2021 Tri-University Research Administration Conference

Thank you for attending the inaugural Tri-University Research Administration Conference hosted by the University of Arizona, Northern Arizona University and Arizona State University. Open to research administration support staff of all experience levels, the Tri-University Research Administration Conference offered an interactive all-virtual professional development opportunity with concurrent Pre-Award and Post-Award Tracks.

Presentation information for all sessions is available below, including PowerPoint slides and video recordings.

Monday March 22, 2021

Foreign Influence in Research - PowerPoint Slides

Video Recording

Speakers

Heather Clark, Executive Director, Research Operations, Arizona State University

Debra Murphy, Director, Knowledge Enterprise Operations, Arizona State University

DESCRIPTION

Level: Intermediate

Session Description: Federal funding agencies continue to share concerns about international collaborations and continue to raise concerns. For continued support of international collaborations, we must first understand what the concerns are and the resources available within our universities to address them. This session is intended to assist you with understanding sponsor requirements, best practices, key responsibilities and resources regarding regulations and policies.

Learning Objectives:

• Participants will gain an understanding of sponsor concerns and requirements • Participants will understand their role and others in supporting our researchers • Participants will learn best practices for reporting conflicting interests and relationships
Proposal Budgets 101 - PowerPoint Slides

Video Recording

Speakers

Vince Borleske, Director, Engineering Research Administration Services, University of Arizona

Sarah Gates, Research Advancement Administrator Senior, Research Advancement Services, Arizona State University

Shana McClelland, Manager, Training & Development, Research Innovation & Impact

DESCRIPTION

Level: Beginner

Session Description: A budget is an essential component of all research proposals. An effective proposal budget serves as a financial blueprint which demonstrates to the sponsor that you have carefully considered how the research will be conducted and what resources will be required to carry out the proposed project. If your budget numbers are inaccurate, confusing, poorly explained or justified, unrealistic or not comprehensive, reviewers may conclude that the research project has similar weaknesses. In this session, we will explore the requirements and composition of a good proposal budget and justification and discuss strategies for working with investigators to ensure they are putting sufficient consideration into the resources required to complete the project and providing you with the information you need.

Learning Objectives: • Gain an understanding of basic cost principles and learn how to apply them • Learn about the common proposal budget categories, difference between direct and indirect costs, cost allowability, and the purpose and format of budget justifications • Learn strategies for working with investigators to collect necessary information for drafting a proposal budget

Prerequisites: None.
Allocation Methodologies & Benefit to the Project - PowerPoint Slides

Video Recording

Speakers

Sarah Kern, Assistant Director, Fiscal Oversight, Arizona State University

Marcel Villalobos, Assistant Director, Postaward Services, University of Arizona

DESCRIPTION

Level: Intermediate

Session Description: This session will cover general cost allocation principles from the proposal development stage through the post award expenditure stage.

Learning Objectives: • Best practices for budgeting expenditures using a risk-based approach. • Allocating and justifying expenditures to the awarded project • Transaction review, and prior approval best practices

Prerequisites: Basic familiarity with Uniform Guidance Cost Principles
Proposal Budgets 201 - PowerPoint Slides

Video Recording

Speakers

Sarah Gates, Research Advancement Administrator, Senior Research Advacement, Services Arizona State University

Rachel Rice, Assistant Director, Proposal Services, University of Arizona

DESCRIPTION

Level: Intermediate

Session Description: Recognizing that the budget is a critical and highly scrutinized element of the proposal, complex or unique projects often require more detailed examination to ensure compliance. In this session, we will build on the Proposal Budgets 101, exploring the complicated, infrequent or time-consuming budget elements managed by research administration.

Learning Objectives: • Grow understanding of nuanced requirements and distinctive cost categories • How the centralized offices review budgets • What to address at proposal stage to ensure seamless negotiation and award management

Prerequisites: Proposal budgets 101 or prior experience with proposal budgets.
Travel Like a Pro - PowerPoint Slides

Video Recording

Speakers

Stacey Childers, Research Advancement Administrator, Department of Psychology, Arizona State University

Samantha Munguia, Grant + Contract Officer, Principal Fiscal Oversight, Arizona State University

DESCRIPTION

Level: Beginner Session Description: This session will cover the sponsored travel process from start to finish. Participants will gain an understanding of travel best practices, including COVID-19 guidelines, as well as common pitfalls so they can help researchers travel like a pro.

