Maxwell Research Administrators Monthly Meetings

Owned by Jill Ferguson
Last updated: Oct 03, 2024 by Vanessa Gatmaitan

The following is an archive of notes documenting the proceedings of the Maxwell Research Administrator Network Monthly Meetings.  Unit administrative staff with proposal development (pre-award) and/or grants management (post-award) responsibilities address together the research-related policies, processes, and best practices for Maxwell. 

PLEASE NOTE:  Agendas and notes from meetings after July 10th, 2024 are now posted on the Maxwell RAN Teams channel.  Please email Vanessa Gatmaitan vqgatmai@syr.edu if you would like to join the Team!  

JULY 10, 2024 

In attendance: Vanessa Gatmaitan (Dean's Office), Liz Lance (ORD), Lisa Henty (Dean’s Office), Julie Davis (Dean’s Office), Doris Mahoney (ASI), Jacquie Meyer (Political Science), Lynnell Cabezas (ASPI), Karen Tavernese (ASI), Jackie Nocevski (Campbell), Debbie Toole (Geography), Juanita Horan (Moynihan)

cc: Peg Austin (CPR), Janet Coria (Sociology), Tara Slater (PARCC), Jackie Wells (Anthropology), Emily Graham (Lerner), Christiane Page (CQMI), Christina Cleason (History), Yetunde Hamilton (CEPA), Ashley DiCarlo (Economics), Katrina Fiacchi (CPR)

Round Robin - recent awards and future proposals

  • Put large upcoming projects on our radar so we know its coming
  • CQMMI may be able to assist with recent awards

Updates

  • Spring 2024 FCAR awards should be charged to the Dean's Office Research Subsidy - 11-22001-0003-XXXXXX-MYCODE
    • Always attach the faculty member’s MyCode – Be sure the MyCode description has both a first and last name
    • Please track all expenses for accurate posting to the GL
    • Reports may be requested at any time from: Vanessa Gatmaitan <vqgatmai@syr.edu>; Julianne Davis <jdavis01@syr.edu>; Lisa Marie Henty <lmhenty@syr.edu>
    • Final reports will be reviewed May 14, 2025, for submission to Office of Research for reimbursement
  • PINS and letters for AY 24-25 grad assistantships are due to M Tammy Salisbury <mtsalisb@syr.edu> by Fri Jul 12th at noon 
  • Grad student hiring (post meeting update)
    • During the AY, graduate students can only be hired for a second job for research activities (paid hourly up to 10hrs/week, job code 7900, account code 549976) IF they have assistantship(s) totaling 20hrs/week. This must be approved by their department chair, and the graduate school must be notified for tracking purposes.  If they only have a 10hr assistantship, they must be hired for another 10hr assistantship before accepting any hourly work.  Of course, international students cannot work more than 20hrs/week (including all assistantships and hourly work) while classes are in session.
    • Account code 503259 is typically the account code used for AY RAs, but the Office of Research has recently issued 503257 for RAs that are considered HERD eligible. This should not be necessary based on the above/attached HERD guidance.
    • When considering hiring graders, the graduate school provides this language: A student can be hired on an hourly basis for an hourly employment role (not with a title of an RA) if the duties require no specialty knowledge or experience, such as administrative tasks that require little training.  Such an hourly hire should not be called an RA or GA.
    • During the AY, graduate students may be hired for fall-only, spring-only, or full-year assistantships. Start and end dates are always static.  The attached booklet contains the rates for each program:

Fall start - 8/16/2024
Fall end date - 12/31/2024
Fall first pay - 8/31/2024
Fall last pay - 12/31/2024

Spring start - 1/1/25
Spring end - 5/15/2025
Spring first pay - 1/15/2025
Spring last pay - 5/15/2025

Full year start – 8/16/2024
Full year end – 5/15/202
Full year first pay – 8/31/2024
Full year last pay – 5/15/2025

    • Holly and Gabby are still working on some FAQs to provide a comprehensive list of all of these answers.

General Discussion Topics

  • Please see updated HERD guidance doc sent 8/1 (post meeting update)
  • HERD reporting changes for 2025
    • Higher Education Research and Development
    • Reporting expenditures related to research
    • No change for FY24
    • Process has been manual
    • Potential changes for FY25 - starting 7/1/24
      • Fund 13 requires no special coding - reporting done on back end - both for expenditures and faculty/staff
      • Non-personnel - New program codes - 0097/98/99 - Maxwell mostly basic
        • Can reach out to Vanessa - will bring in Colleen Burton
      • Not trying to find every research dollar - just trying to automate so we can run reports
      • Can JE when reconciling monthly
      • VG - what would be charged to 03 that is not HERD?
        • JM - reviews all expenditures and adds them up, asks all faculty what their research is
      • JH - How do we cover the expenses on 0097/98? Do funds have to be moved from 03?
        • Could the budget transfer happen at the end of the year? Or monthly?
      • JM - what about dept travel budget
      • VG - funds from 01 and 03 would be comingled in 097/98
      • VG - Can we use a "tail"?
        • LH - not given as an option, but can ask
      • LH - HERD RES chartfield? Only seen in JN screen
      • JH - Endowed funding for faculty?
        • If we have to switch back to endowment at the end of the year, have to provide documentation and enter as an expense
        • LH: If everything that comes out of that chartstring, could provide to OR for tracking
        • JH: Not the case
        • LH: may be unique to JH?
          • Appleby Mosher?
          • Lerner Center
        • JH - Could we just put it in the description?
        • VG - HERD Research field in Travel expense?
          • LH will look into this
        • JM - Has an email from Mary Pat describing what is HERD - will FWD to VG and LH
      • Faculty and Staff
        • During budget load - LH was asked who is what category - picked basic for all
        • Then used data on res leaves and admin leaves and anticipated courseloads - to calc % research time
        • Assigned a myCode or program code - opted for mycode so she could see full salary in one location
        • Then if there are changes - can just change the distribution percentage
        • VG: may use mycode for summer salary
          • LH - shouldn't be affected
          • VG to follow up with Colleen
        • JH: uses mycode for staff salary AY
  • Are there any summer grad RAs being moved to FICA taxable accounts?
    • JH: All of her RAs on sponsored, reverted to a holding account on 7/1
      • LH will ask something on her end
      • JH: thinks it happens during certain weeks
  • JH: can summer RAs continue during the year
    • Must be 10hr/20hr assistantship for full semester
      • VG to verify full semester or full year
    • Can have a second job paid hourly via account code 549976 - no letter
    • LC - grader? Must be TA?
      • VG to verify

JUNE 12, 2024 

In attendance: Vanessa Gatmaitan (Dean's Office), Liz Lance (Office of Research), Lisa Henty (Dean’s Office), Julie Davis (Dean’s Office), Janet Coria (Sociology), Doris Mahoney (ASI), Tara Slater (PARCC), Peg Austin (CPR), Jacquie Meyer (Political Science), Jackie Wells (Anthropology), Lynnell Cabezas (ASPI), Karen Tavernese (ASI), Jackie Nocevski (Campbell), Debbie Toole (Geography), Juanita Horan (Moynihan)

cc: Emily Graham (Lerner), (Christians Page (CQMI), Christina Cleason (HIST), Yetunde Hamilton (CEPA), Ashley DiCarlo (Economics), Katrina Fiacchi (CPR)

