University of Florida COM - Jacksonville Research Manual Third Edition – May 2009 The How-To Book for Research Administration at UFCOM-J What‟s Included: How to Prepare Budgets for Research Projects How to Setup your Research Accounts How to Register Research Patients How to Pay Bills Helpful Links, Forms & Contacts Guide on Research Policies & Procedures Table of Contents SECTION I: Introduction .............................................................................................. 4 Office of Research Affairs ........................................................................................ 6 Institutional Review Board ........................................................................................ 7 IRB-03 .................................................................................................................. 7 WIRB .................................................................................................................... 7 SECTION II: Pre-Award Procedures ........................................................................... 8 Clinical Trials ............................................................................................................ 9 Pharmaceutical Industry Sponsored ..................................................................... 9 Confidential Disclosure Agreement (CDA) .................................................................................................. 9 Budget ........................................................................................................................................................ 9 Clinical Trial Agreement (CTA) ................................................................................................................. 10 IRB Approval ............................................................................................................................................. 11 Study Enrollment ....................................................................................................................................... 12 Non-Pharmaceutical Industry Sponsored ........................................................... 12 Research Grants .................................................................................................... 12 Federal Agency Grant Applications ........................................................................................................... 13 IRB Approval ............................................................................................................................................. 13 SECTION III: Post-Award Procedures ....................................................................... 14 Notification of Award/Acceptance (NOA) ............................................................... 15 Account Management ............................................................................................ 15 Account Setup .................................................................................................... 16 Deposits .................................................................................................................................................... 16 Overhead Accounts (also called Indirect Cost Accounts) ......................................................................... 16 Using PeopleSoft to Enter & Retrieve Account Information ................................ 16 Chartfields ................................................................................................................................................. 17 Definition .............................................................................................................................................. 17 How to find your chartfields .................................................................................................................. 17 How to find a PI‟s grant awards (& project numbers) ................................................................................ 18 How to find your available budget ............................................................................................................. 18 How to find project start and end dates ..................................................................................................... 22 Enterprise Reporting: Project Reports ...................................................................................................... 22 Expenditures....................................................................................................... 23 How to pay bills by voucher ...................................................................................................................... 23 Encumbered .................................................................................................................................... 24 Unencumbered ................................................................................................................................ 24 Imaging ............................................................................................................................................ 26 How to process a purchase requisition ..................................................................................................... 26 External Vendors .................................................................................................................................. 26 UFJHI/UFJP Invoices ........................................................................................................................... 27 How to pay by PCard ................................................................................................................................ 28 Overview .............................................................................................................................................. 28 How to pay travel expenses ...................................................................................................................... 29 Before the Travel Occurs: Travel Authorization .................................................................................... 29 After the Travel Occurs: Expense Report ............................................................................................. 29 Institutional Fees ....................................................................................................................................... 30 Indirect Costs (i.e., IDC or Overhead) .................................................................................................. 30 UF‟s Indirect Cost Policies ............................................................................................................... 30 F&A (IDC) Rates .............................................................................................................................. 31 Budgeting Indirect Costs ................................................................................................................. 31 Indirect Cost Recovery .................................................................................................................... 31 PI Administrative Time Charge ............................................................................................................. 31 Account Closeout ............................................................................................... 31 General Transaction Completion Procedures ........................................................................................... 31 C&G Procedures ....................................................................................................................................... 32 Miscellaneous Donors Account (also known as Miscellaneous Residual Account) .................................. 32 2 Ongoing Responsibilities ........................................................................................ 33 Research Project Closure ...................................................................................... 34 IRB ..................................................................................................................... 34 Pharmacy ........................................................................................................... 34 Project Sponsor .................................................................................................. 34 SECTION IV: Appendices .......................................................................................... 35 Signature Authority for Agreements ....................................................................... 36 PI Administrative Time Charge Memo .................................................................... 37 IRB Information ...................................................................................................... 38 Research Administration Basics for Clinical Trials ................................................. 43 Start Proposal Procedure ....................................................................................... 49 Pharmacy Services ................................................................................................ 55 Clinical Research Service (CRS) ........................................................................ 55 Clinical Research - Investigational Drug Service ................................................ 59 A. Prior to Starting the Study ..............................................................................................................