Timely updates from Sponsored Programs Administration. The Federal Agency Corner provides valuable updates and news to keep you in the know.
June 2023
Sponsored Programs Administration (SPA) would like to inform the community of two new request forms that are being implemented by SPA, an eRA Commons Account Request Form and a No Cost Extension Request Form.
eRA Commons Account Request Form
Sponsored Programs Administration is tasked with creating eRA Commons user IDs for Boston Medical Center’s staff and scientists. Investigators and department research staff must contact SPA in order to request an eRA Commons user ID. Only Institutional authorized officials are able to create eRA Commons user IDs.
If the request is associated with a specific review (e.g., proposal submission, RPPR submissions, etc.), then investigator or research staff should work directly with the Grants and Contracts Administrator assigned to the review in order to request an account.
If the request is an ad hoc request (e.g., new staff or study team member), then the request should be sent to grants.admin@bmc.org. Requestors must complete the eRA Commons Account Request Form and send it to grants.admin@bmc.org. The form can be found in the Research Operations website link to Research Operations Forms | Boston Medical Center (bmc.org).
Once received, the request will be processing within 3 business days.
No Cost Extension Request Form
All No Cost Extension (NCE) requests are reviewed and submitted by SPA’s Award Management team. In order for SPA to review and submit a NCE, SPA needs to collect important information from the Investigator and/or Department Research Administrator. This information includes:
- the length of the extension,
- the reason for the extension,
- information regarding subcontracts, and
- certifications and assurances.
The goal of the new form is to collect all of the necessary information. Please note that other prior approval requests (e.g., reduction in PI effort) must be submitted in a separate request and should not be included with the NCE request.
To submit a NCE request, please complete the No Cost Extension Request Form. Please note that the form must be signed by both the Principal Investigator and the Department Research Administrator. The No Cost Extension Form can be found at BMC’s Research Operations website link to https://www.bmc.org/research-operations/forms.
Lastly, please note that SPA is working with BMC’s Research Information System to convert these forms into webforms.
May 2023
As a follow-up to April 11, 2023’s Community Meeting, Sponsored Programs Administration (SPA) would like to share upcoming changes to the implementation of SPA’s Proposal Submission policy. Effective on Thursday, June 1, 2023, Sponsored Programs Administration will no longer be accepting and reviewing incomplete proposal applications.
Proposal Submission Policy Implementation
Sponsored Programs Administration – Research Operations
What is the purpose of this notice?
This notice serves to inform the research community of upcoming changes to the implementation and reinforcement of Sponsored Programs Administration’s (SPA) Proposal Submission policy.
Does this change apply to me?
This change applies to all Boston Medical Center’s (BMC) researchers and departments who submit grant applications through BMC.
What is BMC’s proposal submission policy?
On September of 2021, SPA released a revised Proposal Submission policy. The policy outlines that all proposals must be submitted by Research Operations’ Sponsored Programs Administration office on behalf of BMC, regardless of whether the sponsor requires approval by an authorized official.
The policy states that grant applications must be submitted to SPA in final, submission-ready form no less than five (5) full business days prior to published deadline.
Final, submission-ready application packets include:
- Proposal submission documents, Internal documents (e.g., Letter of Intent, BMC Internal Budget, IDC Reduction Form, etc.),
- Complete InfoEd proposal record, and
- Complete sponsor portal application record (if applicable).
What do I need to know and how does this notice impacts me?
Due to the increasingly number of grant applications, need to elevate BMC’s process for submitting grants applications, and align BMC’s workflows with industry standards, SPA will no longer accept or review draft and incomplete applications. When routing grant application documents to SPA for review and submission, the principal investigator and proposal preparer must verify and certify that the application is final and complete.
Incomplete and/or draft applications will be returned to the principal investigator and proposal preparer for revisions and/or completion. SPA will only start reviewing the grant application after it is returned to SPA in final form.
This change is in effect on Thursday, June 1, 2023.
What are the benefits of complying with BMC’s internal deadline?
There are many benefits to complying with BMC’s internal deadline:
- It guarantees that BMC is submitting well-crafted, innovative, and competitive grant proposals,
- It assures that SPA has ample time to verify that BMC has the proper infrastructure to support the project, and that the proposal components meet sponsor requirements, and
- It allows time for SPA to troubleshoot system errors.