Round Robin - recent awards and future proposals

  • Put large upcoming projects on our radar so we know it's coming
  • CQMMI may be able to assist with recent awards

Updates

  • Grad RA (GRA) updates…
    • Supervisor and GRA for summer hires should receive pay notice but this process is inconsistent.  Should also be visible in MySlice and HR reports for those with department access.
    • Summer RAs may be paid more than their prior year salary-based hourly rate, and this has no bearing on their following AY salary.  Increases during the AY become the new base for any hourly work.
    • In the AY, grad students can only have one 20hr/week assistantship, or two 10hr/week assistantships.  The only research work permissible above that is a second job up to 10hrs/week.  This would need to be approved by the student’s department and sent to gradschool@syr.edu for approval/tracking.  This can be processed as hourly work through smartHR.
    • International students cannot work more than 20hrs/week (in total for any/all types of work) while classes are in session (On-Campus Employment - Center for International Services – Syracuse University)
    • Full year assistantships start 8/16 and go through 5/15.  A fall-only appointment would be 8/16 – 12/31 and a spring-only appointment would be 1/1 – 5/15.
    • When using summer RA/TA PIN’s grad school believes HR will go through and terminate those appointments, much like they do for the AY RA/TA’s.
    • Does anyone have summer RAs hired with account 543259 that have been switched to 536278 GA - Summer-FICA Taxable?  I have learned that this can happen for undergraduates on account 549976 when they are not registered full time (they are switched to 549978 on the back end by payroll), and with the switch, 13/15/16 funds are then charged fringe.  I’m concerned this will affect those of you who calculated summer assistantships without fringe on these funds, based on the rates for 543259. 
  • Info from Camile Donabella about students working while abroad
    • Stipend is a way to get around it because you don't take taxes out
    • Due to tax, employment law, and data security issues, University decided a few years ago that employees must reside in the U.S. when performing job duties (incl faculty, staff and students). 
    • There is a group looking into making this a formal policy.
    • In the meantime, you can reach out to Camille if you have a student working abroad, and she can work with the GC's office for guidance on your particular situation (duration of time abroad, type of work, and country will be necessary).
    • JN - student had to stop working due to this
    • JM - has had them in the past - no issues if can VPN in timeclock
    • PA - No one knows where people are being housed unless they update their W2

General Discussion Topics

  • Who has course buyouts for fall/spring?  Dean's Office is interested in capturing this for budgeting purposes
    • Send a note when you have them
    • Working on large plug figure for projections
    • Colin Elman may no longer be PI on his grants, so not sure if he will continue to get BO on his grants
    • JM - CE on admin leave for whole year, will update
    • Center/institutes don't have access to depts
    • Normally sent to Julie? 
    • LH – send to Julie and CC Lisa
    • LH - would like to know by Sept/October if possible for fall, Mar/April for spring
    • JM - Griffith (1 course fall)
    • JH - waiting for them to come out of woodwork, Mike W (DOD pending)
    • DM - still working out fall vs spring for Emily and Jennifer - will know by end of Aug in order to set up for payroll
    • PA - who is doing payroll? 
    • DT - EC on parental leave
    • JN - Chris Faricy - new director will have course relief
    • LC - two ASPI fellows who will need it - two fall, one spring
  • Reminder - Summer Salary Rate of Pay
    • LH - different things were done the last 3 fiscal years, Deans and Duncan Brown will be weighing in.  For now, for research, this is fine
    • LH - FY25 salaries still under review in the provost’s office, waiting for template, hoping letters will go out June 26th/27th/28th
    • JM - last year, depts/chairs were emailed and told to pick up letters from DO to send them out
      • Will the DO be sending salary worksheets?
      • LH found sample and will review
    • Reach out to Caroline with questions
    • PA - just includes one increase, they get what is in the grant
    • KT – PIs often don't spend all of the money anyway
    • Summer salary before July 1 should be at the faculty member's current semi-monthly rate of pay.  After July 1, use the next academic year's rate of pay.
    • This means that for Summer 2024, use the AY23-24 pay rate for May and June payments; use the AY24-25 pay rate for July and August payments.
    • This procedure applies regardless of funding source.
    • How is everyone budgeting given this procedure?
  • How is everyone processing payments to third party vendors, such as translation services like UpWorks or Google Translate
    • Often sees the same for transcription
    • Students on payroll need a RAP
    • If it’s a company the university deals with - it needs to go through ePro
    • However this creates extra work for admins
    • If cannot give admin the information or link to pay, usually ask faculty to charge and get reimbursed
    • UpWorks is a US company that hires freelancers to translate
    • There are payments for multiple/frequent transactions - per document or session, unclear if I can get an invoice
    • Is reimbursement after a number of transactions an option to reduce PI/admin burden?
    • Is it acceptable to save a dept JPMC to a faculty member's account?  How can faculty members get their own JPMC?
    • JM - asked disbursements and they said it can't go on JPMC
    • JC - one of their faculty used it and paid himself, disbursements approved as long as amounts were low
    • DT - one of her faculty gets articles translated – uses the honorarium form - all less than $500 - no issues with disbursements
    • KT - is this the same as cart services?
    • JW - received and invoice from a woman in India for indexing her book - submitting that on a paper req
    • PA - can set up a contract for services if less than $5k
    • JN - only chairs and directors should have JPMC - is that the same in other depts?
    • KT - some depts give every faculty member a JPMC

MAY 08, 2024 

In attendance: Vanessa Gatmaitan (Dean's Office), Christiane Page (CQMI), Christina Cleason (HIST), Jacquie Meyer (Political Science), Yetunde Hamilton (CEPA), Jackie Wells (Anthropology), Lynnell Cabezas (ASPI), Karen Tavernese (ASI), Ashley DiCarlo (Economics), Jackie Nocevski (Campbell), Katrina Fiacchi (CPR), Debbie Toole (Geography), Juanita Horan (Moynihan)

cc: Doris Mahoney (ASI), Tara Slater (PARCC), Peg Austin (CPR), Emily Graham (Lerner)

Round Robin - recent awards and future proposals

  • Put large upcoming projects on our radar so we know it's coming
  • CQMMI may be able to assist with recent awards

