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2017 Mileage Reimbursement Rate (02/08/2017)

Old Dominion University Research Foundation will adjust its reimbursement rate for the use of one's personal automobile for business purposes to $0.535 cents for 2017. The new rate is effective January 1, 2017 and will apply to all official travel on or after that date. The new rate matches the rate approved by the General Services Administration.

Research Foundation Update (07/16/2016)

Hello to all,

As we begin each new fiscal year I like to take the opportunity to review some of the Foundation’s important accomplishments during the previous fiscal year and discuss new opportunities and a few challenges we will face in the coming year. The Research Foundation team works very hard to remain focused on providing great service to the research community, and we actively seek your feedback in improving our quality of service. Following are a few of the key accomplishments from FY 2016:

• PI PORTAL – In December the Research Foundation launched the PI Portal, a web-based interface allowing authorized users access to sponsored project, discretionary and other cost centers financial reports and information. This reporting system provides virtually live up-to-date financial information to faculty researchers and administrators any time they log-in. We were able to substantially eliminate the multiple e-mail distributions of monthly financial information for sponsored projects and discretionary accounts. The feedback received on this information system has been extremely positive.

• OUTREACH ACTIVITIES – Also in December the Foundation hosted several information sessions and demonstrations of the PI Portal. These live demonstrations were very beneficial in familiarizing the research community with the many new features provided including the ability to download and analyze financial data. In January we expanded the PI Portal presentation to include a detailed overview of the structure of the Research Foundation and the many services we provide. These information sessions provided an excellent opportunity for Research Foundation staff to have face-to-face interaction with faculty and to receive direct feedback from the research community.

• INTELLECTUAL PROPERTY – During fiscal year 2014 the Foundation successfully closed the most significant licensing agreement in its history with an equity exchange that included the licensing of 21 technologies from the University’s Center for Bioelectrics. The company, Pulse Biosciences, Inc. issued its initial public offering (IPO) of stock in May 2016 at $4.00 / share. The Foundation’s pre-IPO percentage of ownership was 17.56% of the company owning 1,328,483 shares. At $4.00 / share this equates to a valuation of $5.3 million. The IPO was for 5 million shares and has been fully subscribed. The current price is in the range of $4.50 / share. In accordance with University policy, when ultimately sold or distributed the net proceeds of this investment are shared equally between the faculty inventors and the University.

• STAFFING – Fiscal year 2015 was also a very good year with respect to staffing at the Research Foundation. In August Richard Steinhart joined as the Director of Sponsored Programs and Casey Golliher joined as the Director of Finance in December. Both of these highly qualified individuals have quickly become significant contributors to the management team. In Grants Administration, Shelly Shaff-Frost, John Raynor and Chelsea Vera all joined our team. Kim Ortolano a long-standing employee in Accounting transitioned to a new Grant & Contract Coordinator position and Carey Strickland became full-time as an Accounting Specialist.

• PROMOTIONS AND PROFESSIONAL ACHIEVEMENTS – In Finance, Doreen Garrison was promoted to Controller overseeing many aspects of financial operations and reporting. La Toya Sorrell was promoted to Senior Accountant and Beverly Uzel successfully passed the Uniform CPA exam. Several members of the Sponsored Programs team also successfully obtained the Certified Research Administrator (CRA) designation. The staff here at the Research Foundation now includes three CPA’s and nine CRA’s providing the professional level of service today’s regulatory environment requires.

• INFORMATION SHARING - In January of this year, in conjunction with the Office of Research the Foundation started a series of meetings with various functions within the University administration. We are excited about having the opportunity to help the University administration better understand the Research Foundation operations and the significant level of services we provide the research community. Members of the Research Foundation management team have met with key personnel in the University’s Information Technology Services, Human Resources and Accounting departments. In addition to these meetings several members of the Foundation’s Board of Trustees joined me in providing a presentation to the Office of Research on the value the Foundation provides and the challenges we face. The ultimate goal of these meetings will be to ensure that the services provided to the research faculty are maintained at a high level to meet customer service expectations while remaining compliant with federal regulations in the most cost-effective and efficient manner.

• FY17 OPERATING BUDGET – At its June meeting, the Foundation’s Board of Trustees approved the operating budget for the Research Foundation’s fiscal year ending June 30, 2107. The budget was developed in close collaboration with the Office of Research as well as University administration. This year’s operating budget is very much a work-in-process and will be continually reviewed as we move forward during the fiscal year. The FY17 budget has an increase of 3.1% over the FY15 and FY16 budgets (zero budget increase for FY16) and is due primarily from having a 27th bi-weekly pay-period during the fiscal year (an anomaly that occurs every eleven years).

All in all, 2016 ended with the Research Foundation in a good position to move forward with a renewed emphasis on customer service and cost efficiency. Within the next several weeks we will be rolling-out a completely redesigned Payroll Authorization System (e-108) that we anticipate will be more user-friendly as well as containing programmed logic to reduce clerical and input error rates. We will also continue to review and evaluate internal processes in the light of improving efficiency and cost savings. Additional automation of key processes is critical to expanding capability and reducing costs.

The Research Foundation as well as the University administration is continuously challenged with meeting the service expectations of the research faculty while managing an ever-changing portfolio of research projects. As many researchers are aware the competition for research funding is significant and growing. Maintaining and growing a research portfolio that responds to the intellectual pursuits of faculty while also producing an adequate level of recovered indirect cost can be daunting.

FY 2017 will have its share of challenges. However, when approached in a spirit of collaboration and team building, many obstacles can be overcome. This summer I intend to reach out to the Associate Deans for Research to periodically meet as a platform to identify concerns, improve communication and feedback. I am also encouraging both the Research Foundation management team and staff to increase their direct communications with faculty and administrators. This can be done through periodically attending departmental or college meetings as well as one-on-one meetings to address project activities, deliverables and due dates. As in previous years, we will have an on campus outreach event scheduled each semester.

We remain committed to improving efficiency and the quality of the services we provide to the research community. We continue to work to identify our strengths and weaknesses as well as the opportunities that arise. We remain focused upon the unique value the Research Foundation provides the University by being a 501-c (3), non-profit corporation. Our joint efforts will be focused upon how to best leverage our processes and execution to provide maximum value to the research community. Over the past several years we have made improvements in our internal communication and working environment while strengthening accountability. I very much look forward to being able to continue this process throughout fiscal year 2017 in full collaboration with the Office of Research and the research community.

With regards,

Julian

Julian F. Facenda, Executive Director

ODURF Timesheet Deadline (05/23/2016)

To all hourly employees and their supervisors:

Please be reminded that due to next week’s Memorial Day holiday (Monday, May 30th), time sheets are due to the Research Foundation this Friday, May 27th as indicated on the Foundation’s pay schedule.

Please remember that time sheets placed in campus mail on Friday WILL NOT be received by the Research Foundation in time. If you are unable to drop them off in person, you may scan and e-mail them to lstlaure@odu.edu or vxsexton@odu.edu.

Thank you.

2016 Milage Reimbursement Rate (01/04/2016)

Old Dominion University Research Foundation will adjust its standard reimbursement rate for the use of one’s personal automobile for business purposes to $0.54 cents for 2016. The new rate is effective January 1, 2016 and will apply to all official travel on or after that date. The new rate matches the rate approved by the General Services Administration.

PI-Portal - Scheduled Demonstrations (12/15/2015)

The ODU Research Foundation is excited to announce a new enhancement that will facilitate reporting and providing information to the research community. Since the implementation of our new accounting system, the Research Foundation has been steadily working to develop a “PI Portal”. Many researchers have expressed an interest in being able to access their projects in real-time and control the level of detail they review, unlike with the current monthly reports that are distributed.

After some beta testing, we are ready to open the portal to all researchers and their approved administrative staff. We will host two demonstrations:

Tuesday, December 15th from 12:00pm-1:30pm or Wednesday, December 16th from 11:00am-12:30pm

The demonstrations will be held in the 1st floor conference room of IRP Building #2 (4211 Monarch Way). Please RSVP to Dawn Hamilton at shamilto@odu.edu or 683-7244 regarding which day you would like to attend by Thursday, December 10th.

Julian F. Facenda, Executive Director

ODURF Timesheet Deadline (12/10/2015)

To all Research Foundation Hourly Employees and their Supervisors-

Timesheets for the December 18th payroll (pay period 11/29/15-12/12/15) are due as usual on Monday, December 14th by 10:00 A.M.

Additionally, please be reminded that ODU is CLOSED Thursday, December 24th through Friday, January 1st. In order to process payroll for the 12/31/15 pay date, we MUST have the time sheets for the 12/13/15-12/26/15 pay period BEFORE Winter Break.

Therefore, time sheets for the 12/13/15-12/26/15 pay period are due by 10 A.M. on Thursday, December 17, 2015. You may estimate your time for the period of 12/13/15-12/26/15. Any corrections may be made on the following pay period (pay date 1/15/16).

Please remember that time sheets placed in campus mail will NOT be received by the Research Foundation on time. If you are unable to drop your time sheets off in person, then you may scan and e-mail them to lstlaure@odu.edu or you may fax them to (757) 683-5290.

Thank you and have a great Winter Break!

ODURF Timesheet Deadline (10/01/2015)

Due to Hurricane Joaquin and the uncertainty of possible power outages and damage, the Old Dominion University Research Foundation wants to ensure that we are able to process payroll in time for the 10/9/15 pay date. In order to do this, we are requiring timesheets to be turned in no later than 10:00 am tomorrow, Friday, October 2, 2015 for the two week period 9/20/15-10/3/15. You may estimate your time for 10/2/15-10/3/15. Any corrections may be made on the following pay period (pay date 10/23/15).
Time sheets may be scanned and e-mailed to Linda St-Laurent at lstlaure@odu.edu or you may fax them to 683-5290 as early as possible but no later than 10:00 am, Friday, October 2, 2015.

If you have any further questions or concerns please contact Linda St-Laurent at 683-7218.

Thank you.

Research Foundation Update (07/09/2015)

Hello to all,

As we begin the new fiscal year I would like to take this opportunity to review some of the Foundation’s important accomplishments during fiscal year 2015 and discuss new opportunities and a few challenges we will face in the coming year. We continue to work very hard to provide great service to the Research community, and actively seek your feedback in improving our quality of service. Following are a few of the key accomplishments from FY 2015:

• SYSTEM IMPLEMENTATION – In September the Research Foundation went live on its new core software system. This new system fully integrates general ledger, human resources, grants administration, purchasing and financial reporting and is allowing us the opportunity to further automate our internal processes. It is always a significant challenge to replace a legacy computer system, especially when it the essential core of everything we do, but we successfully completed the transition, while continuing to accommodate researchers and staff. We are live on the new system and expect further improvements to come as we continue to refine our ability to leverage its capabilities and enhanced reporting options.

• OUTREACH ACTIVITIES – Also in September the Foundation hosted an Information Session and Open Forum where we provided an update on the new system and related enhancements. In April we hosted a session in conjunction with the Defense Security Service focused upon increasing security awareness and reducing insider threats and adverse information. Both sessions were held on campus at Webb Center and not only provided an excellent opportunity for Research Foundation staff to have face-to-face interaction with faculty but also allowed for direct feedback from the research community.

• INTELLECTUAL PROPERTY – In November the Foundation successfully closed the most significant licensing agreement in its history. This work was the culmination of efforts two years in the making and includes the licensing of 21 technologies from the University’s Center for Bioelectrics. This agreement was a collaborative effort with Eastern Virginia Medical School as it includes some jointly held patents. In connection with the license agreement the Foundation also executed a sponsored research agreement that will provide $1million to further research on some of these technologies and bring them closer to commercialization.

• FACILITIES AND AMINISTRATIVE RATE AGREEMENT (F&A) – In March we successfully negotiated new facilities and administrative (F&A) rates (also known as Indirect Cost or IDC) that will be in effect for the next three fiscal years (2016-2018). The new On-Campus rate for Organized Research of 55% is a 2% increase over the previously approved rate. We were successful at keeping the FY15 rate at the provisional 53% so as to not negatively impact any existing projects. The increase in rate is reflective of the University’s continued commitment and investment in research infrastructure.

• GSA SCHEDULES – In June the Foundation was awarded its first ever General Services Administration (GSA) Schedule Contract. This award is in the Professional Engineering Services (PES) of the Federal Supply Service Schedules. The service category includes Strategic Planning for Technology Programs / Activities, Concept Development and Requirements Analysis, System Design / Engineering and Integration and Test and Evaluation. The award covers indefinite quantities and/or services and will not require performance or delivery until specific orders are received. It is anticipated that the Virginia Modeling and Simulation Center will be a primary user of this contract, however it is available to other engineering departments within the University.

All in all, 2015 ended as a strong year and fiscal year 2016 is starting off on an even higher footing. First, I have good news with respect to our staffing. In June, I was able to re-direct funds to provide an additional Grant and Contract Administrator to the post-award team without increasing operating cost. The

additional position will assist in the redistribution of GCA workloads to evenly distribute the project demand and enhance service levels to faculty. We were most fortunate to fill this position with Bridgett Burman who had previously been at the Research Foundation for a period of three years. Bridgett has quickly re-engaged with our processes and will soon be handling a project workload within the College of Engineering.

Later in July we will be welcoming Shelly Shaff to our post-award team. Shelly comes to us from Cornell University. She has been with Cornell since July, 2001 completing almost 13 years, with close to 10 of those years in post award. In Shelly’s current position as a Finance Reporting Specialist in the Department of Food Science she is responsible for proposal preparation and submission, account set up, budgets and various financial activities in post award. Prior to her experience at Cornell she served in several accounting/bookkeeper roles.

Finally in August, after an exhaustive search we are proud to announce that we will have successfully filled the long vacant position of Director of Sponsored Programs when Richard Steinhart joins our team. The Director of Sponsored Programs position provides oversight and leadership to the pre-award, post award, and close-out functions as well as being the subject matter expert on grant and contract regulations and compliance. Richard has over twenty years of experience in Research Administration encompassing grants/contracts, budgeting/finance, operations business process development/improvement and customer service. Since 2007 he has held the position of Administrative Officer in the Department of Medicine, Division of Allergy, Pulmonary, Critical Care Medicine and Center for Lung Research at the Vanderbilt University Medical Center in Nashville, Tennessee.

Maintaining a high level of service is never without challenge, and FY 2016 will have its share, especially in view of a decline in indirect cost recovery due to an increasing number of awards with reduced recovery rates. While the fiscal year 2016 operating budget is currently undergoing review by the Research Foundation’s board of trustees, we have proposed a budget with no operational increase over the amount approved for fiscal year 2015. We remain committed to improving efficiency and have proposed reductions in areas that will not negatively impact our ability to deliver the best possible services to the research faculty.

