Other Research Administration Training

This quick reference guide describes the AP Check Request (eCR) process for subrecipient final invoices and provides the key indicators and warning messages identifying ON-TIME and LATE subrecipient invoices. The guide also details the decisions and actions needed to process the request. Appropriate actions will be determined by your departmental policy.

Projects which have subcodes established under a parent code should follow these procedures to determine the final distribution of award/budget/plan across all project codes.

Research Costing Compliance (RCC) hosts a semi-annual CRA Study Group for those persons interested in taking the Certified Research Administrator exam administered by the Research Administrators Certification Council (RACC). CRA Study Group participants who attend all of the sessions will receive 2 continuing education credits towards maintaining their RCC/RAA/AGM/RAI certification(s). Partial credit, or one credit, will not be given.

The Fall 2013 issue of In Focus (pdf), RACC's semi-annual newsletter, featured an article about Duke's CRA Study Group and its success.

For more information on the exam, please visit: http://www.cra-cert.org/.

Travel costs are the expenses for transportation, lodging, subsistence and related items incurred by individuals who are travelling related to the scope of work of a sponsored project. When charging these costs directly to the project, documentation must be provided to justify that the costs are reasonable and the participation of the individual travelling directly benefits the project. This reference guide reviews A/A/R considerations and documentation procedures for travel charges to a sponsored project.

Closeout Form Approval Quick Reference Guide

Quick Reference for Navigating the Grants Management Tab, Closeout Tasklist Utility, PI Attestation, Obligations Worksheet, Management Form Overview, Image Retrieval Tool, Sponsored Research Reports, Reports, Workflow Overview, PI Attestation Approval, Closeout Form Approval, Enhanced CONS, and Integration of the Closeout Tools

The Closeout Notifications System (CONS) indicates which closeout documents are required for a WBSE and their submission status. Closeout document requirements can be viewed via the CONS Report on the Grants Management tab, or via SAP using transaction code ZG53_EC.

The Image Retrieval Tool provides access to completed and imaged documents. Items will only appear in this tool once fully approved. The imaged form can be pulled up via a variety of criteria, but the steps below detail the most effective method for returning imaged forms.

Integration Document

The Management Form Overview provides details of the status of forms submitted by the user including: what is still in progress, the workflow steps completed and those still pending approval. Alternatively, once the form is approved the Image Retrieval Tool can be used to display completed workflow approvals.

The Duke@Workportal provides valuable tools, resources and reports for managing sponsored projects via the Grants Management tab.

The Obligations Worksheet is required for all applicable NIH institutional training grants, even if there are no appointments and associated obligations that extend beyond the budget period.

PIs approve a PI Attestation through the Universal Worklist in Duke@Work. The Attestation confirms the financial and technical integrity of a sponsored project.

The PI Attestation enables the PI to attest to the financial and technical integrity of a sponsored project . The PI Attestation cannot be saved as draft.

The Revision Tool is used to request revision to closeout documents or final financial reports/invoices. Requirements vary based on the circumstances. Use the appropriate guide below to ensure adequate information is provided.

Closeout Tools: Revision Tool - Form Correction 

Quick reference is applicable for corrections to previously approved closeout information.  Use this guidance when edits are needed due to corrections or ledger changes that impacted the initial submission of the closeout documents.

Closeout Tools:  Revision Tool - Delayed Modification

Use this guide when revised closeout documents are needed to close WBSE(s) due to an extension received after initial closeout forms were completed.

 

 

Sponsored Research Reports Quick Reference Guide

The Closeout Tasklist Utility is the central location for all actions involving the Closeout Tasklist form. Generation, edits and submission of the tasklist is managed via this utility.

Tasklist Questions and Reports Guide

Closeout Tools Workflow Overview Quick Reference Guide

This quick reference guide details the process to calculate an approximation of the expected final financial bottom line for a project, and includes all transactions expected to post to the ledger for the project. The Estimated Balance Calculator referenced in Related Materials can be utilized to assist with the consistent calculation and management of estimated project balances (based on total costs, including both direct costs and F&A) at both the individual WBSE and overall project-level.

This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.

Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.