Updates

  • Appleby-Mosher
    • tracking - did any FAST requests go through? No
  • GA letters, stipends
    • Did tables for GAs, summer money, etc come from DO yet? No
    • GA letter meeting with Gabby and Peter - notes from those who attended?
      • New letters came out
      • JH
        • all letters are semi monthly?  There are still hourly students - not working same hours
        • Paying students same rate but work is not necessarily an extension of their research - PhD level work
      • KT
        • Unless it's strictly admin - have to go through OnBase, have to have letters, have to create a pin
        • What do you do if they do some clerical, some research?  Part time?
      • JM - No guarantee they are doing the work
        • KT - not our responsibility, PI should be monitoring this
      • JN - emailed Gabby and seemed to think nothing has changed for hourly
      • JH - one award with 8 students - hours varying throughout the year
      • KT
        • just reached out about a student working on same project but taking two weeks off - had to do two letters and get them signed
  • Also appointments can cross fiscal years with one letter
      • AD - confirmed with Holly that if strictly admin can be paid hourly and a rate we set
      • CC - if it's hourly - we just have to pay at the rate?
        • KT - has to be a letter
      • What is admin?
        • If doing research, need a letter but can still pay hourly?
        • JH - MA level - learning skills
        • JW - Editing, transcription
      • JH - fringe rate for semi monthly will be different
      • DT - job code -
  • 7904 - TA
  • 7910 - RA
  • New hourly rate $30/hr, effective this summer?
    • AY stipend/39(week)s/20(hours/week)=hourly rate
      • $ 23,432/39/20 = $ 30.04102564 (so $30.05)
      • KT -this is just the rate of pay, still need to be paid bi-monthly, also PAIA has a higher rate for AY23-24
      • JM - what about a masters student at TA rate?
        • KT - Yes, use the TA rate for the calculation
      • Only for PhD students - not MPA/MAIR/MSOP/etc?
        • JH, AD - Applies to these as well
      • Ideas for how we can achieve that?
        • Ask sponsor if they can use MS/undergrad/external hires?
        • Work less hours?
        • KT - most projects have residual funds from Covid that can be shifted
      • $35/hr next year
    • Still need to know if we can still set up students as casual temp exempt?

General Discussion Topics

  • FCAR
    • Where were they told to spend from?
      • JN - Dean's Office Research Subsidy
      • JW - This year was told to use her own
      • JM - two FCARs - email from July says to use DO account
    • Can they spend from their own accounts?
      • JN - can you create an account
        • VG to ask Julie/Lisa
      • Will they provide the GL detail required for reimbursement? Yes

MARCH 10, 2024 

In attendance: Vanessa Gatmaitan (Dean's Office), Liz Lance (Dean's Office), Christiane Page (CQMI), Christina Cleason (HIST), Jacquie Meyer (Political Science), Yetunde Hamilton (CEPA), Jackie Wells (Anthropology), Lynnell Cabezas (ASPI), Karen Tavernese (ASI), Doris Mahoney (ASI), Tara Slater (PARCC), Ashley DiCarlo (Economics), Jackie Nocevski (Campbell)

cc: Peg Austin (CPR), Katrina Fiacchi (CPR), , Debbie Toole (Geography), Emily Graham (Lerner), , Anthony Terrinoni (ASPI), Juanita Horan (Moynihan)

Intros

  • Liz Lance, Director of Research Development for the Social Sciences, Office of Research

Round Robin - recent awards and future proposals

  • Put large upcoming projects on our radar so we know they’re coming
  • CQMI may be able to assist with recent awards
  • Intros to RAs for Liz
    • Tara (PARCC)
    • Ashley (ECON)
    • Debbie (Geo) – Chie and Andre working on NSF submission
    • Karen (ASI) - P30 center grant resubmission
    • Lynnell (ASPI) – Johannes - CNY Humanities Corridor, NSF recently submitted
    • Jackie W (Anthro) – Armstrong - Air force, NSF; DeCourse - NEH
    • Jackie N (Campbell) - Shana - Carnegie
    • Christina (Hist) - University of Michigan, CNY Humanities Corridor
    • Jacquie M (Poli Sci) - Yael – Guggenheim; GA APSA - Dissertation Completion (Georgiev)
    • Yetunde (CEPA) – Golden – USDA

Review of CQMI – Christiane Page

  • Associate Director CQMI, within Moynihan
  • Housed in Maxwell
  • Wants to help anyone at Maxwell/SU who wants to do collaborative research
    • Spec - Methods - Sub - Data Management Planning
  • CQMI can offer DMP, incl pre & post award services
    • NSF is requiring DMP, NIH - DMSP
    • Have worked with other gov't agency, private funders
    • Especially interested on helping on the pre award side
      • Help figure out a DMP that meets the award
    • Will help with DMP throughout the life of the data - teaching, etc
  • Free consultations – email qdr@syr.edu
  • Qualitative data repository - https://qdr.syr.edu/
  • Have worked with IRBs - anonymization, protection
  • Do their own research - NSF and private funders
  • DT - do you help grad students?
    • Need access to NVIBA, Adobe Cloud, MacCDQ, etc
    • Materials - tape recorders, etc
    • University software cannot be download on personal computers
    • CP -
      • have materials, please reach out
      • there are proprietary issues for software, can help with some licensing
      • CQMI is thinking of a system that is more student friendly
      • Looking into hands on tech to do qualitative research

Updates

  • Appleby-Mosher
    • JD working on DI access for all admins to AM program code
    • Track AM funds unless you have discussed with me a handoff
    • Zero out last year's funds in July
  • ASI SPA
    • Was due April 8th - no applicants
    • $2k plus fringe
  • Dean’s Office SPA
    • Due April 22, Decisions May 6
    • $2k
    • May apply while other applications pending but can only accept one
  • Grad student union agreement
    • New stipend rates - Shana would like us to begin using these for next year
    • Unclear whether or not fringe rates will change
    • VG to update on Answers
    • JM - Have received comm from DO - Table for GA, summer money, by each dept, how many assistantships
    • AD - Econ sends out letters - can they send new letters? Not per email from Peter/Gabby
    • VG - to FUP if updated letters can go out - to have new rates in writing
    • JW - in the past has received a stipend form from Julie to submit for May payment - was 4/21 last year - hasn't received yet?
    • KT - When does the union agreement go into effect - summer stipend?  Can we pay what was budgeted in grants for summer pay?
    • CP - Have been paying what grad school says, splitting by hr - will be looking for two academic year students and probably a couple more - can help if people can't fund their students
    • KT - new fringe rates prob released June 30
    • CC - Have been told (Carol) pot would be determined 2/9 grad student stipend *16 for summer funding - 16 of the grad student awards - $83,313 - this was for this year - what about increase?  Will pots increase?  Admin letters all went out as unofficial based on this
  • New OSP template
    • Reminder to pull from website prior to creating a new budget, to ensure you have the most recent copy
    • If I find a new one, please send to all of us
  • OR Newsletter
    • Until May 19 - 3 page limit on biosketches
    • NSF updates summary
    • Research computing series - as a reminder please engage with ICT
  • DI training video
    • Anne Marie Domingue-Kratz from roll out team
  • RAN Teams
    • Questions require more detailed information/backstory
    • Avenue for more meaningful/detailed responses
    • Holding on this right now since Liz and I are working out the best file sharing system for our projects and info
    • General RAN info may be included as a separate channel
    • Either way we will have a repository and method for chat
    • Wondering if a listserv may also serve another purpose? Yes

