Advisory Council for Research Administration Meeting Updates
The Advisory Council for Research Administration meeting on 11/29/21 discussed various topics including central updates, financial deadlines, child care allowance, and the vaccine mandate. Key points covered collaborations, deadlines due to intersession breaks, child care funding details, and COVID-19 workplace safety requirements for federal contractors.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
Advisory Council for Research Administration 11/29/21 Monday 2:00pm 4:00pm Zoom Meeting 1
WELCOME 2
Agenda Central and Community Updates Open Positions Dashboard --- Meghan Chiasson and Kelly Lockard, Continuous Improvement and Data Analytics (CIDA) BU and BMC Collaborations Internal BU Cross-Collaborations (Brainstorm Session) January Topics 3
Central Updates Deadlines due to Intersession Breaks Proposals Invoices Financial Reports Due Dates: Monday, December 13th Reminder: Intersession starts 5pm Tuesday, December 21st--- Office will be closed through Friday, December 31st 5
Child Care Allowance https://grants.nih.gov/grants/guide/notice-files/NOT-OD-21-074.html (Individual Fellows) $2,500 per year Request in new applications Request in RPPRs Request as Administrative Supplement https://grants.nih.gov/grants/guide/notice-files/NOT-OD-21-177.html (Institutional Training Awards) $2,500 per year, per trainee For active awards, NIH anticipates beginning to award the additional $2,500 in childcare costs per trainee slot at the time of the next continuation award starting in Fiscal Year 2022. New, Renewal, and Continuation Applications- Childcare costs will be provided, unless otherwise specified on the notice of award, based on the number of trainee slots awarded. No additional action is needed on the part of the applicant at the time of application to request these funds. Post Award Reimbursement through Concur Documentation must include proof of payment and proof that provider is licensed Blog Post will be coming out along with an FAQ before Intersession 6
Vaccine Mandate Executive Order 14042: COVID-19 Workplace Safety Requirements for Federal Contractors Applicable to all Federal Contracts May also be applicable to Cooperative agreements and OTAs (at the discretion of the sponsor) Flow down requirement to subcontractors Covered contractors must ensure that all covered contractor employees are fully vaccinated for COVID-19 no later than January 18, 2022 , unless the employee is legally entitled to an accommodation for religious or medical reasons. Compliance by individuals, including covered contractor employees and visitors, with the then- current CDC guidance related to masking and physical distancing while in covered contractor workplaces. 7
Grant vs Gift Checklist Development, IE, SP, and Jen Marron are working on revisions to the Grant vs. Gift checklist to help clarify the determination of award type. Also working on process flow for proposals for corporate foundation and industry sponsored projects. 8
Community Updates/News: Developing Research Staffing changes Job Postings Promotions News Upcoming changes In the horizon 9
Job Postings GRANTS GRANT ADMINISTRATOR,ENG Electrical & Computer Engineering CONTRACT SPECIALIST, Sponsored Programs ADMINISTRATOR,Wheelock College of Education and Human Development Tracking Code: 9357 Contact: Diane Baldwin Dbaldwin@bu.edu Tracking Code: 2894 Contact: Karen Hennessey khenness@bu.edu Tracking Code: 4071 Contact: Stephanie Curenton- Jolly Curenton@bu.edu TRANSLATIONAL RESEARCH GRANT ADMIN.,SDM Associate Dean of Research GRANT MANAGER, School of Medicine, Framingham Heart Study RESEARCH CONTRACT ANALYST, University Research Tracking Code: 2404 Contact: William Segarra Segarra@bu.edu Tracking Code: 7084 Contact: Barbara Pyke Bpyke@bu.edu Tracking Code: 0642 Contact: Nicholas Dipersio dipersio@bu.edu 10
