Office of Sponsored Programs
The Ohio State University
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Delay in new procurement requirements

Posted: October 27, 2015

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

Category : Procurement

NIH transition to subaccount billing

Posted: October 27, 2015

As part of federal government initiatives for transparency and strengthened oversight over funds, DHHS divisions, including the NIH, are transitioning all existing awards as of 10/01/2015 to a new payment system, known as subaccount billing. Under the new subaccount billing system, rather than billing and drawing down funds on NIH awards collectively, universities must bill and draw funds individually by award. As a result of these changes, a set of current NIH awards will be closed out and transitioned to a new award for the remaining years of the grant.

  • Newer awards received in the last 2 years were issued by NIH under the new subaccount billing system and will not go through this transition.
  • If you have an award that is fully funded but has not ended, it will not go through this transition.
  • If you have an NIH award that is 2 or more years old, it is likely to go through a transition to this new system.

For awards that are transitioning, as you receive an NOA (non-competing continuation) for the next year’s funding, the grant number will begin with a 4 instead of a 5 to indicate this award will undergo transition. In this case, OSP will be required to “close-out” the grant by filing a “Subaccount Transitional Final Financial Report” which transfers the remaining unspent funds already received, along with the newly obligated funds, to the Payment Management System (PMS) subaccount established for the grant. Once this is done, it is final and the report cannot be amended or refiled.

This means that transitioning awards will receive new a new GRT number and new project numbers. Your sponsored program officer will let you know in advance if your award is affected, and will be happy to create a preliminary project number for you to begin to use before the actual transition happens.

Category : NIH

2015 NIH Salary Cap

Posted: January 14, 2015

The NIH has announced that the salary cap for grant, cooperative agreement and contract awards remains tied to Federal Executive Level II.  Effective Jan 11, 2015, Executive Level II increased to $183,300, up from $181,500.

Investigators should begin using the 2015 cap immediately in preparing proposal budgets.  However, in keeping with the practice we have used in the past, we will not begin charging NIH funded projects the new cap rate until July 1, 2015.  The reason for this practice is to mitigate to some extent the impact on on-going awards where funds will have to be rebudgeted to cover the increased salary costs.

For additional information please contact your Sponsored Programs Officer.

Category : NIH

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

Posted: December 16, 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

Posted: July 10, 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

Posted: February 12, 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

2014 NIH Salary Cap Increase

Posted: February 4, 2014

NIH (and some other DHHS entities) continue to limit salary charges on grants and contracts to the Executive Level II rate. Effective January 12, 2014, that rate increased from $179,700 to $181,500.   The new value should be used in proposals immediately .  However, to allow time for programming changes, the new rate will be charged beginning with the April payroll.

Category : NIH