What do you want

1
What do you want?!

• Quick and dirty guide to writing good explanations

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Requisition Examples

• 39011X, p32-dCTP, 1 mCi (0,0)
• 2239441 iCycler iQ PCR Plates (0,0)
• 15557044 20X SSC

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Good Examples

• Textured natural powder-free latex gloves with
  aloe, small
• 100 ML Size 100ML Charcoal-Stripped,
  Dilipidated
• PLEASE PASS THIS ALONG IN YOUR STAFF MEETINGS OR
  MEMOS TO ALL STAFF ENTERING REQUISITIONS

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Computer Purchase

• BAD examples
• I have and I want to upgrade my computer
• A laptop would make my life easier

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Computer Purchase

• Good Example
• In order to analyze the data for this project, I
  need a computer with X memory. My current system
  does not provide this. I would like to charge
  this grant 50 of the costs since I am currently
  working 50 of the time on this project and need
  this upgraded system to complete this project
  work.

6
Retro Bad example

• I ran out of money and have to pay these people
  from somewhere. Use this account until we get
  into trouble here as well.
• I forgot this account existed. I need to spend
  it out before it ends so increase my effort for
  the past 9 months to spend it out.

7
Retro

• Dr X is working on two projects that are very
  similar in scope. We mistakenly charged project
  Y too much and need to adjust his salary to
  reflect the actual amount of effort expended on
  this project. We will be more diligent in the
  future of assuring his effort is accurately
  reflected.

8
Change in Effort

• Dr U was unable to secure a post doc to complete
  this work, therefore his effort will need to be
  increased to assure the project objectives are
  completed.

9
New Position

• I had no idea that I would have so much money
  left over on this award. I need to keep staff on
  until my next award comes in, so lets move them
  here until my new money comes in.

10
New Position

• Lab tech M is needed for this project due to the
  greater need for assays to be analyzed then was
  originally projected.

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Drug Studies

• If your drug study has ended and you are not
  going to receive any more money, please contact
  your grant accountant and let them know.
• WHY?
• We are rapidly running out of file space and
  would like to combine PIs into as few accounts
  as possible.

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Requests for Approval

• Two most frequent types of requests that are
  processed through OR
• Rebudgeting Requests
• No Cost Extensions

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Rebudgeting

• How to get it through the first time
• Detailed
• Justified
• Must directly benefit the grant
• Allowable
• Contact OR (Kim Vargas) with rebudgeting
  request questions

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Typical Request

• Rebudget excess money from personnel to
  equipment.
• Personnel (10,000)
• Equipment 10,000
• OR needs to know-
• Why is there an excess in personnel
• Why is the equip needed, how is it going to
  directly benefit the grant

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Sample Rebudgeting Request

• Please approve the transfer of excess personnel
  funds to equipment. Two technician positions
  were vacated mid year and were unfilled and have
  caused an excess balance in personnel. The
  microscope currently being used has broken the
  manufacturer no longer makes this model therefore
  replacement parts are unavailable. New
  microscope with latest technology is required to
  carry out the aims of this grant. New technology
  will vastly improve our ability to gather data.

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2nd Rebudgeting Scenario

• Rebudget funds from excess supplies to travel for
  the upcoming cancer conference in Seattle,
  Washington
• Supplies (3,000)
• Travel (3,000)
• OR needs to know-
• Who is traveling? If it is a student or tech,
  will they be presenting? How is the travel going
  to benefit the grant?

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Ideal Rebudgeting Request for Travel

• Please approve the transfer of funds from excess
  supplies to travel. Dr. Smith will be presenting
  the results of this grant at the upcoming cancer
  conference in Seattle, WA. Allie Francis,
  student, will also be attending the conference.
  She will be presenting a poster on her work on
  this grant. The ability for Allie to gather the
  most current information in her research area
  will improve her ability to carry out the work
  she is conducting on the grant.

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No Cost Extensions

• UNOBLIGATED BALANCE
• AND
• WORK TO BE COMPLETED
• EXTENSION REQUEST

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NO COST EXTENSIONS

• EXPANDED AUTHORITIES
• - NIH GRANTS- R K SERIES
• - WFUHS CAN GRANT ONE 12 MONTH EXTENSION
• PRIOR APPROVAL REQUIRED FOR 2nd
  EXTENSION
• JUSTIFICATION REQUIRED, INCLUDING
• - WORK LEFT TO BE DONE
• - REASON FOR UNOBLIGATED BALANCE
• - PLANS FOR USE OF UNOBLIGATED BALANCE

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NO COST EXTENSIONS

• Monitor monthly expenditure reports
• Contact Office of Research (Amy Comer) as soon as
  possible, but AT LEAST 10 days before the grant
  ends
• Unless there are exceptional circumstances,
  equipment should not be purchased during
  extension period
• PI Salary is usually not allowed during extension
  period