Transcript of "Financial Management Toolkit for NIH-Funded Health Researchers"
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Good afternoon everyone hope this is coming across alright my name is Sue Higgins thanks so much for attending the second in a series of four one-hour health equity webinars this one's entitled financial management toolkit for NIH funded health researchers this webinar has been requested by researchers as they navigate their grant and budgets and requirements and we're very happy to have three experts who will represent some very good information and then field your questions please hold all your questions till the end if you don't mind and then you can ask them using the chat functions function and those in the room can ask them directly here's a little information about our esteemed speakers Maya Bronson is a grants management specialist for the Center for American Indian and rural health equity she's been with the university for 11 years Kerr is the second NIH p20 Center grant she's managed she's from the crow Blackfeet and Navajo Nation's and grew up in Bozeman Montana Jenn Hodges has been with MSU for 10 years she has under her belt five years as the fiscal manager for the microbiology department and five years as a fiscal manager for Cobra and the American Indian and Alaska Native clinical translational research program and finally Cori Huttinga is a Bozeman native and has been at amis used for 13 years with the civil engineering department as an account analyst for the center of invasive plant management and with the department of cell biology and neuroscience as accounting an analyst and business operations manager she's been happily employed at Montana Embry for three months so thank you three for being here and with that I'll turn things over to Maya you hi um so this is Maya and the first thing that we wanted to let you guys know is that this presentation is going to be specifically for MSU hmm okay all right so um so these are specific to MSU so if you're from another institution you know a lot of these forms that we're going to go well all the forms were going to go through a long apply but hopefully we'll have some good information for the first one so this is the OSP info sheet this is a really good resource especially if you're submitting a proposal there's all of the information on here that you would need for cover sheets those will have your Duns number your the TI n number this also will have F&A rates depending on which institution you're applying to and it also has some benefits rates and then if we go on the second here there was also on the back page there's some stuff about for travel so he had your per diem rates and I think there's also your mileage rate so this is really good we provided the link so for you to go ahead and down my bad if you need it and this one's just newly updated too so oh there you go okay so the Oh pass budget revision so this is this is a form you're going to use if you need to make any kind of budget adjustments so let's say you're getting you know halfway through your funding cycle and your notice that you're not going to be spending nearly as much as you would plan so you want to go ahead and reallocate those so one thing to keep in mind on this first so the first column is the budget as it's loaded into banner the second column or the middle column that's the one that you want or you want to make those changes and then it's then going to tell you what your new budget will be for OSP to go ahead and load two things to keep in mind if you're making any kind of adjustments to sub sub Awards you need to adjust your essays and then also if you're making any kind of adjustments to salaries you also want to adjust your benefits now so these next few forms or two forms these have to do with travel and these are all probably going to change starting in January with the release of chrome River and so those trains will be coming hitting campus probably within the next month I think so some of these are really not going to apply soon but some things to keep in mind for these um one of the things that I noticed that for the department make sure you're putting who is funding the travel I've had some folks go ahead and put their academic department and then I lose the form so that's the one thing that this one some good instructions this PowerPoint will be available too so for these ones for this part that that people kind of get hung up on is that just to notice that this is estimated expenses that you really don't have to be down to the dollar on this for the budget some more directions I will expense vouchers so this is that form that you will use for when you want to get reimbursed after you return from travel on this form just make sure that you're paying attention to the day is has to do with the day of the month that you're traveling not that you're you know Thursday that you travel and then the other thing to really pay attention to is making sure that you do your have the correct per diem and mileage rate on these ones so you always want to make sure you're saving the newest form from UBS because they will have the most current knowledge on there for you great Thank You Maya it was very informative hello everyone I am Jen Hodges thank you sue for the introductions I would use the term expert quite loosely I would not call myself an expert types of employment these are the types of employment that are offered at MSU and for those who receive a year of funding some of these will really resonate with you on what you may or may not need our first one student worker you can be enrolled at MSU for any number of credits you could pay this person hourly and then um they can work a maximum of 20 hours per week and that is different on spring break or winter break they can work more time than that and then you just have to keep in mind overtime pay the next option is a short term worker and they received the entry rate that comes in for the classified pay scale which can be found at that link that's listed