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American Recovery and Reinvestment Act of


									 ARRA Information
School of Engineering and Applied Science – September 22, 2009
           Longwood Medical Area – August 26, 2009
               University Area – August 28, 2009

                                                        ARRA Task Force
February 17, 2009

                 Signed into law by President Obama
                February 17, 2009
What we’re going to talk about

   ARRA and the US Economy
   ARRA and Sponsored Research
   ARRA Reporting Requirement
   ARRA Stimulus Grant Specialist
   ARRA and YOUR questions!
5 major purposes of ARRA Funding

   Preserve and create jobs
   Assist those most impacted by the recession
   Provide investments to increase economic
   Invest in infrastructure for long-term
    economic benefits
   Stabilize state and local governments
Where is the money going?
Infrastructure and Science

   ARRA includes $21.5 billion in federal
    research and development funding to:

    –   Stimulate the economy
    –   Create and preserve jobs
    –   Advance biomedical research
What makes ARRA Different?

   Historic event
   High visibility
   Unprecedented reporting requirements
   Legal obligation to meet all ARRA reporting
It’s all about …

   Accountability and Transparency
   Accountability and Transparency
   Accountability and Transparency
 Accountability        and Transparency
 Accountability          and Transparency
Office of Inspector General

   NIH $17M through September 30, 2012
   NSF $ 2M through September 30, 2013
   DOE $15M through September 30, 2012
   NASA $ 2M through September 30, 2013
   DOD $15M through September 30, 2010
What does this mean for Harvard?
      Stimulus Proposals Submitted
            05/18/09 – 09/10/09
FAS                  129   $129,427,346
HMS                  380   $319,464,885
Other University
Schools (GSE,        10     $5,962,344
HKS, Arboretum)
SEAS                 17    $23,343,401
SPH                  158   $102,381,080
TOTAL                694   $580,579,056
ARRA Awards as of 09/10/09

   Awards:
    –   110 total awards for $45M+ in obligated dollars

            FAS – 37 awards;    $ 15.3M
            HMS – 49 awards;    $ 12.2M
            HSPH – 16 awards;   $ 4.5M
            SEAS – 8 awards;    $ 12.9M
Reporting Requirements:
Section 1512 of ARRA

   Quarterly reporting required for all ARRA
    –   Initial reports are due October 10
    –   Reports are cumulative
   Reporting is required on a project by project
   Non-compliance could be treated as a
    violation of the award agreement
How are we reporting?
Who is participating?

   PI
   Department
   Stimulus Grant Specialist
   OSP
Stimulus Grant Specialist (SGS)

   Roles and Responsibilities
    –   Provide administrative support to the PI and
    –   Collect non-financial data for reporting on prime
        and subrecipient information
    –   Reviews financial data for allowability, allocability,
        reasonableness and consistency
    –   Primary contact to OSP/SPA
OSP Reporting Specialist

   OSP has identified key point of reporting
    contacts internally to coordinate with the
    Stimulus Grant Specialist
   These OSP Staff are responsible for
    Quarterly Report submission
Information Flow
                           Sponsored Stimulus
         FAS                   Specialist
                          Faculty of Arts and Sciences
  Grant Administrators
                            Yulanda Quinlan
                                                           Financial Analyst
                                                            Office for Sponsored
                           Sponsored Stimulus              Reporting Specialist
         SEAS                  Specialist
                           School of Engineering and
  Grant Administrators         Applied Sciences
                                Grace Shin

                           Sponsored Stimulus
         HSPH                  Specialist
  Grant Administrators   Harvard School of Public Health
                             Connie Galanis
                                                           Financial Analyst
                                                            Office for Sponsored
                                                           Reporting Specialist
                           Sponsored Stimulus
         HMS                   Specialist
  Grant Administrators       Harvard Medical School
                             John Jay Alves
                              Quarterly ARRA Reporting Timeline

                                              10/1 –         10/11-
 9/15          9/15-9/30           10/1                                      10/21
                                               10/8          10/20
cutoff date   Contact
              subrecipients for
              progress and job
              creation update

              Review Detail
              Expense Report

              Populate Data       Completed
              Request             Data        Prime and
              Spreadsheet         Request     sub
                                  Spread-     reports
                                  sheet due   due to
                                  to OSP      Federal-
                                                           Prime and subs
                                                           review data and
                                                           correct as
                                              by OSP)
                                                                             reviews and
                                                                             final data
Reporting Data Elements

   Elements that come from GMAS & the GL:
    –   Award Number
    –   Award Amount
    –   Project Period
    –   CFDA Number
    –   Harvard DUNS Number
    –   Expenditure data
Reporting Data Elements

   Elements PI/Department is responsible for
    providing to OSP:
    –   Award description
    –   Project description
    –   Project status
    –   Place of Performance
    –   Vendor Payment information
    –   Jobs created & retained
Reporting Data Elements

   Award Description
    –   Briefly summarize the scope of the award
    –   Should only have to be crafted once
    –   Will need to be reviewed and submitted quarterly
    –   4,000 character maximum
Reporting Data Elements

   NSF Award Description
    –  Use the “Abstract at Time of Award” in available at
    – If the abstract shown in is longer than
    – the space allotted, enter as much text as the space will
    – permit, and end with the statement, “The complete abstract
       for this award is available in
Reporting Data Elements

