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Delay in new procurement requirements

Wed, 28th June, 2017

Per the Federal Register notice dated 05/17/2017, The Ohio State University is delaying implementation of the new procurement requirements in OMB 2.CFR.200.320 until July 1, 2018.  The university will continue to comply with the procurement standards in the OMB guidance at 2 CFR §200.110(a) until that time.

Category : General Information

2017 NIH Salary Cap

Fri, 5th May, 2017

Per NIH notice NOT-OD-17-049, the salary cap for grant, cooperative agreement and contract awards remains tied to Federal Executive Level II.  Effective January 8, 2017, Executive Level II increased to $187,000, up from $185,100.

Investigators may use the 2017 cap of $187,000 in preparing proposal budgets.  However, in keeping with the practice we have used in the past, Ohio State will start utilizing the new cap limit for salary cap processing on eligible projects effective July 1, 2017.  The reason for this practice is to mitigate to some extent the impact on current awards where funds will have to be re-budgeted to cover the increased salary costs.

For additional information, contact your Sponsored Programs Officer.

Category : General Information / NIH

Changes to NASA applications/proposals

Fri, 26th August, 2016

When do the changes go into effect?
NASA issued the RESEARCH OPPORTUNITIES IN SPACE AND EARTH SCIENCES – 2016 (ROSES-2016) on February 19, 2016. The changes in this document are effective for applications and proposals that are submitted on or after April 22, 2016.

The two major changes of note are:

  • NASA no longer wants salary, fringe benefit or indirect costs (F&A) to appear in any section that a reviewer may see, as they do not want this information to influence reviewers’ judgement of the proposal.
    • As a result, this information should be left off of the budget justification and anywhere else in the body of the proposal.
    • The entire budget (including the personnel and F&A amounts excluded everywhere else in the proposal) should be entered accurately into the budget section on NSPIRES, and uploaded to the Proposal Attachments section using the new “Total Budget” option.
  • Current and pending support is only required for funded Co-Is who are proposing to work at or above 10% of that person’s total effort (0.1FTE) on the project. A current and pending support form is still required for the PI regardless of their effort amount.

See Section I(c) of the ROSES-2016 Summary of Solicitation for a complete list of the changes to ROSES this year.

Additional changes and details can also be viewed on NASA’s FAQ website.

Category : General Information

New Required Training for PIs

Tue, 2nd August, 2016

A new training requirement will go into effect on October 1, 2016, that will impact your continued access to information in the PI Portal.

The Office of the CIO recently revised the Institutional Data Policy that classifies all university records and data as public, internal, private or restricted. Some data related to research grants falls into the restricted category—specifically voucher/invoice images displayed in the PI Portal and in the Subaward Invoice Approval (SIA) application. Additional controls will be required for access to restricted data, including completion of the university’s Institutional Data Policy Training.

What does this mean for you?

  • As of October 1, 2016, in accordance with university data security policy, access to voucher/invoice images will be removed in the PI Portal and SIA for all users pending completion of the required Institutional Data Policy Training.
  • In order to retain access to this information, all principal investigators must complete the online training by September 30, 2016. Instructions for enrolling in the training are available on the CIO’s website. The course and assessment will take about 40 minutes to complete.

It is important for you to retain access so that you can continue to review subaward invoices for payment approval (as required by the federal Uniform Guidance governing grants) and monitor expenditures on your awards.

Why is this necessary?

Cyber security is of increasing concern for universities. NBC reported last fall that from 2013 to 2015, 550 universities reported some kind of data breach, and in 2014, only the health care and retail sectors reported more security breaches than the education sector. These breaches result in violations of individual privacy, reputational damages and high financial cost, often in the multi-million dollar range. Universities may also face regulatory non-compliance penalties and civil litigation as the result of a breach.

If you have questions, please contact Christine Hamble at or 614-688-8734.

We very much appreciate your willingness to work with us and the Office of the CIO to ensure the safety and integrity of all data at Ohio State.

Category : General Information / PI Portal

The university plans to stop doing business with Santa Cruz Biotechnology

Mon, 13th June, 2016

The university plans to stop doing business with Santa Cruz Biotechnology when their dealer license is terminated on December 31, 2016.

For Questions or concerns regarding purchases from Santa Cruz Biotechnology or finding alternative suppliers contact The Office of Sponsored Programs Purchasing at 614- 292-6871.

For more information download the message from Jan Weisenberger and Christine Hamble.

Category : General Information

Major Changes in the Grants Administration — Uniform Guidance (2 CFR 200)

Tue, 16th December, 2014

On December 26, 2013, the Office of Management and Budget released the “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards“, commonly known as the Uniform Guidance, or 2 CFR 200, or UG. The Uniform Guidance consolidates and makes consistent the administrative requirements, cost principles and audit requirements formerly included in eight separate circulars. For universities and other institutions of higher education, the Uniform Guidance replaces OMB Circulars A-21, A-110, and A-133.