Learning Objectives: Upon completion of this session, participants will be able to: • Review travel requests and expense reports to ensure they are compliant with applicable policies and include necessary documentation • Allocate travel costs across multiple cost objectives, including personal travel • Identify common mistakes and assist travelers with corrections

Prerequisites: None, travel administration experience helpful
Conferences and Meetings - PowerPoint Slides

Video Recording

Speakers

Kim Fields, Program Manager, Research Knowledge Enterprise Operations, Arizona State University

Chris Sittler, Sponsored Projects Administrator, Sponsored Projects & Contracting Services, University of Arizona

DESCRIPTION

Level: Intermediate

Session Description: Conferences and meetings can be difficult to navigate, including nuanced expenses and budget categories that are heavily scrutinized by sponsors, requiring acute attention to detail. This session is intended to examine these expense categories from proposal development to post-award account management. At the proposal stage, we will examine allowability and a fundamental understanding these categories to ensure they are appropriately budgeted at the earliest stage of project development. At the post-award stage, we will discuss accounting methodologies to ensure expenses are appropriately categorized to remain compliant with federal guidelines. We will focus on federal sponsors rather than non-federal ones in this session. Foundations place fewer restrictions, in general, on their allowable conference and meeting expenses so the requirements for pre- and post-award management of them are often less rigorous than those called for by federal funders.

Learning Objectives: • Participants will gain an understanding of allowable costs for conferences and meetings • Participants will be introduced to categorizing conference costs within a proposal • Participants will learn about program income, inclusion requirements in a proposal and accounting methodologies

Prerequisites: Participants should have a prior knowledge of basic cost principals and federal guidelines.
Cost Sharing Do's and Don'ts - PowerPoint Slides

Video Recording

Speakers

Tanya Dalton, Research Advancement, Arizona State University

Tara Gonzales, Senior Manager, Sponsored Projects & Contracting Services, University of Arizona

Kerwin Lawrence, Assistant Director, Research Administration, Office of Sponsored Projects, Northern Arizona University

DESCRIPTION

Level: Beginner

Session Description: Cost sharing is the portion of project costs not paid by the sponsor. Including cost share in a proposal is discouraged when not required by the sponsor. This session will cover when cost share should be included in a proposal (and when it should be avoided), the different types of cost share, as well as best practices for documentation of cost share at the postaward phase.

Learning Objectives: • Participants will gain an understanding of the different types of cost share • Participants will learn when cost share should be included in a proposal • Participants will learn the difference between cost share and leveraged resources • Participants will become familiar with best practices for cost share documentation at the proposal and postaward stages

Prerequisites: None
Contract Negotiations 101 - PowerPoint Slides

Video Recording

Speakers

Radha Ramachandran, Contract Manager, Contract and Research Support Program, University of Arizona

Avery Wright, Grant + Contract Officer, Principal Proposals and Negotiations, Arizona State University

DESCRIPTION

Level: Beginner

Session Description: What's involved in a contract and the negotiation of terms and conditions contained therein. The presentation will provide a basic outline of the contract/agreement review, negotiation and signature process, identify troublesome language/clauses and their impact to the PI/Department/University. State of Arizona required clauses/terms and other terms that are non-negotiables will also be highlighted.

