The Office of Sponsored Programs transmitted its March 2009 newsletter.

NEWS FROM THE OFFICE OF SPONSORED PROGRAMS - MARCH 2009

• SPREVWGL Cost Element Group has replaced SPQUESTGL cost element group.  This change was made to better identify the purpose and use of this cost element group.  Only the name has been changed, everything else remains the same.  SPQUESTGL will continue to be available for a limited time.  We ask that you start immediately to use the new name SPREVWGL.
  
• NIH SALARY CAP WORKSHEET - This worksheet has been modified as follows 1) the 2009 cap has been added, and 2) the percent fields have been changed so that they agree with the percent fields in iForms.  Please be aware that if the Institutional Base Salary exceeds the NIH cap, a cost-shared percent MUST be documented.  In addition, since a non-cost-sharing GL account cannot be less than 1%, if the total percent effort on a project is 1% and the person's salary is above the NIH Salary Cap, all the salary must be cost-shared.  A copy of the worksheet can be found on the OSP web site:  http://www.finsvc.duke.edu/gap/forms.php#NIH.
  
• REQUEST FOR REBUDGETING OF FUNDS - This form has been revised to take into consideration the CAS direct costs exceptions.  The new form has three parts:  Part I-Amounts to Rebudget, Part II-General Justification, and Part III-Direct Cost "Exception".  GAP No 200.160 "Rebudgeting Funds on Grants and Contracts" has also been updated.   The new form can be found at http://www.finsvc.duke.edu/gap/forms.php#rebudget and the GAP can be found at http://www.finsvc.duke.edu/gap/m200-160.php.
• CAS COSTS- Rebudgeting requests for CAS related costs should be submitted using the new Request for Rebudgeting of Funds form. Effective April 1, 2009, OSP will no longer accept the Direct Cost Exception Forms I or II when rebudgeting CAS related costs during the life of the project.

Reorganization

• WORKLOAD DISTRIBUTION - To better serve you, the OSP workload assignments for sponsored projects in the WBSE series of 38x (Non-Government, Reporting) have been reassigned.  In the past, Billing Sections A and B were assigned all of the 38x projects.  Effective immediately, the workload is now assigned to Billing Sections A, B, and C. The new workload distribution is based on BFR code (org unit). The new workload distribution can be at http://www.finsvc.duke.edu/CostReim/osp/AwardManual/Appendix3.pdf.
• A new Associate Director position has been added to Sponsored Programs.  For the new distribution of responsibilities, please look for Sandy Hart's name in the PROMOTIONS/NEW HIRES section below.
• Mary Johnson, Associate Director, has been temporarily assigned 50% time to the new effort reporting system, ECRT.  Mary is working with the ECRT team on Wednesdays and Thursdays at the ATC.   Mary will continue to spend Mondays, Tuesdays and Fridays at OSP, Erwin Square.  Mary continues to be responsible for all financial audits of sponsored projects, the Monitored Workload Section, developing and improving internal procedures, and special projects.  Upon her return to OSP at 100% time, she will be involved in developing training materials and teaching classes that affect sponsored projects.

New Hires/Promotions

Since our last OSP news email, the following changes have taken place:

• Sandy Hart was hired as an Associate Director.  Sandy is responsible for Billing Section B and the Subcontract Section.
• Francene Richardson, Administrative Manager, moved from Billing Section E to our newly created Administrative Manager's position over the Central Support Section.  Among many other duties, Francene is responsible for monitoring the closeout documentation received for closing projects.
• Pat Thompson, Administrative Manager, was hired to replace Francene.  Pat is responsible for Billing Section E.
• Rachael Culler, left Billing Section A and was promoted to Post Award Analyst in Billing Section E.
• Donna Cates, Post Award Specialist, was hired to replace Rachael.  Donna is in Billing Section A.
• Sylvia Cotton, Post Award Specialist, was hired to work in Billing Section B.
• Elizabeth Bell left Billing Section C and was promoted to Post Award Analyst under Mary Johnson.  Elizabeth is assisting Mary during financial audits and special projects
• Sherrie Clayton, Post Award Specialist, was hired to replace Elizabeth.  Sherrie is working in Billing Section C.
• Elaina Cheek, Post Award Specialist, was hired to work in Billing Section D.
• Tara Whitted left the Monitored Workload Section and was promoted to Post Award Analyst in the Subcontract Section.
• Chrissy Enoch, Post Award Specialist, was hired to replace Tara.  Chrissy is in the Monitored Workload Section.

OSP's Organizational Chart has been updated with all these changes.  It can be found on the OSP web site: http://www.finsvc.duke.edu/CostReim/osp/AwardManual/Appendix2.pdf.

OSP's Contact Information has also been updated.  It provides the Workload distribution by Billing Section and provides each staff member's phone number and email address.  It can be found on the OSP web site: http://www.finsvc.duke.edu/CostReim/osp/AwardManual/Appendix3.pdf.

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