Washington UniversitySchool of Medicine

Research Administrator’s Forum

May 8, 2003

K Award Guidelines

• General and institute-specific rules.

• Minimum effort percentage (75%).

• Salary dollar limit ($75k - $85k).

• No other salary on other NIH awards.

• Research development support dollars can fund technical salaries.

• F&A limited to 8% mtdc.

K Awards

• NIH Career Development Awards– K05, Senior Scientist Award– K07, Academic Career Award– K08, Mentored Clinical Scientist Development– K22, Career Transition Award– K24, Midcareer Investigator Award in Patient-

Oriented Research

K Award Cautions

• Technical personnel cannot supplement PI effort.

• Effort percentage can drop by 25%, but not below minimum award level (75%).

• Salaries for mentors, secretaries and administrative assistants are not allowed.

• R01 project can/cannot overlap.

K Award - Salary

K08 Award Requirement:Minimum 75% effort and salary limit of $85,000.

Faculty Salary: 80,000$ 95,000$ 125,000$

Proposed Effort: 80% 80% 80%

Calculated Salary: 64,000 76,000 100,000

Proposed Salary: 64,000$ 76,000$ 85,000$

Additional K-Award Info

• NIH K-Kiosk web page– http://grants1.nih.gov/training/

careerdevelopmentawards.htm

• Individual Institute Career Award Sites– http://www.niaid.nih.gov/ncn/training/

kadvice.htm

• G&C and SPA– John Michnowicz, 362-6876– Joe Gindhart, 935-7089

PPG Effort Requirement

• Section III - Terms and Conditions of NGA

• Minimum effort required– “PI will devote at least 25% effort to the project

for the entire budget period, in accordance with NHLBI Program Project Guidelines.”

– “Each Project Leader must devote at least 20% effort to the project for which they are responsible, for the entire budget period.”

Personal Activity Report (PAR)

• A measure of the total effort for which an employee is compensated by WUSTL, regardless of the number of hours actually worked.

• OMB Circular A-21 requires payroll costs to be documented to ensure that external sponsors reimburse the grantee only for the time and effort actually expended on their behalf.

• After-the-Fact Activity certification method.

After-the-Fact Activity Records

• The report will reflect an after-the-fact reporting of the percentage distribution of activity of the employee.

• Faculty/staff must review, modify if necessary and certify that effort percentages are a reasonable estimate of the work performed.

Name: Smith, John A.SSN: 111-11-1111

Reporting Period: July-Dec 2002Personal Activity Period: 07/02 - 12/02 Semi Annual

Activity EffortPrinicpal Investigator Agency Number % of By Account Number

Purpose/Title Effort Category

Departmental ResearchResearch in the Field of 10 22 3259 11 14 2####

10Patient Care

Neurology-XYZZ 35 12 3259 11 15 02####35

Organized ResearchSmith, Dr. John A. 1R01QR98752

Neurological Pathways in 25 22 3259 11 20 512##Smith, Dr. John A. 1R01YY55555

Chronic Neural Breakdowns 25 22 3259 11 20 555##50

Dept. AdministrationSmith, Dr. John A. - Non-Clinical 5 12 3259 11 40 935##

5

100

PAR Certification

• The PAR is a legal document.

• Certification is required by Federal regulations and is subject to independent audit and review.

• “I confirm the above activity distribution represents a reasonable estimate of the compensated effort expended by me during the period stated.”

Who Can Sign A PAR?

• Strongly recommend that each individual faculty or staff member sign their own PAR.

• A supervisor or administrator may sign the PAR in the absence of the employee, if he/she has first hand knowledge of 100% of the compensated effort for that individual. Must document on the PAR why the individual is not able to sign.

Par Schedule, cont.

• Medical School Campus

– Academic (faculty), report semiannually

• December and June

– Non-Academic (staff), report quarterly

• September, December, March & June

PAR Timeline

• Per the agreement with our federal cognizant agency (DHHS):– The PAR report must be signed

by the employee the appropriate designee within 30 days of issuance.

– The PAR report must be returned and received by SPA within 60 days of issuance.

Changes to PAR’s

• If the actual effort performed on a sponsored project differs from the percentage noted on the PAR by:– Less than 5%, no adjustment is necessary.– More than 5%, the PAR should be adjusted

manually to reflect the correct effort percentage. A Payroll Cost Transfer (PCT) form should be submitted to properly restate the salary for the PAR period.

Payroll Cost Transfers (PCT’s) and PAR’s

• Compare the period covered by the PCT to the current or prior PAR period.

• Has the PAR been generated?– Consider the system date

• Has the PAR been received and/or submitted back to Sponsored Projects Accounting?

• Does the PCT effect the PAR percentages by more than 5%?– Adjust PAR to reflect PCT and submit/resubmit

Additional PAR Info

• Contact Sponsored Projects Accounting– Liz Colletta, 935-5757– Melissa Evers, 935-7939– Joe Gindhart, 935-7089

• Consult SPA website

• Consult School Of Medicine - Finance website.

Washington UniversitySchool of Medicine

Research Administrator’s Forum

May 8, 2003