MRAM Monthly Research Administration Meeting
NOVEMBER 10, 2016
UW TOWER AUDITORIUM
TOPIC
PRESENTER
CONTACT
MIN
Procurement Services
Paper Reduction Committee
Bethany Staelens
Assistant to the Vice Provost, Continuum College
Grant & Contract Annual Report
Carol Rhodes
Director, Office of Sponsored Programs (OSP)
Kirsten DeFries
Director, Campus Services Grant and Contract Accounting (GCA)
Rick Fenger
Assistan Director of Decision Support Services (ORIS)
Changes to Financial Reporting at
Grant and Contract Accounting
Nathaniel Clark,
Grant Analyst, Grant & Contract Accounting
206 616-9995
[email protected]
5
Compliance Corner
Ted Mordhorst
Director Research Compliance & Operations, RAA
206 6168678
[email protected]
10
CORE
Ted Mordhorst
Director Research Compliance & Operations, RAA
206 6168678
[email protected]
5
206 685-6306
[email protected]
206-543-2139
[email protected]
JOIN US FOR OUR NEXT MEETING DECEMBER 8, 2016 UW TOWER AUDITORIUM
15
15
PAPER REDUCTION
PROGRAM
BETHANY STAELENS
UW PAPER REDUCTION COMMITTEE
GOVERNANCE
 Sponsored and advised by the Environmental Stewardship
Committee (ESC) – since 2004.
 Supported by the UW Sustainability office – started 2008;
operating under University Strategy Management led by
Ruth Johnston
 Guided by the Climate Action Plan – submitted 2009
 Guided by Executive Order No. 13 on Environmental
Stewardship and Sustainability – established in 2012
Sustainability: it’s in our
nature.
green.uw.edu
PAPER REDUCTION
 Comply with state law
 Reduce waste
 Save money
 Create efficiencies
 Conserve resources
Sustainability: it’s in our
nature.
green.uw.edu
PAPER REDUCTION LAW
 Reduction of paper consumption by 30% beginning July
1, 2010;
 Transition to purchasing of 100% Post-Consumer
Recycled White-Bond Paper for copiers and printers;
 Increase recycling of all paper products – and 100% of
all copy and print paper
REDUCE WASTE
 45% of the prints in offices end up abandoned by the
end of the day
 During September 2016, UW
threw away over 23,355 reams of
paper
SAVE MONEY
 23,355 reams = $90,616.50
 Yearly total of $1,087,398
CREATE EFFICIENCIES AND REDUCING
RISK
 Numerous businesses still rely on paper based-records
 If these businesses were to suffer a fire or a flood that
destroyed these records, 70% of these businesses
would fail.
 By going paperless, you reduce the risk of losing
valuable information
CONSERVE RESOURCES
 1 ton of paper = 17 trees
 For the month of September, UW ordered 51,900 reams
of paper
 51,900 reams = 130 tons of paper = 2,206 trees
 1 one tree can absorb up to 48 pounds of CO2 in just
one year, losing 2206 trees means 105,888 more
pounds of CO2 in the atmosphere. (in one year.)
COMMITTEE EFFORTS THUS FAR

Had copiers set to default to duplex printing & put
Duplex Printing Stickers on copiers

Made the hard switch to 100% Recycled Paper

Partnership with Office of Educational Assessment (OEA)
for a successful online course evaluation rollout




2014-2015 Wide-scale introduction at UW
Changed billing structure at UWS (charge only for
paper)
Licensed use at UWB, UWT, UWPCE
Reduction of 430 reams of paper since Autumn
Quarter 2013
HOW ARE WE DOING?
26%
Sustainability: it’s in our
nature.
green.uw.edu
WHAT YOU CAN DO TO REDUCE PAPER

Become a Paper Reduction Pro!
 https://green.uw.edu/paper-reduction/paper-pros

Opt-Out of printed BAR/BSR reports
 https://f2.washington.edu/fm/myfd/barbsroptout

Sign up for Managed Print Services
 https://f2.washington.edu/mps/

Watch Barbara Benson’s video on “What Not to Print”
 https://www.youtube.com/watch?v=p13GIpYib0o&feature=youtu.be

Learn from others – read best practices!
 https://green.uw.edu/promote/snapshots?field_news_category_tid=39

