Transcript Incentive Return Practice

Sponsored Programs
Grant Coordinator Meeting
May 19, 2011
Agenda
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NSF Data Management Plan Resources for Clemson
Researchers – Emily gore, Cooper Library / Digital Initiatives
F&A and Fringe Rate Agreement – Beverly Leeper,
Comptroller’s Office
What Constitutes Off-campus Rates – Beverly Leeper,
Comptroller’s Office
Procedure for Change in PI at Post-award Stage – Kristin
LaRoche, OSP
Proposal Processing Form: What it Takes to be Complete –
Kristin LaRoche, OSP
NSF Data Management Plan
Resources for Clemson
Researchers
- Emily Gore, Cooper Library / Digital Initiatives
Data Management Plans- NSF
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Library created webguide to help with data management plan
construction
http://clemson.libguides.com/datamanagement
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Requirement for NSF grants as of Jan 2011
Different programs within NSF have different data
management plan requirements
CCIT CITI group under the direction of Jill Gemmill has
worked on standard CCIT language to use in these plans and I
(Emily Gore – [email protected]) can help with other
questions regarding data management, including the potential
use of the Institutional Repository, currently under
development (late summer/early fall rollout)
Facilities & Administrative
and
Pooled Fringe Rates
and Off-campus Determination
-Beverly Leeper, Comptroller’s Office
-Refer to DHHS Rate Letter
What is a Facilities & Administrative Rate?
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The Facilities and Administrative (F&A) Rate is a generally accepted
method of allocating a fair share of institutional costs for sponsored
program research activities.
The F&A Rate, also referred to as an indirect cost rate, is a federally
negotiated and approved rate.
F&A costs are institutional or college level support costs not directly
charged to sponsored program grants or contracts.
F&A costs are classified in two categories:
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Facilities costs (depreciation, operation and maintenance of facilities, safety, security and
interest expense)
Administrative costs (federally capped at 26%)
Federal regulations (OMB Circular A-21) require that costs be applied
consistently within the university
What Constitutes an Off-Campus Rate?
• Section II of the Clemson University Rate Agreement
includes an off-campus definition:
For all activities performed in facilities not owned
by the institution and to which rent is directly
allocated to the project(s) the off-campus rate will
apply. Grants or contracts will not be subject to
more than one F&A cost rate. If more than 50%
of a project is performed off-campus, the offcampus rate will apply to the entire project.
On-Campus vs. Off-Campus Decision
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All projects, both on-campus and off-campus, should
include the administrative portion of the rate, currently
26%.
If the answer is “Yes” to any one of the following
questions, the sponsored project is considered on-campus
and should also include the “Facility” portion of the rate:
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Where is the research primarily conducted?
Is the property owned by Clemson University?
Does Clemson University pay rent?
Does Clemson University pay utilities for the space used?
Off-campus Decision Matrix
Scenario #1
Ownership
Y
Rent
Scenario #2
Scenario #3
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Y
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Y
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Pay Utilities
>50% of activity
is off-campus
Decision
Scenario #4
Y
On-campus
On-campus
On-campus
Off-campus
What is a Pooled Fringe Rate?
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A methodology of pooling employee fringe benefits by group,
with similar benefit types
o Nine-month academic
o Twelve-month
o Part-time and Temporary
o Student
A federally approved and generally accepted method of
pooling costs
Annually calculated and approved by the federal government
What is a Pooled Fringe Rate? (cont’d)
• Pooled fringe benefits include:
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Employer portion of Social Security
Unemployment tax
Insurance – health, dental, life
Retirement
Long-term disability
Worker’s compensation
Termination pay
Approved Rates
• Research rates: FY 11/12 – 48.5%
FY 12/13 – 49.5%
FY 13/14 & FY 14/15 – 50.0%
• Located at:
o Facilities and Administrative
http://www.clemson.edu/cfo/comptroller/documents/Signed_FA_Agreement_FY11_15
o Pooled Fringe Benefit Rates
http://www.clemson.edu/cfo/comptroller/rates/pooled-fringe
• Rate Agreement Attached
Procedure for Change in PI at
Post-award Stage
-Kristin LaRoche, MSW, Office of Sponsored Programs
-Refer to process chart handout in packet
When Will This Be Applicable?
• If a project is remaining at Clemson, but:
o The PI is leaving Clemson
o PI is retiring so no longer available to participate in the
project
o PI is reassigned to other duties and no longer available to
participate in the project
o PI illness or death
What Are The First Steps In the
Process?
• Department Administrator or PI notifies College
Grant Coordinator of needed change
• College Grant Coordinator will help facilitate
gathering of information needed for approval package
What is Included in the Approval Package?
• Completed proposal processing form signed by new
PI, Department Chair, and Dean
• Effective date of the PI change
• Memo for justification of the PI change with place for
CU-AOR (VPR or his designee in the Office of
Sponsored Programs) signature
• New PI’s CV
• Current and pending support of new PI
What Happens After the Approval Package
is Gathered?
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College Grant Coordinators e-mail respective OSP Grants
Administrator
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Subject line of e-mail:
PPN#, PI Change, Project # XXX-XXXXXXX
OSP obtains CU-AOR signature and uploads package to
InfoEd
OSP forwards the approved package to the respective
Sponsored Programs Accounting and Administration Fiscal
Manager
SPAA Fiscal Manager request approval from the sponsor
What Happens After Approval Has
Been Received From the Sponsor?
• SPAA Fiscal Manager will update the CUBS project
file and send Award Notification Modification to the
established contacts for the project
• OSP will upload the Award Notification Modification
to the Attachment Panel and update Personnel Panel
in InfoEd
Items to Remember
• VPR (or his designee in OSP) is the final university
approver and the AOR to formally request approval
from the sponsor for a change in PI for an existing
awarded project
• Discussions among the PI and a sponsor’s program
officer may occur
• Formal communication to the sponsor must be sent
from the VPR’s office
Proposal Processing Form: What
it Takes to be Complete
-Kristin LaRoche, MSW, Office of Sponsored Programs
-Refer to PPF handout in packet
Highlights of PPF, Page 1
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PI CUBS Assigned Department No., CU User Name/Employee ID No.
o Discussed at a previous meeting
Unit Number of Center/Institute to receive credit
o With Director Signature / Date
GAD Source
F&A Rate Comparison Information*
Program Code*
o Classification of Research, Public Service, or Instruction
Subclass*
o Ex. 207-USDA, 215-Federal via non-SC University
*Indicates items that we have seen commonly left off. Please make sure this section is completed before sending the proposal to OSP.
If you have a question on how to complete it, please call the assigned OSP GA to discuss.
Highlights of PPF, Page 2
• Yes/No Questions
o If the question asks for a copy of the policy, please make
sure the documentation is attached
o Especially important for F&A and cost sharing information
• Compliance Data
o Check the proposal to make sure the appropriate boxes are
checked
o If you have a question, contact the appropriate Research
Compliance contact to discuss