MRAM Monthly Research Administration Meeting Updates
Stay updated with the latest information from the Monthly Research Administration Meeting (MRAM) on compliance, fiscal matters, and federal research terms and conditions. Learn about important updates, hot topics, and resources discussed at the meeting. Join the webinar, access useful links, and be informed about upcoming meetings and key points for award setup and modifications.
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Presentation Transcript
MRAM | Monthly Research Administration Meeting November 14, 2025, 9:00 AM 10:00 AM Join Webinar: https://washington.zoom.us/j/346891888 Click CC to Show Captions in your Zoom Controls TOPIC PRESENTER EMAIL MIN Kirsten DeFries Research Compliance & Operations Welcome 2 kirsten5@uw.edu Matt Gardner Post Award Fiscal Compliance PAFC Hot Topic: Compliance Updates 10 gcafco@uw.edu Carol Rhodes Office of Sponsored Programs OSP Updates 10 carhodes@uw.edu Aron Knapp Office of Research Information Services grantrpt@uw.edu Report for Award Proposals & Related Requests 5 Research Misconduct and Office of Research Misconduct Proceedings Joe Giffels Office of Research Central 5 jgiffels@uw.edu NEXT MEETING December 12, 2025 9:00 AM - 10:00 AM Questions about MRAM? email mramques@uw.edu
REMINDER RESOURCES Award Setup & Modification Requests > What do I do if I received a Notice of Award? > Review Checklist: Award Setup Request Steps for PI/Campus > Read Comments & History before contacting OSP/GCA > Always include relevant attachments > MODs: Include SAGE Budget Snapshot URLs > Tell OSP your ASR/MOD story > Need to change a Grant Name in WD? - Send GCA Only MOD > SAGE Budget Resources and SAGE Awards & Mods Resources > SAGE Office Hours Schedule
COMPLIANCE HOT TOPIC: POT POURRI MRAM November 2024 Matt Gardner Post Award Fiscal Compliance
Changes to the Federal Research Terms & Conditions (1 of 2) > Research Terms and Conditions page updated to reflect that the RTCs are not applicable to awards made on or after October 1, 2024 This includes the RTC Prior Approval Matrix > Link: https://www.nsf.gov/awards/managing/rtc.jsp MRAM Matt Gardner - PAFC
Changes to the Federal Research Terms & Conditions (2 of 2) > NSF has published the NSF-specific Prior Approval Matrix > The NSF Prior Approval Matrix is applicable to awards made on or after October 1, 2024 This includes sponsor-issued modifications and/or supplemental funding > Link: https://www.nsf.gov/bfa/dias/policy/gc1/priorapprovals/oct24.pdf MRAM Matt Gardner - PAFC
Changes to the RTCs In Summary (1 of 2) The applicable resource is determined by whether the award was issued on or after October 1, 2024 For NSF > Awards issued before October 1, 2024 RTCs: https://www.nsf.gov/awards/managing/rtc.jsp NSF PAPPG (23-1): https://new.nsf.gov/policies/pappg/23-1 > Awards issued on or after October 1, 2024 GC-1: https://www.nsf.gov/bfa/dias/policy/gc1/oct24.pdf NSF Prior Approval Matrix: https://www.nsf.gov/bfa/dias/policy/gc1/priorapprovals/oct24.pdf NSF PAPPG (24-1): https://new.nsf.gov/policies/pappg/24-1 MRAM Matt Gardner - PAFC
Changes to the RTCs In Summary (2 of 2) For HHS/NIH, NASA, USDA/NIFA, Dept. of Commerce, Dept. of Energy, Dept. of Homeland Security: > Awards issued before October 1, 2024 RTCs: https://www.nsf.gov/awards/managing/rtc.jsp Various agency-specific terms and conditions > Awards issued on or after October 1, 2024 Various agency-specific terms and conditions MRAM Matt Gardner - PAFC
NIH Updates Prior Approval Matrix > NIH is working with other Federal research agencies to update and re-publish the prior approval matrix and national policy requirements > No timeline given as to when to expect publication of a new prior approval matrix MRAM Matt Gardner - PAFC
NIH Updates Unilateral Closeout (1 of 2) > Federal regulations require federal agencies to report entities which fail to submit closeout reports within one year of the period of performance end date 2 CFR 200.341 2 CFR 200.344(i) > NIH issued NOT-OD-24-055 last January stating: NIH may initiate unilateral closeout if a recipient does not provide timely, accurate closeout reports or does not respond timely to NIH requests to reconcile discrepancies in grant records. https://grants.nih.gov/grants/guide/notice-files/NOT-OD-24- 055.html MRAM Matt Gardner - PAFC
NIH Updates Unilateral Closeout (2 of 2) > What are closeout reports ? Final Federal Financial Report (FFR) Final Research Performance Progress Report (F-RPPR) Final Invention Statement and Certification (FIS) > All reports are due within 120 days of the end of the period of performance > NIH will initiate unilateral closeout for all awards that fail to meet closeout requirements within one year > NIH actions can include: withholding of further awards, disallowance of costs, or additional corrective actions deemed appropriate MRAM Matt Gardner - PAFC
EFFORT REPORTING / ECC OFFICE HOURS
