Award Set Up, Commitment, and Cost Share

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Award Set Up, Commitment, and Cost Share
Last Updated October 14, 2011
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Award Set Up, Commitment, and Cost Share

• Aaron Crandall Jennifer Rodis
• Grants Contracts Specialists
• Research Sponsored Programs
• WISPER_at_rsp.wisc.edu

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Agenda

• Process guidance
• Purpose of Projects tab
• Entering protocol/project details
• Effort commitments
• Cost sharing
• PI signature
• Validation
• Advance awards
• No cost extensions
• Wrap up

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Projects Tab

• Capture DETAILS about how to manage the finances
  under the award
• Federal/Non-Federal Mandatory/Voluntary
  Committed Cost Sharing
• Enables campus to request multiple projects at
  the time of award
• Compliance protocols spending edits
• Effort commitments
• Data can be entered at any time but is required
  before RSP can Generate Award (or Advance Award)

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Projects Tab

• How do I know when to start?
• If RSP receives award, they will send an approval
  to the Award Setup contact (list maintained by
  Division).
• If PI or department receives award notice
• Upload document(s) to Attachments tab
• Complete Projects tab
• Send Setup approval to Division or RSP

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WISPER Division Implementation

• Your Division may have specific instructions on
  the following items. Please ensure that you
  communicate with your Division Research
  Administrators to determine if they recommend any
  specific method of
• Who will initiate Project Details?
• Who will complete Project Details?
• Routing path
• Use of approvals
• Attachments expected

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Projects Tab

• Projects Tab
• Award Costs Dates to match award (if advance,
  best known information 0 OK)
• Multiple Projects (Subaccounts)
• The project necessitates division of budget or
  accounting by multiple tasks, departments or
  other factors.
• The award incorporates multiple FA rates (e.g.,
  NSF grant with REU component).
• Separate fiscal periods require separate
  accounting, billing or fiscal reports (such as
  NIH P, T, or U mechanisms).
• If a new project will be needed each year, set up
  a new project for each year (Click on Add
  Project button to start)
• If you are not sure if projects will be needed
  each year, contact RSP to discuss

Add them NOW. RSP will require justification if
you ask for them after the award has been
generated.
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WISPER Protocol Details

• Protocol Details

For any Compliance question to which you
responded yes
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WISPER Protocol Details
the protocol must be approved and entered under
the Details link. For exempt IRB Check
Yes on the General Page. Enter the protocol
number, approved status, date approved and
expiration date of 12/31/2099. For WIRB Upload a
copy of the approval as an attachment.
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WISPER Protocol Details

• Protocol Certification Details
• Enter IRB, IACUC, biosafety, and stem cell
  protocol approval information
• Protocol must specifically list or be associated
  with award
• PLUS Protocol Lookup System
• Upload a copy of WIRB approval in Attachments tab
• NIH Training Grants Special instructions at
  http//www.grad.wisc.edu/research/traininggrants/a
  nimalhumanbiol.html

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WISPER - Project Details

• Project Details
• Header
• DescriptionUSE THIS!! (It will appear in reports
  and WISDM.)
• PI
• Project Type
• Fund
• 144 (Federal/Federal pass-through) or
• 133 (Non-Federal)
• Department
• Project Start End Dates
• FA Information
• F A Rate Type Research, Instruction, Public
  Service, Off-Campus
• FA Base MTDC, TDC
• FA Rate - recovered from Sponsor

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WISPER - Project Details

• Project Details
• Combo Edits (Department Program)
• Single or Multiple Departments
• Program Codes
• http//www.uwsa.edu/fadmin/activity/
• Budget Details
• Direct/FA, Category, or NIH Training Grant
• If Advance Award, can leave these as 0

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WISPER Effort Commitments

• Effort home www.rsp.wisc.edu/effort/index.html

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WISPER - Commitments

• EFFORT Requirements
• Effort training completed
• If a PI, you are up to date with all
  certifications in ECRT you and all of your
  graduate students, postdocs classified staff
• If you are not a PI but are required to, you have
  certified your own effort
• RSP will not set up awards when anyone on the
  commitments section has a NO for Effort
  Requirements met. There will be a validation
  warning if ANYONE has a No. To know what they
  need to do, click on the help icon. A link will
  be there.