A guide to treating Allowability, Alocability, and Reasonableness as a first principle of Research Administration. This guide will help you think through important questions to ask when determining AAR.

A guide to treating Facilities and Administrative costs as a first principle of Research Administration. This guide will help you to understand the fundamentals of F&A,  know your rate, apply principles of F&A to the management of sponsored projects, and explain F&A to your PIs.

Fixed Price Award management varies by type and may require special closeout procedures.  Refer to this guide for award classifications and balance requirements at closeout.  A residual balance is an unobligated, unspent balance remaining on a fixed-price award at the conclusion of the project period. Reportable fixed-price awards greater than or equal to $20,000 require additional information (and approval) at closeout, per the details within the attached guide.

This reference guides details the requirements and exemptions allowed by the Fly America Act, including information about Open Skies Agreements and the City Pairs Programs.

This resource guides an individual through the process of determining which airline carriers would be allowable charges, according to the requirements of the Fly America Act and Open Skies Agreements.

This on-demand, online course offers PIs and grants managers who support them with instructions, guidance, and a demonstration of how to approve a PI Attestation.

This on-demand, online course offers those working with sponsored projects a comprehensive overview of how to closeout a project using the Closeout Tasklist Utility. Videos in this offering will cover:

• How to navigate in the Tasklist
• How to create a Tasklist
• How to work in a previously created Tasklist
• How to submit a Tasklist

Videos in this course include a demonstration of how to perform actions on all aspects of the Closeout Tasklist.

This on-demand, online course offers grants managers specific instructions, guidance, and a demonstration of how to create a PI Attestation.

This on-demand, online course offers grants managers a navigational overview of the Grants Management Tab available in Duke@Work.

A decision tree that details for Grant Managers when they should seek additional assistance for managing an international research administration question or issue.

A matrix of activities occurring in International Research Administration at Duke University, and the University Offices that are involved in the support of those activities.

In order to meet the expectations associated with clean close, the prevention of late activity is of paramount importance. The Late Activity Guide is supplemental guidance intended to aid the Duke community with the transition to operating in a clean close environment.

This quick reference guide provides an overview of late activity and details how to manage the associated notifications.

MyResearch is a website accessible to all faculty through the Duke@Work self-service website that offers consolidated access to Duke-sponsored research administration systems, key reports on research activity and remaining account balances, and links to important websites.

The National Council of Research Administrators website offers education programs including Conferences, Traveling Workshops, and Online Presentations. Review their website for more information.

This quick reference guide provides an overview of master data field found within SAP transaction CJ03. These data fields are associated with each WBSE.

Quick reference Guide for a macro-enabled spreadsheet that will assist in the calculation of salary to be cost shared because it exceeds the NIH cap. The spreadsheet is able to calculate a variety of appointments (12-month appointment, 9-month appointment, and summer supplement) across multiple projects.

The checklist provides a general list of questions and actions that Grant Managers should review and complete when requesting a NCE.

No-Cost Extension Checklist Video

This guide provides more information about the NCE Request Form in SPS Web and details the submission, review and verification steps.

The Payroll Access Quick Reference provides guidance for individuals using the Effort and Payroll Tools and Reports in the Grants Management Tab of Duke@Work.

An overview of new Payroll Access GAPs & technology, ensuring Grant Managers direct access to pertinent data.

The class reviews:

• Tools/Reports in Duke@Work, including selected iForms, NEW Weighted Average Report, NEW Employee Data Search and NEW Institutional Base Salary
• NEW GAPs: 200.171, Cross Organizational Unit Payroll Management on Sponsored Projects; and 200.172, Payroll Access for Effort Management on Sponsored Projects
• Roles & Responsibilities/Best Practices to ensure compliant effort management through life of project with effort discussions re: cross-departmental, Centers/Institutes, Parent/Child
• Guidance on escalation process for resolving cross-departmental payroll issues
• Enhancements improving payroll actions and iForms efficiency

Due to the content, it is strongly advised that GMs with limited to no iForms experience view Payroll Access Training for Grant Managers - Online iForms Overview - Video prior to attending (available via LMS).

