SPONSORED GRANT DATA ENTRY
ACTIVITY REPORTING TOOL
H S*TAR
Access Department Home Site via Favorites Link
Select DH Project Funding List.
Select Documents.
Select New Document.
The Grant Type form will default to ‘Sponsored.’
Select Federal ‘Yes’ or ‘No’ from the drill down.
The Status will default to ‘Draft.’ Do not change until ready to submit for Validation by OSP.
The DA Name and Purchasing Department will default from the User’s Login. If you are entering the agreement for another DA or Purchasing Department, select the appropriate name from the drill downs.
Select the names of the Principal Investigator and the Sponsoring Agency from the drill downs. Contact Deb Johnson at DH Corporate Contracting if the names are not in the drill down.
Enter the PTAEO string. The string must be entered in a valid format. If the format is not valid the field will be highlighted in red. The form will not recognize an invalid number, only an invalid format.
If this is an Advance Account, please select the check box.
Enter the Grant Name. This should be easily recognizable by the DA, Provider, and OSP.
Select the Name of the Provider from the drill down. If the Provider is listed more than once select the line in which the HR Department and the Payroll Department are the same. The Payroll FTE and Practice Manager will both default from the Provider field. These fields cannot be overwritten.
Enter the Role of the Provider.
Enter the FTE that is being purchased using a maximum of 3 decimal places (x.xxx).
Enter the Support Start and End Dates in the fields Grant Start and End Dates: mm/dd/yy. This should not be more than 13 months. The field will be highlighted in red if the format is not valid, or if the end date is prior to the start date. You may also select the date from the calendar to the right of the field.
Select the Cost Type.
1) NIH Cap. Use this feature for all grants subject to a Cap. Select the appropriate cap from the drill down. For K Awards with a required .75 FTE and a $75,000 cap, select the cap of $100,000. For agreements with a required .75 FTE and a $90,000 cap, select the cap of $120,000. Select this feature even if you know the provider’s salary is less than the cap. The tool will calculate the agreement based on the lower of the cap or salary. Contact Deb Johnson is a specific cap is missing from the drill down.
2) Fixed Amount. Use this selection for Sponsor Spending Limits. Enter the fixed amount. Fixed amount includes Salary + Fringe.
3) Salary Scale. Use this selection for agreements calculated based on the Provider’s Salary.
4) Cost Share. Use this selection for agreements where DH is covering some or all of the cost associated with the Provider. The tool will calculate the Provider Cost Share.
The current Fringe rate will default. Select an alternative fringe rate from the drill down, if appropriate (ie: for the Southern Regions).
Select Calculate. The tool will estimate the first year Budgeted Provider Cost based on the details of the grant.
NOTE: The budgeted amount does not include cost escalators for salary or fringe. The calculation also does not take into account partial months. If an agreement starts or ends in the middle of a month, the calculation feature will calculate this as if it were a full month. Therefore this amount is only an estimate
Committed Effort will calculate based on the Provider’s Payroll FTE and the FTE that is committed to the Grant.
The tool defaults to Fixed FTE Resourcing. By un-checking this box, you will be able to enter a unique FTE for each month of the grant year, if applicable. Uncheck this box if:
1) The grants starts on a day other than the first of the month or ends on a day other than the last day of the month. Enter the prorated portion of the FTE for the first/last month:
(number of days in month provider is purchased / total number of days in the month) * FTE purchased
2) The provider’s FTE varies during the term of the agreement. Enter the FTE for each month the provider will be working on the agreement. This is the FTE the provider will be asked to attest to each month.
DO NOT SELECT THE CALCULATE BUTTON AGAIN. THIS WILL RESET THE FTE TO THE ORIGINAL FTE ENTERED INTO THE FORM.
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Use the Notes section to enter additional information pertinent to the agreement. If an agreement is revised the Notes section should be used to explain the reason for the revision, and the approving party if appropriate.
Select Save As.
File name should be:
xxxxxx 20yy mmdd NAME
where: xxxxxx are the first 6 digits of the PTAEO string
20yy is the calendar year the agreement begins
mmdd is first month and day of the agreement
NAME is the last name of the provider
Once the entry is completed, return to the top of form and change the Status from ‘Draft’ to ‘Submit to OSP.’ If this is a Revision to an existing agreement, change the Status to ‘Submit for Revision .’ Select Save and Close. This will start the work flow that alerts OSP, Corporate Contracting and the Practice Manager to review the details of the agreement for accuracy and recommend changes as necessary. Changes to the form can only be made by the Grant Administrator or Corporate Contracting.