View OSP’s Uniform Guidance page for additional information


Category : General Information

90 Day sponsored project PETs and HR 9.2

Thu, 10th July, 2014

In conjunction with the HR 9.2 implementation, the greater than 90-day PET request and approval process has gone paperless.

Requests to transfer sponsored project “personnel expenses 90 days after the costs were incurred” should continue to be initiated using normal department procedures.  However, rather than completing a paper form, HR personnel will enter the transfer information into a web-based application.  From there, the proposed transfer will route to PIs to review and approve or deny.

Category : General Information

Sponsored project personnel salary adjustments impacted by upcoming HR reimplementation

Wed, 12th February, 2014

As you probably know, HR will upgrade to PeopleSoft 9.2 in May 2014. There will be a significant change in the prior period personnel adjustment functionality (currently known as PETs — Personnel Expenditure Transfers) with the conversion.  While the business process will  remain essentially the same, version 9.2 will not allow adjustments for pay periods prior to June 1, 2014.

The purpose of this communication is to outline steps that can be taken now to minimize PET challenges after conversion.

The last date for HR entries, including PETs, in the current system has not been established, but it is expected to be around 5/18/14.  Because version 9.2 will not allow adjustments for pay periods prior to June 2014 it is critical that all necessary adjustments be completed before  “Go Live” 5/28/2014.

Pre Implementation

  • Less than 90 day PET entries must be completed by the department/service center before the deadline set by the university for all HR changes.
  • Less than 90 day PETs on projects that are more than 60 days past their end date will require coordination with OSP.  Requests to have projects reopened must be made by 5/1/14.
  • Greater than 90 day PETs must be submitted to OSP using the form “Request to Transfer Payroll Expenditures more than 90 days After Cost Incurred” (the PET form) by 5/1/14 to allow for review and entry into the current system.

What can department/service center staff do now to help investigators manage their sponsored projects during the system change?

  • Review all personnel appointments on sponsored projects ( direct, cost share, release time).  Ensure that appointments are correct or initiate corrections.
  • Review projects with required cost-share and ensure that appointments are in place and that all necessary PETs are initiated well before the deadline.  Failure to meet cost-share requirements may result in sponsors denying payments.
  • Add and remove project appointments as needed
  • Use available tools that show personnel appointments on sponsored projects such as the End Date Warning Report (e-ProjEnd).

Post Implementation

In HR 9.2 the functionality for personnel salary adjustments is called Direct Retro Distribution (DRD).  DRD replaces the Personnel Expenditure Transfer functionality in the current system   Additional details will be provided in later communications.


Category : Expenditures / General Information

Fringe benefit rates for FY 14

Fri, 26th July, 2013

DHHS has established the fringe benefit rates to be charged to sponsored projects beginning July 1, 2013.  See fringe benefit rates for specific information.

Category : F&A Rates / General Information

New F&A Rate Agreement Received

Tue, 16th October, 2012

The university has just completed negotiations with DHHS on a 4 year F&A rate agreement. The agreement, dated September 21, 2012 establishes the rates shown below. These rates will apply through the end of  FY16, and will continue to be used until a new rate agreement is established.

Activity Period On-Campus % MTDC Off-Campus % MTDC
Research 7/1/2012 – 6/30/2013



7/1/2013 – 6/30/2014



7/1/2014 – 6/30/2016



Instruction 7/1/2012 – 6/30/2016



Other Sponsored Activities 7/1/2012 – 6/30/2016



MTDC (Modified Total Direct Costs) means all costs except equipment (stand-alone items with a useful life of a least 1 year and a unit cost of at least $5,000); alterations and renovations; patient care costs; tuition; scholarships and fellowships; rental of off-site facilities; subaward costs in excess of $25,000.

Please see the rate agreement for additional information about on-campus/off- campus designations and the components of the F&A rate.

Implementation Procedures

New proposals
Investigators should begin using the new rates in proposals immediately.  For awards that begin mid fiscal year, F&A costs should be prorated in the proposal budget, e.g., in the first year of an award with a start date of Jan 1, 2013 F&A would be charged at 52.5% for the first 6 month and at 53.5% for the second 6 months, so an average rate of 53% can be used for budget estimates.

New or competing continuation proposals submitted but not yet funded
OSP will work with sponsors to obtain the new F&A rate whenever possible.  However, if we cannot obtain additional funds, direct costs will be protected and will not be reduced to cover the increase in F&A rate.

Currently active projects
These projects will continue to be charged their current rate until the next competitive segments or other natural break point.

Category : F&A Rates / General Information