Towards the end of improving the quality of the services we provide to the research community we have been working to identify our strengths and weaknesses as well as the opportunities and challenges that we face as an organization. Among the many steps we have taken as a result of this review, we are taking specific steps to improve internal communication, and strengthen accountability. As a consequence of a fast-changing regulatory compliance environment, and greater demand for cost control due to the aforementioned decline in indirect cost revenues, we are pursuing opportunities to leverage our process and execution to enhance the benefits that the research foundation affords the university:

• Contractual flexibility – separate incorporation and management allowing for prompt negotiation of contracts and the ability to accept terms and conditions normally prohibited for state agencies • Expedited procurement – through a purchasing policy that is more flexible than state guidelines allowing for prompt acquisition of research supplies and equipment • Audit responsibility – providing a separate A-133 compliance audit completed within 90 days of year end • The ability to hold funds for the benefit of the University – maintain Dean, department and faculty discretionary funds that carry-over from year-to-year • Responsive Accounting support – providing the ability to process travel advances, settlements and reimbursements within 24 hours • Responsive project set-up and management – providing the ability to establish a project account and authorize spending quickly upon receipt of award document

• Human Resources – the ability to hire, promote and retain talented staff for research projects, labs / centers and to facilitate benefit administration, compliance and payroll processing • A highly responsive team for proposal submissions – with a well trained staff familiar with agency requirements • A Post award team of professionals that help assure compliance with award conditions • Superior administrative support – easing the burden on researchers • Functional independence – and able to take actions that state agencies guidelines would not otherwise permit in order to benefit faculty research activities

As we move into fiscal year 2016, the Research Foundation will remain committed to making significant enhancements to the services we provide the research community while keeping and improving our responsiveness to the needs of the faculty.

With regards, Julian

Julian F. Facenda Executive Director

Corrected Pay Date For July 3, 2015 (07/02/2015)

Please be aware that the correct pay date for the 6/14/15-6/27/15 timeframe is July 3, 2015. When the original pay schedules were created a year ago, we were under the understanding that the banks would be taking July 3rd as the holiday. We later learned that they were only taking July 4th as the holiday. We apologize for any inconvenience this may have caused. If you have any questions, please feel free to contact Doreen Garrison, Accounting Manager at (757) 683-7212 or dgarriso@odu.edu.

2015 Mileage Reimbursement Rate (01/21/2015)

Old Dominion University Research Foundation will adjust its reimbursement rate for the use of one’s personal automobile for business purposes to $0.575 cents for 2015. The new rate is effective January 1, 2015 and will apply to all official travel on or after that date. The new rate matches the rate approved by the General Services Administration.

Important Payroll Reminder (12/16/2014)

Hourly Employees and their Supervisors – ODURF / ODU is CLOSED Wednesday December 24th through Friday January 2nd.  In order to process payroll for the 01/02/15 pay date, we MUST have the time sheets for the 12/14/14-12/27/14 pay period BEFORE Winter Break.

Please submit time sheets by NOON on Wednesday, December 17, 2014.  You may estimate your time for the period of 12/18/14-12/27/14. Any corrections may be made on the following pay period (pay date 1/16/15).

Please drop off the timesheet at the Research Foundation or scan and e-mail to lstlaure@odu.edu.  Thank you very much for your cooperation in this matter.

Research Foundation Update (10/28/2014)

It is that time again to provide the research community with an update of activities here at the Research Foundation.  The past few months have been very productive and rewarding.  However we still have many challenges ahead.

First we would like to share with you some of the recent accomplishments.

    SYSTEM IMPLEMENTATION - On September 1st the Research Foundation went live on our new core software system. The full integration of general ledger, human resources, grants administration, purchasing and financial reporting was the culmination of a process that initially began in fall of 2010. The new system is being aligned with existing web-based capabilities to form an effective enterprise resource planning platform. In connection with this system implementation we have provided a series of “RF System Updates” to the research community via the PI list serve to keep abreast of the activities. These updates have covered information on the following:

    • New project numbering
    • Employee payroll information and available web services
    • New electronic payroll authorization form (e-108)
    • New monthly financial reports and formats
    • Feedback on monthly financial reports and requested enhancements


    OUTREACH ACTIVITIES - On September 10th, the Foundation hosted an Information Session and Open Forum where we provided an update on the new system and related enhancements. We used this opportunity to provide a demonstration of the new electronic payroll processing form and a preview of the new monthly financial reports. The event was well attended and the participation by those in attendance was very productive. We continue to stress the importance of feedback from the research community and our commitment to process improvement.

    WELCOME TO NEW FACULTY – On September 3rd and 4th members of the Research Foundation staff participated with the Office of Research in a new faculty orientation. The program provided an overview of the structure of the Office of Research and the Research Foundation and an overview of the services provided by each organization in support of sponsored research.

    WELCOME TO NEW STAFF  - We are excited to have some new staff joining the Research Foundation team:    

    • Human Resources – Jennifer Curcione started employment in the recently approved position of Human Resources Generalist on September 2, 2014. Jennifer has over eleven years of Human Resources experience.  She earned her Master of Arts and Education degree in Human Resources Development from The George Washington University as well as a Bachelor of Science degree in Commerce with a Human Resources concentration from Niagara University. Additionally, Jennifer has her certification as a PHR (Professional in Human Resources). Jennifer will assist with the daily administration of HR services, HRIS, compliance and regulatory reporting, and employee training

    • Grant Administration – Carly Thomas joins us from Vanderbilt University Medical Center where she has worked for several years in various positions all involved in research administration and fiscal support.  She brings a wide range of experience covering both pre and post award requirements.  Carly received her Bachelor of Science degree from Vanderbilt University and is currently enrolled in a graduate degree program to receive her Master of Science in Management, Emphasis on Research Administration.
    • Maria Delacruz joined us on October 6th bringing over seventeen years extensive work experience in accounting, grants management, budgeting, and financial analysis and reporting.  Maria received her Bachelor’s Degree in Accounting in the Philippines and holds a Master’s in Business Administration for Cameron University in Oklahoma.  Maria’s previous experience in sponsored research administration was at the University of North Florida.  

      Kimberly Williams joined the Foundation on September 29th coming from Raleigh, North Carolina where she spent the last thirteen years with the North Carolina Department of Public Safety, Governor’s Crime Commission division.  Kimberly received her Bachelor of Science in Criminal Justice from Old Dominion University in 1995, a Master of Arts in Urban Affairs from Norfolk State University in 2002 and holds a Certified Public Manager designation.

    • Office Services - Kathryn Speas recently joined our Office Services team as a Technician.  Kathryn holds a Bachelor of Science in Criminal Justice from Old Dominion University.  Kathryn has previous experience with the Naval Facilities Engineering Command and most recently was with Colley Avenue Copies & Graphics.
    • Information Systems – Joining our team on October 30th is John Graff in the position of Information Technology Specialist.  John’s previous experience includes over twelve years with the American Red Cross where he managed, administered and maintained IT systems and provided support for IT resources and services to over 600 users in multiple locations.  John holds multiple technical certifications and has been the recipient of several achievement and service awards.

Now we would like to address some of the significant challenges still ahead.

STAFF RETENTION AND ORGANIZATIONAL HEALTH – The Research Foundation remains focused on providing the best customer service possible to support the university and the research community. At our most recent Executive Committee meeting, held in August, we initiated a discussion of the high level of staff turnover that continues here at the Foundation. The turnover rate for FY 2015 was 16.4% and this rate has not been below 10% since FY 2005. The management team proposed a plan to begin addressing this situation identifying key areas of concern including employee satisfaction, work distribution, mentoring / training, compensation analysis and professional development.

Since the August meeting we have committed time and energy to analyze the organizational health of the Research Foundation and to delve deeply into the area of employee satisfaction. We have retained Marshall Advisory Group to conduct a series of confidential interviews with all core staff members to assess our organizational health and identify areas for improvement. This review commenced September 5th and is expected to be completed shortly. Concurrent with this study we are working with Marshall Advisory Group under a pro-bono arrangement, for a study to improve communication among the Foundation management team.

We are committed to this improvement initiative and the Research Foundation board of trustees remains equally committed to taking the necessary steps to resolve the issues with staff turnover as it has a significant impact on our ability to reach our desired level of customer service.

FOUNDATION COST - The cost of operations for the Research Foundation has increased over the past two years and I am keenly aware of the concerns of the research faculty. In FY13 the cost of operations of the Research Foundation received from the indirect cost allocation was 36%. In FY14 this cost increased to 41%. While we did experience staff turnover, for most of fiscal year 2014 we did have a full complement of staff which reflected the financial impact of three new positions that were initially authorized in the FY13 operating budget. These three new positions were all focused in the grant administration functions and collectively amount to 3% of this increase in cost. Coupled with the effect of this increased cost, the total indirect cost recoveries for FY14 decreased by 3% from total FY13 indirect cost recoveries.

FOUNDATION RESERVES – The financing model for the Research Foundation has allowed for the accumulation of investment earnings into its general undesignated reserves. Over a period of many years the Foundation was able to accumulate and maintain an adequate reserve level. However, the significant market downturn that occurred in 2008 coupled with the extremely low investment returns since that time has significantly impacted our reserve level.

The purpose of the general undesignated reserves is to provide funds to meet nonrecurring expenditures that are not normally covered though on-going operations. The past three fiscal years have required the use of these reserves in connection with the investment in new systems as well as significant accounting, consulting and legal services that have benefited both the Foundation and the University. In August 2013 the University approved an additional allocation of indirect cost recoveries to be set-aside until the undesignated general reserves are returned to an adequate level. For the fiscal year ended June 30, 2014 this reserve replenishment represented 5% of indirect cost recoveries.

In closing, we would like to say that the past three years have been a time of significant change here at the Research Foundation.  We have provided for new staff positions, invested in new systems and are now focused upon our most important asset, our people.  We are fully committed to hiring, training and retaining a highly effective work force and providing a professional and collegial work environment. 

We are very much look forward to fiscal year 2015 being one that will enable the Research Foundation to make significant enhancements to the services we provide the research community while continuing to be cost-effective and responsive to the needs of the faculty.

 

Old Dominion University Research Foundation will adjust its reimbursement rate for the use of one’s personal automobile for business purposes to $0.575 cents for 2015. The new rate is effective January 1, 2015 and will apply to all official travel on or after that date. The new rate matches the rate approved by the General Services Administration.

Feedback On Monthly Financial Reports (10/20/2014)

RESEARCH FOUNDATION SYSTEMS UPDATE
Monthly Reports Feedback

On Monday October 13th we distributed the first set of monthly reports from the new accounting system.  The reports were for the month ending September 30, 2014.  The purpose of this update is to provide you with some of the initial feedback we have received.

  • The format of the Project to Date Summary Report for the sponsored program accounts has been very well received. The columns reflecting Revised Budget, Actual Expenditure, Encumbrances and Available Budget are clear and concise. Removing the revenue object codes from this report and the Project Detail Report reduces the confusion sometimes caused with the positive and negative amounts of object code and total project overages.
  •  Some users noted that the font sized was too small on some reports. We have determined that the appearance of the smaller font changes during the transmission process. The actual reports that are generated from the general ledger system print in a legible size. As part of the distribution process the reports are run through a program that converts them into a Word format and then groups them for the e-mail distribution. We are working with the software vendor to determine a fix for this issue.
  • The Expanded General Ledger report that provides detail of transactions that posted during the month is missing the column heading for the Transaction Description, Effective Date and Debit Amount. The Credit Amount heading is not reflecting in the proper place. This issue is also a factor of the report distribution routine discussed above and we are working to correct. 
  • On the Encumbrance Summary Report it has been noted in a few situations the employee’s name did not carry through to the report. We are currently researching this issue.
  • In a very few incidents with the IDC roll-back accounts for matching requirements, as well as some discretionary accounts that utilize budgets there may be additional or custom reporting needed to clearly reflect activity and balances.  We are currently researching this issue to determine if a change in the procedures for the budget set-up for these accounts or additional reporting is the most appropriate course of action.
  • Receiving monthly reports in an Excel format has also been a frequent request and is being pursued. 
The new accounting system provides significantly enhanced reporting capabilities.  This is the very beginning of implementing this new reporting system and your continued feedback is very important to us.

Monthly Financial Reports (10/13/2014)

RESEARCH FOUNDATION SYSTEMS UPDATE
Monthly Reports

The Old Dominion University Research Foundation converted to a new general ledger and project accounting platform effective September 1, 2014.  This update is to provide faculty, principal investigators and administrative personnel responsible for managing sponsored program and discretionary accounts information regarding the new monthly financial reports. 
 
A monthly closing process is a standard process for most business or other operating entity.  This process entails assuring that all required transactions are recorded in the appropriate accounting period.  At the Research Foundation this process typically takes 5 to 6 business days to accomplish.  Once the books are closed monthly financial reports are distributed to PI’s, Co-PI’s and other designated parties.  The new accounting system has afforded us the opportunity to revise the formats of the standard reports that will be distributed for each active sponsored project, cost center and discretionary account.  The following is a brief description of each of the new reports.
 
Sponsored Project Accounts - Three reports will be provided as follows:
 
·         Project to Date Summary Report – This report is a summary of activity by general ledger object code covering the period from project inception to the current period month-end.  The information will be reflected in four columns:
  •   Revised Budget reflecting the current total authorized budget for the project.
  •   Actual expenditures incurred and charged to the project from inception.
  •   Encumbrance reflecting amounts obligated but not yet incurred and charged as expenditure. 
  • This will included authorized payroll, fringe benefits, supplies, general expenses and equipment.
  •    Available Budget reflecting the net available funds at the end of the period in each object code.
·         Summary Encumbrance Ledger – This report is a summary of outstanding encumbrances as of the month-end.  This reports is also by general ledger object code and provide information as to the composition of the total encumbrances reflected on the Project to Date Summary Report
 
·         Project Detail with Encumbrances – This reports is prepared with the same lay-out as the Project to Date Summary Report described above.  The information in this report reflects the detail of transactions that were posted during the current month of the report by object code and effective date of the transaction.  The report reflects the name of the individual or vendor paid and a brief description of the purpose of the expenditure.
 
Discretionary, Department Accounts and Cost Centers – Three reports will be provided as follows:
 
·         Discretionary to Date Summary Report – Unlike sponsored project accounts, these accounts typically do not have established budgets and must reflect recorded revenues to provide accurate information.  This report is a summary of activity by general ledger object code covering the period from project inception to the current period month-end.  The information will be reflected in three columns:
  •   Actual expenditures incurred and charged to the project from inception.
  •    Encumbrance reflecting amounts obligated but not yet incurred and charged as expenditure.  This will included authorized payroll, fringe benefits, supplies, general expenses and equipment.
  •    Available Budget reflecting the total funds received or expended, or encumbered at the end of the period for each object code.  The net total amount of the Available Budget Column reflects the actual amount of funds available in the account.  A negative total amount in this column indicates the account is over expended.
 
·         Summary Encumbrance Ledger – This report is a summary of outstanding encumbrances as of the month-end.  This reports is also by general ledger object code and provide information as to the composition of the total encumbrances reflected on the Discretionary to Date Summary Report
 
·         Expanded General Ledger – This is a detail general ledger report that reflects only the actual charges that were posted to the account during the current month.  This report is provided to assist the users that wish to research or identify specific charges posted.  Debit transactions typically reflect the expenditure of funds.  Credit transactions typically reflect revenue received transfers of funds into the account or refunds of previous expenditures. 
 
 
The new accounting system provides significantly enhanced reporting capabilities.  The reports above are the standard monthly reports that will be issued.  There are multiple additional reports or special reports that can be provided upon request.  This is the very beginning of implementing a reporting system that will enable you to effectively manage your funds.  Your feedback on these reports both positive and negative is very important to us. 
 

Please do not hesitate to any member of the accounting team or your grant and contract administrator with any concerns or suggestions for enhancements you may have.