General Discussion Topics

  • NCURA
    • Does anyone know how bulk registration works?
  • Hiring grad students
    • ESF students - casual grad assistant - have to choose code that charges FICA for summer - when full time don’t get charged taxes
    • Undergrads
    • During the year - enter in ONbase
    • Contracts?
    • Hourly?
    • When/how to use each?
    • Tracking use of funds?
    • DT - uses equation from Mary Pat - based on total and rate and fringe - hourly, time clock
    • KT - uses casual exempt temp contract - pay system
    • JM - full time students not charged fringe
  • KT - NIH - any proposal submitted Jan 25 - common form for CV and C&P
    • Liz added more about form H, form I
    • ScienCV will be required the way it is for NSF
  • LL - Review criteria will also be changing in Jan - faculty will need more help on technical pieces while they address that

MARCH 6, 2024 

In attendance: Vanessa Gatmaitan (Dean's Office), Shana Gadarian (ADR), Peg Austin (CPR), Katrina Fiacchi (CPR), Karen Tavernese (ASI), Doris Mahoney (ASI), Debbie Toole (Geography), Jackie Wells (Anthropology), Jackie Nocevski (Campbell), Lynnell Cabezas (ASPI), Ashley DiCarlo (Economics), Jacquie Meyer (Political Science), Christiane Page (CQMI)

cc:  Emily Graham (Lerner), Tara Slater (PARCC), Anthony Terrinoni (ASPI), Yetunde Hamilton (CEPA), Christina Cleason (HIST), Juanita Horan (Moynihan)

What is working well?  What would you change? (SG)

  • Tracking?
  • Appleby-Mosher - Will the money be transferred?
    • Working on creating chartstring for centers/institutes - Julie figuring out how
    • VG to administer/help with those not affiliated with center/institutes
    • Every dept has a code for CUSE grants 24015 - so was possible
    • AM has its own program code?
    • Admins need/want their own authorization
  • Important for admins to be notified of all additional funding
    • Supplemental funds
    • Endowed professorship
    • University professorship
    • Chairs, Grad Dir, Und Dir
    • Retention funds
    • Distinguished Professor
    • Departments pay the grad/und directors
  • SG - we can send out lists of some - AM, RM - can also be more clear about other letters
  • Important to share this feedback with new budget admin
  • Dept admins need to communicate with center/institutes admins
  • DT - issue with collaboration with Falk
    • Trying to pay faculty for third week of August - summer
    • Payroll kept trying to change it to academic year
    • Didn't get paid and ran against deadline for PAR
    • May be an issue with how payroll cuts things off (KT)
    • ERS doesn't like half pays (JM)
  • Grad student union contract - coming up on the deadline - April

Intros

  • Vanessa
  • Shana
  • Director of Res Development - Liz Lance - 3/18
    • Pre award/ideation
    • ASI P30 renewal
    • Large/individual projects
    • Individual Faculty - development

Internal Funding Updates

  • Appleby-Mosher
    • Should be tracking balances and zeroing out 22-23 funds by end of June
    • 23-24 funds available now and I am available to assist with administering for faculty supported by dept admins
    • We will be asking for a final report of how the funds were spent
    • For now all can ask me for any AM DataInsights reports that are needed
    • Julie is working on transfer of funds for centers/institute admins - feasibility of creating a new chart string
    • already using AM funds from this year from fund 11 - can JTE (PA - move to personal notes)
  • Roscoe Martin
    • Checks going out once approvals received or confirmation of no approvals
    • If used for summer specific purposes, this does disqualify GAs from Grad School pre-dissertation/dissertation summer fellowship funding
  • Maxwell DO Summer Project Assistantships
    • CFP late March - early April - deadline will be mid April - after ASI awarded
  • If a faculty member gets internal funding, shouldn't it go to research subsidy? (DT)
    • Employees should not get a personal check
    • RAP can be submitted for faculty teaching engagements - ASPI Grad Seminar
  • Some funds need to go into research subsidy - that is why there may be different mycodes for different projects?

General Discussion Topics

  • Put large upcoming projects on our radar so we know it's coming
    • Approvals
    • Connecting people - e.g. Matt Frew
  • NCURA Region II 2024 Regional Meeting will be held at the Kimpton Hotel Monaco Pittsburgh in Pittsburgh, PA, from November 10-13, 2024
    • Full Annual meeting in August - universities and colleges only so very helpful - bigger picture - NIH/NSF do their own sessions (always full)
    • Right before some NSF deadlines in Mid-August - let faculty know
    • Regional smaller - may not be as many pertinent sessions - more intimate - good for networking
    • SRA - May
  • InfoReady Training Webinar - Awards and Progress Reports - March 19 1-2pm
  • Future RAN Meetings
    • Monthly? yes
    • Hybrid? yes
    • Wed 1pm - first Wednesday
    • Agenda - upcoming deadlines, ERS tricks and tips, other tips/tricks, fringe rate changes
  • RAN Teams? YES
    • General chat channel for questions/ideas/info between meetings? Purely task-oriented questions
    • Shared OneNote notebook for meeting minutes (also posted on answers)? No interest
    • Repository for shared files? Yes
    • Max Research Admin Contact list? Yes
    • Scheduled meetings and repository for chats/recordings? Yes
  • RAN Meeting notes
    • All on one page with expand macros on answers page? May be ideal for searching all min - yes keep as they are
    • One file for each meeting? Word?  PDF?  May be easier to navigate between days/save?  No
  • Process Capture
    • Teams/OneDrive repository? Answers? Yes
    • I could use the information on how to do things?
    • Curious if people are doing things differently and what I can learn from that?
    • Development of best practices?
    • Update of changes?
    • I could email in advance for agenda items - or these could be added to a shared OneNote notebook

DECEMBER 5, 2023 

In attendance: Peg Austin (CPR), Lynnell Cabezas (ASPI), Katrina Fiacchi (CPR), Jill Ferguson (Dean’s Office),  Yetunde Hamilton (CEPA), Juanita Horan (Moynihan), Doris Mahoney (ASI),  Karen Tavernese (ASI), Debbie Toole (Geography), Jackie Wells (ANT)

cc:  Emily Graham (Lerner), Jacquie Meyer (Political Science), Jackie Nocevski (Campbell),  Tara Slater (PARCC), Anthony Terrinoni (ASPI)

FY 2023 Indirect Cost Recovery Return to PIs

  • At the end of each fiscal year, each school and college receives a transfer of funds from the Office of Research that represents indirect (F&A) costs related to its total research activity (i.e., expenses) on grants and contracts during that fiscal year. It is Maxwell’s policy to return 10% of recovered indirect costs directly to principal investigators as an incentive to pursue external funding for their research.  
  • Jill issued email notifications to PIs (cc'ing admins) on 12/1, and Alicia and/or Julie will do the journal entries soon (if not already). 