Upcoming Effort / ECC Focused Topic Office Hour Thursday, November 21st@ 10:00am 11:00am > Scheduled topics: System updates Overview of reporting period dates Impacts of PAAs on grant reporting/closeout process > Final Action Date; award end dates; invoicing and financial reporting requirements > Sessions are recorded and uploaded to the PAFC website (along with any slide decks) https://finance.uw.edu/pafc/session_recordings MRAM Matt Gardner - PAFC
Open Office Hours Every Friday @ 10:AM Friday, November 15th@ 10:00am 11:00am Friday, November 22nd@ 10:00am 11:00am > No set topic; all questions are welcome > Office Hour info and Zoom links: https://finance.uw.edu/pafc/effort-reporting/ecc-office-hours > No Office Hours on November 29th(Thanksgiving) MRAM Matt Gardner - PAFC
Questions > Post Award Fiscal Compliance (PAFC) effortreporting@uw.edu (Effort questions) gcafco@uw.edu (All other compliance questions) https://finance.uw.edu/pafc/ > Matt Gardner mgard4@uw.edu > David Parks, Effort Compliance Analyst parksd2@uw.edu MRAM Matt Gardner PAFC
OSP Update November 2024 MRAM Carol Rhodes, Director Office of Sponsored Programs
OSP Using Workload Status Reports > Priority given to items 60+ days in OSP > Items that need campus action: Will be returned with prefixes in front of comment to categorize type of change needed Items on hold OSP: Placed on HOLD with comments for reason(s) on HOLD e.g. waiting on sponsor edits, sponsor signature, etc. OSP ASR Return Reasons: https://www.washington.edu/research/myresearch- lifecycle/setup/financials/#why-asr-returned
Subaward Escalation Process > OSP and Dean s offices using subaward escalation process. > Note top return reasons of subaward requests: Incorrect budget (budget attachment & amount in SA not matching) Missing budget or SOW Incorrect dates ASR or MOD not fully processed These cannot be assigned, via escalation or otherwise. Setup Subawards https://www.washington.edu/research/myresearch-lifecycle/setup/subawards/#first-steps
ASR & MOD Update as of 11/12 ASR/MOD #s (week over week) > Total with OSP: 700 > % change from last week: 3.3% > Arrived past week: 191 > Approved & assigned to GCA past week: 181 > Returned past week: 129 Work in Progress - Days in Status of OSP Assigned / OSP Setup > 0-15: 282 > 16-30: 118 > 31-60: 133 > 61+: 167 https://www.washington.edu/research/osp/about-osp/osp-volume/
Subaward Update as of 11/12 Subaward #s (week over week) > Total with OSP: 878 > % change from last week: .3% > In OSP: 528 > Assigned: 51 > Issued: 299 https://www.washington.edu/research/osp/about-osp/osp-volume/
Staffing Update > Subawards: Adding 2 more Subaward Administrator temporary positions Backfilling two positions > Proposals & Awards: Final stages of recruiting two temporary Program Coordinator positions Recruiting for 1 new Grant and Contract Analyst position Adding 1 temporary outside support position to assist with award and award modification processing
Resources > OSP ASR Return Reasons > Subaward Escalation > Urgent Requests OSP Requests - ASRs, MODs, Subawards > OSP Volume- ASR, MOD, Subaward > ASR Checklist for PIs & Campus > Award Changes > Tell OSP your story > Setup Subawards > GIM 39
Award, Proposal and Related Requests since FY24 MRAM November 2024 Aron Knapp (she/her) Office of Research Information Service (ORIS)
AWARD, PROPOSAL & RELATED REQUESTS (1 of 2) > What: an excel workbook presenting WD and SAGE post FT go- live (FY24) data. > Why: Downloadable, pivotable, searchable data for your local analysis, connecting WD & SAGE items, and checking status! > What is IN the workbook?: eGC1s created or received in OSP since FY24 Active converted Awards Awards created in Workday since FY24. SAGE Award Setup Requests (ASRs) created since FY24 SAGE Award Modification Requests (MODs) created since FY24. Subaward Requests received in OSP since FY24 Non-Award Agreements received in OSP since FY24 MRAM Aron Knapp - ORIS
AWARD, PROPOSAL & RELATED REQUESTS (2 of 2) > What is NOT in the data? WD Budget or other core financial data > Use the UW IT BI Portal for FIN data: https://biportal.uw.edu/catalog?sa=finance > Where can I find the workbook: Award, Proposal & Related Requests google link Refreshed weekly email grantrpt@uw.edu with enhancement requests > DEMO! MRAM - Aron - ORIS
Update Update Research Misconduct Research Misconduct MRAM November 2024 Joe Giffels Office of Research
What Is Research Misconduct? What Is Research Misconduct? Fabrication of data or results Falsification of data, results Plagiarism MRAM Joe Giffels Office of Research
Research Misconduct Is Not Research Misconduct Is Not > Harassment or discrimination > Making a mistake > Authorship dispute MRAM Joe Giffels Office of Research
Policy, Guidance and Resources Policy, Guidance and Resources Executive Order 61 Research Misconduct Proceedings Office of Research Misconduct Proceedings (ORMP) ORMP@uw.edu MRAM Joe Giffels Office of Research
ORMP Updates ORMP Updates Julie Severson, Director recruited away Acting Director, Brynne Street appointed Exiting cases will continue to be managed New cases will be processed MRAM Joe Giffels Office of Research
