Research and Sponsored Programs)? ORSP Project Administration Department Assignments Clarification of Subrecipient vs Vendor in OMB Circular A-133 Federal Funding Accountability and Transparency Act of 2006 Implementation of Stand Terms and Conditions ORSP Grants Accounting Grants Accounting Overview Expense Transactions Payroll: Leave Balances for Monthly Leave-eligible Employees Reminders ORSP Research Compliance Research Compliance Overview Updates on Institutional Committees Institutional Committees: Important Dates DU e-Protocol ORSP Educational Programs Office of Research and Sponsored Programs Staff Directory Appendices
3	What is ORSP (Office of Research and Sponsored Programs)? ORSP is the universitys office authorized to enter into agreements with external sponsors for the purposes of research, instruction, or other activities. Includes grants, contracts, cooperative agreements, etc., where there is a specific expectation of reciprocal value. With all governmental entities. With industry or non-profit organizations where there is a requirement for oversight, detailed financial reporting and/or audit, or compliance with regulatory statutes (e.g. protection of human subjects in research, care and use of animals in research, biosafety concerns, conflicts of interest, etc.). ORSP will provide institutional signature that binds the university and provides assurances of compliance with all appropriate laws and regulations.
4	ORSP Project Administration Department Assignments Clarification of Subrecipient vs Vendor in OMB Circular A-133 Federal Funding Accountability and Transparency Act of 2006 Implementation of Standard Terms and Conditions
5	DU Department Assignments
6	Clarification of Subrecipient Versus Vendor in OMB Circular A-133 A subrecipient relationship exists when funding from a pass-through entity is provided to perform a portion of the scope of the work or objectives of the pass-through entitys award agreement with the Federal awarding agency. A subrecipient performs part of the project activities. A vendor, on the other hand, is generally a dealer, distributor or other seller that provides, for example supplies, expendable materials, or data processing services in support of the project activities. Subrecipient versus Vendor Agreements A subcontract/consultant agreement is appropriate when: The collaboration is substantive programmatic work which is beyond mere analytical work for hire normally conducted by a routine service provider The collaboration is substantial enough that the collaborating organization will participate in preparation of results, publication, presentation or other collaborative participation beyond routine analytical work. The collaborator will maintain control of the work to be performed under the agreement. A vendor agreement is appropriate when: The collaboration is not substantive programmatic work, but work for hire. Services are more routine in nature and follow established procedures. These services deal with the day to day operations and are repetitive, following standard procedures. The collaboration is not substantial enough for the collaborating individual or organization to participate in preparation of results, publication, presentation or other collaborative participation beyond the specialized service. The services are performed under the Universitys direction.
7	Federal Funding Accountability and Transparency Act of 2006 Federal Funding Accountability and Transparency Act of 2006 Requires federal grantees and contractors that pass through federal funds to subrecipients must report on those arrangements and require the subrecipients to register with the Central Contractor Registration and obtain a Dun and Bradstreet Data Universal Numbering System numbers. Data about their subaward will be posted on a public Web site- www.usaspending.gov. Mandatory submission to www.usaspending.gov beginning January 1, 2009 Applies to any subawards that will be over $25,000 total expenditures Currently conducting a pilot project so see how it will work COGR sent a letter on August 8, 2008 discussing concerns with the current requirements Standard Terms and Conditions Federal research agencies are currently implementing plans for the standard research terms and conditions that were approved effective January 25, 2008 which can be found at http://nsf.gov/awards/managing.rtc.jsp NASA is applying the research terms and conditions to all research, training and education grants but not to cooperative agreements or contracts NIH will apply all the research terms and conditions to all NIH grants and cooperative agreements. NSF will incorporate the new research terms and conditions and the NSF agency-specific requirements dated July 2008 to all new NSF and funding increments.