Learning Objectives: • Get a basic understanding of contracts/agreements and terms and conditions in a typical research contract/agreement. • Understanding of the negotiation process and key steps involved during review and negotiation. • Knowledge of typical terms contained in a research contract/agreement and what are negotiable and what are non-negotiable. • Pain points in a contract • AZ State mandated clauses

Prerequisites: Experience in processing proposals and award paperwork.
Subrecipient Monitoring - PowerPoint Slides

Handout: New Award Kickoff Checklist

Video Recording

Speakers

Lisa Allen, Assistant Director, Research Advancement, College of Health Solutions, Arizona State University

Jessica Federico, Sponsored Projects Administrator, Sponsored Projects & Contracting Services, University of Arizona

Susan Stephens, Grant + Contract Officer Senior, Fiscal Oversight, Arizona State University

DESCRIPTION

Level: Beginner, Intermediate & Advanced

Session Description: Prime awardees are mandated by OMB Uniform Guidance to monitor the work and conduct of subrecipients receiving funds under their federal award. There are many roles and responsibilities involved with subrecipient monitoring so its critical for research administrators to understand the processes and their role within them. This session will provide a general review of: (1) reconciling supplier and subaward invoices which contain sufficient detail to support the invoiced costs prior to payment. (2) review of some key terms and conditions as well as budget elements of the subaward agreement that might impact invoicing.

Learning Objectives: • Participants will identify the roles and responsibilities involved with subrecipient monitoring • Participants will review terms related to Subcontracts and Subaward Agreements • Participants will learn how risk assessments are conducted • Participants will examine ways to mitigate audit risks through ongoing review of subcontractor activities and conduct

Prerequisites: Participants should have prior knowledge and experience in reviewing subrecipient accounts.
Power Point Slides

Pre- to Post-Award Handoff Work Instructions

Pre- to Post-Award Handoff Email Template

Unit Level Check Work Instructions

Unit Level Check Checklist

Video Recording

Speaker

Samantha Munguia, Grant + Contract Officer, Principal Fiscal Oversight, Arizona State University

DESCRIPTION

Level: Intermediate

Session Description: In this session, we will go over actions unit administrators can take when a new award is received to ensure smooth post-award management. We will over how to facilitate handoff from pre-award to post-award staff, tips for setting the PI up for success and strategies for establishing unit processes.

Learning Objectives: Upon completion of this session, participants will be able to: • Understand the importance of establishing a unit-level new award set-up process • Identify potential administrative roadblocks that could delay the start of a new award • Develop a pre-award to post-award handoff process • Develop a process to communicate new award restrictions/flexibilities to PIs.

Prerequisites: None

Tuesday March 23, 2021

How to Read a Funding Announcement and an Award Notice - PowerPoint Slides

Video Recording

Speakers

Jessica Helbling, Senior Research Administrator, Engineering Research Administration, University of Arizona

Valerie Keim, Grant + Contract Officer, Senior Proposals and Negotiations, Arizona State University

Julia Patronski, Sponsored Projects Administrator, Principal, Sponsored Projects & Contracting Services, University of Arizona

DESCRIPTION

Level: Beginner

Session Description: When you first encounter a FOA (or RFP, RFGA, solicitation, RFA, or just plain old guidelines) it can be a lot to go through. The more you practice, the easier it will get! In this session we will take you through some common sponsors and map out what to look for in your funding announcement and (hopefully!) funding award. Presenters will also touch base on some more complex items to look for to help you out as your sponsor portfolio grows. After this session, you won’t need a cipher ring to know what to look for in your FOA or NOA.

Learning Objectives: • Participants will learn key words to search for within a funding announcement. • Presenters will review what items participants may need to discuss with faculty for successful proposal submission and award management. • Participants will hear both pre- and post-award perspectives on what is important to look for when preparing a proposal and managing an award. • Understand and identifying key components of an agreement from a Post Award perspective

Prerequisites: None – appropriate for pre-award, post-award, departmental research administrators, and central office staff.
Pre-Award Sponsor Showcase - PowerPoint Slides

Video Recording

Speakers

Howard Bergman, Director of Research Advancement, Mary Lou Fulton's Teachers College, Arizona State University

Juliette Dixon, Research Advancement Administrator, School of Human Evolution & Social Change, Arizona State University

Chris Sittler, Sponsored Projects Administrator, Sponsored Projects & Contracting Services, University of Arizona

Jesus Orduno, Sponsored Projects Administator, Sponsored Projects & Contracting Services, University of Arizona

DESCRIPTION

Level: Beginner

Session Description: Federal agencies make up a large portion of submissions. Each federal sponsor has guidelines and regulations to follow during the proposal development and submission process. This session is intended for those who are new to this process or have very limited exposure. We will review the key guidelines for NSF, NIH, NASA, DOEd, DOE, DOD, and USDA, explore uniform guidance, identify how these guidelines can drive individual university policy, and provide an opportunity to review a federal solicitation.