What resources are available to me?
Sponsored Programs Administration is preparing a standard operating procedure and accompanying guide to share with the community ahead of the June 1, 2023, implementation date. The SOP and guide will outline the process for preparing, reviewing and submitting grant applications at BMC, as well as define what information needs to be provided to SPA at the time of review. These resources will be shared with the research community on the week of May 15th.
Who should I contact if I have questions?
For questions related to the upcoming proposal submission policy implementation, please contact Mahara R. Pinheiro, Director of Sponsored Programs Administration at mahara.pinheiro@bmc.org.
Notice: SPA-FY23-005
April 2023
SPA Pre-Notification Accounts
Pre-notification accounts also known as advanced accounts for sponsored activities at BMC. The following information highlights the current process for requesting and creating pre-notification accounts.
Sponsored Programs Administration – Research Operations Notice: SPA-FY23-004
What is a pre-notification account?
A pre-notification account, also known as an advance account, provides Principal Investigators (PIs) and departments with an opportunity to initiate sponsored projects, and begin incurring associated expenses prior to receipt of an award, or institutional acceptance of an award. Pre-notification accounts allow departments to record and track expenditures and reduce the need for cost transfers.
When should I request a pre-notification account?
PIs and departments can submit a request to Sponsored Programs Administration (SPA) if they have received indication from the sponsor that an award is forthcoming. PIs and departments can submit a request if:
- The PI receives an award letter, and it states that an agreement is forthcoming,
- An agreement is received, and it’s being reviewed and negotiated, or
- The PI receives an e-mail notification from the sponsor stating that an award is forthcoming.
What is the process for requesting a pre-notification account?
Step 1: The PI and/or departments submits a request form along with supporting documents to grants.admin@bmc.org.
- The following documents are required with the submission:
- Pre-Notification Project Setup Request Form
- Department Chief /Chair approval is required.
- Departmental/Operational account required.
- Communication from the sponsor that indicates that an award is forthcoming.
- If applicable, protocol approvals (e.g., IRB, IACUC, IBC, etc.). If you have any concerns about meeting this requirement, please contact grants.admin@bmc.org.
- Pre-Notification Project Setup Request Form
The Pre-Notification Request Form can be found in the Forms section of BMC’s Research Operations website: Forms | Boston Medical Center (bmc.org)
Step 2: SPA acknowledges receipt of the form and supporting documents. SPA initiates the setup process in Infoed. Once completed, SPA notifies the Research Information System (RIS) team.
Step 3: RIS-Research Information Systems initiates the setup in Infor, and facilities setup in Workday and of a BU OI. Once completed, RIS notifies Research Finance.
Step 4: Research Finance validates information in Infor.
Step 5: RIS sends project account information to the PI and Department Administrator.
The setup process takes approximately 10 business days.
What are the risks associated with pre-notification accounts?
There are risks associated with setting up a pre-notification account that the PI and Department should be aware of before submitting a request.
First, departments will be held responsible for expenditures if the award is not received, or if BMC is unable to accept award/agreement terms.
Second, the department will be held responsible for expenditures on the account for the unfunded period, if the start date on the award is different from the start date in the pre-notification account, and pre-award expenditures are not allowed.
Other considerations include:
- Pre-notification accounts will remain active for 90 days from the date it was established. If an award has not been received after 90 days, Research Finance and SPA will contact the department regarding the close out of the account. The PI or department must provide documentation from the sponsor affirming that the receipt of the award is pending. If the PI or department is unable to provide compelling evidence, then the account will be reconciled and closed.
- In cases where a sub-recipient is associated with the award, BMC will issue the subcontract only when the official Notice of Award (NOA) or Fully Executed Agreement (FEA) is received. Subcontracts will not be issued during pre-notification.
Who should I contact if I have questions?
For questions related to the pre-notification account process at BMC, please contact grants.admin@bmc.org.
March 2023
What is the new structure?
The new structure is comprised of two teams, one that specializes in pre-award matters (Pre-Award), and one that specializes in post-award non-financial matters (Award Management).
Going forward, departments will now be assigned a pre-award SPA contact for pre-award matters and an award management SPA contact for post-award non-financial matters.
