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March 27, 2023
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Resource Reminder: Harvard Definition of Receipts
Harvard must follow specific rules that comply with the IRS Accountable Plan to ensure reimbursements are not taxable to the recipient/reimbursee. One requirement is that a reimbursement request must be substantiated with receipts showing evidence of payment. The Harvard Definition of Receipts outlines the minimum requirements for a receipt to be acceptable as proof of purchase for reimbursement. Credit card statements alone are not acceptable in lieu of receipt. Reimbursees and approvers are jointly responsible for ensuring compliance. We think it's a great resource that's worthy of a reminder. Also see the Responsibilities of Purchasers, Preparers and Approvers (ROPPA), the Travel Policy, and the Business Expense Reimbursements Policy.
To view previously featured HCSRA Hints, visit the HCSRA Hints page. [Link fixed from last week's newsletter]
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ORSD Reminder: Institutional Letters of Support for T32s Due on May 25
The Office of Research Strategy and Development (ORSD) coordinates all letters of institutional support that are to be signed by the Dean’s Office (Michelle Williams, Dean of the Faculty), including institutional letters of support, which are required for all T32 training grants.
Please be aware that the guidelines for T32 letters of support have been significantly expanded and ORSD can help draft a letter that complies with NIH requirements. All requests for T32 institutional letters of support should be sent to Vanessa Barton at least one month prior to the NIH deadline. For the May 25th deadline, please contact Vanessa Barton prior to April 14th.
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March's Admin Forum Meeting Materials
In case you missed March's Admin Forum, please visit the HCSRA Admin Forum info page for the zoom recording and presentation slides (scroll to the bottom of the webpage).
We all want these Forums to be as helpful as possible, so for any feedback and questions please utilize the following online HSPH Administrative Forum Survey. We hope this will allow anyone with additional questions, suggestions for future topics, and any other feedback to submit them to us on the Planning Committee. We will do our best to respond back with answers/guidance to the questions, as well as incorporate any suggestions or feedback in future Forums.
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Harvard Policies & Guidance
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Changes in Buy-to-Pay
Some changes were made in B2P due to the 23.1 Release on Monday 3/20/23. The details are outlined in the What’s Changing Guide. The most notable changes are:
- Ability to modify header-level External/Internal Notes and Attachments on a Change Request
- Ability to copy individual account code segments to other lines at line level
- Open Commitment Report in B2P also knows as Committed Funds Report now has invoice total included
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How to Manage Your Passwords in Grants.gov
As an applicant using Grants.gov, it’s crucial that you manage your Grants.gov and Login.gov passwords effectively. In the Grants.gov post, they provide tips and advice on keeping your account secure, using and resetting your passwords, and using your password to log into the Grants.gov mobile application and website.
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New NIH DMS Policy... Now What?
The Final NIH Policy for Data Management and Sharing is now officially in effect. Under this new policy, applicants must develop a data management and sharing (DMS) plan for all NIH-supported research that generates scientific data. Read the full NIA blog to learn more about the six elements of a successful DMS Plan, where to store your scientific data, and what to look for in a data repository.
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DMS Principles & Best Practices for Protecting Participant Privacy
NIH's DMS Policy is consistent with federal regulations for the protection of human research participants and other NIH expectations for the use and sharing of scientific data derived from human participants. NIH created a set of principles and best practices for creating a robust framework for protecting the privacy of research participants when sharing data under the NIH Policy for Data Management and Sharing (DMS).
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Revamped xTrain Module in eRA Commons Coming March 30
eRA is readying a redesigned xTrain module, scheduled to be rolled out on March 30. The new xTrain is more task-oriented, giving users streamlined workflows for their most frequent tasks. Screens are also tailored for each specific role, giving users just the information they need, when they need it. For more information, refer to the full NIH post.
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NIH All About Grants Podcast – Using Review Critiques and Program Input on Applications
In this NIH All About Grants podcast episode, advice is shared for investigators to help them understand the critiques of their application, and how program staff input may be helpful when deciding what to do next. Listen to the (Audio/Transcript) here.
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GMAS Subagreement On Demand Trainings in HTP
Date: Ongoing
Register: Harvard Training Portal (see links below)
Description: Department Administrators are encouraged to take the Department Training courses if they were unable to attend the RMM on 2/16/23, or as a refresher. Department Administrators may also opt to take the Overview and Demonstration Courses for Central Administrators in HTP.
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GMAS Basics and Requests Online Training
Date: Ongoing
Register: Registration Link
Description: This online class is an introduction to Harvard’s Grants Management Application Suite (GMAS) and how it is used to manage sponsored projects. This course is recommended for all new staff in Research Administration. In order to get a completion status for this class, you must view each video in it's entirety and complete the quiz at the end of each section. The sections are broken down into six modules sections. Each section contains video(s) and varies in length. Recommended for all new staff in Research Administration and runs approximately 2 hours/30 minutes.
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Conducting the Perfect Consent Process
Date: Tuesday, March 28, 2023, 11:00AM-12:00 PM
Register: Registration Link
Description: Join the Office of Regulatory Affairs & Research Compliance to discuss common pitfalls that occur when drafting Informed Consent Forms and associated IRB protocols as well as frequent mistakes made during the consent process in the field. Hear about ways to make the consent process the most beneficial to participants while still maintaining regulatory compliance.
