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biac:grants [2019/11/14 20:25]
em123
biac:grants [2019/11/14 20:52] (current)
em123
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 **Internal Proposals (generated by BIAC)** **Internal Proposals (generated by BIAC)**
-        * PI will notify GM about his/her intent to submit a proposal.+        * PI should ​notify GM about his/her intent to submit a proposal ​as soon as possible. 
 +        * PI status is managed in accordance with [[https://​medschool.duke.edu/​research/​research-support-offices/​office-research-administration/​pre-award-grants-administration/​pi-status|Duke ORA guideline]] and [[https://​provost.duke.edu/​sites/​all/​files/​FHB_App_P.pdf|Faculty Handbook]]. 
 +        * Grant manager manages [[https://​era.nih.gov/​register-accounts/​understanding-era-commons-accounts.htm|eRA Commons accounts]] for faculty and staff.
         * Grant manager will request PI to provide proposal related information (sponsor, FOA, type of research, Duke personnel roster, external collaborators,​ expected date of submission, project dates and etc).         * Grant manager will request PI to provide proposal related information (sponsor, FOA, type of research, Duke personnel roster, external collaborators,​ expected date of submission, project dates and etc).
         * Grant manager will review FOA for specific proposal requirements and communicate with PI on proposal preparation timeline and required information.         * Grant manager will review FOA for specific proposal requirements and communicate with PI on proposal preparation timeline and required information.
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         * For years after that, salary should be inflated at a rate of 2% to be consistent with NIH/ORA guidelines regarding the overall budget increase being capped at a 2% increase.         * For years after that, salary should be inflated at a rate of 2% to be consistent with NIH/ORA guidelines regarding the overall budget increase being capped at a 2% increase.
         * Salary should be split out according to fiscal year. For example, for a grant budget that is 6/1 - 5/31, two salary lines should be entered, one for 6/1-6/30, and a second for 7/1 -5/31. This allows others to easily check that the inflation has been done correctly.         * Salary should be split out according to fiscal year. For example, for a grant budget that is 6/1 - 5/31, two salary lines should be entered, one for 6/1-6/30, and a second for 7/1 -5/31. This allows others to easily check that the inflation has been done correctly.
-      * +
 **External Proposals (from other departments)** **External Proposals (from other departments)**
         * BIAC's routing is set up such that notification of proposals should come to both the grants manager and the business manager. Within 24 hours of receipt, the grants manager should review each proposal for correctness. This includes reviewing that salary is  calculated accurately. If an individual is listed as key personnel, their effort must be checked to ensure that they have available effort, as effort changes > 25% for key personnel require NIH approval. Note that OSC designation does not require PI approval, as no effort is needed. ​         * BIAC's routing is set up such that notification of proposals should come to both the grants manager and the business manager. Within 24 hours of receipt, the grants manager should review each proposal for correctness. This includes reviewing that salary is  calculated accurately. If an individual is listed as key personnel, their effort must be checked to ensure that they have available effort, as effort changes > 25% for key personnel require NIH approval. Note that OSC designation does not require PI approval, as no effort is needed. ​
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 **Effort Management** **Effort Management**
  
-It is PI's responsibility to determine necessary personnel efforts during a proposal development based on the actual amount of time needed to complete the project. At the time of the award, PI and grant manager will review the budget, terms and conditions to finalize personnel and their efforts necessary for the project. During quarterly grant projection reviews, PI and grant manager will review personnel efforts and make adjustments as needed. Employees with sponsored efforts will use Duke's ECRT to review and verify their efforts correspond with charges allocated to the sponsored projects in accordance with [[https://​finance.duke.edu/​accounting/​gap/​m200-170|Duke GAP 200.170, Effort Reporting]].+  * It is PI's responsibility to determine necessary personnel efforts during a proposal development based on the actual amount of time needed to complete the project. ​ 
 +  * At the time of the award, PI and grant manager will review the budget, terms and conditions to finalize personnel and their efforts necessary for the project. ​ 
 +  * During quarterly grant projection reviews, PI and grant manager will review personnel efforts and make adjustments as needed. ​ 
 +  * Employees with sponsored efforts will use Duke's ECRT to review and verify their efforts correspond with charges allocated to the sponsored projects in accordance with [[https://​finance.duke.edu/​accounting/​gap/​m200-170|Duke GAP 200.170, Effort Reporting]]
 + 
 +**Effort Changes** 
 +  * PI should consult with a grant manager prior to making changes in his/her effort.  
 +  * Grant manager will evaluate if sponsor'​s prior approval is needed before effort change. 
 +  * If faculty member wants to make effort change on the grant owned by another department, he/she should notify BIAC grant manager about the change. 
 +  * Grant manager will process cost distribution (payroll) changes.
  
