MEMORANDUM
DATE: April2016
TO: ResearchFoundationProjectDirectorsandAdministrativeStaff
FROM:
PaulC.Parker,AssociateVicePresidentforResearchAdministration
andResearchFoundationOperationsManager
SUBJECT:
SummerSponsoredProjectActivityNotesandImportantNotices
Duringthesummer,sponsoredprojectactivityincreasessignificantly.Ourgoalistoprovidethe
mostefficient,highestqualityservicepossiblewhileminimizingadministrativeprocesses.
However,federalregulationsandsponsorguidelinesoftenimposerequirementsthatcandelayour
standardworkflow.
Thefollowinginformationisprovidedtoanswerfrequentlyaskedquestionsandtofacilitate
accurateandtimelyprocessingofsponsoredprogramtransactions.
Thisupdatebeginswithalistingofmajorfunctionalareaswithinsponsoredprograms
administrationandthecontactnamesofstaffthathavedirectresponsibilityforactivities.Please
feelfreetocontacttheindividualslistedifyouhaveanyquestions.Wealsoencourageyoutorefer
totheSponsoredFundswebsitefortimelyinformationthatwillassistyouineffectivelymanaging
yourResearchFoundationaccounts.
TheroleoftheResearchFoundationadministrativeareaistoprovideyouwithqualityserviceand
supporttoassistinmanagingyoursponsoredprograms.Wehopeyouwillnothesitatetocontact
ourofficesforassistanceorwithanyquestionsyoumayhave.Welookforwardtoaproductiveand
rewardingsummer.
SPONSOREDFUNDSADMINISTRATION
ContactList
SponsoredFundsAdministrationislocatedintheBiotechnologyBuildingattheInnovative
TechnologiesComplex.Individualslistedbelowcanbecontactedatx7‐6752orviatheemails
indicated.MailshouldbeaddressedtoSponsoredFundsAdministrationortoRFHuman
Resources/Payroll.Buildingandroomnumbersarenotrequired.
AccountEstablishment/BudgetAdjustments
GrantandContractAdministrators
TanjadeMauro([email protected])
CathyDixon([email protected])
TheresaHollister([email protected])
BethPolzin([email protected])
NicoleMelville([email protected])
MoniqueReeser([email protected])
LisaGilroy([email protected])
DonMiller([email protected])
EffortReporting(CertificationofSalaryDistribution)
MoniqueReeser,DonMiller
FinancialReports,InvoicestoSponsors
AlexanderiaStebbins([email protected]),DonMiller
IncomeCheckstobeDepositedtoResearchFoundationAccounts
GeriAshley([email protected]),PaulParker([email protected])
IncomeFundReimbursable(IFR)transactions
DonMiller,MoniqueReeser,PaulParker
IndependentContractor,Non‐ResidentAlienPayments
JoeWalker([email protected]),DonMiller,PaulParker
NoCostExtensions
GrantandContractAdministrator,LisaGilroy,DonMiller,PaulParker
OfficeSchedules
BrittanyWhited([email protected])
PolicyandContractIssuesorOtherSponsoredProjectProblems
PaulParker,LisaGilroy,TanjadeMauro,DonMiller
ProjectTermsandConditions
LisaGilroy,PaulParker,TanjadeMauro,GrantandContractAdministrators,DonMiller
ProposalPreparationandSubmission
GrantandContractAdministrators
PropertyControl,EquipmentInventory,EquipmentInsurance
GeriAshley
PurchaseOrders(confirming)
BrittanyWhited,JoeWalker,ChrisKarl,TylerWhiting([email protected]),
MarianneCannon([email protected]),ChrisKarl
Purchasing,BidPreparation,SupplierandHumanSubjectPayments
JoeWalker,ChrisKarl
Refund/ReimbursementChecksforDeposittoResearchFoundationAccounts
JoeWalker,ChrisKarl,TylerWhiting,MarianneCannon,GeriAshley
RFHumanResourcesandPayroll
TomPopielarski([email protected])
LyndaEmmert([email protected])
EmilyHermanovitch([email protected])
DonnaStarr([email protected])
CarrieTaylor([email protected])
RFReportCenter/PIDashboardAccess
AlexanderiaStebbins([email protected])
MoniqueReeser([email protected])
SummerFacultyAppointments/Calculations
TomPopielarski,LyndaEmmert,PaulParker
TechnicalReportingRequirementsandReportSubmissionDates
DonMiller,GrantandContractAdministrators
TravelAssistance/TravelAdvances/TravelReimbursementPolicy,OtherAdvances
TylerWhiting,MarianneCannon,ChrisKarl GeneralUpdates
RFReportCenter/PIDashboard
PrincipalInvestigatorsandtheiradministrativestaffhaveaccesstotheirsponsoredproject
informationviathePIDashboardontheRFReportCenter.ThePIDashboardwascreatedto
provideaccesstoviewexpenditureandawardinformationinaquickandefficientmanner.