Learning Objectives: • Participants will learn sponsor-specific nuances in the proposal development/submission process. • Participants will gain an understanding in how sponsor guidelines drive individual University policy. • Participants will practice reviewing a solicitation to identify key elements of sponsor requires.

Prerequisites: None. Recommended basic understanding of Federal Sponsors and identifying and understanding Federal guidelines including Uniform Guidance.
Managing State and Local Awards - PowerPoint Slides

Video Recording

Speakers

Chris Barnhill, Contract Officer, Contract and Research Support Program, University of Arizona

Ken Frost, Grant + Contract Officer, Principal Proposals and Negotiations, Arizona State University

Marcel Villalobos, Assistant Director, Postaward Services, University of Arizona

DESCRIPTION

Level: Intermediate

Session Description: This session is intended for those new to working with awards from State or local entities, or who have had very limited exposure. The session will include best practices for account set-up, invoicing, and financial reporting due to the complexity of back-up documentation required by state and local agencies. Review and negotiation of agreements with State of Arizona (ABRC, AZ DHS, AZ DOT, etc.), Counties, Cities, School Districts, etc. (IGA’s, ISA’s MoU’s)

Learning Objectives: • The differences between an IGA, ISA or MoU and when to use each type. • Best practices for invoicing, reporting, and managing entity requests for detailed transaction backup • Using Master Agreements • Procurement grants from the State of Arizona (agreeing to terms and Conditions at proposal time, working with the Arizona Procurement Portal (APP))

Prerequisites: Basic familiarity with State of Arizona required clauses and the Arizona Revised Statutes (A.R.S.) Basic familiarity with State of Arizona financial and invoicing templates such as the ADHS CER
Managing Large Proposals - PowerPoint Slides

Video Recording

Speakers

Faye Farmer, Executive Director, Research Development, Arizona State University

Shana McClelland, Manager, Training & Development, Research Innovation & Impact

Kim Patten, Assistant Vice President, Research Development, Research Development Services, University of Arizona

DESCRIPTION

Level: Intermediate

Session Description: Large/Complex/Strategic (LCS) proposals often require more advanced understanding and ability than typical research proposals. Such proposals are often inter-, multi-, or cross-disciplinary, may involve significant collaboration with other departments, colleges, and institutions, and often require more time, preparation, and resources than typical research proposals. The University of Arizona and Arizona State University provide significant proposal development support for LCS proposals. In this session we will explore how each institution defines and what features are indicative of a LCS proposal, how and when to identify and request institutional support/resources, and specific roles and responsibilities involved in managing LCS proposal opportunities. We will also explore opportunities for career growth and development.

Learning Objectives: Participants will: • learn how each institution defines large/complex/strategic proposals and identifying features of each • understand the different roles and responsibilities involved in managing large/complex/strategic proposals • learn key contacts at each institution that support large and complex proposal development • become familiar with professional development and growth opportunities in this area

Prerequisites: • Some experience in developing and submitting proposals • Desire to learn more about large/complex/strategic opportunities • Interest in career growth and development
Research Project Performance Reports (RPPRs) - PowerPoint Slides

Video Recording

Handouts:

Handout 1 - Common Post-Award Project and Budget Changes for NIH Awards

Handout 2 - No-Cost Extension Justifications for NIH Awards

RPPR PI Questions Template_Fillable Boxes

Speakers

Sarah Clarke, Assistant Manager, Grants, University of Arizona Health Sciences Research Administration, University of Arizona

Tara Jenkins, Grant + Contract Officer, Senior Award Management, Arizona State University

Mirna Mun, Grant + Contract Officer, Award Management, Arizona State University

DESCRIPTION

Level: Intermediate

Session Description: In this session, we will review in detail the RPPR and its module in eRA Commons, discussing common issues with annual, interim, and final NIH Research Performance Progress Reports. We will also provide various tools and processes utilized by the Research Administration office of University of Arizona’s Health Sciences. This session is intended for those new to or somewhat experienced with NIH progress reports in particular, and eRA Commons in part. Prior approval and no cost extension requests will also be reviewed in brief.