there under the first point and they can work a maximum of 90 days this can be over 12 months but 90 days is the maximum on that and if you hit the 90 days you'll want to transfer to a fixed term classified position graduate assistant they must be enrolled for six or more credits and ideally will be aligned with your area of expertise it does say on here we pay him a stipend for our grant we can't actually pay stipend so we would rather that be called salary and then this is up to the P I to cover the health insurance or miscellaneous fees there's a note - about family and grad housing but it's actually quite challenging to get in there next up is the classified fixed-term and this one is a one-year position and no search is required they will either can be either salary or hourly and if they're at six months or more and higher than half-time you need to account for benefits classified this would require a search and they have to be paid within the the rates for the MM us compensation plan they can also be salary or hourly right salaried and they have you know different titles there is a link that we will share with you too that gives you all the options one example we solve is a research assistant one or two and those start out in the range of $11 an hour so not a lot okay one another one we have is a professional appointment and that is done by letter of appointment you may be appointed for the first year which if you have a year of funding that could be ideal and all you would need um it must meet the FLSA requirements and that is currently twenty three thousand four hundred that is going to change in January so we'll send updated information on that this is more commonly used for research associates or postdoctoral postdoc researchers and also to keep in mind if they're six months or more at half-time or greater benefits will need to be included in on top of that reappointment happens July 1 and goes through June 30th so if your if your funding happens in a separate scale than that you'll just have to keep that in mind some important things to note that you do not want to offer employment or say hey we can give you more money without checking with your departmental admin or your business partner and for folks who if you're going to make around the $40,000 mark just as an example you would need to allocate 60,000 for that individual to account for their benefits all right this is a shot to show you percentage rates based on employees what we have included so there's at the bottom it will show you the medical insurance the rate that happens if you're on a 12-month contract it's a 1054 per month and also notes that it varies with coverage for the employee rate and then it will show you where's T tiaa-cref it's down to the nitty-gritty all right now we're gonna switch gears to setting up a sub-award so if you're working with another institution and you're providing them some funds MSU requires a sub-award be set up between the two institutions so what you would need to send to your partner is this form for them to complete this one has the example of the AIA and CTR with Blackfeet Community College so you will include your congressional district your Duns number the MSU P I a sub-recipient P I the performance dates the amount prime sponsor in the title and um and then how you're going to calculate the F&A rate so on that one it's ideal to include the URL link in that box under number one section a this is also where you would include your compliance so if there are human subjects you would check that and include your approval date or if I cook is applicable we also for our several words like to have conflict of interest on file for people who've completed that with their City training this is page two and three so two is more of the same where you just go through and indicate your um important information some of it too small for me to actually read so I'm sure you could read it where you wherever you are and then for the next part would be your sub award budget broken out by salaries benefits supplies etc and then on the page four it would include the organizational contact information for their admin the PI the finance person and the signing official for that institution and the final page would include the signature and they then it will need to be signed by the MSU pi once you've compartment that you will also at the same time to be completing the MSU sub-award request form and that is mostly information for page one or the P I the name the title the MSU P I and the financial contact information you include the performance dates the amount and have that signed for the final page of that is where you indicate indicate your reporting requirements a lot of times on this one we also include in the bottom notes on monthly invoicing we'd like to receive them monthly if possible if not quarterly can work as well this is a note from the from our sponsored programs office for requesting a sub-award so gives you details of how to do it and what to include in the email finally it would be both request forms the scope of work and the justification the justification for the budget needs to match well is included on the sub recipient commitment form it will get kicked back to us if that is not correct and then if you needed to modify an existing sub award once it's in motion if you want to change the budget there's a form to do that and that one is pretty self-explanatory and also can be clicked on from here here's some frequently asked questions related to sub-awards that it's a very helpful tool to go through if you have any questions related to it let us know now I'm gonna pass it off to Cory and she's going to talk about procurement okay this is Cory and I'm going to talk about procurement or purchasing things so the link on the bottom of this slide is online training through procurement services and procurement services at MSU is kind of your one-stop shop for any assistance you need with purchasing so there's different requirements for purchases based on the total contract