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NLM: Standardize Your Research Data with the NIH Common Data Element Repository
Date: Wednesday, March 29, 2023, 1:00PM - 2:00PM
Register: Registration Link
Description: Through live demonstrations and hands-on exercises, this course will introduce you to common data elements (CDEs) and the NIH Common Data Element Repository (CDE-R). The course begins with an in-depth introduction to what CDEs are and examples of how researchers are already using them. Then, you’ll see how to search the repository and practice searching on your own. Subject matter experts will be in attendance to answer your questions.
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Research Management Meeting (RMM)
Date: Thursday, March 30, 2023, 10:00AM - 11:00AM
Register: Registration Link
Description: The Research Management Meeting is a bi-monthly webinar-style information dissemination meeting open to everyone within the sponsored research administrative community at Harvard. Topics include federal updates from the Harvard DC office, updates on policies, committee work, and systems, and information relating to the federal awarding agencies. Meetings are open to all colleagues across schools in the research administration community.
Agenda:
- Discussion with OGC Regarding Documentation
- What is SALC EC (Sponsored Administration Leadership Counsel/Executive Committee) and What Does it Do?
- University Annual RMAS Risk Assessment
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SAVE THE DATE: 24th Celebration with the Stars Event
Date: Thursday, March 30, 2023, 2:00PM
Register: Zoom invite to follow
Description: The Office of Human Resources is inviting you to a virtual recognition event to honor staff, faculty, and academic appointees who have reached a key milestone at Harvard in calendar year 2022.
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Cost Transfer Level II Training
Date: Wednesday, April 5, 2023, 10:30AM - 12:00PM
Register: Harvard Training Portal
Description: This class will include a review of Harvard's Cost Transfer Policies and Procedures, the responsibilities of approvers, identifying requirements and best practices for approval, and cost transfer resources. Attendees will participate in group discussions and work through examples and case studies. Pre-Requisites: Review the Cost Transfer Policy and complete the Intro to Cost Transfer online course (Required).
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Creating a Safe Research Environment
Date: Thursday, April 6, 2023, 10:00AM - 11:00AM
Register: Registration Link
Description: Have you thought about steps you can take to help create a safe and inclusive research environment for others? Join us at this session to explore proactive and reactive steps you can take to establish a culture where others feel affirmed and supported in the research environment. The session will include reflective and interactive components as we examine the impact of non-inclusive spaces, steps we can take in our spheres of influence, and key variables that inform our ability to successfully support others.
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Ask an Expert: NIH Data Management and Sharing Policy Virtual Office Hours
Date: Thursday, April 6, 2023, 12:00PM - 1:00PM
Register: Registration Link
Description: Drop-in this virtual information session to learn about the new policy on Data Management & Sharing Plans and how to successfully meet its expectations at Harvard. Experts from research support services across Harvard will be on hand to provide guidance and answer your questions.
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Procurement Policy Info Session
Date: Wednesday, April 12, 2023, 1:00PM - 2:00PM
Register: Harvard Training Portal
Description: This session will provide an overview of the Procurement Policy. This session utilizes partially recorded content and live instruction/Q&A. *Please note: Part of this training will show a previously recorded session that will be stopped periodically throughout to answer questions live.*
Pre-Requisites: Participants should review the Sponsored Procurement Webpage resources:
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Classification of Employee Fellow vs Nonemployee Fellow Brown Bag
Date: Monday, April 17, 2023, 11:00AM - 12:00PM
Register: Registration Link
Description: Do you wonder why some fellows are classified as an employee and others are not? Would you like to understand why it is important to classify these individuals correctly and the best way to classify them? The Financial Policy Office and Office for Sponsored Programs will be holding this brown bag will review the recently issued draft guidance regarding the Classification of Employee Fellows vs Nonemployee Fellows for both students and nonstudents and seek feedback on what would help hiring departments classify these individuals correctly.
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Audits: Request and Documentation (University-wide)
Date: Wednesday, April 26, 2023, 1:00PM - 2:15PM
Register: Harvard Training Portal
Description: This session is for research administrators who would like to gain knowledge of audit requests and what actions are needed when you are audited. We will cover the workflow of audits, the types of audit requests one may receive as well as requested documentation to support costs. During this presentation, we will demonstrate differences in workflow and documentation requested between U.S. audits and International audits through examples. This will provide foundational knowledge and begin to advance participants understanding in how to approach an audit request.
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Job Openings in Research Administration
We would like to use this section to highlight current research administration job openings. We will keep this section up to date and all job postings can be found on Harvard Careers.
Senior Grants and Contracts Manager
Sponsored Programs Administration
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
61675BR
Senior Grants and Contracts Manager
Sponsored Programs Administration - MET
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
61269BR
Senior Grants and Contracts Manager
Sponsored Programs Administration - NUT
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
59960BR
Senior Grants and Contracts Manager
Sponsored Programs Administration - GHP
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
61131BR
Senior Grants and Contracts Manager
Sponsored Programs Administration - EPI
Description: The Senior Grants and Contracts Manager is an integral part of the research enterprise and works in close partnership with faculty members. They are a primary resource for providing guidance and oversight on issues related to fiscal, administrative and regulatory management of a portfolio of grants, contracts and sponsored programs from award receipt through closeout. These grants are from a wide-range of sponsors including the federal government (e.g. NIH), foundations, industry, and international contracts from foreign entities.
Grade: 56
61145BR
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For more information, please visit the HCSRA website.
To subscribe and reference past issues, visit the HCSRA Highlights Newsletter Page.
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