Learning Objectives: • Participants will understand the requirements and guidelines provided by the NIH for progress reports, prior approval requests, and no cost extensions. • Participants will receive tools to assist in explaining requirements to investigators and collecting needed report data.

Prerequisites: Participants should have prior knowledge of and some experience with NIH awards and eRA Commons.
Pre- and Post-Award Communications - PowerPoint Slides

Handout: New Award Kickoff Checklist

Video Recording

Speakers

Lisa Allen, Assistant Director, Research Advancement, College of Health Solutions, Arizona State University

Sarah Moser, Research Advancement Administrator, Senior Insitute of Humanities Research, Arizona State University

DESCRIPTION

Level: Beginner, Intermediate

Session Description: Bridging the gaps in communication between pre-award and post-award administrators is crucial for effective and efficient operations. This session will highlight helpful strategies to make communication more seamless for your team by focusing on various communication tools and best practices.

Learning Objectives: • Participants will review best practices to enhance communications between Pre and Post Award staff, faculty and other teams within the University. • Participants will engage in interactive activities highlighting best communication practices between Pre & Post Award. • Participants will learn strategies and tools to help cultivate effective and efficient communication methods within the research administration field.

Prerequisites: Participants should have prior knowledge and experience in research administration.
Regulating the Use of Foreign Air Travel of Federally Funded Awards - PowerPoint Slides

Video Recording

Speakers

Tanya Dalton, Research Advancement, Arizona State University

Samantha Munguia, Grant + Contract Officer, Principal Fiscal Oversight, Arizona State University

DESCRIPTION

Level: All

Session Description: In this session we will cover the ins and outs of the Fly America Act. From applicability to documenting exceptions, we will use case studies to help participants learn how to appropriately manage airfare regulations that apply to Federal sponsored projects.

Learning Objectives: Upon completion of this session, participants will be able to: • Describe the Fly America Act • Describe when the Fly America Act should be applied to sponsored travel • Identify when to use and how to document exceptions to the Fly America Act • Describe the relevance of code sharing • Describe the meaning of the Open Skies Agreement

Prerequisites: None, international travel administration experience helpful
Current & Pending, Other Support, Foreign Influence, and Report - PowerPoint Slides

Video Recording

Speakers

Ekaterina Khaustova, Research Advancement Administrator, School of Computing Informatics & Decision Systems Engineering, Arizona State University

Lael Thompson, Compliance Coordinator, Senior, Research Integrity& Assurance, Arizona State University

Yang Wen, Research Advancement Administrator, School of Computing, Informatics & Decision Systems Engineering, Arizona State University

DESCRIPTIONS

Level: Beginner/Intermediate

Session Description: Discussion about the new National Science Foundation (NSF) current and pending requirements effective October 5, 2020. We will also review the National Institutes of Health (NIH) current and pending requirements, walk through the National Center for Biotechnology Information (NCBI) tool and discuss foreign influence reporting requirements from a departmental perspective. This session is intended for those who have limited experience with the NSF new current and pending required template as well as for those who work with NSF proposals on the regular basis and want to explore the NCBI tool with a group.

Learning Objectives: • Participants will discuss an overview the NIH current and pending requirements • Participants will further their understanding of the new required Current and Pending template • Participants will walk through the NCBI tool together • Participants will discuss an overview of foreign influence reporting requirements from a department perspective.

