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CONTRACTS

Costs affiliated with PRE-DOCTORAL STUDENTS

Costs affiliated with POST-DOCS

COST SHARING

DEPARTMENT ASSIGNMENTS (administrators; DGCA, ORSP, Finance and Research Office reps)

FACULTY RESEARCH PORTAL

FILELOCKER for sharing large files.

Frequently used FORMS

Grant SUBMISSIONS

DATA MANAGMENT

LIMITED SUBMISSIONS

OMG UNIFORM GUIDANCE

OFFICES/DIVISIONS

Income from FOUNDATIONS

INFLATIONARY INCREASES and SALARY CAPS in federal proposal budgets

Continuous submission for INVESTIGATORS SERVING ON NIH STUDY SECTIONS and their ELIGIBILITY PERIODS.

INSTITUTIONAL FACTS needed for grant proposals (Choose the RBHS download)

NIH One Page Guide to RIGOR and REPRODUCIBILITY

POST-AWARD TOOLS

RBHS INDIRECT COST RATE AGREEMENT

RBHS Newark Building ADDRESSES

RBHS W-9

Research COMPLIANCE

Standard NIH DUE DATES

RBHS Newark building addesses
Medical Science Building (MSB) 185 South Orange Avenue, Newark, NJ 07103-2757
Doctors Office Center (DOC) 90 Bergen Street, Newark, NJ 07103-2425
University Hospital (UH) 150 Bergen Street, Newark, NJ 07103-2496
Behavioral Health Sciences Building (BHSB) 183 South Orange Avenue, Newark, NJ 07103-2757
Ambulatory Care Center (ACC) 140 Bergen Street, Newark, NJ 07103-2425
Stanley S. Bergen Building (SSB) 65 Bergen Street, Newark, NJ 07107-3001
Rutgers School of Dental Medicine 110 Bergen Street, Newark, NJ 07103-2495
Cancer (CC) 205 South Orange Avenue, Newark, NJ 07103-2785
Internation Center for Public Health (ICPH) 225 Warren Street, Newark, NJ 07103-3535
*The administrative address of Rutgers University for contracts is ASB III, 3 Rutgers Plaza, New Brunswick, NJ 08901
Important Offices/Divisions etc.

Research Compliance

Contracts - processed by the Office of Corporate Contracts.

Includes:

  • Corporate Agreements
  • Material Transfer Agreements ( MTAs)
  • Clinical Trials - profit & non-profit contracts/agreements (i.e. research in which human subjects undergo interventions to evaluate the effects of those interventions on health-related outcomes.)
  • Contracts with Clinical Components (i.e. research that involves protected health information and/or biological materials (blood, serum, urine, bodily fluid, tissue, specimen etc.) collected directly from a living or non-livinghuman subject.)
  • Award Notices from grants with clinical components

Grant Submissions - processed by ORSP

Includes:

  • Federal & State Grants
  • Non profit agreements
  • Letters of Intent for Subcontracts-in
  • Rutgers Foundation (all non-profits) - requires RUF liaison signature and assessment fee on Endorsement Form

Rutgers' Research Administration and Proposal Submission System (RAPPS)

RAPSS Activity Matrix
RAPSS Quick Reference Guides
RAPSS Video Guides
RAPSS Training Sessions
RAPSS Training Materials

Grants.gov

Application Submission System & Interface for Submission Tracking (ASSIST)

Electronic Biomedical Research Application Portal (eBRAP) login

ORSP's Internal deadlines for grant submissions:

5 business days before due date:Completed endorsment form with title and PI signature

  • Sponsor's guidelines
  • Final proposal (except for final science)
  • Final budget and justification
  • Subaward documents (if applicable) - budget, justification, scope of work, statement of committment, subrecipient committment form

2 business days before due date:

  • Complete endorsement form with all signatures
  • Final science
  • All investigators must have completed an FCOI disclosure within the past 12 months.

Implementation of Uniform Guidance New Policies/Procedures:

Income, royalties and gifts from NJHF or RUF

  • The NJHF or RUF notifies the PI, DGCA and the school Finance Office
  • If there is an existing index number, DGCA will post the funds.
  • If an index number is needed, the school finance office will submit a request for new index
  • Even if the use of these funds is discretionary, these funds are considered "restricted."

Inflationary increases/salary caps in proposal budgets

  • Salary Cap for Federal Sponsored Programs: Effective January 1, 2017, the federal government will pay no portion of any salary exceeding $187,000. NIH notice NOT-OD-17-087
  • Inflationary increases for NIH grants:Inflationary increases for future year salary commitments (except NRSA postdoctoral stipends) and non-salary commitments are no longer allowed for NIH research grants.  NIH notice NOT-OD-12-036
  • Inflationary increases for non-NIH grants:per sponsor guidelines.

