Dear Research Community,

The email below was sent to the Associate Deans for Research earlier today.  We were asked to forward to this group as well.  If you have questions please contact either the Division of Sponsored Programs or the Grant Accounting Office. 

Thank you,

Wendy Beaver and Maria Soliman

Dear Associate Deans for Research,

Research Administrator Meeting
Tuesday, May 12, 2020
10:00am-10:45am

Join Zoom Meeting

Agenda:

Dear University of Iowa Researchers & Research Administrators,

This email is a follow-up to the March memo below (Documentation of Research Personnel Effort & COVID-19 Related Costs During Pandemic).  Specifically, it provides direction on how to track non-personnel COVID-19 related research costs in our General Ledger.

Matrix of Federal Agency Responses to COVID-19          

The Council on Government Relations (COGR) has prepared a matrix of federal agency responses to COVID-19 impacts on sponsored research and projects.
Download Excel spreadsheet of matrix>>

A notice from the Vice President for Research on ramping down research activities:

The rapid evolution of the COVID-19 pandemic has required the University of Iowa to accelerate its response to this unprecedented challenge. Earlier today, the university issued a statement further restricting campus building access and activities.

Grant Accounting is pleased to announce that a new report, Key Personnel Committed Effort, has been added to the electronic Grant Reports available through Employee Self Service/Electronic Financial Reports (EFR).

The Further Consolidated Appropriations Act, 2020, restricts the amount of direct salary which may be paid to an individual under an HHS grant, cooperative agreement, or applicable contract to a rate no greater than Executive Level II of the Federal Executive Pay Scale.  The Executive Level II salary was previously set at $192,300 and increased to $197,300 effective January 5, 2020.

The University encourages re-budgeting funds to accommodate the increase in salary cap when permissible, and adjustments should be effective February 1, 2020.

The proposed FY21 fringe benefit rates (http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates) have been updated on the Accounting & Financial Reporting website.  These rates will not be considered final until they are negotiated and approved by our cognizant federal agency this spring.  As such, final & approved FY21 rates may vary from what is currently published on the website.  You will be notified once the FY21

Grant Accounting has added new guidelines for Charging Travel to Sponsored Projects (fund 500/510) to its website.  The guidance includes:

• General considerations of allowability
• Items that may require additional information or consideration to determine allowability

Anyone in your unit who is responsible for initiating or approving travel costs on sponsored projects, should review the guidelines: https://gao.fo.uiowa.edu/travel-sponsored-projects

Research Administrator Meeting
Tuesday, October 15, 2019
10:00-12:00
Big Ten Theater (348) IMU

Agenda:

1. DSP Updates
2. International Research and Related Guidance
3. SciENcv
4. Roles and Responsibilities
5. GAO Updates
6. Guidelines for Charging Travel to Sponsored Projects
7. EFR – Grant Summary Reports – Overview
8. Meet DSP and GAO staff – immediately following in the lobby area

The Research Development Office in the Office of the Vice President for Research, in collaboration with the Carver College of Medicine Office of Faculty Affairs and Development, would like to make you aware that Dr. John Robertson from Grant Writer's Seminars and Workshops (GWSW) will conduct the Write Winning Grant Proposals seminar on Friday, October 25, 2019.  The seminar is appropriate for faculty members, postdoctoral researchers and administrative staff who have had some exposure to writing grant applications, either through training / mentoring or personal experience.

The Research Administrator Meeting Presentations for May 14, 2019 have been posted. You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-meetings-ram.

The Department of Defense and Labor, Health and Human Services, and Education Appropriations Act, 2019, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale.  The Executive Level II salary was previously set at $189,600, and increased to $192,300 effective January 6, 2019.

The University encourages re-budgeting funds to accommodate the increase in salary cap when permissible, and adjustments should be effective February 1, 2019.

The Grants and Research Services Center is seeking candidates for a Research Support Coordinator- Post Grant Award Coordinator.

This position is being posted internally to UI employees who may be interested.  To view the job posting or to apply, go to the self service website (current/legacy site) and under the PERSONAL tab, click on “Apply for Job Opportunities” under Performance/Career.   Use the “Find jobs by keyword” feature to search the job title Research Support Coordinator or search by requisition #19001457. 

