| October-11-2004
meeting - items discussed:
INTRODUCTION
OF NEW SPS TEAM MEMBERS (Lori Selby):
1.
Lori Palmer – New accountant from Potlatch.
Her previous position was as a financial officer at Paradise
Ford in Moscow . Due to her past experience and expertise
she has hit the floor running.
2.
Julie Lusby - New Accountant Principal
from down the hall in WSU’s General Accounting Office. Julie
also comes to SPS with an enormous amount of knowledge and
expertise.
3.
Michelle Mullin – New Grants and Contracts
Specialist from WSU’s Facilities Operations. Michelle came
highly recommended by those she has worked for. We are pleased
to have her as part of our team.
4.
Barbara Korzyk – New Grants and Contracts
Manager from WSU’s Purchasing Department. Previous to working
in Purchasing Barbara worked for the pentagon for 22 years.
She asks good questions and challenges our thought processes.
Barbara will also be responsible for developing and implementing
streamlining initiatives in SPS.
OGRD
ITEMS DISCUSSED:
1.
Allocation Budget (Jennifer Jansen):
When
providing an approved budget with a proposal (or award) REX
package, it is very helpful if the budget is divided by WSU
object codes. Without this information it can be difficult
to accurately allocate funds when award review and account
set-up is completed. The more clear the budget allocation
is in relation to WSU object codes, the faster set up is able
to occur.
2.
Updated Benefit Rate for Non-Student Time Slip
(Jennifer Jansen):
The
Fringe Benefit Rate has been updated for Part-Time Student
Time Slip as well as for Non-Student Time Slip. The fringe
Benefit rate for Part-Time Student Time Slip employees is
now at 10% of wages and the rate for Non-Student Time Slip
is now at 11% of wages. Full-Time Student Time Slip fringe
benefits remain at 1.5% of wages. The OGRD Budget Worksheet
is available online at the OGRD Policies Website ( http://www.ogrd.wsu.edu/policies.asp
).
3.
Updated Quick Guide (Jennifer Jansen):
The
Quick Guide has been updated and is available on online (
http://www.ogrd.wsu.edu/quickguide.asp
). Changes include an update to Time Slip Fringe Benefits,
OGRD Coordinator Assignments, and addition of Susan Pfeifer
as the Grant & Contract Administrator for WSU Spokane.
4.
USAID Acquisition & Assistance Policy Directive
(Andrea Comley):
USAID
has issued a new Acquisition & Assistance Policy Directive
requiring all awardees to certify that they are not funding
terrorism in any form. Please click on the following link
for a copy of the USAID AAPD 04-14: http://www.usaid.gov/business/business_opportunities/cib/year/2004.html
5.
OGRD Seminar, October 15 th : NIH Grants Process
with Dr. Richard Okita:
This
seminar presented by Dr. Richard Okita, Director of the Medical
Sciences Program for the National Institutes of Health will
provide advice and guidance to PIs and Department Administrators
for proposal preparation, submission and award administration.
6.
OGRD Seminar, October 28 th : Washington
Technology Center :
This
seminar will provide information on the Washington Technology
Center and their goals and objectives for assisting small
business development in the state of Washington . Guidance
will also be offered on how to prepare a successful WTC proposal
and what types of projects fit into the WTC vision.
7.
Tip of the Month – Budget Coding on the REX (Jennifer
Jansen):
Please
remember to put the budget number on the second line of the
REX Form as requested so that this information is available
at the time of award set up. If this information is not on
the REX, award setup will be delayed while OGRD obtains the
information from the department after the fact.
8.
NIH Commons (Jennifer Jansen):
WSU
has implemented a pilot test for the School of Molecular Biological
Sciences to use the NIH eSNAP online process for submitting
non-competitive continuation progress reports. If this process
goes smoothly over the next six months, then the College of
Sciences will begin using this process. WSU will adopt this
process university wide if everything continues to be successful
after the College of Sciences trial period. Please encourage
all faculty to register with NIH Commons to allow a smooth
transition once this implementation takes place. Contact your
OGRD Coordinator for individual PI account set up on the NIH
Commons.
SPS
ITEMS DISCUSSED:
1.
EPA MWBE Requirements (Lori Selby):
Environmental Protection Agency (EPA) Minority and Women Business
Enterprise (MWBE) requirements - Deadline October 31, 2004
for reporting on utilization of MWBE firms in the procurements
WSU does under EPA grants. The Purchasing web-site where WSU
departments may research MWBE vendors is as follows: http://www.wsu.edu/purchase/
Click
on the OMWBE link on the Purchasing home page. The Purchasing
Department is also happy to assist you in finding MWBE vendors.
MWBE 294/295 deadline is also October 31. Per
Nancy McMahon, departments with EPA grants will be contacted.
2.
Effort Reporting/A-133 Audit (Lori Selby):
Our State auditors will be reviewing Effort Reporting sometime
in the next two months.
Thank
you for doing a good job on efforts certifications. Bob Beckman
is appreciative that he has not had to send out as many reminders
as in the past, which has resulted in a more efficient and
smooth process.
3.
Allocation Notices (Nancy McMahon):
College
of Sciences does not want to see their allocation notices
anymore. Please let us know if there are other areas which
would no longer like to see these.
4.
SPS Strategic Planning initiatives (Nancy McMahon):
Performance
measure that we want to stay accountable to and want you to
let us know if we’re not meeting it. Processing SPAR forms,
ETR’s. We have established a performance measurement
of turning around our paperwork by the following Friday or
in other words, no longer than two weeks. Lori included
that, furthermore, we are going to provide the customer service
of processing what we receive within 2 weeks even though it
may have a deadline of several months from now. Cost
Sharing is included in this performance measurement.
5.
BPPM updates related to OGRD Memo's 20 and 24
(Lori Selby):
BPPM’s
40.01 and 40.09 have been updated to reflect OGRD Memo’s 20
and 24. During the DS 2 audit WSU was cited for non-compliance
in regards to cost determination guidelines. Consequentially,
the auditor requested that we refer to the BPPM’s that reflect
actual University practice.
BPPM’s
40.01 & 40.09 cost determination guidelines. Please review
these and e-mail Lori Selby ( lselby@wsu.edu
) regarding any suggested edits you may have.
Denise
Blacker suggested everyone to review with their own grants
in mind as you review the cost determination guidelines, so
we don’t have to justify what we already know is correct but
may not be clear to auditors.
Nancy
Lira, Denise Blacker and Marilyn Burns are interested in being
a part of this review process.
OTHER
ITEMS DISCUSSED:
1.
Program Income (Nancy Lira):
Nancy Lira requested that a review of program income and associated
policy. Andrea Comley replied that OGRD will provide an overview
of definitions, procedures and other issues related to Program
Income at a future RAC meeting.
The
next RAC Meeting will be Monday, Decmeber 13, 2004 at 9:10
am.
Jen
Raupp
Grant
& Contract Coordinator
OGRD
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