8	ORSP Grants Accounting
9	Grants Accounting Overview OSP Grants Accounting Staff Julie Cunningham Grants Accounting Manager Janet Wallace - Senior Grants Fund Analyst Ritu Martinez - Grants Accounting Specialist Please contact any of the employees above for grants accounting questions. The Grants Accounting staff work in the following areas: Management and Certification of Grants Expenditure systems, including Pre-audit of Expenditures (purchase requisitions, invoice payments, purchasing card transactions etc.) Payroll processing Effort Certifications. Approval of all journal entries for research funds, gainshare/flowback funds, OSP clearing funds. Grants Reconciliations
10	Grants Accounting Overview Page 2 Reimbursement to the University from Sponsors, including federal drawdowns, billing, managing accounts receivable and collections for: Federal Sponsors, including: Agriculture, CNCS, Commerce, DHHS, DOD, DOE, DOI, DOJ, DOT, Education, EPA, HUD, IMLS, IRS, Labor, NASA, NEA, NEH, NSF, SBA, STATE, USAID, USIP State / County / City governments and local governmental districts Foundation and Non-profit organizations Industrial / Commercial sponsors Audit liaison Financial reporting Closeouts
11	Expense Transactions Meals Document as official functions. Must include: Purpose of meeting Names of attendees Research Subjects may be exempt due to confidentiality requirements. Itemized receipt from restaurant Lost Receipt Forms The grant will not be charged until the receipt is obtained and the department enters a journal entry. Send a copy of the Lost Receipt Form to ORSP with the original receipt. ORSP will approve the journal entry in Banner.
12	Payroll: Leave Balances for Monthly Leave-eligible Employees - Reminders Leave balances for monthly-paid, leave-eligible grants employees are available through: My Web (for employees) Banner PEALEAV (for department administrators) Revised Forms & Process: New timesheets have replaced salmon timesheets and green timesheets. Forms are used for: Monthly Staff (time and leave taken) Monthly Faculty and Graduate Research Assistants (time only) See Appendix for revised forms. Forms to be routed through department timekeeper for Banner entry of leave taken, then forwarded to ORSP for labor redistribution. ORSP will adjust leave accrual for sick and vacation taken in Banner for all Workload Adjustments. Default FOAPS for HR forms BECRs and PCRs for BiWeekly employees are set up to default to the department 10000 for department time entry. BECRs and PCRs for monthly staff and faculty are set up to default to the ORSP clearing fund 12023 using the department org code. MBTH forms are set up using the department 10000 fund noting the grant fund(s) to be charged in the comments section of the form.
13	ORSP Research Compliance Research Compliance Overview Research Compliance Updates on DU Institutional Committees Institutional Committee Meeting Deadlines are the last Tuesday of every month . DU e-Protocol update Education Partnering with HR DU CITI
14	Research Compliance Overview Research Compliance Staff Research Compliance Manager Sylk Sotto-Santiago Phone: 303-871-2121 Email: sylk.sotto-santiago@du.edu Research Compliance Administrator Malcolm Woolum Phone: 303-871-4050 Email: mwoolum@du.edu Research Compliance Areas Institutional Review Board (IRB) for the Protection of Human Subjects Institutional Animal Care and Use Committee (IACUC) Institutional Biosafety Committee (IBC) Conflict of Interest
15	ORSP Research Compliance: Updates on Institutional Committees IRB (Institutional Review Board for the Protection of Human Subjects) Dr. Susan Sadler, IRB Chair IACUC (Institutional Animal Care and Use Committee) Facility director and IACUC Chair, Dr. Joe Angleson New DU Laboratory Animal Facility DU ID restricted access IBC (Institutional Biosafety Committee) Interim Chair, Dr. Ron Gill
16	Institutional Committees: Important Dates DU IRB DU IRB meeting are always held the second Tuesday of the month. Deadline for submissions are the last Tuesday of the month prior to the next meeting. DU IACUC Meetings are scheduled quarterly. The next meeting is: December 8, 2008. DU IBC Date for next meeting is set at each IBC meeting on quarterly basis. The next meeting is: December 5, 2008.
17	DU e-Protocol: Update
18	DU e-Protocol
19	ORSP Education Programs Workshops offered IRB Workshops eProtocol Workshops ORSP Workshops NCURA TV Special events Workshops by special arrangement Partnering with HR to announce educational opportunities and register You may visit the ORSP website for more information or visit the HR Training and Development webpage for courses and registration at: http://www.du.edu/hr/training/
20	ORSP Education Programs
21	Office of Research and Sponsored Programs Staff Directory
22	Appendices Timesheet Forms for Grant Employees: A) Monthly Staff (Benefited) B) Monthly Faculty and GRAs Responsible Conduct of Research Program