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What is a commitment? Identified quantified
obligations
Commitments
Effort
Non-Effort
PaidEffort
Cost-Shared Effort
Non-Payroll Cost Sharing
Not Paid By Sponsor
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WISPER Effort Commitments

• UW Effort Policy http//www.rsp.wisc.edu/effort/u
  wMadisonEffortPolicyFINAL2007-08-29.pdf
• Faculty and staff have met their commitments to
  sponsored projects.
• Salaries charged to sponsored projects are
  reasonable in relation to the work performed.
• Faculty cannot commit 100 of their effort on
  sponsored projects, as time must be reserved for
  other UW duties.
• More on effort www.rsp.wisc.edu/effort

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WISPER Effort Commitments

• UW Effort Guidelines http//www.rsp.wisc.edu/effo
  rt/uwMadisonEffortGuidelines2008-03-19.pdf
• Must have minimum of 1 effort commitment
  (regardless of salary requested) to be listed as
  PI on ANY WISPER record.
• Exception 1 No PI Commitments required on
• Equipment or instrumentation grants, doctoral
  dissertation grants, and student mentoring grants
• Exception 2 Can have less than 1 if individual
  is the PI on multiple clinical trials
• The commitment to any one trial may be less than
  1,
• as long as the sum of all the commitments
  represents
• a reasonable level of effort

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WISPER Effort Commitments

• Who has commitments?
• PI
• Co-Investigator
• Key Personnel (that are listed identified in
  the proposal or award as senior/key personnel).
• Note When the proposal does not explicitly list
  key persons, the university defines key personnel
  for the purpose of effort reporting as the
  principal investigator/project director and all
  co-investigators

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Effort commitments whats quantified, where is
it identified?

• Proposal Stage
• What? The quantified amount of effort you
  propose in a grant proposal or other project
  application
• Where? Budget, Budget justification, SOW (if
  specific quantified)
• Ex 1 "Professor Jones will devote 10 of her
  time during the academic year to this project."
• Ex 2 You propose 30 effort for 12 months
• You request salary support for 10
• Your effort commitment 30
• Your cost share commitment 20

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Effort Commitments whats quantified, where is
it identified?

• Award Stage Quantified amount of effort
  proposed that the sponsor accepts awards,
  regardless of salary support
• Sponsor reductions in budgets do not mean they
  accept a reduction in effort
• Keep salaries effort the same as proposed
  reduce other budget categories (travel, supply)
• Keep effort the same, reduce salaries document
  increased cost share
• Reduce effort commitments prior approval needed
  from sponsor if reduction is greater than 25

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WISPER Effort Commitments

• Fellows Trainees
• Fellows trainees are not normally considered
  Key Personnel
• No effort commitment required as they are paid
  stipend and not salary
• Mentors
• No effort required for Career award or fellowship
  mentoring
• Effort is required for Training Grant PIs

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What documents contain effort commitments?

• Sponsor expected effort commitments can be found
  and RSP checks (in this order)
• Post award commitment changes
• Award document
• JIT info (revised budgets/justifications)
• Proposal budget
• Other proposal sections

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WISPER - Commitments
Conversion Calculator www.rsp.wisc.edu/PMconversio
n.xls
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WISPER Effort Commitment Entry, A-basis,
Sponsor paid

• Example 1
• Professor PI has promised 4.8 calendar months to
  the project in Year 1
• 4.8 calendar months 40 effort commitment
  whether or not salary is being requested

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WISPER Effort Commitment Entry, A-basis,
Sponsor paid

• One Commitment Constant, paid by Sponsor,
  A-basis appointment. Enter aggregate.
• Year 1 -5 Start 12/1/07. End 11/30/12.
  Commitment 40

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WISPER Effort Commitment Entry, A-basis,
Sponsor paid

• Example 2
• Multiple periods Not constant, paid by
  Sponsor, A-basis appointment. Enter each
  commitment period separately
• Year 1 Start 1/1/08. End 12/31/08.
  Commitment 30
• Year 2 Start 1/1/09. End 12/31/09.
  Commitment 5
• Year 3 Start 1/1/10. End 12/31/10.
  Commitment 25

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WISPER Effort Commitments

• Summer Commitments Academic (C or 9 month)
  Appointees
• Typically, budgets list 1 summer month or 2
  summer months without identifying which
  month(s).
• Check with your Deans office for method to use.
• You may opt to enter summer effort for the summer
  period only
• 1 summer month 33 from 6/1 8/31
• 2 summer months 67 from 6/1 8/31
• This method enables us to know that an individual
  is not overcommitted for the summer months
• You may opt to enter summer effort over the total
  months funded
• 1 summer month 1/10 10 from 9/1 - 6/30
• 2 summer months 2/11 18 from 9/1 7/31

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WISPER Effort Commitments

• More on Summer Commitments
• Page 9 of the Effort manual http//www.rsp.wisc.
  edu/effort/uwMadisonEffortGuidelines2008-03-19.pdf
  
• 8/9 rule
• Faculty are permitted to work 8 months of summer
  salary in any 9 summer months (any 3 consecutive
  years). They must take at least 1 month without
  summer salary every 3 years.

