How many of your grants are pending closeout? Do you know which of your PIs have progress reports coming due? Have you ever been completely surprised by the issuance of a NoGA? You just may save yourself some frustration with the help of Commons Quick Queries.
Commons Quick Queries helps you to identify –
- Grants Pending Closeout: Returns a list of NIH grants due for closeout for the over the last number of days selected (you will need Wayne State’s complete complete IPF number: 9110501). This list will not include NIH fellowships. This report does, however, include no-cost extensions, and the date all final reports are due in compliance with the NIH Grants Policy Statement.
- Commons Registered Organizations: Returns a list of all organizations registered in the eRA Commons (this can be helpful for subcontracting and patterning purposes).
- Progress Report Search by IPF Number: Returns a list of progress reports that are due within the next 4 months for a selected grantee institution. To find an institution, you must enter the complete IPF number (Wayne State’s is 9110501; note that any record showing as “Yes” to SNAP is actually due on the 15th of the month instead of the 1st as shown in the query results). Notably NOT included: progress reports for Multi-year Funded awards (MYF), which are always due on or before the anniversary of the budget/project period start date of the award and are uploaded as a PDF through the eRA Commons.
- IPF Number Search: Returns a list of grantee institutions based on a name search (again, helpful for partnering institutions, or if you are a sub on a project that will need a progress report from your portion).
- Issued Notice of (Grant) Award: Returns a list of all NoGAs issued in the over the last number of days selected (up to 90), based on the IPF.
These tools will help you stay on top of your (or your department’s) upcoming obligations to the NIH. If you have any questions about what to do with the information you find, we’re here to help!
Consider this post a virtual toast to the NIH for agreeing to cover more of your salary! In case you missed it last week, the NIH salary cap has been raised from $181,500 to $183,300. This means that all proposals going out after January 11, 2015 should use the $183,300 cap, and all internal cost sharing should be calculated using this number as well. Remember, NIH competing grant awards with salary levels below the new cap(s) that are issued on or after the January 11, 2015 effective date, are allowed to reflect adjustments to the current and all future years; that is, you may rebudget to accommodate the current Executive Level II salary level and contractors may charge at the higher level. Keep in mind, however, that your award amount will not increase and total estimated cost of the contract will not be modified. For more information on applicability of the salary cap, see NOT-OD-15-049.
As always, if your investigator is over the salary cap, his or her department must absorb the difference. Cost sharing must be requested and documented before the application is submitted, and the cost share form can be found here. Here’s a calculation refresher for a PI with 10% effort and a $200,000 base salary:
[Non-Allowable Salary in a Year] = ( [Investigator Institutional Base] x [Investigator Project Effort] ) – ( [NIH Salary Cap] x [Investigator Project Effort] )
[Non-Allowable Salary in a Year] = ($200,000 x 10%) – ($183,300 x 10%)
And of course, don’t forget the fringes:
[Salary Cost Shared] x [Applicable Fringe Rate] = [Fringes Cost Shared]
[$1,670] x [26.6%]
For further details on the magic of cost sharing, take a look at our previous post entitled “Pop a Cap in Your Salary“; you may also find this over-the-cap calculator helpful. If you need help with your calculations or figuring out which rates apply, drop us a line. Cheers!
Welcome back, SOM! As we begin 2015, many of the federal administrative changes that you’ve been reading about are now officially in effect. You’ve heard and seen (ad nauseam) that the OMB Uniform Guidance is officially official as of December 26, 2014; but there other impending changes that you should note as well:
- December 4, 2014: Modification to identification of marked changes in resubmissions in effect [NOT-OD-15-030]
- January 11, 2015: The NIH salary cap is increased to $183,300 [Salary Cap Summary]
- January 25, 2015: New late submission policy is in effect [NOT-OD-15-039]
- January 25. 2015: Implementation of the new genomic data sharing policy begins [NOT-OD-15-027]
- End of January 2015 target: ASSIST will be an option for R03s and R21s [NOT-OD-15-044]
- On or after May 25, 2015: New biosketch formats will be required (though they are encouraged now; this was changed from the original January 25 deadline) [NOT-OD-15-032]
The October 1 fringe rate adjustment has been rolled back to the pre-October rates. That is, the 26.6% combination that was previously in place is now in place again, replacing the 21.4% combo that was temporarily in place. This will remain (we think) until October 1, 2015, when the rate will be revisited again. These rates have been in effect since November 17, so all proposals since that time period should use these rates (note that we are back to nine classes); any proposals that went out with the four-class rates will still be charged at the currently enacted rate, should they be funded.
Note that a BAO memo was released earlier this week, clarifying the steps taken to ensure rate adherence in the system. The re-updated values have been entered into Banner to identify the rates for each corresponding e-class, effective October 1, 2014. This update has been done and should be reflected with Pay Period 25, so be sure your personnel are aligned to match their new/old classes. Budget adjustments on affected indexes will also be enacted to make up for previous adjustments and reclassifications on the 4-class rate.
We know this can be confusing. We’re happy to help you sort things out if you’re not quite sure what you are seeing on your accounts. Give us a shout if you need us!
Many submissions have been initiated for the internal funding competitions sponsored by OVPR (Office of the Vice President for Research). If you haven’t already, take a look at the existing funding programs and see if they align with your needs!