Faculty Creative Activities and Research (FCAR) Grant Program

  • Award notifications for the fall-semester cycle were issued on 11/21. 
  • Terms of award: 
    • Project period: December 1, 2023 - November 30, 2024 
    • The Office of Research will coordinate with school and college budget directors for the reimbursement of FCAR funds once the full amount has been expended.
    • Awarded funds must be expended within the period of performance and extensions are not available for FCAR awards.
    • Funded are expected to be expended in the budget categories described in the proposal. Significant changes in the scope of work, or requests to move more than a total of $1000 of funding between budget categories over the lifetime of the award requires prior approval of the Office of Research Development. Contact resdev@syr.edu with a description of and reason for the anticipated change for pre-approval.
    • A final report is required and should be made one month after the conclusion of the award year (December 31, 2024). An additional outcomes report is due one year after the conclusion of the award to capture project outcomes (November 30, 2025).
  • Background: 

Appleby-Mosher and Roscoe Martin Applications

  • Applications for grants from the Appleby-Mosher Fund for Faculty Research and the Roscoe Martin Fund for Dissertation and Thesis Research were due 12/4. Funding decisions will be announced in late December or early January. 

  • The Appleby-Mosher Fund provides grants of up to $2,000 (increased this year from $1,500 in past years) to full-time faculty members in the Maxwell School for research-related expenses.
  • The Roscoe Martin Fund provides grants for expenses related to dissertation and thesis research. Graduate students in the Maxwell School are eligible to apply for awards up to $1,500 (increased this year from $1,200 in past years). 

  • The application deadline for both programs is Monday, December 4. For more information, including the CFPs, please see the following Answers pages: Appleby-Mosher Fund for Faculty Research and Roscoe Martin Fund for Dissertation and Thesis Research

Office of Research/Maxwell Research Office Updates

  • Contact Shana Gadarian with questions concerning research administration (pre-award and post-award) and the Office of Research Development at resdev@syr.edu with questions concerning research development support. 

OCTOBER 24, 2023

FY 2023 Indirect Cost Recovery Return to PIs

  • At the end of each fiscal year, each school and college receives a transfer of funds from the Office of Research that represents indirect (F&A) costs related to its total research activity (i.e., expenses) on grants and contracts during that fiscal year. It is Maxwell’s policy to return 10% of recovered indirect costs directly to principal investigators as an incentive to pursue external funding for their research.  
  • Jill will issue email notifications to PIs (cc'ing admins) in the coming days, and Alicia will do the journal entries shortly thereafter. 

Appleby-Mosher and Roscoe Martin Applications

  • A Call for Proposals for the Appleby-Mosher Fund for Faculty Research and the Roscoe Martin Fund for Dissertation and Thesis Research went out on last week to Maxwell faculty and graduate students, respectively. 

  • The Appleby-Mosher Fund provides grants of up to $2,000 (increased this year from $1,500 in past years) to full-time faculty members in the Maxwell School for research-related expenses.
  • The Roscoe Martin Fund provides grants for expenses related to dissertation and thesis research. Graduate students in the Maxwell School are eligible to apply for awards up to $1,500 (increased this year from $1,200 in past years). 

  • The application deadline for both programs is Monday, December 4. For more information, including the CFPs, please see the following Answers pages: Appleby-Mosher Fund for Faculty Research and Roscoe Martin Fund for Dissertation and Thesis Research

Maxwell Faculty Research MyCodes

  • Thank you to Jacquie Meyer for a reminder after the meeting about the email of 9/5/23 from Alicia re: a single research MyCode for each faculty member. (No new information to share here—just a mention for the record.)

SEPTEMBER 28, 2023

Office of Research/Maxwell Research Office Updates

  • Contact Jill with questions. 

AUGUST 22, 2023

In attendance: Peg Austin (CPR), Jill Ferguson (Dean’s Office),  Yetunde Hamilton (CEPA), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Karen Tavernese (ASI), Jackie Wells (ANT)

cc:  Lynnell Cabezas (ASPI), Katrina Fiacchi (CPR), Emily Graham (Lerner), Juanita Horan (Moynihan), Doris Mahoney (ASI),  Jackie Nocevski (Campbell),  Alexandra Punch (Lerner), Amy Schmidt (CCE) , Tara Slater (PARCC), Anthony Terrinoni (ASPI), Debbie Toole (Geography)

Maxwell Research Support Overview on Answers

https://su-jsm.atlassian.net/wiki/x/uYWVCQ

  • This brief guide is intended for new faculty and as a quick reference for all  faculty researchers and research support staff. 

SU Office of Research Development

  • The Office of Research Development is responsible for supporting Syracuse University’s proposal, research and faculty development efforts. This includes facilitating team-based collaboration around strategic funding opportunities and managing the University’s internal funding competitions, including both seed grant programs and externally funded limited submissions.

RD and RA Org Chart Changes 

JUNE 27, 2023

In attendance:  Lynnell Cabezas (ASPI), Jill Ferguson (Dean’s Office),  Katrina Fiacchi (CPR), Yetunde Hamilton (CEPA), Heather Macknik (PAIA),  Doris Mahoney (ASI),  Jacquie Meyer (Political Science),  Jackie Nocevski (Campbell),  Karen Tavernese (ASI), Jackie Wells (ANT)

cc: Peg Austin (CPR),Emily Graham (Lerner), Juanita Horan (Moynihan), Alexandra Punch (Lerner), Amy Schmidt (CCE) , Tara Slater (PARCC), Anthony Terrinoni (ASPI), Debbie Toole (Geography)

OSP Budget Template (FY'24) 

  • Per a June 27 email invitation to training sessions June 27-29, OSP has modified the OSP Budget Template to include a new "Other Personnel Detail" section: "The changes to the budget will allow for more precise personnel budgeting and will generate better alignment between the budgets and the SAMTool.  The training will also provide guidance regarding proper expense account codes to be used when assigning chartstrings to pay employees for research activities."

  • Additional trainings to be scheduled. 

Effort Reporting, cont'd.

  • Jill will invite Ryan Taub to attend a Maxwell RAN meeting before the next certification window (October). 

University Fringe Benefit Rates for FY '24

  • See email of June 9, 2023.  
  • Reminder to always make sure you are using the current version of the OSP Budget Template by checking the top row of the "Instructions" tab for the fiscal year. The current version is OSP Budget Template (FY 24). 

Syracuse University Identifiers and Financial Information

MAY 23, 2023 

Fiscal 2023 Year-End Accounting Closing Procedures and Dates

  • See email of May 15, 2022.

Effort Reporting

Certification Calendar 

Certification PeriodCertification WindowEffort Period of Performance
Spring 2023May 30, 2023 – June 16, 2023Faculty: January 1 – May 7

Staff: January 1 – May 15

APRIL 25, 2023 

In attendance:  Peg Austin (CPR), Lynnell Cabezas (ASPI), Jill Ferguson (Dean’s Office),  Heather Macknik (PAIA),  Doris Mahoney (ASI), Jacquie Meyer (Political Science),  Jackie Nocevski (Campbell),   Tara Slater (PARCC), Karen Tavernese (ASI), Jackie Wells (ANT)

cc: Yetunde Dozier (CEPA), Katrina Fiacchi (CPR), Emily Graham (Lerner), Juanita Horan (Moynihan),  Alexandra Punch (Lerner), Amy Schmidt (CCE), Anthony Terrinoni (ASPI), Debbie Toole (Geography)

Welcome to ASI and Maxwell, Doris! 