The University recently completed negotiations with the federal government and received a new Facilities & Administrative (F&A) rate agreement, effective December 11, 2018.  With the new agreement, the current on-campus F&A rate of 52.5% of Modified Total Direct Costs (MTDC) will expire on June 30, 2019 and starting July 1, 2019 will be 54.5% MTDC. The new rate agreement should be referenced and the applicable rate used with all new or competing applications and proposals.  As in the past, different rates apply to off-campus projects, instructional projects, training grants, cor

Research Administrator Meeting
Tuesday, October 16, 2018
10:00-12:00
348 IMU

Agenda:

1. DSP Updates
2. Research Development Office
3. Pre-award Process Overview
4. Outgoing MTAs
5. FDP DTUA Pilot
6. IowaGrants.gov
7. DSP Outreach
8. PI Transfer Form
9. Types of Subaward Agreements
10. GAO Updates
11. Universal Closeout Workbook
12. Grant Summary Reports
13. Meet DSP and GAO staff – immediately following in the lobby area

The next Research Administrator Meetings are scheduled for:

October 16, 2018
Big Ten Theater (348), IMU
10:00 am to 12:00 pm

May 14, 2019
Big Ten Theater (348), IMU
10:00 am to 12:00 pm

Research Administrator Meeting
Thursday, May 17, 2018
10:00-12:00
348 IMU

Agenda:

1. DSP Announcements – Wendy Beaver
2. Technology Review Plans – Chris Clough
3. NSF Research.gov – Paul Below
4. NIH Updates – Paul Below
5. Data Use Agreements – Jessica Boyle
6. Data Management/Sharing Plans – Brian Westra
7. OutGoing Subawards  – Erin Brothers
8. GAO Announcements – Audra Haddy
9. PI Transfer form – Audra Haddy
10. Overview – Administrative Costs – Audra Haddy

The Consolidated Appropriations Act, 2018, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale.  The Executive Level II salary was previously set at $187,000, and increased to $189,600 effective January 7, 2018.

The University encourages re-budgeting funds to accommodate the increase in salary cap when permissible, and adjustments should be effective February 1, 2018.

The next Research Administrator Meeting is scheduled for:

May 17, 2018
Iowa Memorial Union
Illinois Room 348
10:00am – 12:00pm

New rules have been applied to automatically assign Reviewer(s) with Grant/Program# starting with 1,2 or 3 when a new WhoKey with a new BR is added unless any WhoKey components change. Please note that reviewers(s) can be manually updated by the individuals with assigned roles.

The next Research Administrator Meeting is scheduled for:

January 23, 2018
Iowa Memorial Union
Illinois Room 348
10:00am – 12:00pm

The Research Administrator Meeting Presentations for May 22, 2017 have been posted. You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-meetings-ram.

The Public Policy at the University of Iowa seeks a Grant Development Manager at the Iowa Social Science Research Center (ISRC). The ISRC is a resource for interdisciplinary social science research that provides grant development support and data collection, management and access services. Under the supervision of the Faculty Director of the ISRC, the Grant Development Manager will facilitate an environment that encourages creativity and enthusiasm for excellence in social science research and scholarship.

The Quick Reference Guide for Sponsored Project Expenditures has been updated. The new version is available under Training & Other Resources on the Grant Accounting website.

An NIH NRSA Training Grants & Fellowships section has been added under Managing Grants & Contracts on the Grant Accounting Office website. The following guidance is now available within this section:

The proposed FY18 fringe benefit rates (http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates) have been updated on the Accounting & Financial Reporting website. These rates will not be considered final until they are negotiated and approved by our cognizant federal agency this spring. As such, final & approved FY18 rates may vary from what is currently published on the website.

The University Accounting Code Manual definitions for institutional accounts 6070-Office Supplies and 6115-Non Clinical Laboratory Supply have been modified and expanded.  Please take a moment to review the definitions and confirm they are being assigned appropriately.

The Grant Accounting Office will be moving to a new location on Thursday, June 23^rd.   During this time, staff will have limited access to email and phones, but will respond as soon as possible.  We expect to be fully functional by Friday, June 24^th.   

Our new address is:

The University of Iowa
Grant Accounting Office
118 S. Clinton Street
Iowa City, IA 52242

Anything sent to us through campus mail should be addressed to Grant Accounting, SCST. 

The Research Administrator Meeting Presentations for May 10, 2016 have been posted.  You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-meetings-ram.

Research Administrator Meeting
Tuesday, May 10, 2016
Illinois Room (348), IMU
10am – Noon

Agenda:

1. DSP Announcements
2. Sponsor & Policy Updates
3. GAO Announcements
4. Tracking Co-Investigator Budget/Expenditures
5. Payments to Research Subjects
6. General Costing Considerations & Preparing for Close-Out

The next Research Administrator Meeting is scheduled for:

May 10, 2016
Iowa Memorial Union
Illinois Room 348
10am - Noon

For FY 2016, the Consolidated Appropriations Act, 2016 (Public Law 114-113), signed into law on December 18, 2015, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Executive Level II salary is currently set at $183,300, increasing to $185,100 effective January 10, 2016.

The University encourages re-budgeting funds to accommodate the increase in salary cap when permissible, and adjustments should be effective February 1, 2016.

