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Recurring Charges Continue ...

End Recurring Charges On Your Project

When a sponsored project receives a new award budget, new expenditures incurred after the end date of a project will not be allowed. 

Often times, orders for recurring charges are forgotten and months later the award continues to incur expenses for those recurring charges. The recurring charges to the old award should be cancelled and journaled to the new award or cost center.  Below are typical recurring charges:

  • Salaries: Complete a Costing Allocation in Workday to reflect the changes. This will ensure all future payroll is charged appropriately. Complete a Payroll Accounting Adjustment to correct charges that have been incurred past the end date of the award.
  • Telephone: To cancel telephone service on sponsored accounts, follow the Telecommunications procedures and forward a copy of this request, which identifies the telephone number, service, and the effective date of the change of service to ORA.
  • Standing Purchase Orders: To close a standing purchase order on a sponsored account, submit a PO change order Request. No orders may be placed against a standing purchase order after the close of the project period.
  • Duplicating Charges: To cancel recurring duplicating charges on a sponsored account, send a memorandum to Duplicating Services with a copy to ORA with the following information: grant number currently being charged, grant/program/gift number now to be charged, and the effective date of the change.
  • Animal Care Charges: To cancel recurring charges on a sponsored project, follow the procedures of the Division of Veterinary Resources.

If you have questions regarding your sponsored award, contact your ORA Contact person.

Executive Level II Salary Increased

Guidance on Salary Limitations

The Department of Defense and Labor and Health and Human Services and Education Appropriations Act 2019, restricts the amount of direct salary to Executive Level II of the Federal Executive pay scale. The Office of Personnel Management has recently released the new salary levels for the Executive Pay scale.  Effective January 6, 2019, the salary limitation for Executive Level II is $192,300.  

If adequate funds are available in active awards issued in FY2019 and if salary cap is consistent with the institutional base salary, grantees may rebudget funds to accomodate the current Executive Level II salary level.  However, no additional funds will be provided to these grant awards.  

If you have any questions regarding the salary cap, please contact your Post Award contact person

Read the full  Notice (NOT-OD-19--099) or for a historical record of the salary cap, including effective dates, see:

Updated Forms

Export Control Revised Forms

In March of 2019, the Export Control section of the website and Export Control forms were revised. The forms were revised to reflect changes in policy, procedures, items for importing and to reflect administrative changes.  For example, in the “On-Boarding Foreign Persons, Observers and Visitor forms” section, the I-129, DS-2019 and the Restricted Party Screening forms are more streamlined with dropdown boxes in order to lessen mistakes in selection of country of citizenship, visa types, new/renewal and UM campus locations. Revisions were implemented for Purchasing, Technology Control Plans and for Travel forms as well. 

In addition, a new form was generated for Import Clearance – Shipping, the Toxic Substance Control Act (TSCA) Import Certification Form.  This form was put in place to assist our UM Researchers in importing “chemical substances” to ensure that the shipment complies with U.S. Government regulations under TSCA.  Please visit the ORA Export Control Compliance page


ChangeIs Coming

Huron Research Suite Selected

New Pre-Award System

The University of Miami is moving forward with plans to implement a new pre award system.  After assessing a number of pre award systems in 2018, the Huron Research Suite has been selected as the new University pre award system.  Plans are underway to implement the Grants and Agreements modules, with completion of the project anticipated by mid-2020.  See the Huron website for more information, and stay tuned for further updates.

Research Administration

Technology Assessment and Roadmap

This spring the Huron Consulting Group has been conducting a Research Administration Technology Assessment at UM.  In February consultants conducted nearly 100 interviews with UM leaders, faculty, and administrators.  The goal was to assess the overall research technology needs of UM’s research administration units (ORA, Compliance, Department Administration, etc), and to provide recommendations and a future roadmap for research administration technology, processes, and infrastructure university-wide. 


NIH News

New Resources Available

Redesigned eRA Website

newly revamped eRA website that serves as an informational gateway to applicants, grantees and reviewers was launched April 30.  This site provides new and updated "how-to" information and navigating eRA systems like eRA Commons, ASSIST,  Internal Assist Review (IAR), xTrain and xTract.  

Key Highlights include: 

  • Main screenshots of systems added to help figure out processes at a glance
  • eRA Commons/ASSIST log-in buttons moved to prominent location on upper right-hand corner of home page
  • Hover drop-down menus added to menu topics on home page to provide a glimps of inside content at a glance
  • New categories of information and updated "how-to" content

Check out the website and a video that walks you through the highlights.  


Sample Applications, Summary Statements and More

If you are new to writing grant applications, sometimes seeing how someone else has presented their idea can help as you are developing your own application. With the gracious permission of successful investigators, the National Institute of Allergy and Infectious Diseases (NIAID) makes available examples of funded R01, R03, R15, R21, SBIR/STTR, K, and F applications, summary statements, sharing plans, leadership plans, and more. When referencing these resources, it is important to remember:

  • These applications were developed using the application forms and instructions that were in effect at the time of their submission. Forms and instructions change regularly. Read and carefully follow the instructions in the funding opportunity announcement to which you are responding and the current application instructions carefully.
  • The best way to present your science may differ substantially from the approach taken by those who wrote the example applications. Seek feedback on your draft application from mentors and others.
  • Talk to an NIH program officer in your area of science for advice about the best type of grant program and the Institute or Center that might be interested in your idea.

Check out the NIAID’s Sample Applications and More.  




Society of Research Administrators Coming to Miami

Spring 2019 Intensive Training Programs

The Society of Research Administrators (SRA) is hosting its 2019 Spring Intensive Training Programs May 20-May 21, 2019 at the Hyatt Regency in Miami.

The four workshops being offered are:

Departmental Administration 

Negotiating Industry Agreements: Strategies and Tactics for Your NegotiationToolkit 

Post Award Administration 

How to Effectively Support High Quality Ethical Research 

For more information about SRA or to register for these workshops, visit the SRA website.





9:00 am

ORA Quarterly Meeting (Coral Gables)


9:00 am

ORA Quarterly Meeting (Medical)


Research is to see what everybody else has seen, and to think what nobody else has thought.

— Albert Szent-Gyorgyi