NCURA Annual Meeting, Aug 6-9 in DC

Summer Salary Rate of Pay

  • Summer salary before July 1 should be at the faculty member's current semi-monthly rate of pay.  After July 1, use the next academic year's rate of pay.
  • This means that for Summer 2023, use the AY22-23 pay rate for May and June payments;  use the AY23-24 pay rate for July and August payments.
  • This procedure applies regardless of funding source.

CUSE Grant Program 

  • This campus-level internal grant program is being sunset and a new request for proposals (RFP) will not be released.

Faculty Creative Activities and Research (FCAR) Grant Program

  • https://research.syr.edu/proposal-support-services/internal-grant-programs/faculty-creative-activities-and-research-fcar-grant-program/
  • New campus-level internal grant program from the SU Office of Research
  • Will be offered three times annually to fund projects starting during the summer, fall semester, and spring semester 
  • Faculty may request $1,000 – $5,000 in funding from the program. Grants are awarded for one calendar year and PIs may only hold one active FCAR grant at a time.
  • Grants will be administered differently than than with the CUSE Grant Program. The Office of Research is working out those details now ahead of the first award notices in late June (proposals due May 22). 

Onboarding for New Staff with Research-related Responsibilities 

  • Ongoing collaborative effort

MARCH 28, 2023

Updated IRR (March 2023)

Upcoming Research Administration Conferences (Fall 2023)

Please continue to share about the RA professional development in which you participate; see here for a curated listing. 

Cross-School/College Collaborations

  • Briefly discussed potential interest in cross-campus RA meetings, whether initiated from the central Office of Research or through partnering with other schools and colleges like Falk, CAS, or Newhouse where Maxwell has significant and/or emerging collaborations. 

FEBRUARY 28, 2023 

In attendance:  Peg Austin (CPR), Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA), Katrina Fiacchi (CPR), Jill Ferguson (Dean’s Office),  Heather Macknik (PAIA),  Jacquie Meyer (Political Science),  Jackie Nocevski (Campbell),   Karen Tavernese (ASI), Jackie Wells (ANT)

cc: Emily Graham (Lerner), Juanita Horan (Moynihan),  Alexandra Punch (Lerner), Amy Schmidt (CCE), Tara Slater (PARCC), Anthony Terrinoni (ASPI), Debbie Toole (Geography)

Survey of Pre/Post Award School and College Positions - Due March 1

New NSF Requirement: Plan for Safe and Inclusive Working Environment for Off-campus Research 

  • This new NSF policy requires that institutions receiving NSF grants must have a plan for providing a safe and inclusive working environment for off-campus research.  OSP has provided additional guidance, tools and resources to assist faculty in complying with this new requirement in our recent OSP news update NSF Requirement: Plan for Safe and Inclusive Working Environment for Off-Campus Research.
  • See email of 13 Feb 2023 from Stuart Taub (Director, Office of Sponsored Programs) to Grant Administrators and NSF Investigators.  

Next week’s Maxwell Staff Open Information and Skills Sharing Session 

Maxwell GA Pay Rate AY23-24

JANUARY 24, 2023

In attendance: Peg Austin (CPR), Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA),  Jill Ferguson (Dean’s Office), Juanita Horan (Moynihan),  Heather Macknik (PAIA), Jacquie Meyer (Political Science),  Karen Tavernese (ASI), Debbie Toole (Geography and the Environment)

cc:  Katrina Fiacchi (CPR), Emily Graham (Lerner), Kathy Forrest (ASI), Jackie Nocevski (Campbell),   Tara Slater (PARCC),  Alexandra Punch (Lerner), Amy Schmidt (CCE), Anthony Terrinoni (ASPI),  Jackie Wells (ANT)

New NIH Data Management and Sharing Policy Effective Jan. 25, 2023

  • The National Institutes of Health (NIH) has released a new policy for data management and sharing that applies to all research funded or conducted in whole or in part by NIH that results in the generation of scientific data. The Syracuse University Libraries and Office of Research have developed Syracuse University guidance to aid researchers on adhering to the new policies. 
  • Please share this important information with your faculty, as appropriate. 

New NSF Proposals & Awards Policies & Procedures Guide (PAPPG) (NSF 23-1) Effective Jan. 30, 2023

Requests to Waive Indirect Cost Recovery 

  • See here for current policies and procedures, under "Fringe Benefits and Facilities and Administrative Costs."
  • Note that the terms "indirect costs," "facilities and administrative costs," "F&A," and "overhead" are interchangeable.  

DECEMBER 20, 2022

In attendance: Peg Austin (CPR), Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA), Katrina Fiacchi (CPR), Jill Ferguson (Dean’s Office), Kathy Forrest (ASI), Jackie Nocevski (Campbell),   Tara Slater (PARCC), Karen Tavernese (ASI),

cc:  Emily Graham (Lerner), Juanita Horan (Moynihan),  Heather Macknik (PAIA), Jacquie Meyer (Political Science),  Alexandra Punch (Lerner), Amy Schmidt (CCE), Anthony Terrinoni (ASPI), Debbie Toole (Geography), Jackie Wells (ANT)

AY 2022-2023 Dean's Office Internal Grants Awarded

  • Award notices for Appleby-Mosher funding for faculty research and Roscoe Martin funding for graduate-student research have been issued. 
  • There are no programmatic changes from last year. Requests for extensions to spend funds are reviewed and approved on a case-by-case basis.
  • In addition, the Dean’s Office will support two additional emerging projects as part of the Tenth Decade Project. 

Contracts versus Grants

  • In general, any project seeking external funding should be initiated with a proposal via the Office of Sponsored Programs, including a project description or scope of work, budget, budget justification, and IRR form. The resulting award could take the form of a grant, contract, or cooperative agreement. 
  • Grants constitute the majority of awards received by Syracuse University and are less restrictive than contracts or cooperative agreements.  
  • There are two types of contracts: fixed-price (more common at the University) and cost-reimbursement (less common).  