Prerequisites: Participants should have prior knowledge and experience in proposal development efforts.
Video Recording

Speakers

Howard Bergman, Director of Research Advancement, Mary Lou Fulton's Teachers College, Arizona State University

Valerie Keim, Grant + Contract Officer, Senior Proposals and Negotiations, Arizona State University

Paul Sandoval, Director, Post-Award Services, University of Arizona

Stacia Levy, Associate Vice President, Office of Sponsored Projects, Northern Arizona University

DESCRIPTION

Level: Beginner

Session Description: There are many opportunities for a career in research administration. This session is intended to provide career path information to those interested in learning about these opportunities.

Learning Objectives: • Explore the many functional areas of research administration. • Learn about various RA degree and certification programs. • Gain an understanding of future career paths in research administration. • Discuss professional organizations (NCURA, SRA, NORDP)

Prerequisites: None
Organization Structure/Training Methods - PowerPoint Slides

Video Recording

Speaker

Sarah Clarke, Assistant Manager, Grants, University of Arizona Health Sciences Research Administration, University of Arizona

DESCRIPTION

Level: Intermediate

Session Description: In this session, the University of Arizona Health Sciences Research Administration Office will describe the structure and training program we’ve implemented to staff our office with capable Research Administrators. Standard Operating Procedures, evaluation rubrics, and a timeline of projected milestones will be presented and explained, as well as a brief report on our outcomes for three cohorts. We welcome any suggestions for improvement, as well!

Learning Objectives: • Participants will understand the rationale and results of UAHS RAO’s current training program. • Participants will acquire an option for developing research administrators at their sites.

Prerequisites: Participants should have prior knowledge of onboarding and training in Research Administration.

Institution Specific Sessions: University of Arizona

Subaward Forms - PowerPoint Slides

Video Recording

Speaker

Aileen Quezada, Sponsored Projects Administrator, Senior Sponsored Projects & Contracting Services, University of Arizona

DESCRIPTION

*While registration is open to all conference attendees, this session will cover a Research Administration process specific to the University of Arizona.

Level: Beginner Session Description: A subaward is when a portion of UA’s sponsored project is passed through to another entity in order to complete a portion of the project's scope of work. A subaward agreement is the formal written contract made between UA and another institution or organization to perform a portion of UA’s scope of work. During this session, we will cover the process for subaward issuance and review the streamlined forms required to initiate a subaward agreement.

Learning Objectives: • Participants will identify the required documents for submitting subaward requests. • Participants will gain an understanding on how to properly complete the required forms.

Prerequisites: Participants should have basic knowledge of proposal and award management.
Supplemental Compensation & Sponsored Awards - PowerPoint Slides

Video Recording

Speaker

Tara Gonzales, Senior Manager, Sponsored Projects & Contracting Services, University of Arizona

DESCRIPTION

*While registration is open to all conference attendees, this session will cover a Research Administration process specific to the University of Arizona.

Level: Intermediate

Session Description: Supplemental Compensation is compensation from employment at the University, that is in addition to the regular, ordinary salary or wages for an employee. This session is intended for those who initiate or approve requests for supplemental compensation paid from sponsored awards and for those responsible for the financial management of sponsored awards. In this session, participants will learn when it is appropriate to pay supplemental compensation from a sponsored award as well as what is needed for expeditious review and approval of supplemental compensation requests by Sponsored Projects & Contracting Services.

Learning Objectives: • Participants will increase their understanding of supplemental compensation • Participants will learn when supplemental compensation is an allowable cost on a sponsored award • Participants will gain an understanding of the basic employee eligibility requirements for supplemental compensation • Participants will acquire tips for smooth routing and approval of supplemental compensation requests

Prerequisites: Participants should have prior knowledge of general allowability guidelines for payroll charges to sponsored awards.
Deciphering the Applicable F&A - PowerPoint Slides

Video Recording

Speaker

Rachel Rice, Assistant Director, Proposal Services, University of Arizona

DESCRIPTION

*While registration is open to all conference attendees, this session will cover a Research Administration process specific to the University of Arizona.

