Accounting & Financial Reporting (AFR) distributed the following email announcing the addition of the Research Subject Compensation workflow form. This replaces the paper version of the form that was used previously to request approval for research subject cash handling procedures when cash or cash equivalents were to be distributed to research subjects. Please see below for additional information regarding the form.
Announcements
2018
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.
Registration is now open for the NCURA Region IV Spring Conference in Des Moines
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The next Research Administrator Meeting is scheduled for:
May 17, 2018
Iowa Memorial Union
Illinois Room 348
10:00am – 12:00pm
The final approved FY19 fringe benefits rates (http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates) have been updated on the Accounting & Financial Reporting website. The published rates for FY20 & beyond are projected rates which are subject to change.
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 Research Administrator Meeting Presentations for January 23, 2018 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, January 23, 2018
10:00-12:00
Illinois Room (348), IMU
Agenda:
2017
The proposed FY19 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 FY19 rates may vary fro
The next Research Administrator Meeting is scheduled for:
January 23, 2018
Iowa Memorial Union
Illinois Room 348
10:00am – 12:00pm
Iowa Social Science Research Center, Grant Development Manager
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.
Research Administrator Meeting
Monday, May 22, 2017
2:00-4:00
Iowa Theater (166), IMU
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 next Research Administrator Meeting is scheduled for:
May 22, 2017
Iowa Memorial Union
Iowa Theater – 166
2:00pm – 4:00pm
As detailed in NOT-OD-17-002, recipients of Kirschstein-NRSA institutional training grant and individual fellowship awards supporting currently active postdoctoral trainees or fellows with 0, 1, or 2 years of experience as of December 1, 2016, will receive increased stipends.
2016
The Research Subject Compensation Payment policy has been revised.
Effective January 1, 2017, research subjects must be compensated with a University check and complete a Substitute W-9/Substitute W-8BEN if any one of the following apply:
The Research Administrator Meeting Presentations for December 7, 2016 have been posted. You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-meetings-ram.
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:
Research Administrator Meeting
Wednesday, December 7, 2016
Illinois Room (348), IMU
10am – Noon
Agenda:
- GAO Announcements
- Overview of Upcoming Changes to Research Subject Payment Policy
- Review Quick Reference Guide
- New Guidance – NRSA Training/Fellowship Awards
- DSP Announcements
- NIH & NSF Updates
- Outgoing Subawards
- Export Control
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 next Research Administrator Meeting is scheduled for:
December 07, 2016
Iowa Memorial Union
Illinois Room 348
10am - Noon
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.
Grant Accounting has revised the guidance for charging clerical and administrative salaries to sponsored projects (funds 500/510). As a reminder, clerical and administrative salaries are normally considered indirect (F&A) costs and are not allowed as direct charges to sponsored projects.
To be allowed, all of the following apply:
The Grant Accounting Office will be moving to a new location on Thursday, June 23rd. 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 24th.
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.
From: Weaver, Michael L On Behalf Of Gipson, Heather J
Sent: Thursday, June 02, 2016 10:53 AM
Cc: Gipson, Heather J <heather-gipson@uiowa.edu>; Countryman, Michele L <michele-countryman@uiowa.edu>; Institutional Review Board <irb@uiowa.edu>
Subject: Revised IRB Fee for FY17 Industry-Sponsored Research
Dear Colleagues:
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.
New guidance has been developed to encourage consistent tracking of budgets and expenditures for Co-Investigators.
When a portion of project funding is specifically identified with a Co-Investigator and that funding is more than just support of their salary, a unique WhoKey subcomponent should be established to separately track the applicable budget and expenditures. If the Co-Investigator resides in a different unit than the Principal Investigator, the WhoKey should also be established with the Co-Investigator’s organizational unit and department/subdepartment number.
Research Administrator Meeting
Tuesday, May 10, 2016
Illinois Room (348), IMU
10am – Noon
Agenda:
- DSP Announcements
- Sponsor & Policy Updates
- GAO Announcements
- Tracking Co-Investigator Budget/Expenditures
- Payments to Research Subjects
- General Costing Considerations & Preparing for Close-Out
The Corporate/Industry Sponsored Clinical Trial Policy Statement has been updated. The policy remains consistent with previous versions, except for a change to the F&A rate. The current required F&A rate of 25% of total direct costs will increase to 26% of total direct costs effective July 1, 2016. The revised policy can be found here: http://gao.fo.uiowa.edu/corporate-and-industry-sponsored-projects-policy-statement-0
The next Research Administrator Meeting is scheduled for:
May 10, 2016
Iowa Memorial Union
Illinois Room 348
10am - Noon
The final approved FY17 fringe benefits rates (http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates) have been updated on the Accounting & Financial Reporting website. The published rates for FY18 & beyond are projected rates which are subject to change.
