HAPPY BELATED NEW YEAR EVERYONE DOM Research Administrators

HAPPY BELATED NEW YEAR, EVERYONE!

DOM Research Administrator’s Meeting FEBRUARY 18, 2021

Research Administrator’s Forum (RAF) Recap – 2/11/21 ► Held 2 nd Thursday of the month 10 -11: 30 am. Join! ► New OCGA Director: Tracey Fraser (replaces Patti Manheim)

DG Inform ► ► Reports get refreshed daily usually by mid-day ► Look at the top of the report “Data as of ____” date to confirm ► Reason: UCPath data causing daily refresh to take much longer Unlike web reports/QDB where we’re used to the figures being refreshed by the morning of the next business day

UCPath Direct Retro (DR) Processing Schedule ► Outlines when… ► 1) DR must be approved in order to be picked up and posted to payroll ledgers. ► 2) Expect to see the approved DR in payroll ledgers ► 3) Expect to see them in the general ledgers (GL) ► Rolling 6 months ► End of day=5 pm

UCPath Funding Entry (FE) Schedule ► FE must be locally approved by 5 pm one day before the Pay Confirm date ► “locally approved” means you must have receive the email saying “UCPath Funding Entry Transaction Approved”

Direct Retros Issue Resolved! UCPath has corrected an issue where over 200 salary cost transfers (direct retros) did not post and were considered "stuck" during processing. The impacted direct retros posted to the UCPath Payroll Ledger by 1/23/21 and will appear in the UCLA General Ledger by 1/24/21. The list of impacted direct retros that will post can be found on Box here.

UCPath One-Time Payment Correction…saga continues… ► Affected Zee-type payments processed Sep-Oct 2020 ► Mass corrections made early Feb 2021 ► BUT did NOT fix pay periods where DR were already processed in advance of the mass correction. ► Need to process manual DR to move to appropriate FAU ► BUT fix didn’t assign a GL object code when moving salary to the correct FAU. ► Transactions now sitting on CFS holding account until UCPath processes another mass correction to appropriate object code. ► Good news is these are off Division default

UCPath Monthly Default Report ► Completed report is due the last working day of the month. February Default Report is due Friday, February 26 th ► Be sure every line item in your divisional report has been addressed, using the correct COLOR CODING provided in the report. ► Be sure to add a Comments column BA. ► Please make the comments meaningful ► Add name of person making comment ► For lines items that require CRU Tickets ► Add CRU Ticket # ► Add a tab within the worksheet to include print screens of UCPath Error messages & more detail on issue

Unallowable GAEL & TIF ► Unallowable General and Employment Liability (GAEL) insurance charges are sometimes automatically redirected (ex. Federal grants) to Departmental FAU. ► Unallowable GAEL that Is not auto-redirected can be transferred via benefit cost transfer (BCT) to same Departmental redirect FAU. ► 441026 -2 X-07427 -#### (use Div’s dept code as project code) ► Unallowable Technology Infrastructure Fee (TIF) charges must be removed via NPEAR to PI/Division’s own unrestricted funding source. These expenses should NOT be Npeared to the same GAEL redirect FAU. ► Department does not cover unallowable TIF charges.

Dept Code Division Name Original Count Oct’s Count Today’s Count 1553 Cardiology 16 9 7 1554 Dermatology 1 3 3 1555 6 2 9 1556 Endocrinology Digestive Diseases 11 7 7 1557 GIM & HSR 20 20 2 1558 Geriatrics 7 2 1 1559 167 125 41 1560 Hem-Onc Infectious Diseases 10 25 11 1561 Nephrology 8 3 8 1562 Pulmonary 18 19 14 1563 Rheumatology 19 12 11 1564 Wadsworth VA 7 3 1 1565 Admin 2 1 0 1566 1 3 2 1567 CIA San Fernando VA 2 0 1 1568 CARE Center 20 16 13 1569 1 0 0 1570 Clinical Epi Clinical Nutrition 3 0 1 1574 Nano. Medicine 1 1 0 324 251 132 Grand Total Fund Close Out Status Due to pressure from Campus, unless fund is continuing, no further justifications are accepted for delayed closeout. Follow -up is monthly for all COPs. ► If you have an Industry Clinical Trial ► ► Waiting on final payment: PROCESS NCTE AND KEEP IRB OPEN ► Final payment received, but balance is >25%: ROUTE EXCEPTION LETTER WITH YOUR COP IN PAMS

Dept Code Division Name Today’s Count 1553 Cardiology 34 1554 Dermatology 5 1556 Endocrinology Digestive Diseases 35 1557 GIM & HSR 37 1558 Geriatrics 17 1559 1560 Hem-Onc Infectious Diseases 1561 Nephrology 16 1562 Pulmonary 49 1563 Rheumatology 22 1564 Wadsworth VA 9 1565 Admin 1 1566 1567 CIA San Fernando VA 1568 CARE Center 1569 1570 Clinical Epi Clinical Nutrition 1574 Nano. Medicine Grand Total 8 Expired Funds Status ► What’s the difference between “Overdue Closeout” vs. “Expired Fund”? ► 109 Overdue Closeout: Closeout Packet is missing from PAMS. Final Financial deliverable with sponsor is late. ► ► 30 High Risk: Potential Loss of Cost Recovery Expired Fund: Includes all Overdue Closeouts plus funds with COP on file, but have other outstanding GL issues preventing “Y/N” of fund. EFM categorizes GL issues 1 -6 on “Expired Funds” report 5 ► Category 1 are EFM to resolve ► Categories 2 -6 require Department action ► Risks: ► Potential Loss of Cost Recovery for category 6 funds ► Potential audit vulnerability for all other categories 1 26 3 1 0 408 ► Where do I access the Expired Funds List?