When you’re applying, keep these two important points in mind:
- Look carefully at the instructions. It doesn’t jump out at you, but they do require that all applications be submitted as a single PDF file (uploaded into eProp, of course!)
- Your eProp completion date is NOT your submission date. When reviewing applications, OVPR considers the date of submission the day that the eProp has cleared the queue and made it to the OVPR approver. This means that all of your departmental approvals have to be obtained before the posted due date to be considered on time and eligible for consideration.
Most of the confusion experienced so far has stemmed from these procedural issues. Let us know if we can help with further clarification!
Now that we’re firmly planted in the month of December, it will help to keep in mind that many offices close for a period of time during the holidays; this can affect your application and submission schedule.
Our office (here in 1271 Scott Hall) will be closed on December 25, 2014 through January 2, 2015; we’ll be back on January 5, 2015. Many agencies have similar closures, so check with your program officers if you have progress reports due or other submissions that may require input. Remember that electronic submission procedures mean that materials are automatically time-stamped, whether there is personnel in the office or not! Most agencies follow the NIH policy: when a postmark/submission date falls on a weekend or Federal holiday, the application deadline is automatically extended to the next business day. If your award cycle has your progress report deadline set for January 1, for instance, you can wait to submit on January 2 as January 1 is recognized as a Federal holiday. But if your date is December 30, that deadline is hard and fast; even if there are no staffers in an agency office, that report will need to be in on December 30.
As long as you keep holiday schedules in mind when planning your resources and time commitments, December shouldn’t cramp your submission style. Be sure to check agency post-holiday deadlines so you can plan accordingly. NIH lists their standard due dates here, and the collection curated by the SOM Development Office (linked on our Current Research Opportunities page) also provides a deadlines. We’re here if you have any questions!
The issue of unused leave at retirement or termination has been a real eyebrow-raiser at the institutional level when it comes to the new Uniform Guidance. There was language added in the UG – which was NOT in the proposed guidance – regarding a cash basis of accounting, making unused leave payments allowable as an indirect cost. But salary and fringes have always been treated as direct costs; is this an inconsistency? Does this mean that other funding mechanisms are not? What are the implications if it is over the 26% cap? How does this affect accrual-based institutions (like Wayne State)?
Some suggestions have been made that include negotiating with the cognizant agency (in our case, DHHS) to put this benefit into the fringe rate, to be charged to all sources of funding. Is this legitimate? What do you think? Take a look at the video provided by NCURA, see if you recognize and of WSU’s policies in the discussion, and be on the lookout for changes as more clarity is provided on UG:
IRB Operations Manager Corey Zolondek recently released three new versions of institutional review board (IRB) forms to better reflect federal guidelines. For exempt review, both the Medical Exempt Protocol Summary form and the Behavioral/Social/Education Exempt Protocol Summary form are new versions, with questions rewritten to better indicate whether the proposed research meets the federal requirements for an exemption. For the appendices, Appendix C: Children as Research Participants has also been updated to include a request for a risk assessment for control/placebo groups with children; the form also more clearly presents federal requirements for research on wards. The use of these forms will be mandatory beginning January 15, 2015.
Though they still have October 2013 form dates, minor changes have been made to the following forms as well and it is strongly recommended that these versions are used; many questions have been rewritten to help investigators avoid common issues:
Medical/Behavioral Protocol Summary Form (Expedited and Full Board) | Expedited Medical/Behavioral Amendment Submission Form | Full Board Medical/Behavioral Amendment Submission Form | Appendix B: Internet Use in Research | Unexpected Problem Report Form
This is just a quick reminder to ensure that you are identifying the “Division” on your SF424 proposal packages as “Schools of Medicine”. This is the identifier category used when crediting the School of Medicine with award dollars, and any other unrecognized term will result in uncredited monies (thus dropping our rankings). “Schools of Medicine” is the recognized NIH “acceptable major component code.”
Stay tuned for more information in coming weeks about officially recognized department names!
November is quite a popular month for budget forecasting and cost projection among departments. Here are a few things to keep in mind when you’re doing your calculations:
- Remember, our fringe rates have changed! Gone are the days of 26.6%; we now have four rates that are divided in very different ways than they have been in the past. On sponsored projects, this is most often going to look like 21.4% for your faculty researchers and 33.0% for your non-faculty research personnel (research assistants, associates, etc.) There are, however, many different ways the rates will be applied! To make sure you are calculating your forecasts correctly, check the E-Class designation for each of your personnel and compare it to the current composite fringe benefit rates chart. Remember, just because it was awarded when the previous rates were in effect does not mean that the calculations stay the same for the life of the project.
- You don’t have to factor in termination payouts. If you have personnel on grants that you know will be retiring or leaving, there is a designated account for termination payouts so your project funds are not harshly impacted. for more information on this payout structure, contact SPA.
- Consider asking your PIs to do an inventory of their cages if they are working with animals. A per-cage charge may be inaccurately reflected in your projections if more or less cages are being used than originally anticipated at budget time.
- Tuition may not hit at the time of the grant. Make sure you account for future costs – such as tuition that is budgeted but not yet spent – that may not be projectable based on current/past expenditures.
For tips on calculations quasi-forensic forecasting, contact RAS anytime… we’ve all been here too!