PrincipalInvestigatorswillquicklyandeasilyseeinformationsuchas:
o awardandprojectbalances
o employeessupported
o awardsandprojectsterminginthenext90days
o reportsdue
o statusoftransactionsandreimbursements
TheReportCenterisavailablesevendaysaweekfrom8am‐10pm.PleaserefertotheRFReport
Centerwebpageforinformationonhowtoaccessthesystemanduserguidancedocumentation.
ThestaffofSponsoredFundsishappytomeetoneononewithprincipalinvestigatorstoprovidean
overviewofthesystemandansweranyquestionsyoumayhave.Ifyouareinterested,please
contactBrittanyWhitedatx7‐6752.
PISignatureDelegation
ThePrincipalInvestigator(PI)isresponsibleformeetingtheobjectivesofhis/hersponsored
researchproject,includingfinancialmanagement.ThePImustcomplywiththefinancialand
administrativepolicies,procedures,andregulationsofeachaward,aswellasthoseofBinghamton
UniversityandTheResearchFoundationforSUNY.ThePImaydelegatethisauthoritytoothersto
assistinthemanagementofsponsoredprogramsactivity.Anyindividualsdelegatedsignature
authorityshouldhavedirectknowledgeoftheneedsoftheproject.Whilethisauthorizationwould
allowdesignatedindividualstoinitiateandauthorizeexpenditures,thePIretainsoverallfiscal
responsibilityfortheproject.
Ifyouwouldliketodelegatesignatureauthorityforyoursponsoredprogramactivity,please
reviewandcompletetheSignatureAuthorizationFormandreturnitviaemailto
[email protected].
PREAWARDSERVICES
UnitAssignments
ForguidanceonreachingtheGrantandContractAdministratorwhohandlesproposalandaward
maintenanceactivityforyourdepartment/unit,pleaserefertotheUnitAssignmentlistingonthe
website.
FundingOpportunitiesSearchableDatabase
Wearepleasedtoannouncetheavailabilityofanewfundingopportunitysearchtool,InfoEd’sSPIN
(http://spin.infoedglobal.com).FormoreinformationabouthowtouseSPINtosearchforsponsors
andfundingopportunitiesappropriatetoyourwork,pleasevisittheSPINwebsite.
NationalScienceFoundationUpdate
TheNationalScienceFoundation(NSF)hasissuedanupdatedProposal&AwardPolicies&
ProceduresGuide(PAPPG),(NSF16‐1).Somesignificantchangesinclude:
 Enforcementof5p.m.submitter’slocaltimeacrossallNSFfundingopportunities;
 ImplementationofNSF’sPublicAccessPolicy;
 ProvisionofCollaboratorsandOtherAffiliationsinformationasanewsingle‐copydocument,
insteadofaspartoftheBiographicalSketch;
 SubmissionofBiographicalSketchesandCurrentandPendingSupportseparatelyforeach
seniorpersonnel;
 ElectronicsignatureandsubmissionofnotificationsandrequestsbytheAORonly;
NationalInstitutesofHealthUpdate
ChangestoNationalInstitutesofHealthpoliciesandguidelinesarebeingimplementedinseveral
phasesthisyear.NIHrecentlyreleaseditsupdatedapplicationguideandsupplemental
instructionsforusewithgrantapplicationsdueonorafterMay25,2016.Somesignificantchanges
include:
 RevisionstotheResearchStrategysectiontoaddressrigorandtransparencyinresearch;
 NewsectionontheAuthenticationofKeyBiologicaland/orChemicalResources;
 Revisedinstructionsforthevertebrateanimalssection;
 Redefiningoftheageofachildforthehumansubjectresearch.