NOVEMBER 22, 2022

In attendance:  Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA), Katrina Fiacchi (CPR), Jill Ferguson (Dean’s Office),   Jackie Nocevski (Campbell),   Karen Tavernese (ASI), Debbie Toole (Geography)

cc: Peg Austin (CPR), Kathy Forrest (ASI), Emily Graham (Lerner), Juanita Horan (Moynihan),  Heather Macknik (PAIA), Jacquie Meyer (Political Science), Alexandra Punch (Lerner), Amy Schmidt (CCE), Tara Slater (PARCC), Anthony Terrinoni (ASPI), Jackie Wells (ANT)

Course Buyouts on Grants

Pre-award

  • The Maxwell School policy is here: Faculty Course Buyouts
  • In the OSP Budget Template, 12.5% of institutional base salary (i.e., the cost of a first buyout) is equal to 1.0625 academic months.   
  • The PI should seek prior approval by email from their department chair to include a course buyout(s) in a grant budget.
  • When routing the Internal Routing and Review (IRR) form, the departmental research administrator should include the chair's email as an attachment (along with the OSP budget template, the sponsor's budget form, the budget justification, and the project summary).  

Post-award

  • Requests for buyouts should be prepared by the faculty member and department chair and forward by the department chair to Associate Dean Andrew London. These requests must be received by March 15 for the fall term and by October 15 for the spring term.
  • Project Startup: Adding Project Personnel*:
10a. To update an appointment by moving a portion of salary to the sponsored account, enter a chartstring change request.
For committed effort, use the award’s chartstring for allocated costs. For cost sharing or voluntarily committed effort, use an institutional chart string, adding the award’s “project tail” (i.e., project, activity, and budget reference numbers).

*From the Administrator New Award Checklist (Maxwell RAN resource on Answers)  

Suggestions for Future Meeting Topics

  • SciENcv for NSF proposals
    • Note: The mandate to use SciENcv only for preparation of the biographical sketch  and the Current and Pending (Other) Support information will go into effect for new proposals submitted or due on or after October 23, 2023. In the interim, proposers may continue to prepare and submit this document via use of SciENcv or the NSF fillable PDF. NSF, however, encourages the community to use SciENcv prior to the October 2023 implementation (NSF 23-1).
  • Issuing subawards
    • In the meantime, see here.

OCTOBER 25, 2022

In attendance:  Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA), Jill Ferguson (Dean’s Office),   Heather Macknik (PAIA),  Jacquie Meyer (Political Science),  Jackie Nocevski (Campbell), Tara Slater (PARCC),  Karen Tavernese (ASI), Debbie Toole (Geography), Jackie Wells (ANT)

cc: Peg Austin (CPR), Katrina Fiacchi (CPR), Kathy Forrest (ASI), Emily Graham (Lerner), Juanita Horan (Moynihan),  Alexandra Punch (Lerner), Amy Schmidt (CCE), Anthony Terrinoni (ASPI)

FY 2022 Indirect Cost Recovery Return to PIs

  • At the end of each fiscal year, each school and college receives a transfer of funds from the Office of Research that represents indirect (F&A) costs related to its total research activity (i.e., expenses) on grants and contracts during that fiscal year. It is Maxwell’s policy to return 10% of recovered indirect costs directly to principal investigators as an incentive to pursue external funding for their research.  

Appleby-Mosher and Roscoe Martin Applications

  • A Call for Proposals for the Appleby-Mosher Fund for Faculty Research and the Roscoe Martin Fund for Dissertation and Thesis Research went out on October 17 to Maxwell faculty and graduate students, respectively. The Maxwell Dean’s Office makes this funding available annually to support ongoing and emerging research across the School. The application deadline for both programs is Monday, November 21. For more information, including the CFPs, please see the following Answers pages: Appleby-Mosher Fund for Faculty Research and Roscoe Martin Fund for Dissertation and Thesis Research

New Resource: Grant Application Workflow

SEPTEMBER 27, 2022

In attendance:  Peg Austin (CPR), Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA), Jill Ferguson (Dean’s Office),  Kathy Forrest (ASI),  Jackie Nocevski (Campbell), Karen Tavernese (ASI), Debbie Toole (Geography), Jackie Wells (ANT)

cc: Katrina Fiacchi (CPR), Emily Graham (Lerner), Juanita Horan (Moynihan),  Jacquie Meyer (Political Science), Alexandra Punch (Lerner), Heather Macknik (PAIA), Amy Schmidt (CCE), Tara Slater (PARCC),  Anthony Terrinoni (ASPI)

Proposal to Centralize Pre- and Post-award Research Administration for Academic Departments: Seeking Your Feedback

  • Faculty researchers who currently do not rely on a Maxwell center or institute for sponsored research support (pre- and/or post-award) would work with the Maxwell Research Office as their administering unit for grants and contracts.
  • Graduate-student sponsored projects administered by the University (e.g., NSF fellowships and dissertation grants) would also move to the Maxwell Research Office. 
  • There would be no change to functions or responsibilities within centers and institutes.
  • In addition to creating efficiencies to benefit departmental admin staff and their faculty,  adding a single-point-of-contact departmental research administrator will allow the Maxwell Research Office to better support the collaborative work of the Maxwell RAN, including within the centers and institutes. 
  • The timeline for initiating such changes is dependent on filling the pending Assistant Director position in the Maxwell Research Office.  
  • Jill will take this topic to the Department Chairs and Center/Institute Directors meetings in October; however, you should feel free to talk with your supervisors and direct them to Jill with questions in the meantime.

New Answers Page: Boilerplate Language for Grant Applications

AUGUST 23, 2022

In attendance:  Lynnell Cabezas (ASPI), Yetunde Dozier (CEPA), Jill Ferguson (Dean’s Office),  Kathy Forrest (ASI),  Karen Tavernese (ASI), Debbie Toole (Geography)

cc: Peg Austin (CPR), Katrina Fiacchi (CPR), Juanita Horan (Moynihan),  Jacquie Meyer (Political Science), Jackie Nocevski (Campbell), Alexandra Punch (Lerner), Heather Macknik (PAIA), Amy Schmidt (CCE), Tara Slater (PARCC),  Anthony Terrinoni (ASPI), Jackie Wells (ANT)

Maxwell Research Support Overview on Answers

https://su-jsm.atlassian.net/wiki/x/uYWVCQ

  • This brief guide is intended for new faculty and as a quick reference for all  faculty researchers and research support staff. 

Working with the Office of Sponsored Programs | Sept. 14, 10-11 a.m. ET | Zoom

  • Join the Office of Sponsored Programs for an introduction to its services and staff. This educational session is designed to be especially informative for new and/or junior faculty, staff and students who engage in or provide support for externally sponsored research or scholarly projects at Syracuse University. Register here.

Travel and Other Expense Reimbursements to Students 

JULY 26, 2022

In attendance:  Peg Austin (CPR), Yetunde Dozier (CEPA),  Jill Ferguson (Dean’s Office),  Katrina Fiacchi (CPR), Kathy Forrest (ASI),  Heather Macknik (PAIA),  Jacquie Meyer (Political Science), Karen Tavernese (ASI), Debbie Toole (Geography), Jackie Wells (ANT)

cc:  Juanita Horan (Moynihan), Holly Johnson (Dean's Office), Alexandra Punch (Lerner), Jackie Nocevski (Campbell),  Amy Schmidt (CCE), Tara Slater (PARCC),  Anthony Terrinoni (ASPI)

  • No notes

JUNE 28, 2022

In attendance:  Peg Austin (CPR), Jill Ferguson (Dean’s Office),  Kathy Forrest (ASI), Holly Johnson (Dean's Office), Jacquie Meyer (Political Science), Jackie Nocevski (Campbell), Karen Tavernese (ASI), Debbie Toole (Geography)

cc: Katrina Fiacchi (CPR), Juanita Horan (Moynihan), Alexandra Punch (Lerner), Heather Macknik (PAIA), Amy Schmidt (CCE), Tara Slater (PARCC),  Anthony Terrinoni (ASPI), Jackie Wells (ANT)

Syracuse University Identifiers and Financial Information

University Fringe Benefit Rates for FY '23

  • See email of June 10, 2022. 