value the total contract value includes the costs of goods shipping and handling any other associated fees so if you have a total contract value between a penny and $5,000 I don't know why you'd have one / 0 your department or unit has the purchasing Authority so you can have fun with that using your P card or University issued credit card as their preferred method for purchasing items less than $5,000 and be sure to turn in any and all P card receipts to your fiscal manager upon purchase or total contract value of $5,000 in a penny up to $25,000 your department or unit has the purchasing authority but there are required actions that must occur prior to the purchase so the first one I'll talk about is the solicit the limited solicitation and this is where you would seek three vendors to provide quotes or give you bids for what it is that you're purchasing and these can either be online you can talk to somebody over the phone just be sure that you have hard copies of the quotes to include with this bid tabulation form which is the PD 20 is the number once this is done then your admin can complete the departmental purchase order for you so if you have a brand name of something that you must use you don't have to get three quotes but you have to justify why you were using that brand name item so this is the first page where you're asking or where you're going to justify that so some of the reasons for justifying a brand name may be that you're purchasing a piece of equipment that will be attached to an existing unit and in order for it to be compatible you must use that brand or if you're using a certain brand in your research that would somehow jeopardize the outcomes of your research you can justify it that way also there's also this soul source justification this is just that there is one vendor that can provide this product for you and it is the only vendor then you can justify it using this form these are page two and three of the sole source justification and then this is the departmental purchase order or DPO there's three pages to it the first one is the part that's filled out and then the second and third pages RMS use terms and conditions if you are going to purchase something exceeding 25 thousand dollars then procurement services has to do the purchasing for you so the first thing that you would want to do is complete this purchase requisition form or pd-1 and if there is a brand justification or so source justification also those go with that completely signed form to procurement at Montana DD you those are the instructions for that pd-1 we've got two questions already hang on I have a couple more things so there's certain instances also where you don't have to do up to the $25,000 there are state of Montana negotiated contracts with certain vendors and if you're using that contract you don't have to justify the brand or the sole source or get bids and there's a link from procurement services website to those contracts on each of the slides you probably noticed that there are links at the bottom and once this is our presentation is online you can use those links to get to the different forms so the last thing is most of these forms are in Word and extremely cumbersome and that's where your fiscal manager or business offer operations manager comes in because we're here to help you complete them questions thank you very much and apologies right now for some technical difficulties we had we're using captioning function and we're having little interface issues but hopefully you could hear some of those things and I guess do we have any questions if you have questions please use the chat function and we'll make sure those get answered and the first question we have is who should we talk to if we are starting to design a grant budget who would like to address that designing a budget who do you talk to you first I think when you're starting with your budget the best thing is to talk to your fiscal manager or business operations manager because they can help give you the numbers that you need in order to complete your budget and then not actually we're on each CTR care in breeze sites can we find the forms we need are they on the sites of those three institutions they are not currently they're currently on to University Business Services sites and the procurement sites but what we can do is create a link on care we can loop in James he's the website expert for care and get those links included they will also be included in this you know which will is recorded for future posterity can be shared with anyone okay Anna and again are there example budgets we can look at on these sites I think that'd be very helpful to investigators do you have examples and where might they be so I think if there are any examples for budgets out there they're probably at Ms use office of sponsored programs webpage the way I find things easiest on Emma shus website is go to the home page and then go to the A to Z guide and look for the unit that you're looking for whether it's procurement services or office of sponsored programs and if you have any other questions you're free to ask any of us and we'll help you navigate where you need to go and we recognize that some of you who are listening today are not investigators from Montana State University once again but going to counterpart groups on your home campuses should give you this identical information possibly different forms but please check in on some of the things that our speakers have been talking about another question if completing a purchase requisition form for an independent contractor does the sole source justification form need to be completed that's a good question yes if you are using a subcontractor you do have to use the sole source justification hopefully that answered the question but if you want to go any deeper than that look just keep chatting another question we have here and this is a good one what are some common travel budgeting mistakes investigators make what are some common travel budgeting mistakes that investigators