NIHhasalsodramaticallysimplifiedtheirwebsite,makingitmoreuserfriendly.Theyprovide
twoshortbutveryhelpfulvideostohighlightusefulfeaturesofthewebsiteaswellasanew
web‐basedguidetocompletingNIHgrantapplications.
•RedesignedNIHWebsitevideo
•ApplicationGuidevideo
ProposalSubmissionDeadlinePolicy
Thecarefulandthoroughreviewofaproposaliscriticaltoensuringthemostcompetitiveproposal,
withthegreatestopportunityforfunding,issubmittedtothesponsor.Toallowforthatreview,
proposalsmustbesubmittedforapprovalviatheCOEUSsystemthree(3)businessdayspriorto
thestatedsponsordeadline.Adherencetothisdeadlinewillgreatlyreducetheprobabilityofa
proposalbeingrejectedfornon‐adherencetoguidelines.SponsoredProgramscanmakeno
guaranteethatproposalswillbesuccessfullysubmittedifthisinternaldeadlineisnotmet.
GRANTSMANAGEMENT
EffortCertification
FederalregulationsrequirewecertifyeffortofthoseSUNYandResearchFoundationemployees
receivingcompensationfromfederallysponsoredprojects.Inaddition,NYSfundingagenciesnow
requireeffortcertification.ThiscertificationisaccomplishedbytheResearchFoundation’sEffort
ReportingandCertificationTechnology(ecrt)system.Youwillreceiveanalertwhenthereare
reportsthatrequirecertification.PleasecontactMoniqueReeserifyouhavequestionsoryouneed
assistancewiththeecrtsystem/process.
Technical/ProgressReportingProcedure
Duetoheightenedsponsormonitoringoftechnicalandprogressreports,wehaveupdatedour
proceduretonotifyPI’sonamonthlybasisofoutstandingreports.Therewillbeanincreasedfocus
onreportsthataregreaterthan30dayspastdue.Ifyouhaveanyquestions,pleaserefertothe
SponsoredProgramsReportingpolicyorcontactDonMiller.
IFRProcess
Atthestartorrenewalofanaward,anoticeissenttoPI’swhohavesponsorapprovedIFRintheir
awardbudget.ThetimelyprocessingofIFRpaymentsiscriticaltoensuringcompliancewith
sponsorpolicyandfederalregulations.Ifyouhavereceivedthisnotice,pleasecontactDonMiller
tofacilitateprocessingthepayment.
CostTransfers
GrantsManagementsallowscosttransfersinvolvingsponsoredprojectsonlyinspecial
circumstances.Costtransfersshouldbecompletedwithin90daysofwhenthetransaction
originallyoccurredandmustbesupportedbydocumentationthatfullyexplainshowtheerror
occurredandavalidreasonforthetransfertoanotherproject.Ifyouhaveidentifiedaneedfora
costtransferonyoursponsoredprogram,pleaserefertotheCostTransferpolicyandcontactDon
Miller.
PreparingforAward/ProjectClose‐out
Spendingaconsiderableamountofawardfundsinthelast30‐120daysofanawardiscounterto
mostsponsorguidelines,againstsoundbusinesspractices,andraisesredflagswithauditors.The
timelysubmissionofallpersonnel,purchasingandtraveltransactionsareimperativetoproper
awardcloseout.Itmaybenecessaryforustocontactyouforfurtherjustificationwhen
spendingfundsattheendofanaward.Ifmoretimeisneededtomeetthedeliverablesofyour
award,pleasecontactyourGrantandContractAdministratortodiscussthepossibilityofanocost
extension.Thisshouldbedoneatleast90daysbeforetheawardterminationdate.
ACCOUNTSPAYABLE/PURCHASING/TRAVEL
EquipmentDefinition/Classification
Thefederaldefinitionforequipmentisaphysicaltangibleitemwithausefullifeofoneyearor
moreandanacquisitioncostof$5,000ormore.Pleasekeepinmindthattheitemmustmeetboth
criteriatobeconsideredequipment.Ifbothcriteriaarenotmet,theitemwillbeexpendedasa
material/supply,unlesssponsorguidelinesdictateotherwise.