Electronic Paystub and Web Services (08/15/2014)

Employee Web Services (EWS) allows employees to access their personal information on the web from the convenience of their own computer.

Employee Web Services provides the following features:

  • Web-based:  Employees can access personal information and request updates wherever they have Internet access.
  • Easy navigation:  Employees can review personal information, payroll check history, and future W-2 information in one web-based location.
  • Check stubs:  Employees can view and print check stubs remotely.

In order to use Employee Web Services, an employee must first create an account.  This is required before an employee can log on to Employee Web Services for the first time. The employee UIN is also the employee ID.
The web address for Employee Web Services is https://hera.odurf.odu.edu/ews
For additional information, a user manual is provided on the web page. 
NOTES:

  • Check entries prior to 8/15/2014 reflect check processing and balancing to the previous system. (Those check numbers in EWS do not correspond to actual checks issued.)
  • The check issued on 8/15/2014 is the first check processed in the new system.

ENHANCEMENTS TO THE EMPLOYEE PAY STUB:

  • Deduction Codes represent Employee contributions.
  • Benefit Codes represent Employer contributions and are shown in detail.
  • Tax Codes represent the employer (ER) and employee (Amount) paid taxes and year to date totals.
  • Year to date Taxable wages correspond to the W-2 wage boxes.
  • Additional life deductions are presented individually by employee, spouse, and/or child(ren). This was previously presented as one combined additional life withholding amount.

For additional information or questions concerning the above, please contact any member of the Research Foundation Human Resource or Payroll teams.  A complete listing of the Research Foundation core staff is located at the following address: http://www.researchfoundation.odu.edu/staff/staff.html

Employee Payroll Information (08/15/2014)

The Old Dominion University Research Foundation has completed its conversion to a new payroll processing system.  This update is to provide Research Foundation employees with pertinent information concerning changes to their paycheck or EFT remittance advice.  The information on these documents is divided into five sections:

  • Earnings – Upper Left – This section indicates the earnings code, rate of pay, hours paid and total amount for the current pay period. 
  • Deductions – Upper Right – This section indicates deductions from your current pay.  These deductions cover employee portion of health, dental, vision, insurance and other authorized withholdings.
  • Leave – Lower Left – This section indicates the amount of annual and sick leave earned and / or taken during the current pay period.  Also indicated is the available balance of accrued and unpaid annual and sick leave earned.
  • Taxes – Lower Right – This section indicates the amounts for both the current pay period and cumulative calendar year-to-date of required withholding for taxes.  These tax withholdings include any federal and state income taxes, social security and Medicare premiums.
  • Bank Account – Bottom Left – On EFT remittance advices this section indicates the account number and amount your earnings have been transferred to.  This may be one or multiple accounts as requested by you as an employee.
  • Totals – Summary – This section is a summary total of the earnings, deductions, taxes comprising the net pay for the current pay period.

The bottom of the document is either a negotiable check for deposit or a non-negotiable direct deposit advice.

The most common earnings, deductions and tax codes reflected on a pay check or remittance advice are as follows:

EARNINGS CODES

DEDUCTION CODES

SLRY

Salary Pay

ADD AD-D

Additional AD&D Insurance

ADJSAL

Pro-Rated Salary Pay

ADD LIFE

Additional Life Insurance

HRLY

Hourly Pay

CH LIFE

Child(ren) Life Insurance

RETRO

Retroactive Pay

CRITCARE

Critical Care

OT

Overtime Pay

DENTAL

Dental Insurance

AL

Annual Leave Pay

HMO HLTH

HMO Health Insurance

SICK

Sick Leave Pay

PARKING

Parking Pass Deduction

PPO HLTH

PPO Health Insurance

TAX CODES

PRINCIP

Principal TSA Deduction

FIT

Federal Income Tax Withholding

SP LIFE

Spouse Life Insurance

SS

Social Security Tax (FICA)

UNITED

United Way contribution

MC

Medicare (FICA)

SWT-VA

State Withholding Tax

Other information concerning changes in employee net pay:

Virginia State Income Tax Withholding (SWT) – Please note that the new software rounds all Virginia State Income Tax withholding to the nearest whole dollar.  This is compliant with the Virginia Withholding Tax Code.  Therefore most employees will see a small change in the amount of their state income tax withholding.
Tax Non-Residents Federal Withholding – For International employees that are classified as Tax Non-Residents, there may be a decrease in the amount of federal income taxes withheld.  

Project Numbers (08/14/2014)

Project Number Converter (08/14/2014)

Research Foundation Systems Implementation (08/11/2014)

Hello to all,

I am pleased to report that the Research Foundation is now in the final stages of the implementation and delivery of a new enterprise reporting platform to the research community. The existing systems that have been in place since the early 1990’s have been limited in their ability and flexibility to be successful in supporting sponsored research activity at Old Dominion University.  The Research Foundation management team began evaluating replacement options, with assistance from the professional services firm of RSM McGladrey. Three potential systems were thoroughly demonstrated and evaluated.  The software package currently known as Abila (formerly Sage MIP Fund Accounting) provided the most effective integration of general ledger, human resources, grant administration, purchasing and financial reporting and is being  integrated with new and existing web-based capabilities to form an effective enterprise resource planning platform. 

We are currently on-target with a “Go-Live” date of September 1st.  The human resources and payroll modules of the new systems are fully up and operating and we have been processing dual payrolls since early March.  The general ledger module will contain detail financial data for the previous four fiscal years of history (FY2010 through FY2014) and will be uploaded for the current year through August 31st.  Dual processing and testing of June transactions is substantially complete.  The design of the new general ledger has required the development of a new project numbering methodology that enhances our ability to group related projects and task order activities.  The new system will also enhance our procurement process significantly by linking the electronic requisition, purchase order, and accounts payable processes.  The new systems will build from the existing electronic requisition system to alleviate additional changes for external users submitting requisitions.

Our enterprise resource planning platform is a combination of several modules. An automated web-based payroll authorization (e-108) application has been developed internally by our IT and HR staff that significantly improves the efficiencies in hiring and payroll. The new robust payroll encumbrance system will provide timely and accurate committed payroll obligations necessary for effective project management.  The new grants administration module provides a significant number of additional fields for tracking award information, compliance and reporting requirements. This will assist administrators in support of faculty researchers.  We have developed an initial package of project financial reports in a more user friendly format. You are invited to attend an open forum on September 10th to discuss your initial impressions and recommendations. We will continually seek your direct feedback for further enhancements to the standard reports as well as customized reporting requests. 

Over the next several weeks we will be distributing periodic updates via the PI List Serve with more detailed information on specific aspects of the implementation.  It is anticipated that these will cover the following topics:

We anticipate that these enhancements will allow for the successful administration of sponsored programs by providing responsive and cost-effective support. Our goal is to make this transition as smooth and seamless as possible to our faculty researchers and administrative support staff.  During this process please feel free to contact any member of the Research Foundation management team and IT staff with suggestions, questions or concerns you may have.

Julian F. Facenda
Executive Director

Research Foundation Update (06/30/2014)

As fiscal year 2014 comes to a close, it is a good time to provide the research community with an update of activities here at the Research Foundation and what to look forward to in the new year. (more)

Research Foundation time sheets due on Friday, June 27th (06/26/2014)

To all hourly employees and their supervisors:

Please be reminded that due to next week’s July 4th holiday our payroll must be processed a day early.  In order to help facilitate this, time sheets are due to the Research Foundation this Friday, June 27th as indicated on the Foundation’s pay schedule.  

Please remember that time sheets placed in campus mail on Friday WILL NOT be received by the Research Foundation in time.  If you are unable to drop them off in person, you may scan and e-mail them to lstlaure@odu.edu or jmendena@odu.edu.

Thank you.

ODU Research Foundation Summer 2014 Employment (04/22/2014)

Student Summer Semester 05/18/2014 – 08/23/2014 (7 pay periods)
Faculty Summer Semester 05/18/2014 – 08/16/2014 (6.5 pay periods)
Summer 108s Due: Tuesday, May 6, 2014

Forms:  Payroll Authorization: http://researchfoundation.odu.edu/pdf/payauthor.pdf
Time Sheets: http://researchfoundation.odu.edu/forms/forms.html
Payroll Schedule: http://researchfoundation.odu.edu/pdf/2013AcademicPaySchedule.pdf
New employee paperwork: http://researchfoundation.odu.edu/forms/forms.htm.

All Research Foundation employees, new or employees not working within the past two years, must complete and return the new employee paperwork prior to beginning work.

Work is not authorized until employment documents are complete.  E-Verify: Employees and hiring supervisors are reminded that PRIOR to or on the first day of employment, all new employees must complete new hire paperwork.

Students / International employees are to complete paperwork at International and Student Scholar Services, 2007 Dragas Hall.  U.S. Citizens and permanent residents are to complete paperwork at the Research Foundation, 4111 Monarch Way, Suite 204, Norfolk, Monday through Friday, 8 am to 4:30 pm.  Appointments are not necessary.
•              Students may work full-time (30 hours or more per week) during the summer semester;
•              Hourly students are required to turn in time sheets per payroll schedule;
•              Two (2) signatures are required on the 108 –Student/Employee and PI signatures are required;
•              Student must verify enrollment (transcript or LEO online) in a minimum of 6 credit hours for the spring semester. PhD student/ all but dissertation (ABD) requires enrollment of 1 credit hour.

GRAs:
•              The minimum salary for summer semester is $2,500;
•              Work a minimum of 3 pay periods;
•              Four (4) signatures are required on the 108 – Student, PI, Dept. Chair and Dean;
•              If the GRA is receiving a tuition exemption, check the correct boxes in Part III of the 108. If the payment is received through the Research Foundation, a copy of the student Tuition E-bill must be attached.

Faculty:
•              Department Chair signature is required on the 108 if faculty is submitting 108 for self
•              Non-concurrent H1B visa holders…

New employee paperwork required:
•              108 payroll authorization indicating actual first day of work for this semester;
•              Complete all forms (http://researchfoundation.odu.edu/forms/forms.htm):
•              ODU Research Foundation Employment Application
•              Employee Handbook Acknowledgment
•              Federal and Commonwealth tax forms (W-4 and VA-4)
•              (I-9) Employment Eligibility Verification Form (original documents must be verified)
•              Virginia Child Support Disclosure and Authorization Form
•              Voluntary Self-Identification of Disability
•              Post-Employment Self-Identification
•              Direct Deposit Form

Should you have any questions, please contact ODU Research Foundation Human Resources at 757-683-4293.

Thank you for your cooperation!

REMINDER - Invitation to ODU Research Foundation Open Forum (04/14/2014)

The ODU Research Foundation is hosting an open forum to discuss customer service and process improvement on Wednesday, April 23rd at the Webb University Center.   Please join us to discuss how we may continue to better serve the research community.  Please see the attached invitation for details.

Julian Facenda, Executive Director
Old Dominion University Research Foundation

Spring_2014 Invitation_Open_Forum.docx

ODU Research Foundation Board of Trustees meeting - March 11, 2014 (03/05/2014)

The Old Dominion University Research Foundation Board of Trustees will hold its next meeting on Tuesday, March 11th at 5:00pm.  The meeting is open to the University community.  If you would like to attend, please RSVP to Dawn Hamilton at shamilto@odu.edu or 683-7244 by Friday, March 7th.  The meeting is scheduled to be held in Room 2300 IRP Building #1. 

Faculty Forum on Indirect Costs RESCHEDULED (02/05/2014)

Dear all,

The Faculty Forum on Indirect Costs has been rescheduled for this coming Tuesday, February 11.  The event is still being held in Webb Center – Hampton and Newport News rooms from 12 – 1:30/2 p.m.

Please RSVP at http://fs25.formsite.com/researchdev/form23/index.html

Announcement regarding proposal submissions during the time frame of 1/6 – 1/17 (12/18/2013)

Dear Faculty,

Please note that that the period of January 6th - 17th includes dates extremely high in volume for proposal submissions. If you are planning to submit a proposal during this period and you have not yet sent that information to preaward@odu.edu, please do so as soon as possible. This is especially important if you will be including any sub-contractors or consultants, as a proposal package will be due from those entities well before the due date.

University policy provides that proposals must be submitted to the Research Foundation for production not less than five working days preceding the proposal deadline.

The Research Foundation follows the University’s holiday schedule and as such, our offices are closed beginning December 20th for the holiday break, and will reopen on January 2nd.

Your ODU Research Foundation Pre-Award Team
-             Richard Brammer ext. 500
-             Nicole Swartz ext. 612
-             Stephanie Harris ext. 550

Research Foundation time sheets for 1/3/14 pay date due December 18, 2013 at NOON (12/12/2013)

To all Research Foundation Hourly Employees and their Supervisors-

ODU is CLOSED Monday December 23rd through Wednesday January 1st.  In order to process payroll for the 01/03/14 pay date, we MUST have the time sheets for the 12/15/13-12/28/13 pay period BEFORE Winter Break.

Therefore, time sheets for the 12/15/13-12/28/13 period are due by NOON on Wednesday, December 18, 2013.  You may estimate your time for the period of 12/15/13-12/28/13. Any corrections may be made on the following pay period (pay date 1/17/14). 

Please remember that time sheets placed in campus mail will not be received by the Research Foundation on time.  If you are unable to drop your time sheets off in person, then you may scan and e-mail them to lstlaure@odu.edu or you may fax them to (757) 683-5290.

Thank you and have a great Winter Break!

ODU Research Foundation's Deadlines for Purchasing/Accounts Payable (12/12/2013)

Purchasing will continue to process order requests until the last day before Christmas break, Thursday, December 19, 2013.  If your order needs to be received before the holiday break, please indicate that on the requisition and deliver it to the Research Foundation no later than Monday, December 16th. Otherwise if there is not a long enough lead time for an order’s receipt by December 20th, a request will be made with the vendor to delay the processing of an order for delivery January 3, 2014 or thereafter when the campus reopens from the holiday break.
Accounts payable will process the last immediate pay check run for this year on Thursday, December 19th.  Any items for this batch such as travel advances/expenses, tuition advances, reimbursements, prepay items, etc. need to be received by the Research Foundation no later than noon on Monday, December 16th.  Failure to include the proper documentation, authorization, budget issues, etc. may cause an item not to be paid.  The next immediate pay batch will be processed on January 2, 2014.  Remember that if you choose to have your check sent to a campus address, it will not be delivered before the holiday break.  If you want an item held for pickup before the holiday, please put “HOLD FOR PICK UP” on the paperwork and highlight it so that it will be easily seen.  Checks processed on December 19th may be picked up between 3:00 pm and 4:45 pm that day.
Also, please remember to send in all receiving reports and invoices sent for signature back to the Research Foundation as soon as possible.  The last check run for this year for vendor invoices is December 20, 2013.
All November Visa statements are due no later than Wednesday, December 18th.  All statements must be signed, have project codes listed and all receipts must be attached.
If you have any questions, regarding accounts payable contact Patty Diener at 683-4293 ext. 603; regarding purchasing contact Kathy Ganas at 683-4293 ext. 621.