make well I think I kind of went over so it would be making sure using the correct per diem rates making sure using correct mileage so some of the things that may be p-card allowability you know you can use your pee card while traveling so if you're catching a taxi or if you want to pay for parking that is allowable on your key card how our food is not so yeah I have made the mistake of using my pee card in a restaurant that's a never know do kind of thing must use your per diem rate but of course yeah guess guess you can use your pee card things like that in the same vein what are some issues with sub-awards that could be avoided we'd like to field that okay I would love to some major issues that we have with sub-awards is uh just spending on time so it would be great for folks to just be on top of I mean I'm working with their institutions I'm being able to to get the invoices to MSU one thing we have come up against in the CTR and the last month we've received invoices and that our third year ended in July so - we have a 45-day window where we'd like to receive all those and invoices but yet they keep on coming even after emails that say okay the cutoff is done but we want to get those folks their money um other things we see working with sub-awards is just sometimes difficulty getting the institution to complete the paperwork and having they may not know how to do it they may not have the proper resource so we want them to know we're available to answer questions and work with them as new is it true that if you have if you've gone past the grant deadline that you may not make more expenditures it's very true they were saying that anything that dated after the end of the grant year cannot be paid has to do with the question before that question was about budgeting mistakes for travel and I think for that one one thing I see a lot of is people yeah over budgeting on their travel and not being able to make as many trips as they anticipated so I think just being realistic on how many trips you can actually make thanks Maya this next question is one we encounter a lot too especially working with community advisory boards and research participants could you talk briefly about handling the use of p-cards for buying gift cards to reimburse participant participant time please yeah so we have a lot of this on our grant and I think one of the things to really keep in mind is to purchase as you're using them so don't go ahead and say you have a budget of $20,000 don't go and spend $20,000 worth of gift cards you know purchase as you're having your meetings or the surveys or whatever you're doing at the time and then also really keeping track of your signatures and who you're passing them out to because that's something that has to be turned in as you're turning any receipts there is not we've created a template but there is not one that MSU handles we've have a template for our investigators so but it really depends on you have some that they don't actually meet with the people in person so how that's handled they I'm attract a different way and that was set up you really have to talk to you BS on that one electronically or okay okay are there other questions these are now we're really getting into the details that are really important here's another one what is the difference between DPO and a BPA and campus is starting to use DocuSign how does that work and is there training hello this is Jen and the difference between a DPO and BPA is the GPO is a departmental purchase order and BPA stands for banner payment authorization and Cory and I we would and Maya we're talking about the what's the Act yeah the three-letter acronyms that are rampant this university and I'm sure other institutions but the DPO is the one that needs to be done and advanced and included with that purchase over 25,000 the BPA is what happens when your business operations manager or your fiscal manager puts through the invoice into the system at MSU so they create this banner payment authorization that shows the invoice who's being paid and it will be signed by the PI and then gets routed to university business services where they will scan in the document and then start routing it where it needs to go so sponsored programs for signatures there and then payment released by Mary Engle DocuSign is a terrific tool to use and there is a gentleman I can't recall his name remember it through IT we could find that out he came out here and showed us how to use DocuSign it's very slick and very nice to use it's sometimes I would send you know a purchase requisition through and it would take weeks to be signed by all the parties that needed to sign the form and this can shut it down or you know to compile it into one day potentially two days and then you have what you need so yeah we will send out this call just a link to getting DocuSign training and also opportunities for chrome River training because will impact all p-card users and all who travel you explain what chrome River training is I cannot I have not taken it ok but the training start in January and it's going to this new system MSU it's going to be using you just enough so chrome River is a travel and p-card software program that will allow any P cardholder to submit their P card receipt through the chrome River site they will use they can use their phone to take a picture of it it's going to be really slick because receipts will be turned in as you're actually using your P card and it also has the it also has a program for travel it is going to be a different way of doing things because it will all be electronic and it came about because of the amount of paper that MSU is having to store for years on end in this way it'll be stored electronically so it'll be a big change it'll be a different way of thinking but again we will be here to help you muddle through it this is Jen it will require that the P cardholder timely do these processes so if you if you're someone who likes to hold on to things it's gonna work against you take e you're right before moving