Research Administrator Meeting

1
Research Administrator Meeting

• July 24, 2003
• 1000-1200
• Medical Alumni Auditorium,
• E331 General Hospital

2
Agenda

• IT Security Plans for Research
• Review of Graduate Assistant Tuition Scholarship
• New Cost Sharing Policy Procedure Statement

3
IT Security Plans for Research
4
Review Graduate Assistant Tuition Scholarship

• Effective September 1, 2003
• New institutional account 6350, Tuition Expense
  does not require function 80 all other
  scholarship expense will continue to require
  function 80
• Graduate College will monitor the program
• Grant Accounting will monitor grants

5
New Cost Sharing Policy Procedure Statement

• http//www.uiowa.edu/fusga/cost_share.htm
• June 20, 2003 meeting

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Essentials of the Policy

• Effective July 1, 2003
• Committed cost sharing will be recorded in
  accounting
• For all new or renewal Federal awards
• Optional
• departments can elect to set up cost share
  accounts for existing awards, or,
• For Fund 500 accounts

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Why Do This?

• Per OMB A-21 Clarification
• Committed cost sharing must be documented in
  accounting
• Feds giving this more scrutiny and airtime
• Northwestern case
• Recent COGR discussion, etc.

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Committed Cost Sharing

• Mandatory required by agency
• Typically effort or equipment
• Voluntary not required but is proposed by PI to
  be paid from other University sources
• Example
• Total proposed effort 30
• Funded effort 20
• Cost Share effort 10

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VA Salary

• Each award proposal should include Univ. salary
  and VA salary if have joint appt.
• Requires total proposed effort to be converted to
  effort on Univ. appointment
• Example VA 50 Univ. 50 Total 100
• Proposal 10 of Total effort translates into 20
  of Univ. effort

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Process

• PI should identify funding source for cost share
  expenditures at proposal stage
• At least 1 PI effort must be committed in
  proposal for research project (ex clinical
  trials)
• When award is received, department sends Cost
  Sharing Authorization form and detailed cost
  sharing budget to GAO
• GAO establishes the grant account in fund 510 and
  cost share (Grantid 3 7 digit grant number)
  for each Who key listed on the Cost Sharing
  Authorization form

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Process continued

• Departments allocate funds to cost sharing
  accounts
• Departments/PI utilize the cost sharing account
  as budgeted by appointing personnel or charging
  expenses
• Monitor cost sharing accounts
• Cost Sharing Budget/Actual report
• Effort Report

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Process continued

• PI must request sponsor approval through
  Sponsored Programs when
• cost sharing is not provided as proposed
• effort committed by the PI is decreased by 25 or
  more of the total committed effort
• GAO reports cost sharing to agency as required
• Grant account and cost sharing account will be
  closed within 90 days of grant end date

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Questions
14
Next Meeting

• Thursday, October 23, 2003
• 1000 1200
• Illinois Room, IMU