Student 108 Processing for Spring 2014

This is a reminder  Spring 2014 Payroll Authorization Forms (108s) are due Friday, December 13, 2013 in the Human Resources Department at ODU Research Foundation. Work is not authorized until these documents are complete.  The Research Foundation will be unable to process the new employee’s 108 for payroll until all new hire paperwork is received. Payroll Authorizations (108s)  may be completed for the following periods: per semester, academic year or full calendar year – funds permitting

All Students:
Please reviewthe followingbefore submitting the 108s, to ensure time and accurate processing:

  • Please use the 108 form (revised July 1, 2009) which can be found on our website at http://researchfoundation.odu.edu/pdf/payauthor.pdf;
  • Spring 2014 dates for students are 01/05/14 – 05/17/14 (9.5 pay periods);
  • If the student has an active Fall 108 and will be working on the same project, at the same rate of pay – in lieu of a new 108, send an email to your HR Representative requesting the student’s 108 to be extended to 05/17/13 and state the TOTAL budget for Fall/Spring;
  • Attach the student’s unofficial transcript or LEO online bill, verifying the student has enrolled in a minimum of 6 credit hours for the spring semester.  If the student is PhD and all but dissertation (ABD), then only 1 credit hour is needed;
  • The maximum a student may work during the spring semester is 20 hours per week;
  • Two (2) signatures are required on the 108 –Student/Employee and PI signatures are required;
  • Hourly students are required to turn in time sheets in accordance with the Research Foundation payroll schedule

Time Sheets: http://researchfoundation.odu.edu/forms/forms.html
Payroll Schedule: http://researchfoundation.odu.edu/pdf/2013AcademicPaySchedule.pdf).

GRA’s:
Please reviewthe followingbefore submitting the 108s, to ensure time and accurate processing:

  • The minimum salary a GRA can earn during the spring semester is $3,200;
  • A GRA must work a minimum of half of the semester (5 pay periods);
  • If the GRA is receiving a tuition exemption, check the correct boxes in Part III of the 108. If the payment is through ODURF, a copy of the student Tuition E-bill must be attached;
  • Four (4) signatures are required on the 108 – Student, PI, Dept. Chair and Dean, regardless of tuition exemption.

Employees who have not been paid by the Research Foundation within the past twenty-four (24) months must:

  • report actual first day of work for this semester on his/her 108
  • complete new hire paperwork (http://researchfoundation.odu.edu/forms/forms.htm):
  • ODU Research Foundation Employment Application
  • Employee Handbook Acknowledgment
  • Federal and Commonwealth tax forms (W-4 and VA-4)
  • Virginia Child Support Disclosure and Authorization Form
  • Direct Deposit Form
  • Federal Employment Eligibility Verification Form (I-9) (must be completed at Research Foundation or ISSS as indicated below)

Paperwork Locations: Work is not authorized until these documents are complete
International employees are to complete paperwork at International and Student Scholar Services, 2007 Dragas Hall.  U.S. Citizens and permanent residents are to complete paperwork at the Research Foundation, 4111 Monarch Way, Suite 204, Norfolk, Monday through Friday, 8 am to 4:30 pm.  Appointments are not necessary.

E-Verify:
Hiring supervisors are reminded that PRIOR to or on the first day of employment, all new employees must complete new hire paperwork.  Failure to complete the I-9 and E-verify process timely can lead to fines in excess of $1,000 per incidence. Work to be paid through the Research Foundation is not authorized until these documents are completed. Fines accessed will be the responsibility of the PI or hiring supervisor.

Should you have any questions please call or e-mail ODU Research Foundation Human Resources at 757-683-4293: Hope Fowler, ext. 200 (hfowler@odu.edu); Larry Heitzman, ext. 201 (lheitzma@odu.edu); Deidre Odom, ext. 202 (dnodom@odu.edu).  Thank you for your cooperation!

UPDATE: New process for submitting receipts to the Research Foundation

The Old Dominion University Research Foundation is moving towards electronic files for audit purposes.  To aid us with this new compliance process we request that all original receipts in support of travel, reimbursement and Visa procurement card settlements that are smaller than letter sized be taped to an 8.5 X 11 sheet of paper prior to submitting to the Research Foundation.   Please do not overlap, staple, or tape receipts on top of each other.  The dollar amount of each receipt should be readily accessible.

Thank you for your cooperation with this process.  If you have any questions or need additional information, please contact Doreen Garrison, Accounting Manager at dgarriso@odu.edu or 757-683-4293.

PreAward Services – Post Government Shutdown (10/23/2013)

As we emerge from the government shutdown period, federal agencies are beginning to disseminate information on missed proposal deadlines.

The National Institutes of Health has rescheduled solicitation due dates affected by the shutdown. Specific information on these reschedule dates can be located in their notice, which is linked below:

http://grants.nih.gov/grants/guide/notice-files/NOT-OD-14-003.html

The National Science Foundation has revised all proposal deadlines for proposals due between October 1 and October 25. A specific schedule of these revised due dates can be found in the link below:

http://www.nsf.gov/bfa/dias/policy/postshutdown/guidance_oct22.pdf

The effect from other federal agencies has been minimal on our PreAward operations. Your Grant & Contract Administrator will work with you on a case by case basis. However, the delay of these proposals is resulting in a heavy volume of proposals due within the next four weeks. Please work closely with your PreAward GCA to submit as early as possible in order to avoid last minute submissions.

Air Force Office of Special Investigation (AFOSI) Counterintelligence seminar - October 15th (09/19/2013)

October 15, 2013 at 9:00 AM in IRP2, First floor conference room

Special Agent Pharyn Smith is with the U.S. Air Force Office of Special Investigation (AFOSI), specializing in providing Counterintelligence (CI) support to Research and Development and Acquisition (RDA) entities.   She is the new RDA Agent in this region for AFOSI and her goal is to provide CI support to USAF or DoD assets on the importance of reporting and establishing Counterintelligence Support Plans (CISPs) to those AF Research/Development Technology & Evaluation Facilities.

This seminar will help her to:
*       Increase awareness of academic institutions associated with critical AF research and technology
*       Identify threats to critical AF research and technology
*       Mitigate unauthorized transfer of critical AF research and technology to foreign entities.

She was able to coordinate with the Federal Bureau of Investigation (FBI), on integration and future CI-RDA support to the Center.  SA Suzanne Turnau, FBI, will also provide literature and background on FBI efforts to support universities during this briefing.  The National Security Higher Education Advisory Board, launched in 2005, consists of 20 university presidents around the country who are working with the FBI on matters of campus security and counter-terrorism to identify threats to students and staff.

ODU Research Foundation Board of Trustees meeting-September 10, 2013 (08/30/2013)

The Old Dominion University Research Foundation Board of Trustees will hold its next meeting on Tuesday, September 10th at 5:00pm.  The meeting is open to the University community.  If you would like to attend, please RSVP Dawn Hamilton at shamilto@odu.edu or 683-4293 x400 by Friday, September 6th.  The meeting is scheduled to be held in Room 2300 IRP Building #1. 

Julian Facenda, Executive Director
Old Dominion University Research Foundation

NIH Applications - Upcoming Changes (08/13/2013)

Dear Faculty,

Effective September 25, 2013, the NIH will have new application instructions and forms that must be used for all proposals intended for due dates on or after September 25, 2013.  The changes to these instructions and forms incorporate numerous clarifications, updates, and policy announcements.  Please find the link to the NIH Notice for this change below as well as the link to the new NIH Application Guide.

NIH Notice NOT-OD-13-091:  http://grants.nih.gov/grants/guide/notice-files/NOT-OD-13-091.html

NIH Application Guide Updated July 25, 2013:           http://grants.nih.gov/grants/funding/424/SF424_RR_Guide_General_Adobe_VerC.pdf

Changes of note for ODU Faculty include:

  • Proprietary Information:  new information regarding policies on the final determination of whether an application contains proprietary information and when it is released in response to a FOIA (see pages I-63 and I-110 of the Application Guide).

 

  • PIs and Key Personnel now allowed to list Patent Citations in section C of the Biographical Sketch (see page I-76 of the Application Guide).
  • “Part II - Supplemental Instructions for Preparing the Protection of Human Subjects Sections of the Research Plan” and “Part III – Policies, Assurances, Definitions, and Other Information” are now located in a separate “Supplemental Grant Application Instructions” document located here:             http://grants.nih.gov/grants/funding/424/SupplementalInstructions.pdf.

 

  • Clarification has been given regarding the content of “Letters of Support” uploads (see page I-117 of the Application Guide).

 

If you have any questions about these changes please contact grantsinfo@od.nih.gov or your ODURF Pre-Award Team.

Good luck with your fall semester.  We look forward to working with you on your NIH proposals this year.

Your ODU Research Foundation Pre-Award Team

New Online Purchase Requisition System Is Now Avaialable (08/07/2013)

The Research Foundation is pleased to roll out its new online purchase requisition system to the university community. We think you will be pleased with the new features and capabilities, among which are:

  • A review screen where you can double-check your order before submitting;
  • The ability to attach quotes directly to the requisition;
  • The ability to look up old purchase requisitions and resubmit them (great for recurring orders);
  • A confirmation e-mail containing the details of your order;
  • A notification e-mail when we start processing your order

Here is the direct link to the new system:
https://hera.odurf.odu.edu/purchasereq/purchasereq.php

PLEASE UPDATE YOUR BOOKMARKS IF YOU HAVE THE OLD SYSTEM SAVED. We will be retiring it once the new system is fully adopted. It can also be found at our web site, http://researchfoundation.odu.edu under “Forms.”

If you have any questions about how to fill out the form, please call or e-mail Kathy Ganas at 757-683-4293, ext. 621; kganas@odu.edu.
If you have any TECHNICAL questions, or if you need to report a problem, please call or e-mail Chris Benton at 757-683-4293, ext. 350; mbenton@odu.edu.

Thanks, and we hope this will enhance your purchasing experience with the Research Foundation.

Starting an NSF Proposal in Fastlane (07/31/2013)

NSF Applicants: Changes are coming to how you start a proposal in FastLane

Currently, FastLane allows you to start a new proposal by copying from a previously submitted proposal or by using a previously created template.

Starting Friday August 2, applicants will only be able to copy proposals submitted under the current version (January 14, 2013 edition) of NSF's Grant Proposal Guide (GPG).  http://www.nsf.gov/pubs/policydocs/pappguide/nsf13001/gpgprint.pdf

Additionally, you will no longer be able to create and save templates in FastLane.

However, the standard process for creating a new proposal remains unchanged.

If you have any questions about these changes please contact Jessica Harrison, Associate Manager of Sponsored Programs, at jharriso@odu.edu or 757-683-4293 x610.

Student 108 Processing for Fall 2013 (07/30/2013)

This is a reminder that Academic Calendar 2014 Payroll Authorization Forms (108s) for students are due August 12, 2013 in the Human Resources Department at ODU Research Foundation. Work is not authorized until these documents are complete.  All new hire paperwork must be received before the new employee’s 108 for payroll may be processed.

All Students:
Please reviewthe followingbefore submitting the 108s, to ensure time and accurate processing:

  • Please use the Payroll Authorization Form (108 form revised July 1, 2009) which can be found on our website at http://researchfoundation.odu.edu/pdf/payauthor.pdf;
  • NEW:  Student 108s  may be completed in one of three ways, funding permitting:
  • One 108 per semester (Fall 08/25/13 – 01/04/14 - 9.5 pay periods); or
  • One 108 for Academic Year (Fall/Spring 08/25/13 – 05/17/14 – 19 pay periods); or
  • One 108 for Full Year (Fall/Spring/Summer 08/25/13 – 08/23/14 – 26 pay periods).
  • Attach the student’s unofficial transcript or LEO online bill, verifying the student has enrolled in a minimum of 6 credit hours for the fall semester.  If the student is PhD and all but dissertation (ABD), then only 1 credit hour is needed;
  • The maximum a student may work during the academic year is 20 hours per week;
  • Two (2) signatures are required on the 108 –Student/Employee and PI signatures are required;
  • Hourly students are required to turn in bi-weekly time sheets in accordance with the Research Foundation payroll schedule.

Time Sheets: http://researchfoundation.odu.edu/forms/forms.html
Payroll Schedule: http://researchfoundation.odu.edu/pdf/HR/2013-14StudentPaySchedule.pdf

GRA’s:
Please reviewthe followingbefore submitting the 108s, to ensure timely and accurate processing:

  • The minimum salary a GRA can earn during the fall semester is $3,200 (Academic calendar - $6,400 total). Minimum salary for Academic year (fall/spring) is $6,400.  Minimum salary for full year is $8,919;
  • A GRA must work a minimum of half of the semester (5 pay periods);
  • If the GRA is receiving a tuition exemption, check the correct boxes in Part III of the 108. If the payment is through ODURF, a copy of the student Tuition E-bill must be attached;
  • Four (4) signatures are required on the 108 – Student, PI, Dept. Chair and Dean, regardless of tuition exemption.

Employees who have not been paid by the Research Foundation within the past twenty-four (24) months must:

  • report actual first day of work for this semester on his/her 108;
  • complete new hire paperwork (http://researchfoundation.odu.edu/forms/forms.htm):
  • ODU Research Foundation Employment Application
  • Employee Handbook Acknowledgment
  • Federal and Commonwealth tax forms (W-4 and VA-4)
  • Virginia Child Support Disclosure and Authorization Form
  • Direct Deposit Form
  • Federal Employment Eligibility Verification Form (I-9) (original supporting documents must be verified and I9 completed at Research Foundation or ISSS).

Paperwork Locations: Work is not authorized until these documents are complete
International employees are to complete paperwork at International and Student Scholar Services, 2007 Dragas Hall.  U.S. Citizens and permanent residents are to complete paperwork at the Research Foundation, 4111 Monarch Way, Suite 204, Norfolk, Monday through Friday, 8 am to 4:30 pm.  Appointments are not necessary.

E-Verify:
Hiring supervisors are reminded that PRIOR to or on the first day of employment, all new employees must complete new hire paperwork.  Failure to complete the I-9 and E-verify process timely can lead to fines in excess of $1,000 per incidence. Fines accessed will be the responsibility of the PI or hiring supervisor. Work to be paid through the Research Foundation is not authorized until these documents are completed. 

Should you have any questions please call or e-mail ODU Research Foundation Human Resources at 757-683-4293:
Hope Fowler       ext. 200 (hfowler@odu.edu)
Larry Heitzman ext. 201 (lheitzma@odu.edu)
Deidre Odom      ext. 202 (dnodom@odu.edu)

Thank you for your cooperation! We look forward to supporting you.

Blood Drive July 11, 2013

Don’t forget - The Research Foundation will be hosting our summer blood drive on Thursday July 11, 2013 - Location: 4211 Monarch Way, IRP II, 1st Floor There is always a need for blood and only volunteer donors can fulfill that need for patients in our community. Nationwide, someone needs a unit of blood every 2 to 3 seconds and most of us will need blood in our lifetime. In order for the drive to be successful we are looking for at least 40 committed volunteer donors. In this upcoming drive we have again added the opportunity for double red cell donation. The attached flyer explains the process and the qualifications needed for this donation.
If you have been told previously by the American Red Cross or another blood center that you should never donate blood, please disregard this message. If you recently made a blood donation, or if you have already scheduled an appointment to donate blood, please accept our thanks on behalf of the patients whose lives you may have touched. You may not give blood if you have received a Red Cross notification asking you not to do so.


Individuals who are 17 years of age (16 with parental permission in some states), meet weight and height requirements (110 pounds or more, depending on their height) and are in generally good health may be eligible to donate blood. Please bring your Red Cross blood donor card or other form of positive ID when you come to donate.