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.
The proposed FY17 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 FY17 rates may vary from what is currently published on the website. You will be notified once the FY17 rates are approv
2015
The Research Administrator Meeting Presentations for December 11, 2015 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
Friday, December 11, 2015
Illinois Room (348), IMU
10am – Noon
Agenda:
- TIER Overview Presentation (Tier Leadership Group)
- GAO Announcements (Audra Haddy)
- Uniform Guidance – Costing Issues (Audra Haddy)
- DSP Announcements (Jennifer Lassner)
- Agency Updates (Lynn Hudachek)
- eRA Update (Nate Cook)
The next Research Administrator Meeting is scheduled for:
December 11, 2015
Iowa Memorial Union
Illinois Room 348
10am - Noon
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:
There has been a location change for the Universal Closeout Workbook Informational Session scheduled for Friday, May 8, 2015, 10:00-11:00. The session will now be located in 1117 University Capitol Centre (UCC).
From: Grant Accounting Office - Grant Administrative Information On Behalf Of Haddy, Audra W W
Sent: Thursday, April 23, 2015 12:34 PM
To: GAO-GRANT-ADMIN-INFO@LIST.UIOWA.EDU
Subject: New GAO Universal Closeout Workbook
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.
The Research Administrator Meeting Presentations for April 24, 2015 have been posted. You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-m....
Beginning May 1, 2015, Grant Accounting will be utilizing a new procedure during the closeout of externally sponsored awards. The new procedure includes the use of a standard Microsoft Excel workbook, called the Universal Closeout Workbook. Grant Accounting will identify issues or questions that must be resolved in order to proceed with the closeout of an award within this Universal Closeout Workbook and email it to the Department. Departments will provide their answers and input within the Universal Closeout Workbook and email it back to Grant Accounting. In the end, the workbook will
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
The FY 2016 fringe benefits rates are approved, final and published at http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates. Please see the section titled “Approved Rates for FY16”, which will go into effect on July 1, 2015.
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.
MEMORANDUM
TO: GAO-GRANT-ADMIN-INFO@LIST.UIOWA.EDU
FROM: Jennifer Lassner, Asst. Vice President for Research
Audra Haddy, Assoc. Controller and Director, Grant Accounting
RE: New Facility & Administrative (F&A) Rate Agreement
DATE: January 21, 2015
2014
The Research Administrator Meeting Presentations for December 12, 2014 have been posted. You can find them on the GAO website http://gao.fo.uiowa.edu/trainings-and-resources/research-administrator-meetings-ram.
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:
The next Research Administrator Meeting is scheduled for:
December 12, 2014
Iowa Memorial Union
Illinois Room 348
10am - Noon
Agenda:
- UI Confidential Hotline - Todd Stewart & Terry Johnson
- Grant Accounting Updates - Audra Haddy
- Uniform Guidance - Audra Haddy
- Universal Closeout Workbook - Sue Lampe
- Sponsored Programs Announcements and Updates – Jennifer Lassner
- Export Control Training - Grainne Martin
- SciENcv - Oliva Smith
- DSP Tracker - Nathan Cook
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 October Institutional Data User Group (IDUG) session is focused on pre-award and research data and may be of interest to Research Administrators. See details below.
From: Ulin, Brenda L
Sent: Thursday, September 25, 2014 7:29 AM
To: 'Ulin, Brenda L'
Cc: 'Noel, Michael P (mike-noel@uiowa.edu)'
Subject: FW: IDUG October Session
Please plan to attend the October Session of IDUG (Institutional Data Users Group) on Wednesday, October 8th, in the Old Capital Centre at UC2520D.
A new feature has been added to the Grant Report Ad-Hoc Search available through Employee Self Service/Electronic Reports (EFR). Two new fields, Org and Dept-Sdept, were added to allow easy access to all the Grant Reports for an entire Department and/or Department/Subdepartment. Previously the Ad-Hoc Search could only be used to search on Grant or Grant/BRF.
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.
As a reminder, it is University policy to charge the maximum, federally negotiated F&A cost rate on all sponsored projects whenever possible. This policy also applies to any rebudgeting that must occur on a project. For additional information, see the Grant Accounting Office website, Managing Grants & Contracts/Facilities & Administrative Costs: http://gao.fo.uiowa.edu/managing-grants-contracts/facilities-administrative-costs
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:
The Research Administrator Meeting Presentations for May 14, 2014 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
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 FY 2015 fringe benefits rates are approved, final and published at http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates. Please see the section titled “Approved Rates for FY15”, which will go into effect on July 1, 2014.