The University has negotiated new fringe benefit rates with the federal government for fiscal year 2023 (July 1, 2022 through June 30, 2023). These rates will be used for charging both sponsored (funds 13 and 91) and non-sponsored restricted (funds 15 and 16) chartstrings.

F&A Rates for FY '22 - FY '25

  • Excerpted from a June 16 email from OSP Director Stu Taub:  

The University has recently finalized its federally negotiated F&A rate agreement with the Dept. of Health and Human Services, and this communication is to provide information regarding the application of the F&A rates from FY ‘22 through FY ‘25.  This rate agreement is different than prior rate agreements in that it employs a “stepped rate” approach for on-campus research, rather than a single negotiated rate over the four year duration of the agreement.  The University’s implementation of this rate agreement is presented in further detail below.

The four-year rate agreement, covering sponsored projects awarded between July 1, 2021 – June 30, 2025, is as follows:

  1. On-campus research, stepped rates per fiscal year period
    1. 50% = FY ‘22
    2. 49% = FY ‘23
    3. 49% = FY ‘24
    4. 49.5% = FY ‘25
  2. Training/ Instruction, rates stay constant from FY ’22 through FY ‘25, as follows:
    1. 34% for on-campus training/instruction
  3. Other Sponsored Activities, rates stay constant from FY ’22 through FY ’25, as follows:
    1. 35% for on-campus other sponsored activities
  4. Off-Campus Rate for all programs (research, training/instruction, and other sponsored activities), rates stay constant from FY ’22 through FY ’25, as follows:
    1. 26% for off-campus research, training/instruction, and other sponsored activities

Proposals are now being submitted with the new F&A rates.  The OSP budget template has been updated to reflect the new F&A rates, as well as, the updated Fringe Benefit rates for FY ’23.

  • Multi-year on-campus research proposals will have stepped rates:
    • 49% for FY ‘23 budget period
    • 49% for FY ’24 budget period
    • 49.5% for FY ’25 budget period (and beyond, until next rate agreement is negotiated)
  • On-campus Training/Instruction: 34% for all budget periods
  • On-campus Other Sponsored Activities: 35% for all budget periods
  • Off-campus, all programs: 26% for all budget periods

Implementation plan for new F&A rates on sponsored project awards: In accordance with federal Uniform Guidance (Appendix III to Part 200), the F&A rate in effect at the time of initial award shall be utilized throughout the “life of the award.”  “Life” for the purpose of this guidance means each competitive segment of a sponsored project.

 See below for example award scenarios of On-Campus Research, and F&A rate determinations based on date of initial award:

  1. New Award for On-campus Research, awarded between July 1, 2021 and June 30, 2022:  F&A rate would be 50% for the life of the award. 
  2. New Award for On-campus Research, awarded between July 1, 2022 and June 30, 2023:  F&A rate would be 49% for the life of the award.
  3. New Award for On-campus Research, awarded between July 1, 2023 and June 30, 2024:  F&A rate would be 49% for the life of the award.
  4. New award for On-campus Research, awarded between July 1, 2024 and June 30, 2025:  F&A rate would be 49.5% for the life of the award.

MAY 24, 2022

In attendance:  Karen Cimilluca (ASI),  Jill Ferguson (Dean’s Office),  Katrina Fiacchi (CPR), Kathy Forrest (ASI), Holly Johnson (Dean's Office), Heather Macknik (PAIA), Jacquie Meyer (Political Science), Jackie Nocevski (Campbell), Tara Slater (PARCC),  Debbie Toole (Geography)

cc: Peg Austin (CPR), Juanita Horan (Moynihan), Alexandra Punch (Lerner),  Amy Schmidt (CCE), Anthony Terrinoni (ASPI)

Summer Pay

  • Continued discussion of Summer Salary Rate of Pay from last meeting (see notes below). 
  • Discussed the potential usefulness of "MaxFacts-like" refresher on Summer Pay in each March/April. Include representatives from HR, Payroll, etc., so, at minimum, those campus-level units have an awareness of the effort (and inefficiencies) involved in related processes. Jackie N. will take this suggestion to the MaxFacts committee to plan for 2023. 

Fiscal 2022 Year-End Accounting Closing Procedures and Dates

  • See email of May 18, 2022.

Effort Reporting

Certification Calendar 

Certification PeriodCertification WindowEffort Period of Performance
Spring 2022May 31, 2022 – June 17, 2022Faculty: January 1 – May 7

Staff: January 1 – May 15

Helpful Links

Spring 2022 SOURCE and Honors Grants

  • See email of May 9, 2022. 

APRIL 26, 2022

In attendance:  Karen Cimilluca (ASI),  Jill Ferguson (Dean’s Office),  Katrina Fiacchi (CPR), Kathy Forrest (ASI), Holly Johnson (Dean's Office), Jacquie Meyer (Political Science), Debbie Toole (Geography)

cc: Peg Austin (CPR), Juanita Horan (Moynihan), Jackie Nocevski (Campbell), Alexandra Punch (Lerner), Heather Macknik (PAIA), Amy Schmidt (CCE), Tara Slater (PARCC),  Anthony Terrinoni (ASPI)

Summer Salary Rate of Pay

  • For consistency with common practice in other schools and colleges across campus, Maxwell's procedure for determining rate of pay for faculty summer salaries will change as of July 1, 2022.
  • Going forward, summer salary before July 1 should be at the faculty member's current semi-monthly rate of pay.  After July 1, use the next academic year's rate of pay.
  • This means that for Summer 2022, use the AY21-22 pay rate for May and June payments;  use the AY22-23 pay rate for July and August payments.
  • This procedure applies regardless of funding source.
  • This topic will be on the agenda for further discussion at the next Maxwell Admin Assistants Meeting, to be scheduled for the week of May 9. 

Follow-up/Discussion from SPA Workshop on Supporting Research with the SAMtool

  • The recording and slides are now available on the Office of Research Trainings web page.
  • Contact Cathy Hayduke or Toni Besaw in the Office of Sponsored Accounting (OSA) with questions or to request/endorse enhancements to the SAMtool.
  • OSA will continue to use PeopleSoft following the implementation of Cayuse in OSP and the Office of Research Integrity and Protections (ORIP). Cayuse will feed into PeopleSoft, which will alleviate the current manual-entry process for setting up ne