To schedule an appointment visit www.redcrossblood.org  Sponsor Code - Research

WILL YOU DONATE?


If you have questions regarding the blood drive, please don’t hesitate to ask - my contact information is below:-
Thank you for your support.

Deidre Odom
Human Resources Coordinator
Old Dominion University Research Foundation, PO Box 6369, Norfolk, VA 23508.
Phone: 757-683-4293, ext. 202  Fax: 757-683-5290  E-mail: dnodom@odu.edu
Website: http://www.researchfoundation.odu.edu

Physical Address:
4111 Monarch Way, 2nd Floor
Norfolk, VA 23508

ODU Research Foundation Board of Trustees meeting-June 11, 2013 (5/28/2013)
The Old Dominion University Research Foundation Board of Trustees will hold its next meeting on Tuesday, June 11th at 5:00pm.  The meeting is open to the University community.  If you would like to attend, please RSVP Dawn Hamilton at shamilto@odu.edu or 683-4293 x400 by Friday, June 7.  The meeting is scheduled to be held in Room 2300 IRP Building #1. 
Research Foundation Update (05/20/2013)

Hello to all,

It has been a while since I have had an opportunity to update the research community on activities here at the Research Foundation.  It has been a busy and productive period over the past several months. 

One of our key accomplishments actually commenced last summer.  It was during this time the management team of the Research Foundation began reviewing, analyzing and assessing the existing mission statement of the Foundation.  This mission statement had been adopted by the Board of Trustees in May 1995.  The Research Foundation has evolved significantly in the seventeen years since the adoption of this mission statement.  The Research Foundation has most recently been through a period of both external and internal assessment of its role with the University.  The Research Foundation is emerging from this assessment period as a much stronger and focused organization.  In order to embrace and fully recognize the important role the Research Foundation has in the research mission of the University, our mission statement must also evolve.

Initially developing an organization’s mission statement is not an easy process.  The process takes an acute awareness of the role of an organization, the services it provides the customers it serves and the people that make it happen.  Many things were considered by the management team in developing the proposed mission statement. How we state our name, what we do, who we serve and the value we provide are all critical components considered in this process.  We utilized input provided by faculty and staff as well as input from members of our board of trustees and University administration.  I am very pleased to now announce at the March 12, 2013 meeting of the Research Foundation board of trustees the following mission statement was approved:

 

Old Dominion University Research Foundation collaborates with the university for the successful administration of sponsored programs by providing responsive and cost-effective support.

 
The approved mission statement is clear, concise and places our focus on the collaborative effort we share with our university customers in the success of sponsored program activities.  The management team and staff of the Foundation is fully committed to this mission.  I trust that you will be able to see this in the positive effects upon the services we provide.

There has also been other important activities and events over the past several months.  

  • STAFFING – :
    • New Director of Sponsored Programs –   Cindy Matney joined the Research Foundation in early April.  Ms. Matney has over 24 years of experience in government contracting in both private and not-for-profit entities.  Most recently she served as a vice-president for the engineering services division of a government contractor located in Norfolk.  She was previously employed with the Research Foundation for five years until 2002.  Starting as a Senior Grant and Contract Administrator and promoted to Manager of Sponsored Programs she was responsible for both pre and post award.   Ms. Matney has experience with a combination of non-profit organizations as well as public and private Government Contractors.  Ms. Matney holds an  undergraduate degree in Business Management and a Graduate degree focused on Contract Management.  Ms. Matney was unanimously approved by the Advisory Committee that assisted in the search for the position. 
    • Director of Finance – Mary Deneen who joined the Research Foundation in February is moving to the University starting May 25th    in the position of Assistant Vice-President Finance / Controller for Old Dominion University.  Ms. Deneen integrated very rapidly with our team here at the Research Foundation and I am happy she is staying with the University.  Ms. Deneen has been extremely valuable in our implementation efforts regarding our IT systems replacement.  I look forward to continuing working closely with her in her new role.  We have already begun recruiting for a replacement.
    • Grant Administration –New Post Award GCA’s – Samantha Riggins and Christie McCloud joined the Research Foundation on February 4th.  Samantha has over 5 years of contract management experience. Samantha has earned a Master in Business Administration from Averett University and a Bachelor’s Degree in English/Communications. Samantha’s initial workload is with Psychology, the Social Science Research Center and a portion of Ocean, Earth and Atmospheric Sciences.  Christie recently served as a Procurement Intern with Fairfax County Government and has experience as a Research Assistant and Teaching Assistant at Mary Baldwin College. Christie has earned a Master of Public Administration and Graduate Certificate in Public Procurement and Contract Management from Old Dominion University. She also has a Bachelor of Arts from Mary Baldwin College.  Christie’s initial workload is with the departments of Computer Science and Ocean, Earth and Atmospheric Sciences.

Currently there is one open position on the Grant Administration staff.        

  • IT Manager – We have actively begun recruiting for the position of IT Manager.  This is not a new position, but a re-assessment of the previous database administrator position that has been vacant for approximately 18 months.  We initially deferred the hiring decision for this position until a better appreciation of the requirements to maintain the new system.       
  
  • SYSTEM REPLACEMENT – We are making good and steady progress on this implementation.  We have essentially completed initial training on most of the system modules and that will continue through mid-June.  We are continuing to work with Marshall Advisory Group with the implementation planning, data mapping from our existing system and migration into the Sage product.  The current focus is on employee files with pay history and benefits information as well as importing vendor information with the expectation that data imports will be completed by June 30th.   We have imported a sample of employees, projects and vendors to allow for testing of processes on Research Foundation actual data.  This will enable us to further define and modify existing processes.  We are developing a detailed project implementation matrix with the intent to dual process all transactions in November and December and transition entirely as of January 1, 2014.
  • FACILITIES AND ADMINISTRATIVE RATE (F&A) – The fiscal year ending on June 30, 2013 is the base year for our next F&A rate proposal due to be submitted to the Office of Naval Research by December 31st.  The Research Foundation has engaged the higher education consulting firm of Attain, LLC to assist in the preparation, submission and negotiation of this proposal.  In the very near future, Attain will have personnel on campus to conduct space training meetings with department personnel and to coordinate space surveys with research-intensive departments and units.

 

  • OUTREACH EFFORTS – On March 20th the Research Foundation sponsored a counterintelligence presentation focusing upon the U. S. government’s efforts in the battle against foreign collection efforts and espionage that target U.S. technology, intellectual property, trade secrets, and proprietary information.  Mr. Bruce Rainey, U.S. Department of Defense, Defense Security Service Counterintelligence, provided an informative  presentation on the threats currently encountered by the US contractor and university community and ways to mitigate these threats.  The presentation was followed by a reception to provide an opportunity for interaction with the community we serve.  We intend to periodically sponsor such events with topics specific to research administration.

I hope everyone has a happy, healthy and productive summer break! 

With regards,

Julian

Research Foundation Pay Schedules - Summer Student Payroll Schedule 5/19/13 - 8/24/13

The Research Foundation has extended the student payroll schedule for the current summer by one week to better align with the University’s calendar.  Student summer payroll authorizations (108) will need to reflect 05/19/13 – 08/24/13 or end date as appropriate (7 pay periods, instead of 6.5) and are due no later than May 6, 2013. Please ensure student summer 2013 108s reflect 08/24/13.  Include the necessary budget for the extra week or spread the summer funds over 7 pay periods.

For ease in administration, we now have three separate pay schedules posted on the Research Foundation website:

  • 2013 Yearly Pay Schedule covers the calendar year  (26 pay periods) from January– December.
  • 2013-14 Student Academic Pay Schedule  covers Fall 2013 (9.5 pay periods), Spring 2014 (9.5 pay periods), and Summer 2014 (7 pay periods). 
  • 2013 Faculty Summer Pay Schedule remains unchanged – 05/19/13 – 08/17/13 (6.5 pay periods).

Principal Investigators have three options when submitting student payroll authorizations (108s) based on the working period and available budgeted funds:

1 – Complete one 108 to cover the Student Pay Schedule (Fall/Spring/Summer – 26 pay periods);
2 – complete two 108s - one for Fall/Spring (19 pay periods) and one for summer (7 pay periods); or
3 – complete 108s per semester, as needed.

Should you have questions, please contact the Research Foundation Human Resources department. Have a great summer!

Announcement of RFP # 13-003 for vendors who collect survey data (04/30/2013)

Qualifications vendors must meet are outlined in Attachment A of the RFP #13-003.  The sample survey is included under Attachment B entitled “Core 9 Traffic Safety Survey.”

Proposals must be received by 5:00 p.m., May 15, 2013.  Proposal responses can be sent via email as PDF attachments (one attachment for each volume).

See attachment: RFP13-003.docx

ODU Research Foundation Summer Employment (04/15/2013)

ODU Research Foundation Summer Employment
Summer Semester 05/19/13 – 08/17/13 (6.5 pay periods)
Summer 108s Due: Monday, May 6, 2013

Forms:  Payroll Authorization: http://researchfoundation.odu.edu/pdf/payauthor.pdf
Time Sheets: http://researchfoundation.odu.edu/forms/forms.html
Payroll Schedule: http://researchfoundation.odu.edu/pdf/2013AcademicPaySchedule.pdf)
New employee paperwork: http://researchfoundation.odu.edu/forms/forms.htm.

All Research Foundation employees, new or employees not working within the past 2 years, must complete and return the new employee paperwork prior to beginning work.

Work is not authorized until employment documents are completeE-Verify: Employees and hiring supervisors are reminded that PRIOR to or on the first day of employment, all new employees must complete new hire paperwork. 
Students / International employees are to complete paperwork at International and Student Scholar Services, 2007 Dragas Hall.  U.S. Citizens and permanent residents are to complete paperwork at the Research Foundation, 4111 Monarch Way, Suite 204, Norfolk, Monday through Friday, 8 am to 4:30 pm.  Appointments are not necessary.

  • Students may work full-time (30 hours or more per week) during the summer semester;
  • Hourly students are required to turn in time sheets per payroll schedule;
  • Two (2) signatures are required on the 108 –Student/Employee and PI signatures are required;
  • Student must verify enrollment (transcript or LEO online) in a minimum of 6 credit hours for the spring semester. PhD student/ all but dissertation (ABD) requires enrollment of 1 credit hour.

GRAs:

  • The minimum salary for summer semester is $2,500;
  • Work a minimum of 3 pay periods;
  • Four (4) signatures are required on the 108 – Student, PI, Dept. Chair and Dean;
  • If the GRA is receiving a tuition exemption, check the correct boxes in Part III of the 108. If the payment is received through the Research Foundation, a copy of the student Tuition E-bill must be attached.

New employee paperwork required:

  • 108 payroll authorization indicating actual first day of work for this semester;
  • Complete all forms (http://researchfoundation.odu.edu/forms/forms.htm):
  • ODU Research Foundation Employment Application
  • Employee Handbook Acknowledgment
  • Federal and Commonwealth tax forms (W-4 and VA-4)
  • Virginia Child Support Disclosure and Authorization Form
  • (I-9) Employment Eligibility Verification Form (Original documents must be verified.)
  • Direct Deposit Form

Should you have any questions, please contact ODU Research Foundation Human Resources at 757-683-4293.

Thank you for your cooperation!

NSF CAREER Award workshop on April 9 at ODU // NSF Day at William and Mary - May 15 (04/05/2013)

Planning & Writing a Successful NSF Career Proposal
Tuesday, April 9, 12:00 p.m. – 1:30 p.m.
Perry Library Learning Commons, Room 1311

Learn step-by-step how to plan and write a successful NSF Faculty Early Career Development (CAREER) proposal. We will discuss how a CAREER proposal differs from other NSF proposals, how to plan the Education Component and how to structure the Project Description to avoid common mistakes. There will also be a Q&A session with ODU faculty members who have been awarded an NSF CAREER award. 

Register at http://fs25.formsite.com/researchdev/form11/index.html

Dr. Yaohang Li and Dr. Michael Nelson, both NSF CAREER award recipients, will join us to answer questions and talk about their experiences writing and winning a CAREER grant.

ODU Research Foundation to host a presentation regarding Counterintelligence followed by a reception! (03/04/2013)

Please plan to join us!

What:  Counterintelligence presentation by Mr. Bruce Rainey, US Department of Defense

When: Wednesday, March 20th at 3pm

Where: Hampton/Newport News Room in the Webb Center

The stakes are high in the battle against foreign collection efforts and espionage that target U.S. technology, intellectual property, trade secrets, and proprietary information. Our national security relies on our collective success at thwarting these persistent attacks. Preventing such losses takes a team effort. The Defense Security Service (DSS) builds on the information contained in reports from industry to develop analytical assessments that articulate the threat to U.S. information and technology resident in cleared industry. Mr. Bruce Rainey, U.S. Department of Defense, Defense Security Service Counterintelligence, will be providing a presentation on the threats currently encountered by the US contractor and university community and ways to mitigate these threats.

Please join us for this exciting and informative presentation.  We will have refreshments following the presentation from approximately 4pm-5pm.  Please stop by and meet Mr. Rainey along with staff of the Research Foundation who are here to support your research efforts.  RSVP to Dawn Hamilton at shamilto@odu.edu or 683-4293 x400 by Friday, March 8th.

We look forward to seeing you there.

Increased automated compliance checking is coming to NSF! (2/26/2013)

Dear Colleagues:

Beginning March 18, 2013, the NSF will enhance the FastLane system to begin automated compliance checking of all required sections of proposals.  This will bring NSF systems in line with long-standing proposal preparation requirements as outlined in the  NSF Proposal and Award Policies and Procedures Guide (PAPPG) ( Chapter II.C.2 of the Grant Proposal Guide (GPG)). 

The GPG-required sections of a proposal include:

Project Summary *

Budget Justification

Project Description

Current and Pending Support

References Cited

Facilities, Equipment and Other Resources

Biographical Sketch(es)

Data Management Plan *

Budget

Postdoctoral Mentoring Plan (if applicable)*

* These proposal sections are already being auto-compliance checked by FastLane.

Proposal submission instructions for conferences, symposia or workshops; international travel grants; or program solicitations may deviate from the GPG instructions.  If the submission instructions do not require one of the above sections to be provided, proposers will need to insert text or upload a document in that section of the proposal that states, “Not Applicable.”  Doing so will enable FastLane to accept the proposal.

Additionally, proposers providing Biographical Sketches and/or Current and Pending Support information for Principal Investigators (PIs), co-PI(s) or Senior Personnel in a single PDF file associated with the PI, must insert text or upload a document in that section of the proposal that states, “Not Applicable,” for any co-PI or Senior Personnel so that FastLane will accept the proposal. 

PIs will receive a warning message if any of the GPG-required sections is missing, however, the PI will still be able to submit the proposal to the organization’s Sponsored Project Office (SPO).  If the SPO attempts to submit proposal that is missing any of the GPG required sections, they will receive an error message identifying the missing section(s), and FastLane will prevent submission to NSF.  After obtaining all required sections, the SPO may submit the proposal to NSF in accordance with the established deadline date policy.

Proposals submitted through Grants.gov must include all GPG required sections or include a document stating that the section is “Not Applicable.”