Sponsored Programs Administration Restructure Notice: SPA-FY23-003
Review the SPA restructuring and all about the many changes that have taken effect that impacts all involved with research at BMC.
Included in the Federal Agency Corner below are valuable updates from our partners and federal agencies that keep you in the know. Keep them as references and share with your team.
What is the purpose of this notice?
The purpose of this notice is to inform the research community of changes to the Sponsored Programs Administration (SPA) team structure.
Does this change apply to me?
This change impacts all involved with research at Boston Medical Center.
How does this change impact me?
Going forward, departments will now be assigned a Pre-Award SPA contact for pre-award matters, and an Award Management SPA contact for post-award non-financial matters.
When will this process be implemented?
SPA began implementing the restructure in late FY22 and concluded the transition at the end of the first quarter of FY23.
Why is this change being implemented?
To align with industry standards, reduce processing time, cross-train staff, support staff development and job satisfaction, and enhance daily operations and workload management.
Who should I contact for questions?
For questions related to the SPA restructure, please contact Mahara R. Pinheiro, Director of SPA, at mahara.pinheiro@bmc.org.
Meet the SPA Team
What is the new structure and major changes?
Previous Structure:
SPA’s previous structure consisted of two separate sub-teams that focused on either grants or contracts. The Grants team was comprised of three-four individuals who focused on supporting the entire lifecycle of an award, which included proposal review, award negotiation, award setup, and non-financial post-award activities (with the exemption of sub-awards and unfunded agreements). The Contracts team was comprised of two individuals who focused on post-award contracting matters, such as sub-award issuance and monitoring, Data Transfer and Use Agreement (DTUA), Material Transfer Agreement (MTA), and Federal Funding Accountability and Transparency Act (FFATA) reporting.
The table below displays task distribution between the Grants team and the Contracts team.
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Grants Team |
Contracts Team |
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Proposal Submissions |
Subcontract Agreements |
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Post-Submission Documents |
Sub-monitoring (Risk Assessment) |
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Just-in-Time |
FFATA Reporting |
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Award Agreement review (Incoming) |
DUAs/MTAs |
|
Infoed Account Setups |
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PI/Grant Transfers (Incoming and Outgoing) |
|
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Technical Progress and Final Reports |
|
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Final Inventions Reports |
|
|
Prior Approvals |
New Structure:
The new structure is comprised of two teams, one that specializes in pre-award matters (Pre-Award), and one that specializes in post-award non-financial matters (Award Management). Each team is comprised of three team members and led by a Team Lead who oversees day-to-day workflow. In addition, in May 2022, SPA created an Award Administrator role to support the team. This role bridges both teams by specializing in award setup and data integrity.
The table below displays task distribution between the Pre-Award team and the Award Management team.
|
Pre-Award Team |
Award Management Team |
|
Proposal Submissions |
Subcontract Agreements (Outgoing) |
|
Post-Submission Documents |
Sub-monitoring (Risk Assessment) |
|
Just-in-Time |
FFATA Reporting |
|
Award Review and Negotiation (Incoming) |
DUAs/MTAs |
|
PI/Grant Transfers (Incoming) |
Technical Progress and Final Reports |
|
Final Inventions Reports |
|
|
Prior Approvals |
|
|
|
PI/Grant Transfers (Outgoing) |
Role Description
The Award Administrator acts as the primary coordinator of research award account creation on behalf of SPA. All Research Operations teams participate in the award setup process.
The Grants and Contracts Administrators (GCA) are responsible for performing duties related to pre-award and award management grants and contracts administration. The GCA serves as a resource for and liaison between PI and Department Research Administrators and funding agencies.
The Team Leads are responsible for day-to-day sponsored program pre-award and award management functions and providing mentoring and guidance to team members and the research community.
The Manager oversees the daily processing of all pre-award and award management tasks within SPA. The Manager serves as a resource to the SPA team, Principal Investigators (PIs), Department Research Administrators, and focuses on evaluating and developing policies and procedures related to Sponsored Programs Administration.
The Director is responsible for the general oversight of all SPA activities. The Director identifies and leads operational efficiencies that strengthen and optimize service levels to the research community.
Organization Structure and Reporting - See organization chart above.
- The Senior/Grants and Contracts Administrators report to the Manager of Sponsored Programs Administration, with a dotted line to the Team Lead for their respective team.