Be a GOOD DAWG!
 https://green.uw.edu/good-dawg
Sustainability: it’s in our
nature.
green.uw.edu
UW SUSTAINABILITY
Paper Reduction Program
https://green.uw.edu/paper-reduction
Office Information
Gerberding Hall B40
Monday-Friday
8:00 AM – 5:00 PM
http://green.uw.edu
[email protected]
Sustainability: it’s in our nature.
green.uw.edu
Be a GOOD DAWG!
Join Dubs and fellow students, faculty, staff, and
alumni in doing a world of good.
Many of us Huskies are already working hard to
make the world a better place through our
innovative education and research but did you
know you can also do good right here at UW?
By making smart business decisions, engaging with
our communities, and reducing our impact on the
environment we can do a world of good just by
making more sustainable choices in areas like
purchasing, inclusion, and transportation.
https://green.uw.edu/good-dawg
Sustainability: it’s in our nature.
green.uw.edu
SOURCES
 http://www.thepaperlessproject.com/facts-about-paperthe-impact-of-consumption/
Joe Giffels
Associate Vice Provost
for Research Administration and Integrity
Carol Rhodes
Director
Office of Sponsored Programs
Kirsten DeFries
Director
Grant and Contract Accounting
Rick Fenger
ORIS - DSS
Snapshot
Office of Research
Multi-year Snapshot
Office of Research
Trends: Proposals FY2016
41%
Office of Research
Trends: Awards FY2016
Trends: Expenditures FY2016
Office of Research
Direct Expenditures By Program Type
Direct Expenditures by School & College
UW’s Facilities & Administrative Costs
-Research Royalty Funds
-Personnel supported by Research Funding
14,251 - Headcount
5,708 - Paid FTE
RRF - $2M
Timing, Very Generally
Day 1
Proposal to Award
Award
?
18
Months
Office of Research
Exps Yr1 – Yr5
Details1:
-Subject Area Definitions
Proposals
Awards
“Sponsored
Research Budgets
& Expenditures”
“Competing”
eGC1 Status =
InOSP +
Type <> NonCompetes
Office of Research
Expenditures
FA Status =
InGCA
> Exp Business Rules
> Cross Biennium
> Reporting Funding
Entities
> Bridge Tech
Details 2: Enterprise Data Warehouse Solutions
Standard Reports
(list details)
Tableau Visualizations
(visual, “clicky”)
The RAD Cube
(analytical, dimensional)
Questions?
[email protected]
COMPLIANCE
CORNER
MRAM
November 2016
Ted Mordhorst
RAA/Post Award Fiscal Compliance (PAFC)
32
NSF PAPPG Jan 2017
(Proposal and Award Policy & Procedure Guide)
•
•
•
•
Primary changes were cosmetic
Restructured pre and post into a single
document
Refined some language to add clarity
Added additional links to the Uniform
Guidance
https://www.nsf.gov/pubs/policydocs/pappg17_1/index.jsp
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Chapter II
Proposal Budgeting
•
Information on incentive payments, for example,
payments to human subjects or incentives to promote
completion of a survey.
•
•
Included on line G6 (other) of the NSF budget and
Indirect cost assessed in accordance with rate agreement
•
•
Domestic Travel, has been revised to inform proposers that
travel, meal and hotel expenses of grantee employees who
are not on travel status are unallowable.
•
•
34
NOTE: not considered Participant Support costs
Follow institutional policy in determining if in travel status.
Meals included in conference registration fee are ok.
Chapter II
• Indirect (F&A) costs has been updated to clarify that
the use of an indirect cost rate lower than the
organization’s approved negotiated indirect cost rate
is considered a violation of NSF's cost sharing policy.
•
•
F&A waivers may disqualify a proposal
Watch split rates on awards less than $250K
• Voluntary Committed and Uncommitted Cost Sharing
has clarifying language.
•
•
35
In accordance with the Uniform Guidance, in order to be
considered voluntary committed cost sharing, the amount must
appear on the NSF (proposal) budget, and be specifically identified
in the approved (funded) NSF budget.
Voluntary uncommitted cost sharing, however, should not be
included in the proposal budget or budget justification and these
resources are not financially auditable by NSF.
Chapter VI
NSF Awards
NSF-Approved Extension, has been updated to
clarify that a request for an NSF-approved
extension should be submitted at least 45 days
prior to the end date of the grant and must be
signed and submitted by the Authorized
Organizational Representative (AOR).
For grantee approved no-cost extensions we must
notify NSF 10 days prior to the grant end date. The above
requirement is addressing a second, third, etc. no-cost
extension where sponsor approval is required.
36
Chapter VIII
Grant Administration
Award Financial Reporting Requirements and
Final Disbursement, has been supplemented
with a new subpart, E.6.
Funds will no longer be available for
expenditure for any purpose beyond
September 30th of the fifth fiscal year after the
expiration of a fixed appropriation’s period of
availability for incurring new obligations.
37
Chapter VIII
Award Financial Reporting Requirements and Final
Disbursement, has been updated to inform
grantees of the time limits applicable to the upward
or downward adjustments.
• Upward adjustments may be submitted through
ACM$ for up to 15 months after the financial
closeout. (Additional Expenditures)
• Downward adjustments may be submitted
through ACM$ until the appropriated funding for
the award cancels. (Refunds)
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Chapter X
Allowability of Costs
• Pre-Award (Pre-Start Date) Costs, includes an
additional footnote reminding grantees that in
the case of a renewal award, costs incurred
under the old grant cannot be transferred to
the new grant.
• Pre-award expenditures prior to funding of an
increment within a continuing grant are not
subject to this limitation or approval
requirement.
39
Chapter X
Administrative and Clerical Salaries & Wages
language has also been added to clarify that an
AOR should initiate the request for NSF approval
to direct charge salaries of administrative or
clerical staff after an award has been made.
40
NSF Audit Update
We are still responding to NSF management’s
questions concerning the costs we believe
should not be disallowed.
Hope to have a final resolution by year end.
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UPCOMING COURSES IN
RESEARCH ADMINISTRATION
Nov 16
MAA 215
Faculty Effort and Cost Share: Calculate it Right!
Nov 17
GCA 203
Preparing for an Audit
Dec 1
MAA 225
Using the Tools: Calculators, Worksheets and Reports
Dec 14
MAA 231
Salary Limitations – Salary Cap
ONLINE
GCA 201
Salary and Cost Transfers Online Class
ONLINE
RAA 201
Post Award Food Purchases and Compliance
ONLINE
GCA 202
Direct Billing of F&A Type Costs Online Class
ONLINE
RAA 202
Timing of Expenditures & Benefit to Award
To see a full list of courses and to register, visit:
https://uwresearch.gosignmeup.com/public/course/browse
For information on CORE, visit our homepage:
https://www.washington.edu/research/learning/