We encourage you to share this information with your respective communities so that they are aware of this system enhancement.  Additional information will be posted on the NSF website at: http://www.nsf.gov/bfa/dias/policy/autocompliance.jsp

Please contact policy@nsf.gov for any further questions.  You may also contact Jessica Harrison, Associate Manager of Sponsored Programs, at jharriso@odu.edu or 757-683-4293 x610.

Important Information about the Old Dominion University Research Foundation Tax-Sheltered Retirement Plan (2/18/2013)

Old Dominion Research Foundation offers you the opportunity to save for retirement through the retirement plan. You have previously received a notice with information about fees associated with this retirement plan. This notice contains an update for you regarding those fees.

Several transaction-based fees will be adjusted effective 4/1/13. It’s important to note that these fees are only charged for the services you choose to utilize and the fee(s) for such services will be paid from your account, unless an alternative agreement with the plan sponsor exists. If you do not use these services you will not be assessed a fee for them. Fees will be collected based on the collection method established by the plan, or as indicated below:

Defined contribution (DC) plan participant distributions: A $40 fee will be incurred each time a participant takes a distribution. An annual $40 fee (collected quarterly) will apply to new Installment elections, if available, under the plan.

Loan setup/quarterly maintenance: The fee to set-up a new loan will increase to $50. A $12 per quarter maintenance fee will also apply for any new loans taken.

Qualified Domestic Relations Order (QDRO) processing: Participants will be charged $350 for each QDRO processed. This processing fee applies in addition to any applicable fees charged for the service to review each Domestic Relations Order, if available under the plan. Fees will be deducted from the impacted participant and alternate payee’s account equally, unless another collection method has been requested in the QDRO, or established by the plan sponsor.

To learn more

To learn more about the retirement plan, fees and the investment options available under the plan, visit www.principal.com.
2013 Mileage Reimbursement Rate (1/17/2013)
Old Dominion University Research Foundation will adjust its reimbursement rate for the use of one’s personal automobile for business purposes to $0.565 cents for 2013. The new rate is effective January 1, 2013 and will apply to all official travel on or after that date. The new rate matches the rate approved by the General Services Administration.
Social security payroll tax increase for 2013 (1/2/2013)

Attention Research Foundation employees:

The temporary reduction in the Social Security payroll tax that reduced the employee’s tax portion from 6.2% to 4.2% expired on December 31, 2012.  Employees will now have a total FICA tax rate of 7.65% (Social Security 6.2% plus Medicare 1.45%).  This is up from the 2012 total tax rate of 5.65%.  Due to this change, you may notice a difference in the net pay amount of your paychecks in 2013.

Research Foundation time sheets for 1/4/13 pay date due December 19, 2012 at NOON (12/17/2012)

To all Research Foundation Hourly Employees and their Supervisors-

ODU is CLOSED Friday December 21st  through Tuesday January 1st.  In order to process payroll for the 01/04/13 pay date, we MUST have the time sheets for the 12/16/12-12/29/12 pay period BEFORE Winter Break.

Therefore, time sheets for the 12/16/12-12/29/12 period are due by NOON on Wednesday, December 19, 2012.  You may estimate your time for the period of 12/19/12-12/29/12. Any corrections may be made on the following pay period (pay date 1/18/13). 

Please remember that time sheets placed in campus mail will not be received by the Research Foundation on time.  If you are unable to drop your time sheets off in person, then you may scan and e-mail them to lacuddin@odu.edu or you may fax them to (757) 683-5290.

Thank you and have a great Winter Break!

Research Foundation Project Distribution is Going Electronic (12/14/2012)

Old Dominion University Research Foundation fully supports the University’s commitment and efforts towards sustainability.  Since receiving requests from the research community to change the paper distribution of proposal packages, the Research Foundation has been working on a process to make this happen.  Beginning January 2, 2013, project packet distribution to PIs, Co-PIs, Department Heads, and Deans will be distributed electronically. 

Instead of receiving paper copies of your project packet  via campus mail, you will now receive an electronic version via email.  The email will contain a PDF version of your project packet.  In the event the file is too large to be emailed directly, you will receive a link to your project via Dropbox (a secure file sharing site) which you can easily download.  Should you prefer to receive a paper version of your project packet, you can request it when you receive the email from your Grant and Contract Administrator. 

If you have any questions or concerns, please email Derell Jones, Associate Manager of Sponsored Programs at d1jones@odu.edu.  Thank you for your patience as we initiate this process. 

Research Foundation Appoints Executive Director (12/12/2012)

The following announcement is being sent on behalf of Mr. Douglas A. Weiss, President of ODU Research Foundation:

By unanimous agreement, the faculty and lay members of the Board of Directors of the Old Dominion Research Foundation have appointed Mr. Julian Facenda to the position of Executive Director, effective immediately. Mr. Facenda, a 15 year veteran of the Research Foundation had been serving as the interim Executive Director since the departure of Ms. Ruth Smith, earlier this year. Prior to assuming this role, Mr. Facenda served the foundation as its Director of Finance since 2002, in which capacity he worked closely with the Office of Research led by Dr. Mohammad Karim, and with research faculty across the ODU community.

Speaking on behalf of the Board of Directors, Research Foundation President, Douglas A. Weiss noted Mr. Facenda's exemplary leadership during a challenging period of assessment and realignment necessary to assure the Research Foundation's charge to serve the University and its research faculty.  He added that the board had received a clear endorsement of Mr. Facenda's efforts to improve customer service, provide stability among staff and contract administrators, and restore trust with the research community.  The Deans, Department Heads and Principal Investigators who spoke on behalf of Mr. Facenda acknowledged that the Research Foundation has made significant strides, creating a more responsive and agile organization over the past nine months. 

While realignment is not yet fully completed, Mr. Facenda spoke to additional work already underway to improve the Foundation's financial reporting systems, PI portal and other areas of automation, noting that several additional key hires are anticipated in early 2013. He expressed confidence in the Foundation staff and commended them on the professionalism they have exhibited throughout the reorganization, especially in light of a record growth in the number and complexity of research proposals and contracts over the same period.

The Foundation, which supports and administers over $90 million in research and sponsored programs, fulfills a vital role in assuring ODU's continued growth as a research institution. Among its more critical roles is assuring compliance with the complex and expanding regulatory framework that is required by Federal agencies and national research bodies. At the same time the Foundation must be flexible and adaptive in seeking solutions that provide Investigators the resources and guidance they need to be successful within this highly regulated environment. 

ODU Research Foundation will be closed Friday, December 14th starting at 2:30pm (12/07/2012)

The ODU Research Foundation will be closed for its holiday party Friday, December 14th starting at 2:30pm.  Please come visit us before that time if you need to speak with someone in person.  If you need to drop off paperwork  please use the drop box located at the security desk in the main lobby.  We appreciate your cooperation.

ODU Research Foundation's Deadlines For Purchasing/Accounts Payable (12/07/2012)

Purchasing will continue to process order requests until the last day before Christmas break, Thursday, December 20, 2012.  If your order needs to be received before the holiday break, please indicate that on the requisition and deliver it to the Research Foundation no later than Monday, December 17th. Otherwise if there is not a long enough lead time for an order’s receipt by December 20th, a request will be made with the vendor to delay the processing of an order for delivery January 3, 2013 or thereafter when the campus reopens from the holiday break.

Accounts payable will process the last immediate pay check run for this year on Thursday, December 20th.  Any items for this batch such as travel advances/expenses, tuition advances, reimbursements, prepay items, etc. need to be received by the Research Foundation no later than noon on Monday, December 17th.  Failure to include the proper documentation, authorization, budget issues, etc. may cause an item not to be paid.  The next immediate pay batch will be processed on January 3, 2013.  Remember that if you choose to have your check sent to a campus address, it will not be delivered before the holiday break.  If you want an item held for pickup before the holiday, please put “HOLD FOR PICK UP” on the paperwork and highlight it so that it will be easily seen.  Checks processed on December 20th may be picked up between 3:00 pm and 4:45 pm that day.

Also, please remember to send in all receiving reports and invoices sent for signature back to the Research Foundation as soon as possible.  The last check run for this year for vendor invoices is December 19, 2012.

All November Visa statements are due no later than Friday, December 14th.  All statements must be signed, have project codes listed and all receipts must be attached.

If you have any questions, regarding accounts payable contact Patty Diener at 683-4293 ext. 603; regarding purchasing contact Kathy Ganas at 683-4293 ext. 621.

Student 108 Processing for Spring 2013 (11/30/2012)

This is a reminder that spring 2013 Payroll Authorization Forms (108s) for students are due Friday, December 7, 2012 in the Human Resources Department at ODU Research Foundation. Work is not authorized until these documents are complete.  The Research Foundation will be unable to process the new employee’s 108 for payroll until all new hire paperwork is received.

All Students:
Please review the following before submitting the 108s, to ensure time and accurate processing:
•              Please use the 108 form (revised July 1, 2009) which can be found on our website at                http://researchfoundation.odu.edu/pdf/payauthor.pdf;
•              Spring 2013 dates for students are 01/06/13 – 05/18/13 (9.5 pay periods);
•              If the student has an active Fall 108 and will be working on the same project, at the same rate of pay – in lieu                of a new 108, send an email to your HR Representative requesting the student’s 108 to be extended to 05/18/13                and state the TOTAL budget for Fall/Spring;
•              Attach the student’s unofficial transcript or LEO online bill, verifying the student has enrolled in a minimum of 6 credit                hours for the spring semester.  If the student is PhD and all but dissertation (ABD), then only 1 credit hour is needed;
•              The maximum a student may work during the fall semester is 20 hours per week;
•              Two (2) signatures are required on the 108 –Student/Employee and PI signatures are required;
•              Hourly students are required to turn in time sheets in accordance with the Research Foundation payroll schedule

Time Sheets: http://researchfoundation.odu.edu/forms/forms.html
Payroll Schedule: http://researchfoundation.odu.edu/pdf/2013AcademicPaySchedule.pdf

GRA’s:
Please review the following before submitting the 108s, to ensure time and accurate processing:
•              The minimum salary a GRA can earn during the spring semester is $3,200;
•              A GRA must work a minimum of half of the semester (5 pay periods);
•              If the GRA is receiving a tuition exemption, check the correct boxes in Part III of the 108. If the payment is through                ODURF, a copy of the student Tuition E-bill must be attached;
•              Four (4) signatures are required on the 108 – Student, PI, Dept. Chair and Dean, regardless of tuition exemption.

Employees who have not been paid by the Research Foundation within the past twenty-four (24) months must:
•              report actual first day of work for this semester on his/her 108
•              complete new hire paperwork (http://researchfoundation.odu.edu/forms/forms.htm):
-              ODU Research Foundation Employment Application
-              Employee Handbook Acknowledgment
-              Federal and Commonwealth tax forms (W-4 and VA-4)
-              Virginia Child Support Disclosure and Authorization Form
-              Direct Deposit Form
-              Federal Employment Eligibility Verification Form (I-9) (must be completed at Research Foundation or ISSS as                indicated below)

Paperwork Locations: Work is not authorized until these documents are complete. 
International employees are to complete paperwork at International and Student Scholar Services, 2007 Dragas Hall.  U.S. Citizens and permanent residents are to complete paperwork at the Research Foundation, 4111 Monarch Way, Suite 204, Norfolk, Monday through Friday, 8 am to 4:30 pm.  Appointments are not necessary.

E-Verify:
Hiring supervisors are reminded that PRIOR to or on the first day of employment, all new employees must complete new hire paperwork.  Failure to complete the I-9 and E-verify process timely can lead to fines in excess of $1,000 per incidence. Work to be paid through the Research Foundation is not authorized until these documents are completed. Fines accessed will be the responsibility of the PI or hiring supervisor.

Should you have any questions please call or e-mail ODU Research Foundation Human Resources at 757-683-4293:
Hope Fowler, ext. 200 (hfowler@odu.edu);
Larry Heitzman, ext. 201 (lheitzma@odu.edu);
Deidre Odom, ext. 202 (dnodom@odu.edu).

Thank you for your cooperation!

Important Year End Information From Payroll and Human Resources (11/30/2012)
Please see the attached document for important year end payroll information from the Research Foundation. (Click here)
ODU Research Foundation Board of Trustees Meeting (11/29/2012)

The Old Dominion University Research Foundation Board of Trustees will hold its next meeting on Tuesday, December 11th at 5:00pm.  The meeting is open to the University community.  If you would like to attend, please RSVP Dawn Hamilton at shamilto@odu.edu or 683-4293 x400 by Thursday, December 6th.  The meeting is currently scheduled to be held in Room 2300 IRP Building #1. 

Research Foundation time sheets due FRIDAY, 11/16 at noon (11/14/2012)

To all hourly employees and their supervisors:

Please be reminded that due to next week’s Thanksgiving holiday, time sheets are due to the Research Foundation this Friday, November 16, 2012 by noon as indicated on the Foundation’s pay schedule.  

Please remember that time sheets placed in campus mail on Friday will not be received by the Research Foundation on time.  If you are unable to drop your time sheets off in person, then you may scan and e-mail them to lacuddin@odu.edu or you may fax them to (757) 683-5290.

Thank you and have a great Thanksgiving break!

ODU Research Foundation Meet & Greet (11/05/2012)

The Old Dominion University Research Foundation fully embraces the service standards of the University.  The Foundation’s efforts over the past several months have been focused on increasing our customer service levels and responsiveness.  One of the best ways for an organization to service its constituents, is getting to know them.  Please come join us at an informal “Meet and Greet” on Wednesday, November 14th between 3:00 and 5:00 in the Hampton/Newport News Rooms in Webb Center.  This will be a wonderful opportunity to take a quick break, have some refreshments and finally put a face with a name you may only know via e-mail.  Hope to see you there!

Please RSVP to S. Dawn Hamilton at shamilto@odu.edu or 683-4293, ext. 400 by Thursday, November 8th.

Click here to view the invitation for this event.

Research Foundation proposal distribution is going electronic (9/26/2012)

Old Dominion University Research Foundation fully supports the University’s commitment and efforts towards sustainability.  Since receiving requests from the research community to change the paper distribution of proposal packages, the Research Foundation has been working on a process to make this happen.  Beginning today, proposal distribution to PIs, Co-PIs, Department Heads, and Deans will happen electronically. 

Instead of receiving paper copies of your proposals via campus mail, you will now receive an electronic version via email.  The email will contain a PDF version of your proposal.  In the event the file is too large to be emailed directly, you will receive a link to your proposal via Dropbox (a secure file sharing site) which you can easily download.  Should you prefer to receive a paper version of your proposal, you can request it when you receive the email from your Grant and Contract Administrator. 

If you have any questions or concerns, please email Jessica Harrison, Associate Manager at jharriso@odu.edu.  Thank you for your patience as we have worked on this process.
Signature Authorization/Delegation Reminder (9/18/2012)

Welcome back to a new academic year.  The Old Dominion University Research Foundation policies and procedures require appropriate authorization for financial transactions.  Delegation of signature authorization is the responsibility of designated Principal Investigator for individual project accounts, cost centers, overhead accounts and discretionary accounts.  Those designated as Co-Principal Investigators have automatic signature authority.  Research assistants and other staff have signature authorization only upon express written approval of the Principal Investigator or Co-Principal Investigator.