- The Award Administrator reports directly to the Manager of Sponsored Programs Administration.
- The Team Leads report directly to the Director of Sponsored Programs, with a dotted line to the Manager of Sponsored Programs Administration.
- The Manager reports directly to the Director of Sponsored Programs Administration.
- The Director of Sponsored Programs Administration reports to the Executive Director of Research Operations.
About Us
Sponsored Programs Administration (SPA) supports and advances Boston Medical Center’s (BMC) research mission through leadership and expertise in pre-award and post-award non-financial ensuring compliance with BMC policies, sponsor requirements and relevant federal regulations. SPA serves as a central resource providing guidance and stewardship by supporting the sponsored programs lifecycle at BMC, promoting integrity, knowledge sharing, collaboration and effectiveness.
Federal Agency Corner
June Updates
NIH RePORTER
Looking to find a mentor or a collaborator in your field at Boston Medical Center? NIH RePORTER is a tool that investigators can use to identify NIH-funded investigators at Boston Medical Center (or elsewhere). RePORTER is an electronic tool that allows users to search a database of NIH-funded research projects and access publications and patents resulting from NIH funding. This means you can find funded researchers at Boston Medical Center through a simple search of the organization’s name.
NHLBI Supplement to the NIH Policy for Data Management and Sharing
The National Heart, Lung, and Blood Institute Supplement to the NIH Policy for Data Management and Sharing (NHLBI Supplement) is effective May 25, 2023, and replaces the previous NHLBI Policy for Data Sharing from Clinical Trials and Epidemiological Studies. The NHLBI Supplement harmonizes with the National Institutes of Health (NIH) Final NIH Policy for Data Management and Sharing (NIH DMS Policy), the latter which became effective on January 25, 2023, and applies to research funded or conducted by NIH that results in the generation of scientific data. The NHLBI Supplement also establishes additional expectations for NHLBI-supported researchers subject to the NIH DMS Policy, including for special compliance timelines, data repositories, and ancillary studies.
The change applies to:
- Competing grant applications that are submitted for NHLBI funding or for ancillary studies to NHLBI parent studies on or after May 25, 2023
- Proposals for contracts that are submitted for NHLBI funding or for ancillary studies to NHLBI parent studies on or after May 25, 2023
- NIH Intramural Research Projects conducted on or after May 25, 2023
- Other funding agreements (e.g., Other Transactions) that are executed on or after May 25, 2023, unless otherwise stipulated by NHLBI
Additionally, on or after May 25, 2023, NHLBI may set the expectations for certain ongoing research that it supports to comply with the updated NHLBI Supplement. This will be done in advance of any renewal as determined by specific programmatic needs and will be communicated to individual awardees.
To review the guidance provided by NHLBI regarding Data Repositories and Ancillary Studies, please consult the National Heart, Lung, and Blood Institute Supplement to the NIH Policy for Data Management and Sharing (NHLBI Supplement) notice.
May Updates
Revised Post-Submission Materials Policy
On March 31, 2023, the NIH released NOT-OD-23-106 informing the community of upcoming changes to the NIH/AHRQ/NIOSH Post-Submission Material Policy as a result of the end of the Public Health Emergency. The Public Health Emergency is due to come to an end on May 11, 2023. For applications submitted on or after May 25, 2023, the special exception will expire, and it will be replaced by the following policy:
For applications submitted for the May 25, 2023, receipt date and beyond, NIH, AHRQ, and NIOSH will accept a one-page update with preliminary data as post-submission material for Type 1 R01, R21, or R03 applications, including resubmissions, if only the NOFO used for submission allows preliminary data in the application.
The deadline for submitting all post-submission materials, including preliminary data, will be 30 days before the study section meeting, unless specified otherwise in the NOFO.
Upcoming Changes to Electronic Handbooks (EHB)
For study teams with grants managed by Electronic Handbooks (e.g. HRSA), please note the following changes to EHB. Effective on May 26, 2023, the EHBs login process will use Login.gov and two-factor authentication.
If you have not already done so, create or verify your Login.gov account by May 25, 2023.
- Create a Login.gov account with the same email address you use to log into EHBs.
- If you already have an account in Login.gov, verify that it is active and is the same email address used to log into the EHBs.