Research Administrator Meeting
Friday, December 11, 2015
Illinois Room (348), IMU
10am – Noon

Agenda:

1. TIER Overview Presentation (Tier Leadership Group)
2. GAO Announcements (Audra Haddy)
3. Uniform Guidance – Costing Issues (Audra Haddy)
4. DSP Announcements (Jennifer Lassner)
5. Agency Updates (Lynn Hudachek)
6. eRA Update (Nate Cook)

With the implementation of the new Uniform Guidance on 12/26/2014, Grant Accounting has established new guidelines for charging food and beverages to sponsored projects (funds 500/510).  These guidelines:

We’re pleased to announce that a project view is now available on the DSP Research Tracker (https://uiris.uiowa.edu/combined_log/main/view). The project view presents a consolidated look at an entire research project and the items that are associated with it, such as out-going sub-awards, non-monetary agreements, budgetary increments, and information on human and animal protocols.

Research Administrator Meeting
Friday, April 24, 2015
W128 Chemistry Building
10am – Noon
http://classrooms.uiowa.edu/classrooms.aspx?room=CB-W128

Agenda:

The next Research Administrator Meeting is scheduled for:

April 24, 2015
Chemistry Building
CB W128
10am – Noon

http://classrooms.uiowa.edu/classrooms.aspx?room=CB-W128

The proposed FY16 fringe benefit rates (http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates) have been updated on the Accounting & Financial Reporting website.  These rates will not be considered final until they are negotiated and approved by our cognizant federal agency this spring.  As such, final & approved FY16 rates may vary from what is currently published on the website.  You will be notified once the FY16 rates are approved & final. 

We’re pleased to announce the launch of DSP’s new research Tracking Log at: https://uiris.uiowa.edu/combined_log/main/view. This tool combines data on routing forms, grants, contracts, and out-going sub-awards into one place and shows researchers and research administrators information not currently available in existing UI systems. Some of the features of the Tracking Log include:

Uniform administrative requirements, cost principles, and Audit Requirements for federal awards (2 CFR 200)

On December 26, 2013, the Council on Financial Assistance Reform (COFAR) released new guidance which we will refer to here as Uniform Guidance.  As an overview, the new guidance:

The next Research Administrator Meeting is scheduled for:

December 12, 2014
Iowa Memorial Union
Illinois Room 348
10am - Noon

Once annually the Office of the Vice President for Research & Economic Development hosts Research@Iowa Orientation for new faculty and administrators.  The next Research@Iowa Orientation is scheduled on Wednesday, September 10, 8:30-10:30am in 2520D UCC.

Grant Accounting has added a new Invoicing/Accounts Receivable for Externally Sponsored Grants and Contracts Policy and Procedure statement to its website.   The policy includes the following:

Research Administrator Meeting
Wednesday, May 14, 2014
Illinois Room, IMU (348)
10am – Noon

Agenda:

• Demo of PHS Subrecipient FCOI changes to Proposal Routing Form (Jose Jimenez)
• DSP Staffing Updates (Wendy Beaver)
• DSP Grant Updates (Lynn Hudachek)
• GAO Updates (Audra Haddy)
• New OMB Uniform Guidance (Audra Haddy)
• Improvements to Award Close Out Process (Audra Haddy)
• Policy & Procedure for Invoicing/Accounts Receivable (Audra Haddy)

The next Research Administrator Meeting is scheduled for:

May 14, 2014
Iowa Memorial Union
Illinois Room 348
10am - Noon

The Research Subject Compensation Policy has been updated.  Previously, the policy required collection of Social Security Numbers for any compensation to human research subjects greater than $25.00.  The new policy increases this amount to $75.00 and requires the collection of Social Security Numbers using a new form called the Research Participant/Substitute W-9 form.  Please see the updated policy and procedure statement for specific information: http://g

The Research Administrator Meeting Presentations for December 10, 2013 have been posted.  You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-meetings-ram.

The Research Administrator Meeting Presentations for April 23, 2013 have been posted.  You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-meetings-ram.

Grant Accounting is excited to announce that we have a new website! You can find the link to it on the A-Z Index from the UI home page or by clicking here http://gao.fo.uiowa.edu/.

You will notice a new look and feel when you arrive at the site.  The overall layout and functionality of the site has been improved to better serve you, with a Site Map and quick links to other departments within the Controller’s office. You will also find some new content including information on managing gifts accounts.

What:  Demonstration and discussion for UI faculty and staff involved in routing contracts for signature through the Division of Sponsored Programs. 

When:  Tuesday, January 15   /  11:00 AM – Noon

Where:  Iowa Memorial Union  /  Room 345 - Northwestern

Instructors: Suzanne Doershuk and Angi Roemerman

Maximum Enrollment: 40

Due to a processing error July budget entries did not post along with their allocations.  This error will be corrected in August accounting.