InternationalTravel
Manysponsorsprohibitorlimitinternationaltravelunlessitisspecificallywrittenintothe
proposalandapprovedasaconditionoftheaward.Ifitisnot,itwillrequirepriorapprovalofthe
sponsor.Alltravelmustalsobeadirectbenefittotheaward.Ifyouareunsureastowhetheryour
awardallowsinternationaltravel,pleasecontacttheAccountsPayable/Purchasingstafffor
clarification.
TravelersgoingtoanycountryindicatedbytheU.S.DepartmentofStatewithatravelwarningor
designatedasa“restrictedcountry”musthaveadvancewrittenapprovalfromthecampus
operationsmanagerandthecampusPresident.Itistheresponsibilityofthetravelertocheckthe
CurrentTravelWarningslistbeforetravelingtoobtainthenecessaryauthorization,andtoreadand
abidebytheinformationcontainedinthetravelwarning.
Ifyourinternationaltravelhasreceivedapprovalfromthesponsorandthecampusadministration,
acquiringinternationaltravelinsuranceismandatory.TheResearchprovidesblanketinternational
travelassistancecoverage,aswellasemergencyhealthinsurancebenefits,forallpersons(other
thanindependentcontractors)travelingoverseasonofficialResearchFoundationbusiness.
ContactJoeWalkerforadditionalinformationonthiscoverage.
HUMANRESOURCESANDPAYROLL
SpecialNoteonBuildingAccess
StudentIDaccesswillbedisabledshortlyaftertheCommencementceremony.Ifyourstudent
employeeswillbehereduringthesummermonths,projectdirectorsshouldcontactauthorized
individualsineachdepartmenttocoordinatesummeraccessID’s.TheseareusuallytheSUNYHR
MasterortheDeansinHarpurCollege.
FacultySummerSalary
FacultywhohavefundingfromtheirsponsoredprojectsforsummersalaryshouldcontactTom
Popielarskiassoonaspossibletocompletethenecessaryforms.
2016‐2017TentativeResearchFoundationSalaryPlan
TheResearchFoundationiscurrentlydevelopingthe2016‐17salaryplan.Wewillprovidefurther
informationonceitisavailable.Pleasebeawarethatemployeesofsponsoredprojectsareeligible
toreceivemerit,equityandpromotionalincreaseswiththeapprovaloftheAssociateVice
PresidentforResearchAdministrationandRFOperationsManager.Studentemployeesalary
adjustmentsforgraduateandundergraduateemployeescanusuallybeprocessedatanytimeand
arenottiedtothecampussalaryplan.PleaseprocessaResearchFoundationEmployee
Appt/ChangeFormtoinitiateanysalarychange.PleasecontactTomPopielarskiorPaulParkerif
therearequestions.
FringeBenefitRatesfor2016‐2017
Fringebenefitsareamandatorychargeforallemployees.Thereisnowaiveroffringebenefitcosts.
Thefringebenefitratefornon‐studentemployeeswillincreaseto45%forfiscalyear2016‐17.The
fringebenefitrateforgraduatestudentappointmentswillincreaseto18%.Undergraduate
studentsenrolledfull‐timeduringthespringtermthatwillbeenrolledfull‐timeinthefall,the
fringebenefitratewillcontinueat5%.Thefringebenefitrateforsummeronlyappointments,
includingmostfaculty,willremainat15%.Allratechangesareexpectedtobeeffectivewiththe
July8,2016paydate.PleasecontactGrantandContractAdministratorforinformationonfringe
benefitratesforfiscalyearsbeyond2016‐17.
PayrollPeriodsandVacationDays
Forfaculty,theSummerSalarypayrollperiodbeginsMay23andendsAugust19.For
undergraduateandgraduatestudents,thesummerpayrollbeginsMay16andendsAugust19.
Iffundsareavailableandsponsorpolicypermits,facultymayremainontheResearchFoundation
payrollupto,butnotmorethan,65businessdaysregardlessofthelengthofthesummerperiod.