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Cost Sharing

• Policy, Guidelines, Key Ideas, Definitions,
  Etc.
• http//www.rsp.wisc.edu/costsharing/index.html
• RSP Cost Share Working Group Business Process 4
  (How RSP/Campus will setup CS at award)
  http//www.rsp.wisc.edu/costsharing/CSWG-BPR04.pdf
  

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Cost share commitment entry in WISPER/PS

• Cost Sharing
• Federal Non-Federal Awards
• Mandatory
• Required as a condition of proposal submission
  award acceptance
• Voluntary
• Not required, but offered in proposal accepted
  by sponsor an obligation that university must
  fulfill
• Any committed salary cost sharing (effort
  committed, but salary not paid by sponsor) must
  be entered
• Any non-payroll cost sharing, send email
• or add approval to notify RSP Division
• A term of the award will be added

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WISPER Cost Share Payroll Commitments

• If you are cost sharing, you must be careful
  while setting up the Project details.
• An appropriate source of funding should be used
  to provide the cost share.
• C-basis appointees are typically only paid on 101
  funds during the academic year.
• If using 101 funds for C-basis appointees, cost
  share should be set up only during academic year,
  9/1-5/31.
• For C-basis appointees, the denominator for cost
  share commitment may be different than for the
  effort commitment.

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WISPER Effort Commitment, A-basis, Sponsor paid
Cost shared
Example 3
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WISPER Effort Commitment, A-basis, Sponsor paid
Cost shared

• 3. One Commitment Paid partly by Sponsor and
  cost shared by University, A-basis appointment.

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WISPER Effort Commitment, C-basis

• Example 4

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WISPER Effort Commitment, C-basis, Sponsor paid
Cost shared
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WISPER Effort Commitment, C-basis, Sponsor paid
Cost shared
4. One Commitment Paid partly by Sponsor and
cost shared by University, C-basis appointment.
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The effort process in a nutshell

• Proposed commitments for the PI/Co-I and all key
  personnel are entered into the Projects tab in
  WISPER (before award set up).
• RSP verifies commitment information at award set
  up.
• Commitment data flows into SFS Extensions when
  the award is set up. ECRT extracts commitment
  information from SFS Extensions.
• View commitment data SFS ExtensionsgtUW Cost
  SharegtEffort CommitmentgtCommitment Inquiry or
  Projects tabgtUW Commitment Inquiry
• Effort is expended. Effort reporting is needed,
  after the fact, to ensure to the sponsor that
  commitments are met (done in ECRT).
• ECRT - Add-on Tools section
• Tool will display overall commitment AND show
  how that
• commitment relates for the current cert
  period. Certification
• a.) that effort met the commitment to the
  sponsor and
• b.) that the grant was not overcharged

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WISPER - Changes
Changes http//www.rsp.wisc.edu/forms/costshare.pd
f
You must check the appropriate box first. Then
appropriate questions will appear below. Send
completed forms to Deans office, who will route
to RSP.
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WISPER - PI Signature
PIs must log in with their own NetID sign

• Link is only available for those listed as PI
• Link at the top of the General tab the bottom
  of all other tabs
• Award Signature must be completed before the
  request to set up the advance award or finalize
  set up of the projects.
• Know whether the PI has signed by clicking on the
  Request signature button on the General Tab or
  looking in the Document History
• (request using button on General Tab if needed)

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WISPER PI Signature

• PI signature on History tab

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WISPER Ive Completed Project Entry

• Validate!
• If RSP sent you an approval, respond to it.
• Make sure to click Validate button prior to
  responding to the approval. Correct any errors.
• If you initiated set up, send approval to the
  Division letting them know you are complete.

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WISPER Advance Award

• Request Advance Award
• Projects to be set up in advance of the award a)
  being received or b) fully executed.
• Complete all information on Projects tab
• Validate!!!
• Add approval REQUEST ADVANCE AWARD SETUP to your
  Division
• Division then notifies RSP via Division Action
  page
• The day after advance award set up is completed,
  an email notification is sent to those on
  Department email contacts list. Check Document
  History if you are not listed.

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WISPER - Changes

• No Cost Extensions
• Processed in WISPER
• http//www.rsp.wisc.edu/awardmgt/nocost.html

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Help?

• If you need help, try the following steps
• Click on the help icon next to the field in
  question
• Click on the WISPER Help link on the top of each
  page
• Contact the SPO Owner (see SPO Action tab)
• Consult the WISPER help page at
  http//www.rsp.wisc.edu/WISPER/ for
• Training Manual
• Desk References
• Webcasts
• This presentation
• Email WISPER_at_rsp.wisc.edu

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WISPER Feedback Questions

• Questions?
• Anything we didnt cover that you would like to
  see.
• Anything we covered that wasnt clear.