Job Postings DIRECTOR, GRANTS & FINANCE SHARED SERVICES, Sponsored Programs Sponsored Programs Sponsored Programs DIRECTOR, GRANTS & FINANCE SHARED SERVICES, FINANCE SHARED SERVICES, DIRECTOR, GRANTS & GRANTS & FINANCE ADMINISTRATOR, Sponsored Programs ANALYST, GRANTS, College of Arts & Sciences, Math & Statistics Tracking Code: 5296 Contact: Katelyn Daley Kdaley@bu.edu Tracking Code: 4723 Contact: Diane Balwin Contact: Diane Baldwin Tracking Code: 4723 Tracking Code: 4723 Contact: Diane Balwin Dbaldwin@bu.edu Dbaldwin@bu.edu Dbaldwin@bu.edu Tracking Code: 4630 Contact: Diane Baldwin Dbaldwin@bu.edu GRANTS ADMINISTRATOR III, School of Medicine, Department of Medicine SENIOR MANAGING RESEARCH ADMINISTRATOR, Sponsored Programs GRANTS AND FINANCE ADMINISTRATOR, Sponsored Programs Tracking Code:6764 Contact: Rachelle Joseph rajoseph@bu.edu Tracking Code: 0895 Contact: Diane Baldwin Dbaldwin@bu.edu Tracking Code: 1582 Contact: Diane Baldwin Dbaldwin@bu.edu 11
Job Postings DIRECTOR, INDUSTRY ENGAGEMENT, ENGINEERING & PHYSICAL SCIENCES, University Research Tracking Code: 3539 Contact: Linda Martin Lmartin@bu.edu 12
Dashboard Megan Chiasson and Kelly Lockard 13
BU and BMC Collaborations Boston University (BU) and Boston Medical Center (BMC) are two distinct and separate organizations Different DUNS# Different EIN/Tax IDs Different negotiated F&A and Fringe rates Different Annual Audits Different Proposal and Accounting Systems But what makes the relationship between BU and BMC unique is that the BU Medical Center campus and BMC facilities are in close proximity to each other and BMC investigators also have BU appointments. 15
BUMC PI Lookup The first step in determining whether a proposal should go through BU or BMC is to lookup the PI in the BUMC PI lookup https://www.bumc.bu.edu/ohra/look-up-an-investigators-home-institution/ 16
BUMC PI Lookup https://www.bumc.bu.edu/ohra/look-up-an-investigators-home-institution/ Requires Kerberos login to access. BMC uses a static download from this lookup. Replaces the previous space matrix Managed by Diana Lehman at the School of Medicine If your investigator is not listed here or if you feel the information is incorrect, contact Diana Lehman (dlehman@bu.edu) If your investigator has both BU and BMC listed, contact Diana Lehman to confirm appropriate institution The BU Sponsored Programs and BMC Research Operations offices can not make the determination of which institution an application should go through if it is not clear in the lookup. For Fellows, Residents and Medical Students, please follow the Mentors institution. Some exceptions may apply. 17
When is a subcontract needed between BU/BMC? When BU and BMC investigators (as defined per the BUMC PI lookup) are dedicating effort to the project regardless of the lead institution When there will be work done using BMC and BU space Purchasing of supplies, equipment, other non-salary expenditures at BU or BMC must be done through appropriate institution When you have support staff being budgeted and doing work at BU or BMC BU and BMC cannot have the same PI on prime and sub grants except in rare circumstances after award 18
Salary Exchange Process BU Faculty on BMC Grants BMC Research Information Systems (RIS) contacts BU Sponsored Programs for a corresponding 994xxxxxxx Internal Order Number BMC gives the following to BU for set up: BMC Activity / Accounting Unit Number BU Grant / Internal Order Number PI Name Federal or Non-Federal Project Start and End Date BU Sponsored Programs gives the corresponding 994 number to the BMC BMC RIS 19
Salary Exchange Process contd BU Faculty on BMC Grants, Cont d BMC RIS sends notification with the 994 number to the BMC Dept Admin Within SAP HCM Forms, the 994 account is used to charge salary like any 950 or 955 number Monthly, the BU Payroll Department sends a monthly file that includes salary and fringe detail along with the invoice to BMC Finance BMC Finance uploads BU salary and fringe expenditures to their financial system where ultimately the charge will show up on BMC Reports; BMC pays the invoice Ideally, within the BU system, 994 accounts should be closed when the BMC Grant is closed 20