This on-demand, online course offers grants managers a comprehensive overview of the iForms available to grant managers through Duke@Work. Participants will view videos focused on the following iForm transactions:

• Requests of Cost Distribution Changes
• Manual Salary Cost Transfer
• Supplemental Payments
• iForms Overview – used to view the status of the iForm

Videos in this course include a demonstration of how to execute each iForm while providing general guidance on iForm payroll transactions and associated business processes.

These quick reference guides (QRGs) provide guidance and general information on using the Payroll Cost Share Tools and Reports.  Each guide is specially focused on the tool or report included in its title and can be accessed by selecting the title below.

Each e-learning module demonstrates how to execute differenty functionality in the tools available to assit with managing payroll cost share.  Connect directly to the training videos in LMS (When you select the link, the LMS will open.  Select "Register" found on the right side of the page.)

The Office of Research Administration (ORA) offers various training opportunities for the School of Medicine (SOM) grant managers/research administrators on pre-award and electronic research administration topics, such as Sponsored Projects System (SPS), Grants & Contracts 101 and 201, eSubmissions, eSNAP and Other Support. ORA also holds quarterly Research Administrator Meetings to provide regulatory updates, agency updates, internal processes, and other information pertinent to the SOM departments. Training offered by ORA counts as RCC continuing education credit.

These FAQs refer to procedures described in GAPs 200.370, 200.372, and 200.101, along with the Sole Source Justification/Price Quotation Form.

The Resources Quick Reference Guide provides information, tools, and contacts used routinely by research administrators in a concise, consolidated format. Topics covered include an overview of Duke research-related accounting codes, commonly used transactions and reports, research-related offices, and more.

The Research Administrators Certification Council website offers the Handbook for Candidates, Online Practice Test & Application for Examination as well as additional certification resources. Please review the website for more information.

Quick report reference

This series focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. Each session in the series provides in in-depth look at how to run, interpret, drill down and utilize critical SAP reports to support sponsored research across the institution. Some classes have pre-requisite requirements outlined in the LMS course descriptions. Please read descriptions before enrolling in a session.

Registration for each sessions in the series will be handled through Duke's LMS. Sessions can be accessed by selecting the links below.

These sessions are recommended to those new to research administration or to seasoned administrators who want to refresh their SAP reporting skills. Continuing Education credit is offered for each of these sessions.

Sessions included in the series are:

• Sponsored Projects Reporting: Master Data Building Blocks
• Sponsored Projects Reporting: Organizational "Big Picture" Reports
• Sponsored Projects Reporting: Project ITD and Plan - "The Super Report" - ZFR1E
• Sponsored Projects Reporting: Line Item Reports

 

The Closeout Timeline is a guide to assist Research Administrators with achieving clean close by detailing items that need to be addressed beginning 90 days prior to project end to the sponsor due date.

This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSEs, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.

The SRA International Southern Section Website (SRA) website offers many training opportunities including Certificate Programs, seminars and more. Please review their Learning & Professional Development website to learn more.

Multiple reports are available for grant managers (GMs) to provide assistance with subrecipient \r\nmonitoring for the duration of a subaward agreement. Once a subaward is fully executed and invoicing \r\nbegins, the categorized budget details and expenses will be reflected in SAP financial reports. In addition, \r\nDuke@WORK reports provide information on the subaward agreement, budget and invoice details.

This quick reference guide provides an overview of the WBSE Create Form, including when the department/center/institute is responsible for initiating the process, how to initiate and submit the form, and the steps to approve the form at the departmental level. Also included are appendices on key fields, and links to additional learning materials.

This on-demand, online course offers those working with sponsored projects a comprehensive overview of how to approve WBSE Create Forms through the Universal Worklist. 

This on-demand, online course offers those working with sponsored projects a comprehensive overview of how to create a WBSE using the WBSE Create Form. Videos in this course will cover:

• An overview of the form and process
• Using the WBSE Create Form in Advance of the Award in SPS
• Using the WBSE Create Form in Advance of the Award in SAP
• Using the Create Form Utility
• Using the Create Form Management Overview

Videos in this course include a demonstration of how to perform actions on all aspects of the WBSE Create Form. Please note: there is a separate video demonstrating the WBSE Create Form approval.

This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.