Level: Beginner/Intermediate Session Description: Guidance on UA's F&A Rates for Proposals

Learning Objectives: • Differences between Stipulation/Standard Rates/Waivers •When each are applicable •What is a Federally Negotiated Rate

Prerequisites: None

Institution Specific Sessions: Arizona State University

Summery Salary - Calculation and Sponsor Considerations - PowerPoint Slides

CIDSE Summer Salary Calculator Spreadsheet

Edson Summer Salary Calculator Spreadsheet

Video Recording

Speakers

Nathan Dunnigan, Research Advancement Administrator, School of Computing Informatics & Decision Systems Engineering, Arizona State University

Jeffrey Walker, Business Operations Specialist, Senior Edson College Research Support, Arizona State University

DESCRIPTION

*While registration is open to all conference attendees, this session will cover a Research Administration process specific to Arizona State University.

Level: Beginner / Intermediate

Session Description: PI Summer salary is different from Academic Year salary both in salary per pay period and federal Sponsor restrictions and requirements. This session is intended for post-award RA’s who are new, or have limited experience managing calculation, compliance and coordination of PI summer salaries. The training will focus on identifying and explaining the various components of PI summer salary. Learn Sponsor requirements and restrictions; how to calculate summer salary and coordinate PI effort amongst sponsored projects.

Learning Objectives: • Participants will learn when Sponsor approval is required including increase or decrease in PI effort • Participants will gain ability to identify and evaluate Sponsor and University limitations: NIH Salary Cap, NSF two-month rule, 3-month max sponsored salary/effort • Participants will become proficient in calculating PI summer salary using contract rate of pay

Prerequisites: Participants should have prior or current experience coordinating faculty salary and effort. Training designed for current post-award RA’s
Subaward Invoice Process: Do's, Don'ts and Why the Process Matters - PowerPoint Slides

Video Recording

Speaker

Nicholas Petersen, Assistant Director, Award Management, Arizona State University

DESCRIPTION

*While registration is open to all conference attendees, this session will cover a Research Administration process specific to Arizona State University.

Level: Beginner

Session Description: On February 1, 2021 ASU implemented a new subaward invoice process to provide additional transparency into the approval process, to streamline payment to subrecipients while adhering to Federal Regulations. In this session we will discuss ASU’s role in monitoring subaward expenditures, we will go over the new ASU subaward invoice process and we will provide best practices to help unit administrators assist Investigators navigate the new process.

Learning Objectives: Upon completion of this session, participants will be able to: • Describe ASU’s role in monitoring subaward expenditures • Understand the requirement for subaward invoice review and approval to include confirmation that invoiced costs comply with terms and conditions and budget of subaward agreement. • Confirm written sponsor prior approval from the designated sponsor representative prior to payment of initial subaward invoice. • Describe ASU’s new Subaward Invoice Process • Recognize common issues with Subaward Invoices

Prerequisites: Subrecipient Monitoring Session (March 22,2021 at 2:30PM) recommended but not required.
Processing Supplier Credits in Workday - PowerPoint Slides

Video Recording

Speaker

Sarah Kern, Assistant Director, Fiscal Oversight, Arizona State University

DESCRIPTION

*While registration is open to all conference attendees, this session will cover a Research Administration process specific to Arizona State University.

Level: Intermediate

Session Description: The COVID-19 public emergency has created new administrative challenges for the post-award management of sponsored projects. For example, how do we manage airline credits that resulted due to canceled travel due to COVID-19? According to 2 CFR 220, Appendix A, Section C.4, and 2 CFR §200.405, a cost is only allocable to a particular cost objective if the goods or services involved are chargeable or assignable to the cost objective in accordance with the relative benefits received or other equitable relationship. To comply with Federal regulations, ASU has policies and procedures in place to ensure that we appropriately apply credits received to the funding source(s) to which it charged the original expenses. Join us to learn more about identifying supplier credits and how to manage supplier credits in Workday, including those received due to quick payments.

Learning Objectives: Upon completion of this session, participants will be able to: • Identify supplier credits • Process supplier credits in Workday • Understand the impact of supplier credits on sponsored projects.

Prerequisites: Post-award and Workday experience.