Attention all Research Faculty!
The Office of Research Administration (ORA) would like to highlight some key administrative updates shared with your administrators recently. These should provide you, as faculty, with the necessary information to understand what changes are occurring related to the administration of your grants.
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Change is Coming!
ORA is embarking on a project to replace the current Pre-Award system (InfoEd). After assessing a number of systems, the University has selected the Huron Grants & Agreements solution as the new Pre-Award system.
The new Grants & Agreements system will replace InfoEd, and will feed data to Workday as well. Upon implementation of the new system, many changes to our current processes and procedures will be expected. One of the most anticipated changes includes full electronic routing and approvals, thus eliminating the use of forms such as the PCRF-L (routing form) and the IPAR (prior approval form).
The focus of this initiative is to reduce the administrative burden on faculty and to provide access and transparency into the status of applications, contracts/agreements, subawards, and award notifications. As we move forward, we welcome faculty and departmental personnel to provide feedback.
Implementation of the new system is targeted for June 2020.
See the Project website for more information, and stay tuned for further updates.
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Roles and Responsibilities
Who Certifies Effort?
All faculty certify their own effort on a semi-annual basis, and the PI will confirm salaries for staff charged to their projects.
To ensure compliance with federal regulations, effort statements need to be completed in a timely manner. Faculty and PIs are provided 60 days to complete all certifications. The current certification period opened on August 5, 2019 and runs through October 4, 2019, for salaries charged prior to May 31, 2019.
Departmental chairs, as well as Center/Institute Directors, will be provided a summary of progress in their respective area.
For additional information, including Tip Sheets and reference material, please refer to the ORA website. For questions regarding ECRT, please email ecrt.admin@miami.edu or call 305-4088.
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What Happens When An Account is Overspent?
To minimize any significant over expenditures on sponsored awards, the University of Miami, through the ORA has implemented a new procedure for overspent awards. This procedure was recommended by Internal Audit and discussed with the Audit Committee of the Board of Trustees.
- ORA will notify the department of the over expenditures in excess of $100,000.
- The department will have 90 days to remedy the deficit and communicate with ORA on how the deficit will be covered.
- If the deficit remains after 90 days, ORA will transfer the over expenditures to a departmental account (program/gift) and put the award on hold.
For pharmaceutically funded clinical trials, the deficit is determined based on total cash received minus total expenditures incurred.
For all other awards, the deficit is based on expenditures plus all commitments in excess of the budgeted amount.
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