Note the key personnel listed on the notice of award Check the original internal budget for any nonkey personnel Confirm final effort allocations for

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2 Note the key personnel listed on the notice of award Check the original internal budget for any nonkey personnel Confirm final effort allocations for key and nonkey personnel with project PI these may have changed since original budget was proposed Questions to ask the PI: Will there be any new hires on this project? Do you anticipate any changes to key or non-key personnel effort levels throughout the budget period?

3 What is a PAF? Personnel/Position Action File Records in Banner the salary distribution for an employee Department personnel administrators use PHAREDS, NOAEPAF and NBAJOBS screens in Banner HR How do I know what % should go on the PAF?

4 NOAEPAF Electronic Personnel Action to update a PAF

5 NBAJOBS for viewing current and past labor distributions

6 What is a PAF? Personnel/Position Action File Records in Banner the salary distribution for an employee Department personnel administrators use PHAREDS, NOAEPAF and NBAJOBS screens in Banner HR How do I know what % should go on the PAF?

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8 Find out if an investigator has MCVP salary in addition to VCU salary ask the Department Administrator, department personnel administrator, or SOM Dean s Office staff Use the VCU/MCVP Calculator to determine what % to put on the PAF The TOTAL salary (VCU + MCVP) is called the Institutional Base Salary (IBS) If the IBS is OVER $179,700, then a cost share index is needed

9 Example of calculating PAF %: IBS (VCU+MCVP) = $165,000 VCU = $88,000 MCVP = $77,000 Effort on project = 10% ($165,000 * 10%) = $16,500 (total charged to project) ($16,500 / $88,000) = 18.75% (VCU PAF %)

10 DO: Use future effective dates on the NOAEPAF screen to proactively key any changes in effort on an award (effort increases, effort decreases, remove effort, etc) to avoid having to do retro payroll changes (PHAREDS) Prepare to move personnel onto a new index, if there is going to be a new index for the next budget period Communicate with other administrators when effort changes are needed for personnel NOT in your department (including personnel in the SOM Dean s office) Use OSP s Effort Change Request web form to request that commitments on record in InfoEd be changed when needed

11 DON T: Wait to update PAFs for personnel on award remember the 60 day rule! Overload salary budgeted on an award on just 1 or 2 pay periods towards the end of a project; this can cause errors on the employee s effort statement Forget to set up cost share accounts if personnel have salary over the NIH cap

12 An investigator with a salary greater than the current NIH salary cap must cost share the appropriate proportion of salary above the cap for each NIH grant, contract or cooperative agreement to when the investigator is directly charged There should always be a 1:1 ratio between a sponsored project and a cost share index When properly linked to a grant it will provide definitive documentation that the NIH salary limitation was adhered to

13 Verify the current cap in effect, found at _summary.htm Identify faculty to be budgeted that are over the cap. Develop a budget for both federal funding and cost share Notify administrators and have the appropriate authorities sign the VCU Cost Share Authorization Form

14 Review awarded dollars, effort commitments, and salaries at time of award to update the cost share budget for the first budget period as needed Request cost share account(s) from G&C accountant which should be linked to the Banner Grant ID Using the NIH Salary Cap Calculator determine the ration of grant funded vs. cost share for all personnel over the cap Ensure MCVP contract compensation is being factored into the amount of cost share required. VCU s total institutional base salary is VCU + MCVP compensation

15 School of Medicine Research Administration NIH Salary Cap Calculator ONE YEAR BUDGET PERIOD Purpose: This calculator is for determining the amount of over-the-cap salary the institution is required to cost share for investigators paid from NIH awards. The calculator also determines the percent salary to be entered on an individual's Instructions: 1. Verify the current NIH salary cap in effect for the period in which you are calculting by visitng the NIH website & update as necessary 2. Enter investigator's institutional base salary. This is total VCU and MCVP salary as applicable. 3. Enter investigator's VCU base salary. (same as 2 above if no MCVP compensation is received) 4. Enter the investigator's committed effort on the project, this is the total amount of effort the investigator is to perform. 5. The number of pay periods defaults to 24 to calculate per pay charges for a one year project period. Adjust the number of pay periods if the effort/salary charges are to be allocated to the project in less that 24 pay periods (one year). Adjust the salary figures if salary needs to be prorated to a budget period greater or less than one year Current NIH Salary Cap $ 179, NIH SALARY CAP SUMMARY Investigator Institutional Base: $ 225, Investigator Committed Effort: 30% Investigator VCU Base $ 150, Investigator VCU Effort: 45% # of pay % FOR % VCU periods VCU PAF Annual Salary to Charge NIH project NIH Salary per pay period $ 53, % $ 2, % (annual/#pay pds) Annual Salary to be Cost Shared $ 13, % Cost Share salary per pay period (annual/# pay pds) $ % 30% 45% The Output: The annual salary to charge the NIH project is a direct calculation of the current NIH Salary Cap * the Committed Effort. The annual salary to be cost shared is equal to: (Investigator Institutional Base - current NIH Salary Cap)* Investigator committed effort. This calculator assumes a one year buget period standard. The NIH salary per pay period and Cost Share salary per pay period will give you the dollar amounts per pay that should be charged on the Investigator's VCU PAF to account for the total effort committed to the project. Administrators should caclulate the percent for the VCU PAF by taking the salary per pay period above and dividing it by the total VCU salary per pay period. If salary/effort is being charged in a time frame less than a 24 pay period budget year the number of pay periods should be reduced as needed. Salary should be prorated if the budget period is greater than or less than one year. Investigator's with MCVP Salary: Please note that the calculated percents to charge salary on the VCU PAF will not combine to equal the investigator's total committed effort if the Investigator has MCVP salary because the MCVP salary is not accounted for on the VCU PAF. The investigators total effort will be reflected appropriately on the Effort Report.

16 Review the ECRT effort statement to verify the cost share index is linked to the correct project. Both a grant index and cost share index should appear under the grant id

17 The same information is found in the Personnel Commitment portal of the Dashboard:

18 Monitor effort allocations no less than monthly to ensure an appropriate ratio of funded labor vs. cost shared labor is maintained Periodically check HR systems to ensure faculty salaries have not changed as this will effect cost share needs and allocations. It is especially important to evaluate July 1 st and November 25 th of each year as these are the most likely times for salary changes. Remind the PI and project staff of the payroll allocations currently in place and request they confirm it is appropriate as compared to actual effort performed.

19 What helps your department track effort allocations on sponsored projects? How do you stay on top of meeting cost shared salary commitments? Questions or suggestions? us at