 **Capital Equipment Purchases on Sponsored Projects** **Capital Equipment Purchases on Sponsored Projects**
  
-PI should budget capital ​equipment ($5,000 or greater) during the proposal development stage. ​Equipment ​purchases should be managed through BIAC's Business Office to ensure that a proper authorization for purchase and necessary documentations are completed. Grant manager will communicate to PI about steps needed prior to equipment purchase per [[https://​finance.duke.edu/​accounting/​gap/​m200-100|Duke GAP 200.100, Capital Equipment Purchases on Sponsored Projects.]]+  * Capital ​equipment ($5,000 or greater) ​purchases should be planned and budgeted ​during the proposal development stage. ​ 
 +  * After the grant is awarded, equipment ​purchases should be managed through BIAC's Business Office to ensure that a proper authorization for purchase and necessary documentations are completed. ​   
 +  * Grant manager will communicate to PI about steps needed prior to equipment purchase per [[https://​finance.duke.edu/​accounting/​gap/​m200-100|Duke GAP 200.100, Capital Equipment Purchases on Sponsored Projects.]]
  
-**Annual Research Performance Progress Report (RPPR)**+**Annual Research Performance Progress Report (RPPR) ​for NIH grants**
  
-Grant Manager will initiate RPPR via [[https://​public.era.nih.gov/​commons/​public/​login.do?​TARGET=https%3A%2F%2Fpublic.era.nih.gov%2Fcommons%2FcommonsInit.do|eRA Commons]] no later than 45 days prior to sponsor'​s due date. Grant manager will notify PI about RPPR requirements and timeline for completion. Upon completion of RPPR, PI will route it to BIAC's Business Manager for a departmental approval. +  * Grant Manager will initiate RPPR via [[https://​public.era.nih.gov/​commons/​public/​login.do?​TARGET=https%3A%2F%2Fpublic.era.nih.gov%2Fcommons%2FcommonsInit.do|eRA Commons]] no later than 45 days prior to sponsor'​s due date.  
-[[https://​medschool.duke.edu/​research/​research-support-offices/​office-research-administration/​award-management/​rppr|Duke ORA's Guidance on RPPR]] +  * Grant manager will notify PI about RPPR requirements and timeline for completion. ​ 
-[[https://​grants.nih.gov/​grants/​rppr/​index.htm|NIH RPPR Guide]]+  * Upon completion of RPPR, PI will route it to BIAC's Business Manager for a departmental approval. [[https://​medschool.duke.edu/​research/​research-support-offices/​office-research-administration/​award-management/​rppr|Duke ORA's Guidance on RPPR]][[https://​grants.nih.gov/​grants/​rppr/​index.htm|NIH RPPR Guide]]
  
