AMERICAN RECOVERY & REINVESTMENT ACT (ARRA)
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Transcript AMERICAN RECOVERY & REINVESTMENT ACT (ARRA)
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:
Lynette Arias
Director – Office of Sponsored Programs
Tami Sadusky
Executive 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
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American Recovery and Reinvestment Act (ARRA)
Compliance
Jeff Cheek*
Lynne Chronister
Karen Moe
Ted Mordhorst
Nona Phillips
Jude Van Buren
COORDINATORS
Lynne Chronister Tami Sadusky
CORE TEAM
Lynne Chronister
Jeff Follman
Jessie Garcia
Joe Kittleson
Jim Kresl
Tami Sadusky
Economic Impact
William Beyers
Lynne Chronister
Fred Holt
Mary Lidstrom*
Gary Quarfoth
Non-Research
Funding
Chiaka Amadi
Amy Floit
Jeff Follman*
Eric Hausman
Jim Kresl
HR Work Group
Jessie Garcia*
Joe Kittleson
Shirley Runkel
Internal
Communications
Web/MRAM/
FCR/RAB
Lynne Chronister*
Jeff Follman
Jessie Garcia
Jim Kresl
Catherine O’Donnell
Bob Roseth
Tami Sadusky*
Updated
7/17/2015
Key=*Team
lead
ORIS Work
Group
Rick Fenger
Rachel Gatlin
Jim Kresl*
Jason Myers
Chris Naslund
TBD-Financial
Mgmt.
Internal Audit
Zenaida
Shattuck
GCA Work Group
Brian Baldwin
Janet Bissonette
Tami Sadusky*
Al Larsen
Cissy Liu
OSP Work Group
Mike Blackwell
Marnie Chinn
Lynne Chronister*
Carol Rhodes
Risk Mgmt
Andrew
Faris
Sponsors
Ann Anderson
Sue Camber
Jeff Cheek
Randy Hodgins
Mary Lidstrom
GCA ARRA Team
Janet Bissonette*
Cecilia Pittman
Donna Parks
Sal Russo
Katherine Sidener
Dick Simmons
Suprimo Manabat
External
Communications
On Point
Randy Hodgins-June/July
Bob Roseth--Aug >
Technical Systems
Work Group
Brian Baldwin
Alex Belov
Marnie Chinn*
Rachel Gatlin*
Vina Lorenzo
Jason Myers
ORIS Data Analyst
Project Manager
Campus Advisory
Lynne Chronister*
Ron Boerger
Kathy Bracy
Elroy Carlson
Monica Fawthrop
Mary Heusner
Christene James
Barb Lovseth
Catherine O’Donnell
Vicky Palm
Tami Sadusky*
Brian Tyl
Reporting Team
Brian Baldwin
Mike Blackwell
Marnie Chinn
Bill Christensen
Lynne Chronister*
Mark Conley
Jeff Follman
Jessie Garcia
Rachel Gatlin
Dennis Gawlik
Joe Kittleson
Jim Kresl
Jason Myers
Bobbie Olin
Hoang Ong
Carol Rhodes
Tami Sadusky*
Cissy Liu
GCA ARRA Team
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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
designated
Reporting 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)
PI Reporting Deadline:
Subawardee Reporting Deadline:
Thursday, December 19, 2013
Friday, January 3, 2014
Timeline:
Reporting Web Site Opens
Monday, November 18, 2013
First email notification (PI)
Monday, November 18, 2013
First email notification (Subawardees)
Monday, December 13, 2013
Reminder PI email notification
Wednesday, December 4, 2013
Team ARRA contacts PI*
Monday, December 16, 2013
nd
2 email reminder to non-reported Subawardees Friday, December 27, 2013
PI Reporting deadline
Thursday, December 19, 2013
PI Webform closes (11:59:59 pm)
Thursday, December 19, 2013
Email to Admin / Dean’s Rep*
Friday, December 20, 2013
Missed Deadline Email Sent**
Friday, December 20, 2013
nd
Calls to non—reported 2 tier Subawardees
Thursday, January 2, 2014
Calls to non-reported Subawardees
Friday, January 3, 2014
Subawardee’s webform closes (11:59:59 pm)
Friday, January 3, 2014
ARRA grants shut down***
Wednesday, January 8, 2014
Federal Data Validation Starts
Wednesday, January 8, 2014
Report Submission
Friday, January 10, 2014
*This is sent to Non-Reporters ONLY
** Email sent to PI, College Admin / Dean’s Rep / Mani Soma, Associate Vice Provost for Research
*** As directed by Mani Soma, Associate Vice Provost for Research
Check http://www.washington.edu/research/gca/recovery/ for future
reporting deadlines
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http://www.recovery.gov/Pages/home.aspx
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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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More Details….
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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 Projects
Non-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
Hannah Coach– 206.685.4017
Katherine Sidener – 206.616.7664
UW ARRA web site:
http://www.washington.edu/research/gca/recovery/
Office of Sponsored Programs (OSP) Assistance
Kimberly Littlefield – 206.543.1870
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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