PAMS: Expired Fund to Close Report ► Contains all funds expired > 120 days that have not been closed in the Financial System (OASIS – Y/Ned) ► Recommend reviewing EFM’s RAF slides 10 -16

PAMS: Expired Fund to Close Report ► Common issues why funds cannot be Y/Ned ► Delay in submitting the final financial deliverable ► Outstanding Account Receivable (AR) ► Expenses in GL not matching to the final expenses reported to the sponsor ► Encumbrance and/or memo-lien to clear in GL ► Issue caused by UCPath defect (next slide) ► Key: continue to follow up until fund is Y/Ned!

Closeouts & Mass Leave Corrections (MLCs) ► EFM is now holding off on fully closing out funds affected by MLCs ► Therefore, if your fund falls under this category of closed funds, ask your EFM accountant to go into the PAMS deliverable page and change status to “Pending UCPath Issue” to “yes”

Effort Reporting (ERS) ► Current Stats

Effort Reporting (ERS) ► Reports flagged as “Under Prelim Review” in ERS due to unresolved UCPath defects Job Aid to assist with Issue #1:

DOM DRA Updates & Reminders ► Re-iterating the importance of being in compliance with the DOM DRA 3 day submission policy. DOM DRA Noticed an increase in the number of non-compliant proposals. Please remain diligent with keeping PI’s informed and compliant RE: the policy Inform DOM DRA of upcoming proposals via web-based form so that we can add this to our calendar. Cc Carmen Pan on the email to DOM DRA and give her access to the proposal on Cayuse. Make sure to log out of the proposal when it is ready for review .

EPASS – General Reminders ► Avoid adding new PIs that are not on the PI list ► Only time to “click here” is if PI will be transferring to UCLA but not yet hired/started ► Otherwise, if you need new PI added to EPASS system, email domdra@mednet. ucla. edu to have new PI added. Provide: ► Full Name ► Employee ID (9 digit, not UCPath ID) ► Business email address ► Division

EPASS – General Reminders ► “Proposal in Development” ► Delete those that will not be submitted to keep list clean ► “Routing for Signatures” ► Follow-up with signatures, as needed ► Email DOM DRA if you would like us to send an official email reminder ► Ask DOM DRA to delete unneeded EPASSes

EPASS – DOM DRA Submissions ► Route EPASS to OCGA within 5 business days of DOM DRA submission ► Route EPASS AFTER proposal has been submitted to the Sponsor by DOM DRA. Once routed, EPASS is locked from edits! ► For NIH proposals, include e. RA Commons PDF uploaded under “Proposal” Upload Document section

EPASS – OCGA Submissions ► Routing of EPASS to OCGA replaces the notification email to proposals@research. ucla. edu ► Route EPASS when ready for OCGA review. Once routed, EPASS is locked from edits! ► Once processed by Proposal Intake Team, PATS # will be generated & listed on the dashboard ► Make sure to upload all internal documents in Attachments tab ► Let Cathy know if you can think of any EPASS enhancements!

New NIH Salary Cap ► $199, 300 effective 01/03/2021 ► NOT-OD-21 -057 ► List of NIH Salary Caps ► UCPath & New Salary Caps ► New cap currently available! ► Can start updating MCOPs to use the new salary caps now, if desirable. ► Pros/Cons ► Keep in mind as cap goes up, cap goes down!

NRSA Stipend Levels FY 2021 ► NOT-OD-21 -049 ► Tuition & Fees ► 60% of actual tuition up to $16 K ► If dual degree, 60% of actual tuition up to $21 K ► Training Related Expenses (T’s) & Institutional Allowance (F’s) ► Predoc: $4, 200 ► Postdoc: $11, 850

Updates to NIH Biosketch & Other Support & Hyperlinks ► Bio & OS updated instructions/forms coming! ~Spring 2021 ► Hyperlink Reminder: NOT-OD-20 -174 ► Only allowed when specifically noted in FOA & form instructions ► OK: biosketches, publication lists ► Not OK (generally): specific aims, research strategy, other docs ► When allowed, hyperlinks must be actual URL text (i. e. http: //www. nih. gov) rather than hiding behind specific words (i. e. NIH)

NIH RPPRs – Reporting COVIDRelated Delays

PI Portfolio – PI Portal ► Helpful tool for OS generation ► PI must grant access for FM to have access to his/her PI Portal

Research Grants Program Office (RGPO) – UCOP State funded TRDRP, CBCRP, CHRP grants Transitioned to Smart. Simple grant management system Funding for UCLA will always be 04 -1 Loc 1 = 04 for UCLA Loc 2 = 1 for UC Campus (2 for UCOP) Fund = TRDRP = 18121 (Prop 56) | 18110 (Prop 99) CBCRP = 18102 CHRP = 19968 Campus Specific Reference Code = UCLA Cost Center

Corporate Financial Services (CFS) CFS Forum Webinar Series – Monthly 1 -hour topic-specific webinars for finance administrators, departmental proxies and power users. Anyone in the campus community can sign-up here to receive meeting invitations. Financial Matters Newsletter – Quarterly campus-facing email newsletter that shares important CFS news, project updates, and upcoming events. Anyone in the campus community can sign-up here to be a part of the CFS mailing list.