Fellow Research Administrators,

Subaward Team would like to remind you that effective 01/02/2019 we will implement a new subrecipient invoice process that will require subrecipients to send invoices directly to the subaward issuing unit. 

For all interested, we will provide an “All About Subawards Training” starting January that will cover all subaward related topics including new invoice process and Kuali Subaward module.

Always if you have any question regarding subawards, please contact us at umbcsubawards@umbc.edu.

Sincerely,

Subaward Team

MEMORANDUM

DATE:            December 4, 2018

TO:                  Business Managers/Department Chairs/Center Directors/Faculty

FROM:           Stan Jackson

RE:                 OSP deadlines over the Winter Break, Dec. 21, 2018 – Jan. 2, 2019

________________________________________________________________

This is a special announcement concerning the OSP schedule for reviewing/approving proposals with deadlines to federal and other agencies that occur during Winter Break this year. 

Please note:

1. All proposals with submission deadlines occurring between December 21, 2018 and January 3, 2019 must be fully routed, ready for submission, and released to the OSP office by the close of business on December 17, 2018; and

1. All proposals with submission deadlines occurring between January 3 and 4,, 2019 (the first 3 business days after the break) will be due to OSP by the close of business on December 18, 2018.

This schedule is consistent with our current policy, which requires the submission of complete proposals to OSP at least three business days before the agency submission deadline, since OSP will be closed during the Winter Break. 

The campus closure during Winter Break will cause a heavy workload on OSP staff, so we will enforce our current policy more consistently.  Proposals received after the OSP deadlines specified above will be reviewed on a first come first serve basis and will be submitted only if time permits.  

Thank you for your understanding.

Dear Research Community Members,

Per UG 200.305 (b)(3) UMBC should make payments to the subrecipients within 30 days after receipt of the invoice (unless the invoice is incorrect). To help meet this requirement OSP and Business Services will change the subrecipient's invoice handling process. Starting 01/02/2019 all new subawards will require invoices to be sent directly to the units, in addition, during the month of January OSP will issue modifications to the existing subawards requesting the same. In the new process, the unit administrator will check the incoming invoice against the Invoice Checklist, collect the required signatures (for the unit and the PI) and submit the payment request in People Soft. The detailed process diagram is attached to this message. During the transition period beginning 01/02/2019, all invoices that will be sent to the Business Services will be forwarded to the units without OSP pre-review. As it is required right now, PS invoice payment requests without the accompanying signed Invoice Checklist will be returned to the unit.

While not coupled to the invoice processing change, OSP is working on the Subaward module in Kuali, which we hope to have ready for view access starting in January, along with the “All About Subawards Training.”

Please feel free to reach out with any questions.  Please also expect continued communications regarding this transition in the upcoming weeks.  

OSP Subaward Team

Dear Colleagues:

We are pleased to announce that a revised version of the NSF Proposal & Award Policies & Procedures Guide (PAPPG), (NSF 19-1) has been issued.

The new PAPPG will be effective for proposals submitted, or due, on or after January 28, 2019. Significant changes include:

You are encouraged to review the by-chapter summary of changes provided in the Introduction section of the PAPPG.

A webinar to brief the community on the new PAPPG will be held on November 27 at 2 PM EST. For additional information about the webinar, including how to register for it, visit: https://nsfgrantsconferences.com/pappg-webinar-19/.

While this version of the PAPPG becomes effective on January 28, 2019, in the interim, the guidelines contained in the current PAPPG (NSF 18-1) continue to apply. We will ensure that the current version of the PAPPG remains on the NSF website, with a notation to proposers that specifies when the new PAPPG (including a link to the new Guide) will become effective.

If you have any questions regarding these changes, please contact the Policy Office at policy@nsf.gov.

Regards,
The National Science Foundation

Dear Research Administrators,

Effective 11/08/2018 all POs associated with subawards will be closed, and the new subaward payment process will apply to all subrecipient invoices. For the next few months, all invoice communication from OSP will include a step-by-step instruction about how to complete the Payment Request in People Soft and what information/documentation needs to accompany the payment request. In addition, once transitioned out from procurement there will be no need to inform procurement about changes to the existing subawards.

To make the PO closeout period smoother, for a brief amount of time we stopped sending new invoices for processing. Once all POs are closed, we will send outstanding invoices with the note to process them promptly.

If you have any questions about the new process, please contact Jessica Holte or Michal Mielech from OSP – umbcsubawards@umbc.edu.

If you have any questions regarding Payment Request in People Soft, please contact Linda Rothfus from AP - busserv@umbc.edu.

Sincerely,

Michal Mielech

Hello fellow Research Administrators,

OSP is pleased to inform you that in the near future all existing subawards with issued PO # will no longer be a part of the procurement process. With the effective change, all subawards’ invoice payments will be processed directly by the Accounts Payable through People Soft payment request. Once the new process will be in place, there will be a step-by-step information included with the invoice email on how to process the payment.