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ORSP Newsletter : December 1, 2006
: Issue 3
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In this issue:
• Upcoming ORSP
Deadlines & Events
• Personnel
• Post-Award
• Compliance
• Pre-Award
• Implementation
Team
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Upcoming
ORSP Deadlines & Events
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Deadlines
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Date
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Section
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Notes
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Dec. 8
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Personnel
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Requests for January
Intersession pay due
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Dec. 15
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Personnel
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Payday for students
and hourly staff (paychecks available after 1 p.m.)
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Dec. 18
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Personnel
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Absence Reports due for salaried staff and
faculty
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Dec. 18
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Personnel
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Time sheets due for Student Assistants and
hourly staff
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Jan. 2
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Personnel
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Payday for faculty and staff (paychecks available
after 10:30 a.m.)
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Events
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Date
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Section
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Notes
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Dec. 8
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ORSP
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Pilot training workshops
on ORSP. More information is in the Implementation Team section
of this newsletter.
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Jan. 19
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Pre-Award
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Seminar: How to Find - And Win- Federal,
Foundation and Corporate Grants. More information is in the
Pre-Award section of this newsletter.
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Jan. 22
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ORSP
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" Research On
the Move" Presentation and Discussion at the Faculty and
Staff Retreat
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Personnel Announcements
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Campus Closure and Holidays
- The Campus is closed due to
the 2006-2007 Holiday schedule from Saturday, December 23, 2006
through Monday, January 1, 2007.
- For hourly and salaried staff,
the workdays between Christmas and New Year’s Day will be
observed as PAID holidays with the exception of Friday, December
29, 2006, which will require the use of accrued vacation leave or
personal holiday.
- Please remember that hourly
staff, like salaried staff, are paid for all campus holidays on
a pro-rated basis. Hourly employees will be credited for the
appropriate number of paid hours on their timesheets by the Personnel
Assistant in ORSP. The schedule below shows the number of
paid holiday hours that hourly staff will receive, based on total
number of hours worked during the pay period. These holiday
hours are direct charges to the grant.
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Hours on Pay
Status During Pay Period (exclusive of holidays not actually
worked)
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Holiday Pay
in Hours for Each Holiday
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0-10.9
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0
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11-30.9
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1
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31-50.9
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2
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51-70.9
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3
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71-90.9
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4
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91-110.9
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5
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111-130.9
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6
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131-150.9
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7
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151 or over
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8
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NOTE: NO Holiday Pay for STUDENT ASSISTANTS or CASUAL WORKERS
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- For hourly and salaried staff,
Personal Holidays must be used no later than December 31, 2006.
Employees are reminded to schedule use of the Personal Holiday before
December 31, as Personal Holiday time off does not carry forward
to the next calendar year.
- Hourly and salaried staff who
work on the day that the University observes as a holiday will receive
holiday compensation in the form of compensatory time off, or cash
payment. If PIs have employees who will be working on any
of the paid holidays, please contact Melissa Bonilla, Personnel
Specialist at extension 81861 or mbonilla@sfsu.edu.
Faculty Pay for Winter Intersession
- If you are planning on requesting
January Intersession pay from your grant, or planning to pay other
faculty members, please submit your request on-line at ORSP Personnel webpage.
Click on the January Intersession Salary Request. This applies
to faculty with Academic Year Appointments only.
- The dates for January Intersession
appointments (as determined by the SFSU Academic Calendar) are January
4 - January 19, 2007 (12 paid days total). The benefit rate for
faculty intersession appointments is 12% for faculty with full-time
academic year appointments. For faculty with less than full-time
academic year appointments, and who are enrolled in CALPERS, the
benefit rate is 34.68%.
- To estimate your daily rate
of pay for January Intersession 2007, please use the following calculation:
Annual Academic Year salary/9 months (September- May)= Calendar
Year Monthly
Salary/22 days (total number of working days in the January pay
period) = Daily Rate for January Intersession 2007.
- Upon receiving your on-line
request, appointment documents will be prepared and sent to you
as PDFs via e-mail. The appointment document will specify
the estimated cost of both salary and benefits for your convenience.
Please review and sign the appointment document, and return to ORSP,
ADM 471, by January 5, 2007.
If you have questions about personnel
policies or procedures, please contact Victoria Narkewicz at extension
8-1973 or at toria@sfsu.edu.
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Post-Award
Announcements
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90 Day Closeout Notices
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In
early December, notices will be sent out to all Principal Investigators
via email for projects ending February 2006.
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Principal
Investigators should work with their Grant Administrator during this
time to forecast final expenditures, finalize any cost-sharing documentation,
request a no-cost time extension or carryover of unobligated funds
to a subsequent budget period.
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If
you have any questions concerning the 90-day closeout notices, please
contact your Grant Administrator.
If you have any questions concerning
Post-Award policies or procedures, please contact Diane Coseo at extension 8-7090 or dcoseo@sfsu.edu.
P-Card Processing Reminder
Please review and observe the following policies
regarding submission of your monthly P-card reports
- All P-card statements and expense
logs must be signed by the Principal Investigator of the project
the expenses are being charged to.
- If the P-card holder is the
Principal Investigator, the Post Award Manager must sign the statement
and expense log.
