Latest Project Announcement

Sent on behalf of Christopher Molloy and Michael Gower

April 25, 2016

We continue to implement improvements to optimize research administration services across the institution under the Excellence in Research Administration initiative. Our focus is on improving support to faculty, decreasing administrative burden, and increasing efficiency through the evaluation of various business processes.

We are announcing the next wave of process enhancements outlined below. Working groups comprised of faculty, central, and local administrators have discussed and finalized these changes, to be effective on Monday, April 25, 2016.  (To review changes from prior implementations, please see the Project Status on the Excellence in Research Administration website.)

A summary of the changes is listed below.

 

ERA April Implementation

Uniform Guidance

  • Policies and Procedures: An internal Steering Committee aligned Rutgers research practices with Uniform Guidance: Award Closeout, Conflict of Interest, Cost Share, Direct Charging of Administrative and Clerical Salaries, Direct Charging of Computing Devices, Effort Reporting, Internal Controls, Prior Approval, Records Retention, Subrecipient Issuance and Modification, and Subrecipient Monitoring. Resources are available on the Uniform Guidance website.

Subrecipient Monitoring

  • Final Subinvoice Approvals: Only high-risk subrecipients are required to have approval signatures from the Subrecipient PI and Rutgers PI on their final subinvoice. For low-risk subrecipients, the Rutgers PI’s approval of the final closeout amounts is sufficient.
  • High-Risk Subrecipient Questionnaire: An annual Subrecipient Questionnaire will be sent from Grant and Contract Accounting (GCA) Compliance to Rutgers PIs with high-risk subrecipients to assist with the subrecipient monitoring process. Three questions will be asked regarding: satisfactory subrecipient advancement of programmatic goals, timeliness and accuracy of subrecipient invoices and reports, and regularity of communication with the Subrecipient PI.
  • Departmental Checklist for Subrecipient Monitoring: An optional departmental checklist with guidance for monitoring subrecipient payments and performance was developed to assist departments with subrecipient monitoring.  The checklist can be located on the ORSP website

Conflict of Interest

  • eCOI Training Module: Shortened the eCOI Training Module to capture the policy information most relevant to faculty. For units that have been in eCOI since the initial implementation in 2012, the four-year required training begins August 2016. Investigators will complete the training module before processing annual disclosures or research certifications.
  • eCOI Research Certifications: Shortened the Research Certification for Investigators that have disclosed financial interests.
  • eCOI Email Reminders: Revised the email sent to Investigators to complete the Research Certification to provide clear instructions for completion.
  • eCOI Department Admin Role: Developed a Department Administrator role to allow departments to view annual disclosure dates and the status of the research certification. To request access, please contact your unit’s COI Monitor.

Research Website

  • Office of Research Regulatory Affairs (ORRA) Website: Launched a new ORRA website with simplified content and imagery. Removed legacy sites within individual schools.  Functions include HSPP/IRB, IACUC, COI, Effort Reporting and Research Integrity.

 

Clinical Trials

  • Clinical Trials with a Defined Budget (e.g., NIH): Rutgers internal budget template is required for award set-up (new, modifications, continuations, etc.). The full budget will be entered in the financial system. If an end date is specified, the sponsor defined end date will be entered in the system.  Otherwise, the award will be set-up for a three year period.
  • Clinical Trials with no Defined Budget (e.g., Industry): Rutgers internal budget template is not required for award set-up. Only the per-patient budget provided to the sponsor is needed. Initial budget allocation will be set at $5,000 in the financial system and the award will be set-up for a three year period initially.  At the end of the three year period, departments can request a three year extension. Departments will send invoices to GCA monthly when sent to the sponsor and GCA will increase the budget and book a receivable accordingly.
  • Updated guidance is available on the ORSP website.

Effort Reporting

  • New/Change System Access Forms: The New/Change System Access forms for ECRT and FTERS/ACRS are now 1-page fillable pdfs. New forms are available on the GCA website.

Cost Share

  • Cost Share Procedure Guidance: The procedure for requiring the inclusion of Cost Share in the budget at the proposal/award stages and establishment of companion accounts has been standardized.  The full guidance and corresponding policy are available on the ORSP website.
    • Mandatory Committed Cost Share: budget detail is required at both the proposal and award stage, and a companion account is established.
    • Voluntary Committed Cost Share: budget detail is flagged at the proposal stage and required at the award stage, and a companion account is established.
    • Voluntary Uncommitted Cost Share: budget detail and companion account are not required.

Cost Transfers

  • Non-Payroll Cost Transfer Forms: Simplified the Cost Transfer Between Projects Approval (RBHS) and Late Cost Transfer Exception Request (RU) forms for non-payroll cost transfers to 1-page fillable pdfs.
  • Payroll Reallocation Forms: Simplified the Change in Source of Funds (RBHS) form for salary reallocations to a 1-page fillable pdf. Created guidance for completing the Salary and Wage Redistribution Justification (RU) form to clarify field entry.
  • Cost Transfer Approvals: Reduced and standardized signatures for cost transfers across updated forms:
    • Under 90 days approvals: Department Preparer, Department Reviewer & GCA Official.
    • Over 90 days (Late) approvals: PI, Business Official/Research Dean, & GCA Official.
  • All new cost transfer forms and detailed guidance available on the GCA website.

 

We will continue to provide updates as this initiative progresses.  For additional information and the latest status on changes, please visit the Excellence in Research Administration website.

If you have any questions, please reach out to Judy Zenowich at zenowich@oldqueens.rutgers.edu.  We appreciate your participation in the Excellence in Research Administration Initiative.

 

Sincerely,

 

Christopher J. Molloy, PhD, RPh                                      J. Michael Gower

Senior Vice President                                                         Executive Vice President for Finance and

Office of Research and Economic Development          Administration and University Treasurer