Efficient Research Program Management at Ohio State University
Ohio State University's Enterprise for Research, Innovation, and Knowledge is focusing on enhancing efficiency and reducing risk in research programs. The university is implementing changes in payroll accounting adjustments and time and effort certification practices to ensure compliance with federal guidelines. Researchers and staff are encouraged to adhere to the new processes to maintain funding and minimize audit risks.
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Presentation Transcript
Webinar will begin shortly Welcome We'll share a PAA overview and federal guidance Payroll Accounting Adjustment Office Hours Please only use the Q&A to ask questions (not the chat feature) THE OHIO STATE UNIVERSITY 1
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Award Project Management ERIK is focusing efforts to support researchers and help them improve efficiency and reduce risk in their research programs More focus and coordination by federal sponsors Continued issues opens up significant risk Increasing audits, actions, penalties Ohio State is not immune Individual compliance issues affecting overall university funding in some cases THE OHIO STATE UNIVERSITY 2
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Payroll Accounting Adjustments Beginning July 1, payroll accounting adjustments (PAAs) will no longer be processed for past certification periods. Once certified, effort will be considered final. PAAs will not be processed for already certified effort. PAAs must be submitted before effort certification documents are issued or corrected during the certification process. If effort for a past period isn t certified, it is an unallowable cost. PAAs for past periods or effort already certified will be denied and billed back to the investigator s department, consistent with processes for all unallowable expenditures. THE OHIO STATE UNIVERSITY 3
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Time and Effort Certification Updated practice follows federal guidance Retroactive adjustments or cost transfers more than 90 days old should be rare exceptions and should not be used as a method of managing awards. The underlying guidance is the same across agencies, the NIH guidance is the most clearly articulated. Peer universities have also implemented this practice THE OHIO STATE UNIVERSITY 4
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Time and Effort Certification Overview As always, effort certification is distributed for review/certification 3x/year WORK PERFOMED IN Fall Semester Winter Semester Summer Semester must be certified or corrected in January June September PIs, co-PIs and professional staff certify effort for themselves; postdocs, students and biweekly employees are certified by the PI. Correct report: the certifier approves. Effort percentages are imprecise Certified levels of effort within +/- 25% of your committed effort are acceptable o If 10% effort was committed, providing between 7.5% and 12.5% is acceptable Incorrect report: do not sign, instead initiate a correction in Workday with a PAA. When ready, a new report will be made available for certification Moving to correct effort right away keeps you in compliance THE OHIO STATE UNIVERSITY 5
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Time and Effort Certification Tips for certification: PIs should reconcile awards on a monthly basis via PI Portal or Workday PI dashboard) Employees should be appointed to awards in the correct proportion upon starting work on a project Salary cost transfers should be prepared prior to effort certification Avoid overly precise requests Do not move effort from one award to another because the second was not yet in place (instead, request a preliminary grant) THE OHIO STATE UNIVERSITY 6
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Time and Effort Certification This change will help protect your research and research across the university Today s asks: Work to get all effort certifications up to date by July 1 Review and adjust projects accordingly on a regular basis, before certification PI Portal Workday PI Dashboard Workday: Effort Certification Status Report - OSU Access enabled for unit staff with Effort Certification Analyst, Grant Manager or Cost Center Manager roles Report can be pulled by cost center hierarchy, period and status (i.e., in progress, canceled, certified) or by employee or grant to ascertain what action is needed THE OHIO STATE UNIVERSITY 7
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Resources Emails sent to chairs and researchers week of May 13 BuckeyeLearn video for ePA-005 approvers: go.osu.edu/timeandeffort Training for PIs coming on time and effort and monitoring projects Workday: Effort Certification Status Report - OSU Research website resources: PAA news article Recent news article on Effort Certification Effort and Effort Certification Research Administration Tools Roles and Responsibilities Other office hours scheduled: go.osu.edu/paaofficehours THE OHIO STATE UNIVERSITY 8
ENTERPRISE FOR RESEARCH, INNOVATION AND KNOWLEDGE Questions Please use the chat/Q&A to ask questions Links for more information: Time and Effort in BuckeyeLearn go.osu.edu/timeandeffort Search Time and Effort on: research.osu.edu More office hours scheduled: go.osu.edu/paaofficehours THE OHIO STATE UNIVERSITY 9
