BIOLOGICAL SCIENCES LEARNING CENTER, RM 115 (924 EAST 57TH STREET)

2:00-3:30 PM

10/7/2010

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Research AdministrationTown Hall

Agenda

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URA UpdatesAURA UpdatesSAA Updates

URA Updates

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Concurrence Memo required Adobe Professional 9.0 (not just Reader)

IACUC Approval Date Change Use the latest approval date which may be in the past

URA Website Re-DesignLaunch Date: October 19th!

Updated Data/Text

Simpler Layout

Enhanced Searching

RSS Feeds for announcements/news

New URLs – old URL’s will be broken!

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AURA Update

AURA-IRB

Updates:

All IRB committees under one system

In Design Phase

Go Live: Fall 2011

IRB Scope: New Protocol Submissions Amendments Continuing Renewals Exemptions Determination of Institutional

Engagement Emergency Use Non-Human Subject Research Management of Convened IRB Meetings IRB Determination Management Study Closure/Termination Privacy Board Reviews Integration with AURA-Grants and Velos IRB Management Reporting

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10/7/2010

AURA-Grants

Upcoming Activities:

Business Process Change Meetings

AURA-Grants Trainingo Computer sessionso On-line Web

trainingo Power Userso AURA-Grants

Practice environment

Go Live – Spring 2011

Topic Current Spring 2011

Proposals: New/Renewal/Resubmission/Revisions/Clinical Trials/MTA

•AURA - GrantsXpress•Paper (PTF, CTTF, MTA)•Grants.gov•Sponsor systems

•AURA - Grants•Sponsor System

Budget •Varies by Unit/Department

•AURA Budget Module

Awards •Email with PDF attachment from URA, cc PI, SAA, Dept Admin.

•AURA-Grants•System generated Award notification•Award Budget Reconciliation

Continuations/Progress Reports

•Paper (PTF or ETF)•Sponsor systems

•AURA - Grants•Sponsor System

Concurrence Memos •Concurrence Memo PDF

•AURA-Grants

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AURA-GrantsXpress Usage

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* Pilot period

Electronic Submission Tips

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File names – Avoid using any special characters (example: -,&,*,%,/,#) or spacing in the file names. If you need spaces in the name of your files, use the

underscore (example: my_Attached_File.pdf)

New UChicago PI’s: Make sure to email era-help@lists.uchicago.edu to

have the PI’s eRA Commons affiliation updated to UChicago. Failure to do this will have the application rejected from eRA Commons.

AURA-GrantsXpress Tips

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PI Profile: Have the PI’s update their Profile! Current User Comments:

“It makes things so much quicker if you select an Other Significant Contributor or  Co-I and you don’t have to enter all of their information into the profile (address, phone, etc).”

“Check to see how they entered their name in the profile(including prefix and suffix), so if they are doing a non-modular budget they don’t go crazy trying to figure out why they get a warning about the name not matching the profile and cover page.”

Approved/Approved with Comments

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Funding Proposal UnlockedEditable

Funding Proposal Locked

NOT editable

AURA Reporting Update

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Reporting Update – Sample Report Navigation

Drill from summary totals to a list of awards…

…then drill from the list to a specific award

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OCTOBER 7, 2010

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Sponsored Award Accounting Updates

FY 2010 Annual Certification Statements (ACSs)

Salary cost transfers to sponsored awards of salaries earned during FY 2010: Must be submitted to SAA (through PETS or by paper

transfer forms) by the close of business on 10/12. If the transfer is not received by 10/12 , it may not be

approved.

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FY 2010 ACSs

FY2010 Annual Certification Statements will be distributed the last week of October or first week of November.

ACS Training Session will be offered on Friday, October 15, 1:30 P.M., Room 144, 6054 S. Drexel. To sign up go to the UC’s training Web site

(training.uchicago.edu); click on University Administration and then click on Grant and Contract Administration.

Walk-ups will be welcomed if space is available.

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Account Status Attribute

Advance Account Attribute has been renamed and modified to identify not only advance account status but certain other conditions as well.

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Account Status Attribute Values

Value DescriptionA             Advance AccountB             No cost extension requestedC             Extension with additional funding requestedD             Outstanding vouchers payable issueE              Small balance write-off neededF              Awaiting final agency paymentG             Training award unliquidated obligationsH             Awarding agency issueI               Fixed Price awardJ              Dean office issueK             SAA Issue

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Account Status Date Attribute

Advance Account End Date Attribute has been renamed to Account Status Date

For the “Advance Account” attribute value (A), the date is equal to the date the advance status is expected to end, i.e., the date the award is expected to begin.

For other attribute values (B through K), the date is equal to the date that the Account Status Attribute became effective or the date the value was entered.

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ARRA (Stimulus) Sec. 1512 Reporting

First reports were filed for quarter ended 9/30/09.

Reports for 9/30/10 quarter are being filed now.

To see reporting results Go to www.recovery.gov Enter the University of Chicago or the award no. in

the search box.

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ARRA Funded Awards

Very important that accounting be done timely. Avoid cost transfers Complete Closing Memo as soon as possible after the

award terminates.

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Closing Memos

Closing Memos (CMs)are due 10 business dates before the final financial report or final invoice due date.

SAA cannot guarantee the on-time submission of the financial report or the final invoice if the CM is not received on time.

Financial report/invoices are normally due: 90 days after the award’s termination date for awards

made directly to us from the awarding agency. 30 to 60 days after the award’s termination date for

awards made to us through a prime grantee.

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Cost Transfer Explanations

Written explanations must explain why the original accounting transaction failed to charge the correct sponsored award account.

Unacceptable explanations: To charge cost as it was budgeted.

Costs must be allocated to the actual benefiting activities, not based upon how they were budgeted.

To spend down remaining funds. Costs may not be transferred to or between sponsored

awards in order to meet deficiencies caused by overruns or other fund considerations or for other reasons of convenience.

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ACCTS/PETS Enhancements

Attachments can now be made to cost transfer and journal entries processed through ACCTS .

PETS is also being modified to allow attachments. Capability should be available soon.

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Genomic Arrays

NIH Notice: NOT-OD-10-097 Dated 5/13/10 Effective for new competitive awards F&A rate can be applied only to the first $75k of

genomic array (GA) expense in each budget year.

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