   NIH Award Description
    –  Enter project abstract as provided by the HHS Readiness Tool/NIH
       RePORTER tool, public health relevance statement, or other text
       that may be more informative to the public.
    – For summer research experience supplements, provide a
       sentence such as, “This grant provided a summer research
       experience(s) for ___________________ (insert "X" number of
       high school student(s), college student(s), science educator(s),
       etc.) in health-related scientific research.”
    – For administrative supplements, do not use the abstract from the
       parent grant, rather create a description of the purpose of the
Reporting Data Elements

   Quarterly Activities/Project Description
    – Briefly summarize the overall purpose of the
      project, including subawards. Note any major
      deliverables, outcomes or results.
    This might change or be added to every reporting
    – 2,000 character maximum
Reporting Data Elements

   NSF Quarterly Activities Project Description
    –   Enter “See Award Description” in this field.
    –   As the project progresses, recipients may want to
    –   supplement this statement with items such as:
         • Personnel in place;
         • Research underway, and/or
         • Equipment purchased and/or installed
Reporting Data Elements

   NIH Quarterly Activities Project Description
    – If there are no significant changes from the Award
      Description field, then it is acceptable to say, "As
      defined in the Award Description field." Otherwise
      include only any significant changes. Note: This is
      NOT to be considered a quarterly scientific
      progress report.
Reporting Data Elements

   Project Status:
    –   Estimate the completion of the entire (multiyear)
        project, including subawards
    –   4 Fixed Options
            Not Started
            < 50% Completed
            > 50% Completed
            Fully Completed
Reporting Data Elements

   Place of Performance:
    –   Physical location of primary place of performace
    –   Information needed in this section:
            State
            Zip
            County
            Congressional District
Reporting Data Elements

   Vendor Payments: Less than $25K
    –   Must report the cumulative number of these transactions
        and the amount
    –   This information is captured from the General Ledger and
        should exclude:
            Salary and Fringe
            Internal Billing
            Subaward Transactions
    –   Documentation supporting how and which transactions
        were selected should be kept for audit purposes
Reporting Data Elements

   Vendor Payments: Greater or equal to $25K
    –   Must report detailed information of each $25K or greater
        vendor payment, including:
            Vendor DUNS Number
            Vendor Name
            Vendor HQ Zip
            Product Service Description
            Payment Date
            Payment Amount
    –   Documentation supporting how and which transactions
        were selected should be kept for audit purposes
Reporting Data Elements

Harvard is counting all FTEs charged to ARRA awards as
  either created or retained, except tenured faculty.

   Job Creation: A job created is a new position created and
    filled as a result of ARRA funding. This would include an
    assignment into an unfilled position.
   Job Retention: A job retained is an existing position that
    remains active as a result of ARRA funding.

The prime recipient is responsible for collecting subrecipient job
  information even if reporting has been delegated
Reporting Data Elements
Jobs: Narrative
   Should include a brief description of the types of jobs created or retained
   Is cumulative
   Best to report the job’s benefit to the award as opposed to the job category on
    the general ledger
   Should include information about any other FTEs directly charged to the award.
    While jobs created and retained are important it is also important to highlight
    resources working to and not directly charged to the award, e.g. faculty

   Components to include in narrative:
     –   Job Title
     –   Major Activities and Tasks
     –   Relation to the project
Reporting and Subrecipients: Harvard
receives a subaward

   When Harvard receives an ARRA subaward, we must refer first
    to the subaward terms and conditions to see if the Prime
    sponsor has delegated reporting or not

   If the prime has delegated reporting, then the Stimulus Grant
    Specialist is responsible for gathering the data and OSP is
    responsible for submitting via

   If the prime has not delegated reporting, then Stimulus Grant
    Specialist is responsible for gathering the data and OSP is
    responsible for submitting to the prime
Reporting and Subrecipients: Harvard
issued a subaward

   When Harvard issues a subaward we must report on
    the subrecipients jobs created and retained.
   If Harvard delegated reporting responsibility, then
    the Subrecipient will register with and report directly
   If Harvard did not delegate reporting responsibility,
    then the Subrecipient submit reporting information
    directly to Harvard to submit to
Subrecipient Data Elements

   Prime Recipient DUNS Number
   Subrecipinet DUNS Number
   Subaward Number
   Subaward Amount
   Subaward Date
   Total Subaward Funds Disbursed
   Subaward Place of Performance
   Recipient Reporting Applicability
   Jobs
   Progress status
   Vendor Information
ARRA Frequently Asked Questions

   Can we carryforward on ARRA funds?
   Can the PI transfer ARRA awards?
   How are these awards being set up in GMAS?
   Can you request a no-cost extension on ARRA
   Can we rebudget ARRA funds?
   Can the supplement and parent awards be managed
ARRA Reporting Recap
  How can I prepare for the October ARRA Reporting deadline?
 Who is going to submit the Quarterly Report due on my ARRA award?
 What information needs to be submitted on ARRA awards quarterly?
 Where does that information come from?
 What is required for subrecipient reporting?
 What is reporting delegation?
 What is my role in ARRA reporting? The PI's? OSP's?
 What is the Stimulus Grants Specialist? And what role do they have in
 How am I supposed to calculate a job created or retained?
 Why do we need to report Quarterly anyway? Why are we gathering
   this information monthly?
Additional Questions?

   Recovery. Gov

   OSP Recovery Act Information http://vpf-

   ARRA NIH Terms and Conditions

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