For any account or project on which signature authority has been delegated, all signature delegations must be updated.  The Old Dominion University Research Foundation Signature Authorization/Delegation Form is used to delegate signature authorization and to update what has previously already been in place.  Completion of the Signature Authorization/Delegation Form is also the mechanism to establish submission of electronic purchase requisitions through our website.The Old Dominion University Research Foundation Signature Authorization/Delegation Form is located at our website

http://www.researchfoundation.odu.edu/pdf/SIGNAUTH.pdf


This form may be printed out and completed with original signatures of designated personnel then returned to the Research Foundation via campus mail.  PART B – SIGNATURE DELEGATION is initiated by the Principal Investigator or Co-Principal Investigator to identify the specific projects/accounts and individuals to which authority is delegated.  Signature authorization may be allowed up to certain dollar limitations designated by the Investigator.

For any questions regarding Signature Delegation/Authorization or Purchasing, please call Kathy Ganas at 683-4293 ext. 621, or email  kganas@odu.edu.
Reminder: ODU Research Foundation Board of Trustees meeting- September 11, 2012 (9/4/2012)

The Old Dominion University Research Foundation Board of Trustees will hold its next meeting on Tuesday, September 11th at 5:00pm.  The meeting is open to the University community.  If you would like to attend, please RSVP Dawn Hamilton at shamilto@odu.edu or 683-4293 x400 by Thursday, September 6.  The meeting is currently scheduled to be held in Room 2300 IRP Building #1. 

ODU Research Foundation REVISED pay schedule! (7/25/2012)

To better align the Research Foundation pay schedule with ODU’s academic calendar, a revised pay schedule 2012-2013 is being implemented.  The ultimate goal is to develop an academic year pay schedule for GRA’s that will consistently begin one week before the start of fall classes and ends one week following spring commencement.  The transition to the revised payroll schedule will have no impact upon the following two categories of GRA’s:

  • New GRAs beginning in the fall will follow the “New Research Foundation Academic Calendar”. The pay periods covered are 8/19/2012 through 5/18/2013 if working the entire academic year (19.5 pays).

 

  • Existing GRAs ending work at the completion of summer semester.  Final summer pay period will end 07/28/2012.

Currently employed and continuing GRAs will need to have their pay schedule adjusted for 1.5 pay periods to align the Research Foundation calendar to the ODU academic year calendar.  The following two options are available:

  • Option 1. GRAs working during the summer semester and continuing to work the academic year 2012-2013 will require a 108 to be completed for time periods 7/29/2012 to 5/18/2013 (21 pays covering 1.5 transition plus fall 10 pays and spring 9.5 pays). This option spreads the per pay period impact over the longest period and minimizes the student’s per pay impact.

 

  • Option 2. GRAs working during the summer and ending work at the conclusion of the fall semester may follow the pay schedule that has been distributed 7/29/12 through 12/15/12 (10 pays). The transition to the academic calendar will not be necessary.

Please contact your Human Resource Coordinator (Larry Heitzman, lheitzma@odu.edu or Deidre Odom, dnodom@odu.edu ) to advise them of your preferred option to transition your respective GRA’s to the revised calendar.  If additional information is needed please contact your Human Resource Coordinator directly.

Thanks for your cooperation as we better align our calendars and please do realize we are quite sensitive to the impact the transition has on students and researchers. If you have questions or need additional information, please do not hesitate to contact us.

2013 Academic Pay Schedule.pdf

IMPORTANT CHANGES TO ODU RESEARCH FOUNDATION’S TRAVEL POLICY (4/16/2012)

The Old Dominion University Research Foundation (ODURF) is currently making two changes to its travel policy.  In order to be consistent with the policies of both federal and state regulations, ODURF will now reimburse per diem for the first and last day of travel at 75% of the total M&IE per diem rate. 

ODURF will also adjust its reimbursement rate for the use of one’s personal automobile for business purposes to $0.555 per mile.

The new policy/rate is effective April 17, 2012 and will apply to all official travel on or after that date. The new policy/rate matches those approved by the General Services Administration.

Student 108 Processing for Summer 2012! (4/3/2012)

This is a reminder that summer 2012 Payroll Authorization Forms (108s) for students are due Monday, April 16, 2012 in the Human Resources Department at ODU Research Foundation. Work is not authorized until these documents are complete.  The Research Foundation will be unable to process the new employee’s 108 for payroll until all new hire paperwork is received.

All Students:
Please reviewthe followingbefore submitting the 108s, to ensure time and accurate processing:

  • Please use the 108 form (revised July 1, 2009) which can be found on our website at http://researchfoundation.odu.edu/pdf/payauthor.pdf;
  • Summer 2012 dates for students are 04/29/2012 – 07/28/2012 (6.5 pay periods);
  • Attach the student’s unofficial transcript or LEO online bill, verifying the student has enrolled in a minimum of 3 credit hours for the summer semester.  If the student is PhD and all but dissertation (ABD), then only 1 credit hour is needed;
  • Students may work full-time (30 hours or more per week) during the summer semester;
  • Two (2) signatures are required on the 108 –Student/Employee and PI signatures are required;
  • Hourly students are required to turn in time sheets in accordance with the Research Foundation payroll schedule (http://researchfoundation.odu.edu/pdf/2012PaySchedule.pdf).

GRA’s:
Please reviewthe followingbefore submitting the 108s, to ensure time and accurate processing:

  • The minimum salary a GRA can earn during the summer semester is $2,500;
  • A GRA must work a minimum of half of the semester (3.5 pay periods);
  • If the GRA is receiving a tuition exemption, check the correct boxes in Part III of the 108. If the payment is through ODURF, a copy of the student Tuition E-bill must be attached;
  • Four (4) signatures are required on the 108 – Student, PI, Dept. Chair and Dean, regardless of tuition exemption.

Employees who have not been paid by the Research Foundation within the past twenty-four (24) months must:

  • report actual first day of work for this semester on his/her 108
  • complete new hire paperwork (http://researchfoundation.odu.edu/forms/forms.htm):
  • ODU Research Foundation Employment Application
  • Employee Handbook Acknowledgment
  • Federal and Commonwealth tax forms (W-4 and VA-4)
  • Virginia Child Support Disclosure and Authorization Form
  • Direct Deposit Form
  • Federal Employment Eligibility Verification Form (I-9) (must be completed at Research Foundation or ISSS as indicated below)

Paperwork Locations: Work is not authorized until these documents are complete
International employees are to complete paperwork at International and Student Scholar Services, 2006 Dragas Hall.  U.S. Citizens and permanent residents are to complete paperwork at the Research Foundation, 4111 Monarch Way, Suite 204, Norfolk, Monday through Friday, 8 am to 4:30 pm.  Appointments are not necessary.

E-Verify:
Hiring supervisors are reminded that PRIOR to or on the first day of employment, all new employees must complete new hire paperwork.  Failure to complete the I-9 and E-verify process timely can lead to fines in excess of $1,000 per incidence. Work to be paid through the Research Foundation is not authorized until these documents are completed. Fines accessed will be the responsibility of the PI or hiring supervisor.

Should you have any questions please call or e-mail ODU Research Foundation Human Resources at 757-683-4293:
Hope Fowler, ext. 200 (hfowler@odu.edu);
Larry Heitzman, ext. 201 (lheitzma@odu.edu);
Deidre Odom, ext. 202 (dnodom@odu.edu).

Thank you for your cooperation!

ODURF Board of Trustees engages Marshall Advisory Group (1/23/2012)

The ODURF Board of Trustees has engaged Mr. Kevin Marshall in the role of ODURF Ombudsman, charged with responsibility to facilitate efforts to improve process, service and communication between ODURF staff and faculty researchers. During this engagement, Mr. Marshall will maintain an office at ODURF and can be reached by phone at (757) 681-6035 or email (kevin@marshalladvisory.com).

National Science Foundation updated grant guidelines (1/4/2012)

The National Science Foundation has updated certain grant guidelines.  The revised terms apply to new grants and funding amendments made on or after February 1, 2012.  The two items below summarize updates applicable to all NSF grants.  Full text of all revised policies is available on the NSF website
The significant change to Grant General Conditions (GC-1) effects NSF funded travel.  The revision to Travel, Article 10 of the GC-1, updates circumstances under which use of a foreign-flag air carrier is permissible. The Article also provides information on recent modifications to the “Open Skies” Agreement with the European Union, and includes a link to the General Services Administration website for additional information.
The update to NSF Agency Specific Requirements to the Research Terms and Conditions includes two significant changes.  This policy also provides for revised circumstances for use of foreign flag air carriers.  The second significant change is adding a provision under which institutions with annual research expenditures over $25 million are to provide NSF with the URL containing intellectual property information including technologies available for licensing and results of commercialization efforts.

Reminder- University International Travel Authorization (12/13/2011)

Just a reminder for faculty planning to travel utilizing their ODURF account(s). The University’s overseas travel policy requires the submission of the overseas travel form 30 days in advance. As University employees, the University is therefore accountable for your time, and the University is governed by state regulations irrespective of where the funds for overseas travel come from (state funds or grant funds).  Therefore, please ensure you  submit the out of country travel form to ODU Academic Affairs 30 days in advance for approval, along with information on how classes will be covered during the absence.

Director of Sponsored Programs - Research Foundation (12/1/2011)

We are pleased to introduce Tammie Bain, Director of Sponsored Programs.  Tammie joined us on October 17th as leader of Grants and Contracts Administrators at the Research Foundation. 

Tammie has broad experience in research administration.  She holds a bachelor’s degree in biological sciences and a law degree.  Her most recent position  was as Manager, Research Contracts and Billing at St Luke’s Regional Health System in Boise, Idaho.  Tammie’s prior positions include Executive Director, Sponsored Programs at University of Nevada, Reno and Associate Director, Sponsored Programs for the University of Oregon.   

Tammie looks forward to meeting researchers and other members of the university community.  You can reach her at tbain@odu.edu or 683-4293, extension 604. 

NIH Grants Policy Statement (Rev. 10/1/2011): Policy Changes, Clarifications and Document Enhancements (10/25/2011)

The National Institutes of Health (NIH) has published revised guidelines for grants with budget periods beginning on or after October 1, 2011.  A summary of significant changes is available at [http://grants.nih.gov/grants/policy/nihgps_2011/Significant_Changes_NIHGPS_2011.doc]. 

The notice from NIH describes the revision as follows:

While this revision does not introduce any new material for the first time, it incorporates new and modified requirements, clarifies certain policies, and implements changes in statutes, regulations, and policies that have been implemented through appropriate legal and/or policy processes since the previous version of the GPS dated 10/1/2010. The document is available in the following electronic formats: HTML and PDF (http://grants.nih.gov/grants/policy/nihgps_2011/index.htm). The link to the 10/1/10 NIHGPS and all previous versions will remain the same.

NIH will continue to publish interim grants policy changes through the issuance of NIH Guide Notices found at http://grants.nih.gov/grants/guide/index.html.   Each change will be described, including its applicability and effective date; and the necessary language to implement it as a term or condition of award provided.

Please contact Ruth Smith (rbsmith@odu.edu) if you have questions.  Thank you.

SIR World Report 2011 (9/30/2011)

Please see the attached document regarding the SIR World Report 2011. SIRWorldReport2011.docx

COGR: NIH Release Conflict of Interest (8/30/2011)

The National Institutes of Health (NIH) reported on August 23, 2011 the release of the final financial conflicts of interest (FCOI) regulations – formally entitled Responsibility of Applicants for Promoting Objectivity in Research for which Public Health Service Funding is Sought and Responsible Prospective Contractors ((42 CFR Part 50 and 45 CFR Part 94). The final regulations are scheduled to appear in the Federal Register on Thursday, August 25.  A copy of the final regulations, a side-by-side comparison of the current 1995 regulations and the changes, the NIH Guide notice (which includes the side-by-side) as well as other information is available on the NIH website at: http://grants.nih.gov/grants/policy/coi/ .  Institutions will be required to implement the new regulation within 365 days of its publication in the Federal Register.  In the interim (between release and the implementation date), institutions will be required to follow the current 1995 regulations. 
 
Briefly, some notable changes:

·         The proposed required website posting of identified financial conflicts of interest has been modified.  Public accessibility is required either through a website or in a written response to a requestor within five business days of a request. 
·         The de minimis threshold is set at $5,000 for disclosures by investigators to their institutions of remuneration for services or equity interest in a publicly traded company with a $0 de minimis for disclosure of equity in a non-publicly traded company.
·         Disclosures of significant financial interests by the investigator to the institution are related to an investigator’s institutional responsibilities which are to be defined in the institution’s policy. 
·         An initial training is required before engaging in PHS funded research with training repeated at least every four years.

NIH is expected to post a Frequently Asked Questions (FAQ) to its website shortly.  If you have questions, you may consider posing those questions to NIH at FCOICompliance@mail.nih.gov

Human Subjects Regulatory Change (7/26/2011)

The Office of Science and Technology Policy (OSTP) and the Department of Health and Human Services (HHS) through the Office for Human Research Protections (OHRP) announced the availability of an Advanced Notice of Proposed Rulemaking (ANPRM) on the Human Subjects Research Protections: Enhancing Protections for Research Subjects and Reducing Burden, Delay and Ambiguity for Investigators

Currently the ANPRM is available on the OHRP website at:  www.hhs.gov/ohrp/humansubjects.  The 90+ page text is being published in the Federal Register on Tuesday, July 26, 2011. I encourage you to make comments as you see fit. The proposed changes, the most extensive since 1979, are available for public comment until September 26, 2011. The ANPRM is jointly issued by OSTP and HHS/OHRP because it proposes significant, fundamental changes to Subpart A of 45 CFR 46, the Common Rule used, formally, by 15 Federal agencies and as a framework for other private industry and non-profit organization research sponsors as well. 

The ANPRM is structured to pose a series of questions under seven principal categories:  shifting to risk-based protections; streamlining multi-site reviews; improving informed consent; strengthening data protections to minimize information risks; creating data collections for oversight of unanticipated events; extending the federal regulations to all research conducted at Federally funded organizations;  and harmonizing regulations and guidance.  The nature of the questions offers significant insight into the direction for potential changes to the Subpart A of 45 CFR 46. 

National Institutes of Health (NIH) Eliminates Error Correction Window (5/31/2011)

This notice is a reminder that effective January 25, 2011, the NIH eliminated the error correct window from the application submission process.  Investigators will still have up to two business days to view the application image and submit a corrected/changed application, as long as it is completed before the proposal deadline date and time.  For example, if an application is submitted on the day it is due and Research Foundation staff receives an error/warning message after the 5:00 p.m. deadline, the investigator will not have the opportunity to correct the proposal for any errors, resulting in the proposal not receiving a review from NIH. 

Investigators are asked to please keep in mind the importance for allowing Research Foundation pre-award staff the opportunity to address any eRACommons errors or warnings well before the submission deadline.

For additional information, please refer to NIH Notice NOT-OD-10-123, found at http://grants.nih.gov/grants/guide/notice-files/not-od-10-123.html

Proposal document development, department/college review and application submission deadlines (5/17/2011)
After much thought and discussion, the Office of Research (ODUOR) and Research Foundation (ODURF) have concluded that we need an internal submission deadline for research and sponsored programs applications to external organizations. This conclusion is based on the need to support an increasing number of proposal submissions, provide the campus research community with proposal development assistance, allow both college and department officials sufficient review time, and accommodate funding agencies' processes and application submission complexities. Each of these merits additional discussion. (more)
F&A Rate Update (5/16/2011)

This is to inform everyone that we have just received official notification from our cognizant Federal Agency, Office of Naval Research, new facilities and administration (F&A, known customarily as “indirect cost”) rates for the next three years (fiscal year 2012-2014).