on to the next question I think that the DocuSign function is wonderful I am NOT a very good at all of this stuff these these people helped me so much and I took the DocuSign training and I can't emphasize how convenient it is it's very easy to do and it just it routes in sequence in terms of who needs to see the document next and it's really super so if you guys can get that training it takes just not very long and it's very worth it the other thing I've found useful is to understand what all the acronyms are and that is that's the first job for anybody it's tricky sometimes alright next question how much time before we submit a grant should we allocate four budgets to be done to get OSP approval okay that's the first question and then from each of you what are some top tips for junior investigators who wants to take on that first question so I think um when you're starting a proposal so if you're doing the NIH and if you're uploading it Syst sorry I just didn't write or NSF 1 but um so as soon as you start your assists one you should also do the EPC F I do those for our investigators but it's where you also need to let OSP know that you're getting ready to submit a proposal so it's good for that and then also I think they have it was a 36-hour deadline that it has to be completely uploaded and ready for them to review so that's something to really keep in mind for that one and you so I think for junior investigators find someone in your department that has been funded before and have a conversation with them I know investigators that get funded routinely are an awesome resource there are also any the fiscal managers for your department or unit from office of sponsored programs would be very helpful and then your fiscal manager business operations manager any any those people would be anxious to help because our goal is to help you get funded so that we can keep our jobs just say on that yes just utilize your resource ask questions do not wait do not procrastinate that you know just don't be afraid of you know talk to us and you know and also of course as and as it I'm pretty sure it talks about in the RFP is to talk to the directors of each program who can kind of guide you and have that first initial conversation very valuable okay another question that I'm sure you get a lot is what are the criteria for a professional appointment as opposed to a classified appointment this is Jenna I'll touch on it first for a professional appointment it requires a BS MS or PhD depending upon the title and the expectations it's more commonly used for folks who work in the lab it's been my experience postdocs Research Associates for classified that they usually get paid less is one of the big differences in there and they um more common for us to use the research assistant title or lab manager research research assistant one two or three in my experience with MSU and College of Ag it's just been more flexible to use the professional position I don't know if anybody else wants to I think one of this is Cori I think one of the other big differences is a classified employee is considered a somewhat permanent employee so if you were if you have a grant with a certain timeline it is best if you can hire on a professional letter of appointment IPE is also more flexible and classifieds do require a recruitment professionals don't always sometimes you can direct hire done exactly what your need is rather than having a recruitment there's a question - about research assistant professors or associate professors also fall under do they also fall under this category they fall under a non tenure track or faculty they are also on a professional appointment right any other questions out there this is okay here we go there's a question I'm wondering about language use if I want to hire professional position so HR doesn't revert the position to the classified system so are there certain tags or language or that should be used to assure that that falls under a professional classification I think what I found with this one is that it's really if you're having some of us on a professional to really emphasize that they are independent that they are working independently as opposed to someone that you know you works under someone you've done classified but there are certain titles that are only for the classified system and there can be very close to maybe what you're wanting to call your employee like a research assistant is a classified title but a research associate is professional also generally a professional position is also managing or supervising someone under them and I would definitely encourage you to talk to your business operations manager or now with fiscal shared services there are pillars among us and I know Sarah Miller being one she would be a good resource to talk to and she's in currently still housed in letters and Sciences both will be under the fiscal shared services position right are there other questions out there in cyber-land we have some time and we have these three great resources here seeing none are there final comments that any of you would like to make or tips or things you'd like investigators to know about that I would this is Jen that I would like to share is for folks who have received aia and CT RP funding it's been very slow in getting the NIH approval and so we are just apologizing for that and trying to work with them and just to get a faster turnaround approval so then projects can get off the ground and get rolling as fast as possible because this year your window always goes by so fast I do want to thank you all for participating today yes thank you everybody and watch for the next in our health equity webinar series and thank you so much for attending we will have a link to this presentation available for you soon thanks for putting up with our troubleshooting with captioning they'll help we'll see how this all works and try to improve next time so thank you all for attending and we'll see you in January or February I think for the next webinar take good care.