- All electronic receipts and
copies of receipts must be signed by the P-card holder certifying
that the receipt is a true and correct copy of the original, which
has been lost or is otherwise unobtainable, and that the receipt
has not be submitted, nor will be submitted in the future for payment
or reimbursement.
- All P-card statements, expense
logs and itemized receipts are due in the P-card office by the 10th
of the month
- An itemized receipt should
contain the following:
- Description of goods purchased
- Date of purchase
- Quantity purchased
- Price per item
- Amount of sales tax &
total cost
- Shipping/handling charges,
if applicable
For a copy of the P-card policy and procedures, P-card
office contacts and other P-card information, please visit the P-card
web page at http://fiscaff.sfsu.edu/departments/pcard/
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Compliance
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New Staff Member
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ORSP
welcomes Jay Bethke, who recently began work as the Assistant to the
Compliance Officer. Please feel free to contact Alison Sanders (asanders@sfsu.edu)
or Jay Bethke (jsbethke@sfsu.edu) if you have questions about cost-sharing,
effort reporting, or any other compliance issues.
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Pre-Award
Announcements
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Seminar: How to Find- And Win-Federal, Foundation and
Corporate Grants
- David Bauer of Bauer Associates
will present a one day seminar on How to Find - And Win - Federal,
Foundation and Corporate Grants on Friday, January 19, 2007 here
on the campus of SFSU.
- The seminar and materials (The
How to Grants Manual, 5th edition, Self-Learning Contracts, &
Project Planners) will be free to all SFSU faculty who pre-register.
- Pre-register by contacting
Tish Santos (tlsantos@sfsu.edu, 405-3995) in ORSP. Details
regarding the agenda of topics, time, and location will be announced
later.
- This workshop is intended to
benefit faculty from all disciplines, especially those in the humanities
and social sciences where external funding is traditionally more
challenging.
Submission Requirements
- The ORSP Pre-Award team is
committed to meeting all submission deadlines set by external sponsors.
Meeting deadlines requires careful planning and diligence on the
part of both the PI and the Proposal Services Specialist.
- Before a proposal is submitted
several internal approvals must be obtained and departures from
these internal processes should be rare exceptions and requires
the approval of AVP, Kenneth Paap.
- Here is a quick review of some
of these important components.
1.
Checklist submission. The PI is responsible for submitting the online checklist
at least 4 weeks before the sponsor’s deadline for a Grant.gov
submission and 3 weeks prior to the deadline for other types of submissions.
2.
Approval of Budget and Abstract. For EVERY proposal the budget and abstract is electronically
forwarded by the Pre-Award Program Coordinator to the PI’s chair/director,
the PI’s dean, and the AVP for Fiscal Affairs. The PI
is responsible for preparing a draft budget (with the assistance of
a Proposal Services Specialist) and an abstract that gives the approvers
sufficient time to review the budget and abstract and email their
approval back to Pre-Award. Even if the budget does not
including cost-sharing we recommend that the PI have a meeting with
the chair in order to answer questions. Proposals will not be
submitted to the sponsor without these approvals.
3.
Approval of Cost Sharing. Any proposal that includes cost-sharing requires additional
approvals by each individual who provides a cost-shared resource.
The most common sources of cost-sharing are the dean, chair/director,
and AVP. Currently, cost-share approvals are obtained on a hard-copy
form. The PI is responsible, as needed, for obtaining the approval
of either the chair/director or dean. There is a compelling
rationale for having the PI be responsible for these approvals
as chairs, directors, and deans usually want to discuss the amount
and type of cost-sharing resources directly with the PI before signing
the cost-sharing form. The Proposal Services Specialist
is responsible, as needed, for obtaining the approval of the AVP.
Proposals will not be submitted to the sponsor without the required
approvals.
4.
Approval of Entire Proposal Packet. The AVP is the institutional official authorized
to submit a completed application packet to a sponsor. The Pre-Award
Manager is responsible for obtaining this final hard-copy approval
before the proposal is submitted.
If you have any questions concerning
Pre-Award policies or procedures, please contact Christine Ramos at
extension 8-6478 or cbramos@sfsu.edu.
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Implementation
Team
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- We are working on policies
and procedures that relate to compliance issues. This is the focus
of the team for the next three months.
- At
the Faculty and Staff Retreat in January 2007 we will do a presentation
that will include updates on the work of the Implementation Team,
a brief discussion of the implementation process, and a question
and answer time. Our presentation is titled "Research On the
Move." We welcome your input for questions and topics you would
like to see covered by submission on our website.
- ORSP is conducting a series
of training workshops to share information with faculty and staff.
Also we need input regarding our training efforts and want to hear
comments regarding processes currently in place. The training is
about 60 minutes followed by time for discussion and suggestions.
- Two training sessions are scheduled
in 168 Burk Hall on Friday, December 8th: 9-11am and 2-4pm. Space
is limited to 15 persons per training session. Light refreshments
will also be served. Interested faculty and staff can RSVP to Tish
Santos (tlsantos@sfsu.edu),
extension 53995, by December 5.
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San Francisco
State University
ORSP: Office of Research and Sponsored
Programs
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For comments
or questions about this newsletter, please contact Alison Ng at alisonng@sfsu.edu.
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Newsletter
Archives:
November 2006
October 2006
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