- For step-by-step instructions on creating a Login.gov account refer to the EHBs Wiki Help page
April Updates
What is a NOFO?
In an effort to standardize terminology across the government, NIH is joining other federal agencies in using the term Notices of Funding Opportunities (NOFOs) rather than Funding Opportunity Announcements (FOAs). You will see both terms in use while they work to update their websites and resources. Read More.
Revamped xTrain Module in eRA Commons
Individuals in the research community who work on training grants should note that eRA Commons rolled out a redesigned xTrain module on March 30, 2023.
xTrain is used by program directors/principal investigators (PD/PIs), trainees, and administrators to electronically prepare and submit PHS 2271 Statement of Appointment Forms and PHS 416-7 Termination Notices for institutional research training grants, institutional career development awards, individual fellowships, and research education awards.
Individuals can learn more about the eRA Commons redesign by clicking here.
In addition, National Institutes of Health (NIH), Agency for Healthcare Research and Quality (AHRQ), and Center for Disease Control (CDC) released NOT-OD-23-094 on February 27, 2023, to inform the community of significant changes related to the revamp.
Some Significant Changes
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Previous Process |
New Process |
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Trainee Signatures to be Required on Reappointments and Amendments |
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Deletion of Forms |
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To get familiar with the redesigned xTrain, check out the xTrain Overview video.
Lastly, National Institutes of Health (NIH), Agency for Healthcare Research and Quality (AHRQ), and Health Resources and Services Administration (HRSA) released NOT-OD-23-076 on February 3, 2023, outlining stipend levels for FY23. Please review the current stipend levels here.
Data Management and Sharing Plan vs. Resource Sharing Plan
The Data Management and Sharing (DMS) Plan and the Resource Sharing Plan are separate attachments that may be required for your application. One does not necessarily replace the other. To learn more about the difference between the Data Management and Sharing Plan and the Resource Sharing Plan, click here.
It is always important to review the application instructions and the funding opportunity for additional requirements.
March Updates
New for you from the feds
On January 24, 2023, the Sponsored Programs Administration office released guidance on the NIH/AHRQ salary cap increase. The following notice serves to clarify that NOT-OD-23-056
refers specifically to NIH’s salary cap increase. However, it is likely that other DHHS agencies will abide by the same salary cap. More detailed information is available here.
NIH Salary Cap Summary (FY1990-Present)
- The National Science Foundation introduced enhancements to the Biographical Sketch as well as the Current and Pending (Other) Support sections. For a summary of all changes available here:
- The new edition of NSF’s Proposal and Award Policies Guide, effective January 30, 2023, is available here NSF 23-1
NIH Guidance on Salary Limitation Operative Agreements FY 2023 Notice - SPA-FY23-002R
What is the purpose of this notice?
The purpose of this notice is to inform the research community of the new salary limitation for the National Institutes of Health (NIH) grant and cooperative agreement awards; and extramural research and development contract awards as outlined by the NIH on NOT-OD-23-056.
Does the new policy apply to me?
This notice applies to all Boston Medical Center’s researchers wishing to submit applications to the NIH, or holders of an existing NIH award subject to expanded authority.
What do I need to know and how does this notice impact me?
A Salary Cap is defined as a maximum annual rate of salary for full-time effort that can be charged to an award. In particular, NIH agencies are subject to limitations set by the federal government. The Office of Personnel Management recently released new salary levels for the Executive Pay Scale
Effective January 1, 2023, the salary limitation for Executive Level II is $212,100. The salary cap applies to all new and ongoing NIH awards.
The NIH will not provide additional funding for awards issued under the previous salary cap, however, PIs can re-budget funds to allow for the cap increase subject to expanded authority and availability of funds.
Relevant Links
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Guidance on Salary Limitation for Grants and Cooperative Agreements FY 2023 |
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Salary Limitation on AHRQ FY2023 Grants, Cooperative Agreements, and Contracts |
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Continuing Appropriations and Ukraine Supplemental Appropriations Act |
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Historical Record of the Salary Cap |
Who should I contact if I have questions?
For questions related to an upcoming proposal to NIH, please contact the SPA Pre-Award Grants and Contracts Administrator assigned to your department.
For questions related to existing NIH awards, please contact the SPA Award Management Grants and Contracts Administrator assigned to your department.