 **No Cost Extensions (NCE)** **No Cost Extensions (NCE)**
  
-During quarterly meetings with PI, grant manager will discuss NCE potential plans for projects with upcoming end dates. Grant manager will communicate to PI about institutional and sponsor requirements for NCE 45 days prior to sponsor due date. NCE request preparation will be done in accordance with [[https://​medschool.duke.edu/​research/​research-support-offices/​office-research-administration/​pre-award-grants-administration/​nih-resources|Duke ORA]] and sponsor guideline. NIH NCE requests will be managed in accordance with [[https://​sharepoint-2013.oit.duke.edu/​sites/​nihinfo/​_layouts/​15/​start.aspx#/​SitePages/​NIH%20NCE%20Request%20Process.aspx|Duke'​s NIH NCE Request Process policy.]]+  * During quarterly meetings with PI, grant manager will discuss NCE potential plans for projects with upcoming end dates. ​ 
 +  * Grant manager will communicate to PI about institutional and sponsor requirements for NCE 45 days prior to sponsor due date.  
 +  * NCE request preparation will be done in accordance with [[https://​medschool.duke.edu/​research/​research-support-offices/​office-research-administration/​pre-award-grants-administration/​nih-resources|Duke ORA]] and sponsor guideline. NIH NCE requests will be managed in accordance with [[https://​sharepoint-2013.oit.duke.edu/​sites/​nihinfo/​_layouts/​15/​start.aspx#/​SitePages/​NIH%20NCE%20Request%20Process.aspx|Duke'​s NIH NCE Request Process policy.]]
  
 **Carryover Request** **Carryover Request**
  
-Grant manager will work with PI during RPPR preparation to determine a projected unobligated balance by the end of the budget year and ask if PI will plan to request a carryover after the period ends. If PI intends to request a carryover, grant manager will provide information about an amount available to carry over upon closeout of WBSE. If needed, grant manager can provide a financial report showing budget vs actual which can be helpful in preparation of explanation for unobligated balance. Grant manager will communicate to PI about institutional requirements for a carryover request described in [[https://​sharepoint-2013.oit.duke.edu/​sites/​nihinfo/​_layouts/​15/​start.aspx#/​SitePages/​NIH%20Carryover%20Request%20Process.aspx|Duke'​s NIH Carryover Request Process.]] Grant manager will assist PI with a budget development and completion of necessary documents. PI is solely responsible to provide a scientific justification for a carryover request.+  * Grant manager will work with PI during RPPR preparation to determine a projected unobligated balance by the end of the budget year and ask if PI will plan to request a carryover after the period ends.  
 +  * If PI intends to request a carryover, grant manager will provide information about an amount available to carry over upon closeout of WBSE.  
 +  * If needed, grant manager can provide a financial report showing budget vs actual which can be helpful in preparation of explanation for unobligated balance. 
 +  * Grant manager will communicate to PI about institutional requirements for a carryover request described in [[https://​sharepoint-2013.oit.duke.edu/​sites/​nihinfo/​_layouts/​15/​start.aspx#/​SitePages/​NIH%20Carryover%20Request%20Process.aspx|Duke'​s NIH Carryover Request Process.]] ​ 
 +  * Grant manager will assist PI with a budget development and completion of necessary documents. ​ 
 +  * PI is solely responsible to provide a scientific justification for a carryover request.
  
 **Closeout** **Closeout**
  
-Grant manager will discuss with PI during quarterly meetings about his/her plans for grant closeouts/​NCE. ​We will discuss personnel support plans after grant end date, pending and upcoming expenses to ensure that spending is on track, programmatic reporting, necessary actions and important due dates. Grant closeout will be managed in accordance with [[https://​finance.duke.edu/​accounting/​gap/​m200-180|Duke GAP 200.180, Closeout of Sponsored Project.]]+  * Grant manager will discuss with PI during quarterly meetings about his/her plans for grant closeouts/​NCE. ​ 
 +  * Grant manager ​will discuss personnel support plans after grant end date, pending and upcoming expenses to ensure that spending is on track, programmatic reporting, necessary actions and important due dates. ​ 
 +  * Grant closeout will be managed in accordance with [[https://​finance.duke.edu/​accounting/​gap/​m200-180|Duke GAP 200.180, Closeout of Sponsored Project.]]
biac/grants.1573763155.txt.gz · Last modified: 2019/11/14 20:25 by em123