These new rates will be included in proposals for NEW funding and competing continuations. No existing grants and contracts will be affected and F&A costs will continue to be applied at the rate listed in the individual grant or contract award document. Unless the particular program has a limit on the total amount of funding that may be requested, F&A rate increase will not reduce the amount available for research.

The new F&A rate effective July 1, 2011, is 53% of modified total direct cost (MTDC) for on-campus work. The off-campus rate continues to be capped at 26%.  MTDC, the base to which the indirect cost is applied, is total cost excluding subcontract amounts above $25,000, equipment and tuition. Our F&A rate agreement for DOD contracts continue to be 60% MTDC for on-campus and 32% MTDC for off-campus work. The rate for Intergovernmental Personnel Act (IPA) agreements is now 10%.

Examples of F&A rates at other institutions include: William & Mary (48%), GMU (49.07% through June 30, 2011), Lehigh (61%), MIT (67.5%), UVA (54%), VCU (49.5% through June 30, 2011), and Virginia Tech (58.6%).

Increased F&A rates are directly attributable to our collective success as an institution. The changes from the last F&A rate in 2008 have been in building depreciation, equipment depreciation and operations/maintenance. The rates reflect enhancement of the University’s infrastructure from the cost of building, occupying and maintaining new construction.

If you have any questions regarding implementation of this change, you may contact Mr. Julian Facenda at jfacenda@odu.edu.

Important Notice about E-Verify and New Hire Paperwork Deadlines (4/5/2011)

As a reminder, please note the requirement that the Research Foundation use the online federal E-verify program to check the eligibility of employees to work in the US began September 8, 2009.  In addition to doing a paper I-9 Form to establish work authorization for every new employee, the Foundation now must go on-line to establish that the identification documents used were valid.

Significant fines and the potential for debarment as a federal contractor are consequences for violations of rules governing the mandatory E-Verify program.  Principal Investigators and other hiring authorities will be held responsible for any fines or monetary penalties due to violation of federal work authorization or E-Verify regulations if the violations result from their failure to follow established Research Foundation employment policies and procedures, such as allowing someone to work prior to completing new hire paperwork.    Any such fines or penalties will be allocated to investigator or department discretionary accounts.

PI’s and hiring authorities are reminded that  PRIOR  to starting work, all new employees must complete new hire paperwork including INS Employment Eligibility Verification Form (I-9), Federal (W-4) and State (VA-4) tax forms, as well as any other required paperwork.  New employee starting dates on 108 Payroll Authorization forms of more than three days before the I-9 and E-verify process are completed can lead to fines in excess of $1,000 per incidence. Work to be paid through the Research Foundation is not authorized until these documents are completed at the Research Foundation or, for internationals, the International Student and Scholar Services Office (ISSS). 

Upon completion of the I-9 form and other required new hire paperwork by the new employee, the Research Foundation will verify documents submitted to establish work authorization through the on-line E-Verification process.   It is anticipated that this new requirement to participate in E-Verify will slow down the process for all new hires whether international, permanent resident or U.S. citizen.

Thank you for your cooperation.

Should you have any questions please call or e-mail:
ODU Research Foundation Human Resources at 757-683-4293
Hope Fowler, ext. 200 (hfowler@odu.edu);
Larry Heitzman, ext. 201 (lheitzma@odu.edu);
Deidre Odom, ext. 202 (dnodom@odu.edu).

DHHS Office of Research Integrity to provide RCR training materials (1/10/2011)

ORI TO RELEASE INTERACTIVE VIDEO ON RESEARCH INTEGRITY

A video simulation on research integrity, entitled "The Lab" will be released soon on the ORI web site and as a DVD. In the simulation, research misconduct causes a noted lab to lose funding, creates bad publicity to the university, and eventually causes the withdrawal of a multi-million dollar endowment.  In "The Lab," viewers have the opportunity to undo the damage by assuming the roles of a graduate student, post doc, principal investigator, and a research integrity officer and make decisions to prevent misconduct from occurring unnoticed.  The interactive video addresses the handling of misconduct, data management, authorship, mentoring, work-life balance, and other issues that today's researchers face.
The trailer can be viewed at http://ori.hhs.gov/TheLab

2011 Mileage Reiumbursement Rate (1/4/2011)
Old Dominion University Research Foundation will adjust its reimbursement rate for the use of one’s personal automobile for business purposes to 51.0 cents for 2011.  The new rate is effective January 1, 2011 and will apply to all official travel on or after that date.  The new rate matches the rate approved by the General Services Administration
Research Foundation Human Resources (11/18/2010)

We are pleased to announce Hope Fowler has joined the Research Foundation as Human Resources Director.  Hope came to us from Opportunity, Inc.  She brings a wealth of knowledge and experience in all aspects of human resources.  

You can reach Hope by telephone at 683.4293, ext. 200 and her email address is hfowler@odu.edu

ODURF Discretionary Accounts Spending Guidelines

Please see the attached document regarding ODURF discretionary accounts spending guidelines.

http://www.researchfoundation.odu.edu/pdf/DiscretionaryExpense.pdf

NSF FY 2009 R&D Expenditures Ranking (9/30/2010)

On September 27, the NSF released R&D expenditure rankings for all institutions based on FY 2009 data. For detail breakdown, please visit the link http://www.odu.edu/ao/research/about/NSFResearchRankingFY2009.pdf.

(more)

Recommendations for new accounting system (8/3/2010)
ODU Research Foundation is in the process of reviewing our current accounting system.   PI’s, Co-PI’s, Deans, and Department Chairs who utilize the Foundation are invited to submit recommendations and objective enhancements to bwolfe@odu.edu with a subject line of “New System”.   These will be reviewed for possible inclusion in the overall system requirement documentation.
ODU Research Foundation Drop Box (7/26/2010)

The Research Foundation has a drop box located at the security desk in the lobby of the 1st Floor of the Innovation Research Park Building 1, located at 4111 Monarch Way. The box is locked and we pick up documents at least three times each day.

You may use the box to drop off forms for processing from 7am-7pm, Monday through Friday.  Items left after 3pm will not be retrieved or processed until the next business day. The drop box is a convenient way for you to deliver routine forms such as purchase requisitions, reimbursements, travel forms, and other documents.  Things we ask that you DO NOT leave in the drop box are cash, checks, and any time-sensitive documentation such as proposals or proposal transmittal forms (PTFs).  Those should continue to be delivered to the Research Foundation receptionist on the 2nd Floor.

Please note that the security personnel located on the 1st floor are not Research Foundation employees.  They cannot ensure deliverance of any documentation to the Research Foundation. 

If you prefer not to use the box, you have the option to sign-in with the security officer and come to the 2nd floor to deliver your paperwork to the Research Foundation receptionist.

If you have any questions, please call 757-683-4293.

Facilities & Administration (F&A) Cost Principles (7/26/2010)

Since our most recent announcement that dealt with how recovered F&A cost will be distributed, we received questions from one of the PIs who wanted to know of various aspects of F&A principles including:

(a) What really is F&A cost? What does it include?
(b) How does this get negotiated with the Federal Government?
(c) How does our rate compares with those of other universities; and
(d) How does our disbursement of recovered F&A cost compares with those of other institutions?

Realizing that answers to these questions may be of interest to also others we have re-crafted one of our existing web-links to provide answers to some of these questions.

Please see
http://www.odu.edu/ao/research/proposaldev/funding/indirect.shtml

Recovered F&A Distribution Update (7/14/2010)

Dear PI's/Chairs/Deans:

To ensure that recovered F&A costs are distributed uniformly across the campus and that faculty PIs are adequately incentivized to seek external funding, with concurrence of President Broderick and Provost Simpson, effective for the 6 month period ending on June 30, 2010 we will implement the following traditional allocation:

1. Discretionary ODURF accounts will be set up for all PI's.

2. Based on the approved blue-sheet disclosures that were provided during proposal submission, the portion of recovered F&A that is distributed will be deposited once every six months as follows:

(a) 20% to the Principal/Co-Principal Investigators' accounts;
(b) 25% to the Department/School account; and
(c) 20% to the Dean's account.
(d) 35% to Office of Research account.

PI's/Chairs/Deans may spend from their respective discretionary accounts to support scholarly pursuits as long as expenditure meets pertinent ODURF and ODU Policies including http://www.researchfoundation.odu.edu/accounting/accproc.htm.

Responsible Conduct of Research (RCR) Announcment (7/7/2010)

New requirements put in place by the National Science Foundation (NSF) and the National Institutes of Health (NIH) call for the institutional officer to certify when proposals are submitted that the institution has a responsible conduct of research (RCR) training plan in place.  NSF requires that any student or postdoctoral researchers who receive NSF funds obtain RCR training.  NIH requires those receiving support through NIH training or education grants receive instruction in RCR.   

In response to these requirements, and in furtherance of training ethical scholars and scientists, on January 7, 2010 President John Broderick approved an Institutional RCR Program.  The program requires all graduate students complete on-line training within twelve months of enrollment.  All are to complete seven core RCR modules produced by Collaborative Institutional Training Initiative (CITI).  Students working with human subjects or live animals will complete additional specialized training.  

Investigators receiving NSF funding will have primary responsibility for ensuring that students participating in their research complete the required RCR training. This requirement can be satisfied through completion of the seven core RCR modules provided by CITI. In addition, to the above requirement, investigators receiving NIH funding for training, career development awards, research education grants, and dissertation research grants need a training plan that incorporates substantial face-to-face educational experiences. This plan should be developed in consultation with the ODU Director of Research Compliance.

CITI is now available to the ODU community and available at http://www.citiprogram.org.  If you have any questions on the NSF or NIH policy, please contact Carole McPhillips, ODURF Sponsored Programs Manager at cmcphill@odu.edu or 683.4293, ext. 604.  For questions on ODU’s RCR policy or CITI, please contact Adam Rubenstein, ODU Director of Research Compliance at arubenst@odu.edu or 683-3686.

New PI Contact for Proposal Assignments with the ODU Research Foundation (5/25/2010)

Effective immediately, the Research Foundation asks that Principal Investigators write preaward@odu.edu for notifying the Research Foundation of an intended proposal submission and for requesting assignment of a pre-award Grant and Contract Administrator (GCA).

The Research Foundation has made this change in an effort to simplify the proposal assignment process for both Principal Investigators and Research Foundation staff.  Writing preaward@odu.edu ensures a more timely response to Principal Investigator inquiries, and it also provides one simple email address that Principal Investigators will have to remember.

Information needed by the Research Foundation when requesting a GCA assignment has not changed.  When Principal Investigators write preaward@odu.edu, it is requested that they provide information regarding the program solicitation, such as an URL link, as well as any additional information that would be helpful to Research Foundation staff for providing a GCA assignment and for beginning work on the proposal.

Principal Investigators who prefer to telephone the Research Foundation for a GCA assignment should call 683-4293, x-502.  If there are any questions, please contact Carole E. McPhillips, Manager of Sponsored Programs, at cblett@odu.edu.

Reminder notice about retirement contribution (04/9/2009)
Due to a change in our retirement plan, temporary (non-student) employees become eligible for 11% contribution into the retirement program if they:

--are initially hired on or after January 1, 2009, and

-- complete at least 1,000 hours of qualified employment during their first 12 months of employment or any 12-month period of July 1 through June 30 thereafter. Please note that 1,000 hours of qualified employment includes work performed for all principal investigators, not just work performed for you.

If you employ temporary (non-student) employees beginning January 1, budgeting for the retirement contribution for these employees will now be required. For this reason, ODURF staff will begin budgeting, on all proposal submissions, for the retirement contribution for any temporary (non-student) employees. This will impact any proposal submissions that have expenditures for temporary (non-student) employees on January 1, 2010 or beyond.

For existing grant and contract projects, principal investigators are encouraged to contact their grant and contract administrator to discuss any budget revisions needed for the retirement contribution.

If you have any questions, please direct them to your ODURF grant and contract administrator.

Manual Payroll Check Fee (9/18/2008)
Beginning October 1, 2008, the Old Dominion University Research Foundation will start charging a fee for replacing payroll checks. The fee for this service is $25.00 per check. This fee will be charged for the following conditions:

1) Replacing a check lost in the mail.
2) Replacing a check due to the check being held longer than 90 days.
3) Replacing a check that was damaged.
4) Replacing a check that was lost by the payee.

The Old Dominion University Research Foundation offers all of its employees the option to have their checks direct deposited into a checking or savings account. By having your check direct deposited, it eliminates the chances of having a check lost or stolen. The funds are available to you on the payroll pay date. The form is available on our website: www.researchfoundation.edu.odu under the forms heading.

If you have any questions regarding this new fee, please contact Doreen Garrison, Accounting Manager at (757) 683-4293 ext. 601 or Julian Facenda, Director of Finance at (757) 683-4293 ext. 602.

ODU Research Foundation Signature Authorization/Delegation (8/28/2008)
Welcome back to a new academic year of purchasing. The Old Dominion University Research Foundation policies and procedures require that any financial transaction initiated be done so with appropriate levels of authorization. Signature authorization is the responsibility of the designated Principal Investigator on individual project accounts, cost centers, overhead accounts and discretionary accounts. Co-Principal Investigators have automatic signature authority for projects on which they are so designated. Signature authorization may be delegated to staff or research assistants only upon express written approval of the Principal Investigator or Co-Investigator. (more)
ODU Research Foundation Termination Procedures - Effective August 1, 2008 (8/4/2008)
Principal Investigators are required to notify the Research Foundation Human Resources Department of pending termination of all Regular Status employees and Postdoctoral Associates prior to the employees last day of service. (more)
National Institutes of Health Public Access Policy (2/4/2008)
The NIH recently announced its new Public Access Policy regarding peer-reviewed publications. The new NIH Public Access Policy will ensure published NIH-funded research is accessible to the public, health care providers, educators and scientists and will help advance science and improve human health. (more)
ODU Research Foundation Policy Updates (8/23/2007)
The Research Foundation Board of Trustees promulgated certain policies in accordance with the federal Cost Accounting Standards Disclosure Statement (DS-2) process. The policies provide documentation to formalize existing procedures but do not reflect change in practices. These policies and procedures relate to specific areas of compliance with OMB Circulars A-21 and A-110. (more)
Advanced Travel Authorization Reminder (2/8/2007)
The purpose of the Advance Travel Authorization procedure is to provide documentation for insurance purposes regarding travel at the Foundation as well as to verify the allowability, allocability, and reasonableness of proposed travel under a sponsored program. (more)
ODURF Guidelines and Approval (10/17/2005)
Do you ever use ODU classified employees to work on funded research projects? If so you need to be aware of the procedure on Secondary Employment of a University Classified Employee through the Research Foundation, effective November 1, 2005. (more)
Accident Reporting and Treatment (3/10/2005)

In case of an at-work accident, a list of hospitals and Urgent Care Centers can be found at http://www.researchfoundation.odu.edu/accidenttreatment.htm

Faculty Supplemental Compensation Procedure (5/26/04)

This serves to document the current Research Foundation procedure for processing faculty overload payments. (more)