Salary Exchange Process contd BU Faculty on BMC Grants, cont d Questions: Fringe is charged incorrectly? BU Sponsored Programs will only change fringe if the BMC Research Operations Office approves; Departments can request a change but it will not be completed without Central approval PARs? 994xxxxxxx accounts show up on PARs. PARs should be completed just like all other BU-only PARs. Faculty should sign their own PAR and ensure any and all cost share, including over the cap cost share is listed. PARs with 994 activity should be returned to effort@bu.edu and bmc-pars@bmc.org 21
Salary Exchange Process contd How do we pay BMC employees (salary cost only) from BU Complete BMC cost center request form Bill out cost center is created and mapped via BU IO number 22
Use of BMC infrastructure/Clinical Trials When do we loop in BMC when clinical trial or BMC infrastructure is being used/checked off on PSF? Research space needs (new or renovations) Major IT commitment Reach out to BMC Clinical Trial Office mailbox at CTO@bmc.org Contact BMC Investigators Study Team Coordinator and Dept. Administrator 23
Consulting between BU and BMC BU Faculty/Investigators cannot be paid consultants on BU grants BMC Investigators cannot be paid consultants on BMC grants BU Faculty can consult on BMC grants as an independent consultant These agreements are outside of BU and will not be invoiced through the BU Financial System, SAP The BU Faculty Member should invoice BMC directly using their own invoice template No money will flow through BU s books 24
Use of Cores --- BU Cores BU Cores are available for use for all Faculty, both BU and BMC BMC Faculty should do one of the following: For Instrument Based Cores: Use the BUMC Core Scheduling System (to be replaced with I- Labs in December) For Project Based Cores: Direct contact with the Service Center (use of PO s) Animal Science Center: AOPS System (new Animal Science Center system) Genetics Core (Lindsay Farrer): This Core is on Evans Medical Foundation Books so EMF invoices both BMC and BU. Once the service was completed, the BU Core would send an invoice to BMC for payment The BU Core would receive the revenue and the BMC Grant would show the Core charge on their BMC Reports All BU Cores are on the Fee Model, including the BEDAC; there should be no more direct salary charges 25
Use of Cores --- BEDAC Complete Proposal Request Form (BEDAC website) or email BEDACprp@bu.edu Business Development initial meeting within 3-5 business days Proposal materials/timelines developed in partnership and in compliance with the Office of Sponsored Programs and Industry Engagement Upon notification of award, the SOW, budget, other proposal materials and timelines will be reviewed New awards will begin 30-45 days post notification of award On-going awards will require annual review of SOW and budget 26
Use of Cores --- BMC Cores BMC/BU COVID-19 Biorepository Sample Requests BMC Laboratory and Biorepository Research Services Core LABS Core - all inquiries can be directed to LABS_Core@bmc.org Reach out for consult at proposal stage to know what the associated fees are to include in budget. Requires lead time. 27
Questions/Discussion? Internal Conversations are ongoing if there may be circumstances when a subcontract might not be required between BU and BMC. Question for DAs- If there is no subcontract, how is the other support handled knowing the effort for both institutions is included on the PARs. 28
Internal BU Cross Collaboration Brainstorm 29
BU Cross Collaboration January Topic What areas of concern do you want addressed or clarified? 30
January 2022 Meeting Planning Winter Book Club Anxious People by Fredrik Backman BU | BMC Cross Collaboration Update Internal BU Cross Collaboration Update Any other Topics? 31
Closing/Central Links Minutes and slides from today s meeting will be posted on the ACRA webpage ACRA Research Administration page https://www.bu.edu/researchsupport/administration/committees/research- administration-advisory-council/ ACRA email: acra@bu.edu (to email the central office mailbox for ACRA) ACRA Group vpr-advisory-council-RA@bu.edu (to email the entire group) COVID-19 updates for Research LinkedIn ACRA https://www.linkedin.com/groups/12320374/ 32
QUESTIONS 33