Whenfacultyworkfulltimeontheirproject(s)duringthesummer,sponsorsexpectfulltimeeffort
duringthisperiod.Anyleave,withtheexceptionofholidays,isleavewithoutpay.Ifafaculty
memberisinvolvedinactivitiesotherthansponsorrelatedprojectactivityduringtheirfulltime
employment,therecouldbeadverseactions.
Note:Wedoverifyfacultyreceivingsalaryforsummerteaching,involvedinandreceivingsalary
fornewstudentorientationand,ifnecessary,willadjusttheirResearchFoundationcompensation.
SincetheResearchFoundationisaprivate,non‐profitemployerseparatefromBinghamton
University,facultyshouldcontactTomPopielarskiassoonaspossibletoinitiatethesummer
appointmentprocessbeforeworkbegins.
AppointmentForms
Duetoheavysummervolume,submitappointmentformsearlytoRFHR/Payrolltoassuretheyare
processedtimely.Thedeadlineforappointmentformsandanyaccompanyingdocumentsis
payday,Friday,ofthepreviouspayroll.IfanemployeewaspreviouslyontheRFpayroll,tax
withholdingformsanddirectdepositformswillonlyberequiredifchangesarenecessary.Wewill
requireavoidedcheckbeincludedwithdirectdeposit.Employeecanmakechangesthroughself
serviceontheRFPortaltochangefederaltaxwithholdinganddirectdeposit.Employee
appointmentorchangeformsareavailablefromtheResearchFoundationHuman
Resources/PayrollOffice,locatedinRoom1214oftheBiotechnologyBuildingintheInnovative
TechnologiesComplex.Besurethatallrequiredsignatureshavebeenobtained.
SocialSecurityWithholding
AllUSandresidentalienundergraduateandgraduatestudentemployeesmustpaySocialSecurity
throughthesummerunlessenrolledfull‐timeduringthesummeratBinghamtonUniversity.
Graduatestudentsmustenrollin1credithourofeitherthesisdissertationorindependentstudy.
Undergraduatesmustenrollin3credithourstoremainexemptfromSocialSecuritytaxes.
Studentsmustproduceacopyoftheirclassscheduledetailingthecreditsenrolledwhenaskingfor
thestudentFICAexemption.
GraduateStudentHealthInsurance
Graduatestudentemployeesareeligibleforthestudenthealthinsuranceplanduringthesummerif
theymeetcertaincriteria.GraduateResearchProjectAssistantswhoseappointmentsterminate
afterMay13,2016andwhoplantobereappointedontheRFpayrollinthefall,areeligibleto
continuetheirhealthinsurancecoveragethroughthesummerbypayinginadvancetheemployee’s
shareofinsurancecosts.PleasecallLyndaEmmertorDonnaStarrforthelatestinformationon
GraduateStudentinsuranceeligibility.
RetirementContributions
TheResearchFoundationmaycontributetoanemployee’sTIAAaccountdependinguponcertain
eligibilityfactors.Students,however,donotreceivesuchcontributions.Certainemployeesdonot
automaticallyreceiveResearchFoundationcontributionstotheirTIAAaccounts.ARequestfor
RetirementServiceCreditbasedonPriorEmploymentmustbecompletedinordertowaivetheone
yearvestingperiod.EligiblesummeremployeesappointedtotheResearchFoundationpayrollmay
makevoluntarytaxdeferredretirementcontributionsthroughsalaryreductiontoTIAA.Please
notifyTomPopielarskiinadvanceofanappointmentstartdateontheResearchFoundation
payroll.
DrugFreeWorkPlaceAct
EmployeesappointedtotheResearchFoundationpayroll,includingsummerfaculty,arerequired
byfederallawtoreceiveandadheretotheResearchFoundation’spolicyontheDrugFreeWork
PlaceAct.Thepolicyisaconditionofemployment.PleasecontacttheRFHR/PayrollOfficefora
copyofthepolicy.
On‐the‐JobInjuries
NotifyEmilyHermanovitchimmediatelyatext.7‐4264ofanyonthejobinjury.Forinsurance
purposes,notificationshouldbemadenomatterhowminortheinjurymayappear.Wewillassist
employeesandsupervisorswithcompletionofthenecessaryWorker’sCompensationinsurance
formsandassistwithissuesthatarisewithhospitals,doctorsandemergencyrooms.