Meeting materials are available for your review along with a list of links shared during the session. Q&A from our session are included here for reference and will be available with the other meeting materials shortly.
Within a week or so following every MRAM, an email like this one typically goes out with Q&A from the session and a link to the meeting materials.
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Process Reminders - Award Setup Requests & Modifications in SAGE
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Uniform Guidance Changes
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PAFC Hot Topic: Effort Reporting
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GCA Update
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Subawards Update
- Innovation Reporting
Process Reminders - Award Setup Requests & Modifications in SAGE
Q1: If a comment is put in the ASR or MOD is OSP/GCA automatically notified or do we need to send an email to you?
A1: You do not need to send an email after a comment is added to an ASR or MOD. While OSP and GCA do not receive notifications when a comment is added, we periodically check SAGE for comments and updates.
Q2: Does this mean that we should not attach the exported budget, but ONLY the budget snapshot link?
A2: Yes, please only provide the snapshot link as it provides the most information for our (GCA) SAGE Budget review.
Q3: Do we attach IRB approvals or just STUDY#?
A3: OSP has access to UW Zipline, the University’s human subjects/IRB record. If human subjects involved, please include UW IRB study#, if known, at proposal stage on the eGC1. If not available at proposal stage, provide at JIT stage or award stage (in the ASR Comments). We (OSP) only need the UW IRB study number and can look up the status in Zipline, which is to check that the study # is currently approved and the subject funding is associated with the study #. If that is not reflected in Zipline, OSP will return the ASR or MOD for clarification. If the study # is for an external IRB, OSP does need the external IRB approvals attached.
Q4: Often our PIs will submit the ASR/MOD with nothing done because they don't understand what it is. Are there any future plans to leave them off the ASR/MOD emails when OSP creates them?
A4: The Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer should all receive an ASR when OSP creates it. There are no current plans to remove the PI from the email notifications. We recommend sharing information with PIs on what they should do when they receive an ASR created by OSP. Some good places to start might include: What to do if you receive an ASR created by OSP (already included in the notification) and Tips for Success - ASRs & MODS in SAGE.
Uniform Guidance Changes
Q1: Will the subaward MTDC increase from $25K to $50K affect grants that are already awarded and end well after the F&A proposal approval?
A1: No.
Q2: Does the de minimus F&A change from 10% to 15% apply to international subawardees? (Their de minimus rate is currently 8%)
A2: The 8% F&A rate for international entities is specific to certain federal sponsors (including NIH). We don't anticipate that it will change. We'll confirm. However, it will remain necessary to check federal agency policies in addition to the Guidance for Federal Financial Assistance on specific scenarios like this.
PAFC Hot Topic: Effort Reporting
Q1: If ECCs were already certified in prior period, should we instruct PIs to re-certify with the reloaded data?
A1: Yes. The prior periods that were certified will be "rolled" into the new revised reporting period(s) and will require certification.
Q2: When you say an email will go out to "everybody" about the ECC re-open, does that include PIs?
A2: The email will go to Effort Coordinators when the system re-opens for pre-review, not faculty. Faculty will only receive notification when a statement is "Ready for Certification."
Q3: If the pre-review occurred in the past, it needs to be redone because now the data has been updated--is this correct?
A3: Yes, that is correct. The prior periods that were pre-reviewed (or even certified) will now be part of the revised reporting periods.
Q4: When you talk about certification from PI, does that mean to check with PI to make sure the report accurately reflects the project? Or is it an additional step?
A4: Certification by the faculty in the system is acknowledgement that the effort or project statement accurately reflects the work performed.
GCA Update
Q1: Can you remind us the report numbers please?
A1: The reporting backlog as of June 30 was 282 financial reports.
Q2: Are mod backlogs included in the closing group?
A2: The MOD volumes are included in the GCA Award Setup metrics.
Q3: Is there any update on a fix to WD calculating IDC incorrectly? And, is it known what aspects are triggering the incorrect calcs, e.g. particular object classes or spend categories?
A3: GCA is currently working with UW-IT on researching the F&A issues to determine a root cause. GCA will communicate as progress is made. You can track our progress by visiting the GCA Known Issues webpage.
Q4: Can GCA provide guidance on tuition billing?
A4: GCA will draft guidance and share with this group when it’s available.
Subawards Update
Q1: Will the SAGE Subaward page be updated at some point to add specific fields to collect GR and ASR/MOD?
A1: This work is in the SAGE team's backlog for development but has not yet been scheduled.
Q2: Do we have any idea or roadmap on when OSP anticipates catching up on the setup of subawards?
A2: OSP has a goal to stabilize our subaward workload by early Fall.
Innovation Reporting
Q: How to complete a form when there is negative invention?
A: The PI indicates "no inventions" on the sponsor form. After the PI indicates “no inventions”, the PI must forward the form to OSP to confirm with CoMotion. The PI may forward the form directly to CoMotion for verification if OSP does not need to sign and submit the form.