The next Research Administrator Meeting is scheduled for:
May 14, 2014
Iowa Memorial Union
Illinois Room 348
10am - Noon
The Consolidated Appropriations Act, 2014, (H.R.
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 Division of Sponsored Programs (DSP) is conducting a search for a Sponsored Research Coordinator. The announcement and duties are posted on the JOBS@UIowa site. Please see the following link: https://jobs.uiowa.edu/pands/view/63834.
If you know of individuals that would be interested in this position, please pass along the posted link.
Thank you.
Paul Below
Associate Director
Division of Sponsored Programs
The University of Iowa
2 Gilmore Hall
Iowa City, IA 52242
Grant Accounting is pleased to announce some exciting new enhancements to the electronic Grant Reports that are available through Employee Self Service/Electronic Financial Reports (EFR).
The enhancements include:
2013
The Accounting & Financial Reporting website has been updated with the proposed FY15 fringe benefit charge rates (http://afr.fo.uiowa.edu/fringe-benefit-accounting/currentprojected-fringe-benefit-rates ). The rates will not be considered final until they are negotiated with our cognizant federal agency this spring. As such, final/approved FY15 rates may vary from what is currently published on the website. Fringe rates for FY16 & beyond are estimated rates which a
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 next Research Administrator Meeting is scheduled for:
December 10, 2013
Iowa Memorial Union
Illinois Room 348
10am - Noon
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.
The FY 2014 fringe benefits rates are approved & final. The following rates will go into effect on July 1, 2013:
Good Morning,
I’m pleased to inform you of the release of our new Controller’s Office website at http://controller.fo.uiowa.edu/. We hope that you enjoy the fresh new look and will find it to be a valuable resource for finding important information related to internal controls, policies, training, etc. Please note that the new Controller’s website incorporates the Budget Officer’s & Financial Sub-certification sites. In summary, you will find the following information published on the website:
Research Administrator Meeting
Tuesday, April 23, 2013
10:00-12:00
Nebraska Room, IMU
Agenda:
- UI policies impacting sponsored projects, Grainne Martin (30 minutes)
- PI portal updates, Jose Jimenez (15 minutes)
- Public Access, Oliva Smith (15 minutes)
- Universal Workflow Project – Demo of Inbox, Mike Kaplan and Sam Schrup (20 minutes)
- Lean Process, Richard See (20 minutes)
- Updates from Grant Accounting, Audra Haddy (15 minutes)
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.
MEMORANDUM
TO: Research Administrator Listserv
FROM: Daniel Reed, Vice President for Research and Economic Development
Doug True, Senior Vice President for Finance and Operations
RE: Distinguished Research Administrator and Research Professional Awards
DATE: February 20, 2013
The Office of the Vice President for Research and the Office of the Senior Vice President for Finance and Operations are pleased to announce two new awards to recognize research staff at The University of Iowa.
The next Research Administrator meeting is scheduled for Tuesday, April 23, 2013.
Starting on Monday, January 14th, electronic versions of the grant financial reports will be available through Employee Self Service/Electronic Financial Reports (EFR). The availability of the reports in the EFR Grant Report inbox will be based on various roles that have been established. An email notification will be distributed next week to all individuals with an established role alerting them to the availability of these reports.
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
Research Administrators,
Due to a severe water leak, Grant Accounting staff who were located in B5 Jessup Hall have been temporarily displaced. As we are working to relocate and then recover the area, staff may not always have regular access to work phones and computers which may result in delays in reaching staff. We appreciate your patience during this time.
If you have any questions, please let me know.
Audra Haddy
Associate Controller & Director, Grant Accounting
The University of Iowa
4L Jessup Hall
Phone: (319)335-0827
Fax: (319)335-0674
2012
Information regarding the Research Administrator Meetings is now available.
The next Research Administrator meeting is scheduled for Tuesday, November 27, 2012 from 10:00-12:00 in the Illinois Room, 348 IMU.
The Division of Sponsored Programs (DSP) and the Grant Accounting Office (GAO) invite you to view a video workshop presented by the National Council of University Research Administrators (NCURA) entitled “It Takes a Village to Manage Awards: Post-Award Issues for Pre-Award Research Administrators & Departmental Administrators”.
Due to a processing error July budget entries did not post along with their allocations. This error will be corrected in August accounting.
Effective with the July, 2012 (Period 1, FY13) grant financial statements (FMS, SGRE, TDS), you will find changes and additions to the current budget category codes.