Frequently used forms

Cost Sharing is the provision of effort or resources to a project beyond that which is provided by the sponsor. If cost sharing is specified in a proposal, and an award is made, the cost sharing commitment becomes an obligation of the University. Sponsors and auditors must be able to verify that cost sharing funds committed to sponsored projects have been provided. Rutgers is required to record these expenditures incurred under state and federal sponsored programs and must use that information in audits and in negotiating the school’s indirect rates.
  • Cost sharing should only be offered if clearly mandated by the sponsor or if needed to accurately reflect the resources required to conduct the project.
  • Cost sharing should almost always be avoided with for-profit sponsors as the University could be construed as subsidizing them.
  • Cost sharing of non-personnel costs is discouraged because of the difficulty of documenting such costs.
  • Salaries, wages and other direct costs can be cost shared unless they are already funded indirectly by the University’s indirects.
  • “Matching” is a cost sharing requirement that is measured by a one-to-one or other significant proportional match of the sponsor’s funding.
  • “Third party in-kind cost sharing” are goods or services provided by an entity other than the sponsor.
  • As a general rule, Federal funds received under one project cannot be used as cost sharing on another Federal project. Similarly, State of New Jersey funds received under one project cannot be used as cost sharing on another State of New Jersey project. However, a combination involving a Federal program and a State program is generally acceptable.
  • Cost sharing requires institutional approval and should be part of the proposal budget. NJMS Investigators should prepare the Cost Sharing Cover memo and Cost Share Budget template well in advance of the due date, obtain approvals and include them with the internal paperwork as part of the proposal budget.
  • Once established, cost share indices will receive a designation of 10Sxxx if the source of the funds is a state (unrestricted) line; or a designation of 10Cxxx for all other sources.
Type
Examples
Cost Share Budget at time of submission?
Cost share budget at time of award?
Tracking Method

Mandatory Committed Cost-Share
Rutgers contribution to a sponsored project, required by the terms of the project. It must be included and budgeted for in the proposal to be considered by the sponsor.

Sponsor has a written policy that it will not provide salaries
Required
Required
Companion Account

Voluntary Committed Cost-Share
Rutgers contribution to a sponsored project, NOT required by the terms of the project. It is included and budgeted for in the sponsored award.

Effort unpaid by any external sponsor (e.g. State Lines)

Requested; not required. 
But do flag in RAPSS

Required
Companion Account or
Third-party certified if applicable.
Supplies, Equipment, Other
Requested; not required. 
But do flag in RAPSS
Required
Companion Account or
Third-party certified if applicable.
Salary Over-the-Cap, Tuition, Health Benefits
n/a
n/a
Departmental Tracking

Voluntary Uncommitted Cost-Share
Rutgers contribution to a sponsored project, NOT required by the terms of the project. It is NOT included or budgeted for in the sponsored award

n/a
n/a
n/a

Third Party Cost-Share
Non-Rutgers contribution to a sponsored project.

Mandatory Committed
Required
Required
Companion Account
Voluntary Committed
Requested; not required. 
But do flag in RAPSS
Required
Third-Party Certified

The full Rutgers Cost Sharing policy is available here. Please note that this policy will soon be updated as part of the Excellence in Research Administration initiative.

Costs affiliated with Rutgers GSBS pre-doctoral students
Tuition for Full Time Doctoral - NJ Residents (applies to years 1-4 only) $ 8,008.50 per semester  
Tuition for Full Time Doctoral - Non-Residents (applies to years 1-4 only) $ 11,601.50 per semester  
Tuition for Part Time Doctoral - NJ Residents (applies to years 1-4 only) $ 662 per credit  
Tuition for Part Time Doctoral - Non NJ Residents (applies to years 1-4 only)  $ 828 per credit  
Thesis Phase Fee (applies to years 5+ only) $ 200 per semester  
Campus Fee (full time students only) $ 380 per year  
Stipend (standard) $ 29,605 per year  
Stipend for students who receive individual grant (receive $2,000 bonus) $ 31,605 per year  
Health Insurance $ 2,051 per year  

New GSBS Financial Model for graduate students on grants (other than training/fellowships)GRAD STUDENTS ON NIH GRANTS (other than training/fellowships)

The GSBS provides the stipend for a student’s first 18 months and tuition for the first 2 years.  After that, the student chooses a lab and the following applies:

  • Mentors of students who chose a thesis laboratory after Dec. 2015, will support their students up to the NIH max (level zero post-doc stipend) including stipend, tuition, health insurance, general services fees.
  • The amount of tuition that exceeds the NIH cap will be covered by GSBS in the form of partial tuition exemptions.
  • Grad students on NIH grants  (other than training/fellowships) have an employee-employer relationship with NJMS
  • Use the current GSBS stipend level for the salary amount.
  • In HR code as 20 hours per week (i.e.  50% effort)
  • No fringe benefits are applied because of temp status.
  • Indirect costs do apply because they are receiving salary; not stipend.
  Example budget for (non training/fellowship) grad student on proposals student's 3rd year year in program student's 4th year year in program student's 5th year year in program  
Salary Current GSBS stipend level (50% effort) 29,605 29,605 29,605  
Fringe benefits Zero because PT/temp 0 0 0  
Health insurance Current GSBS level 2051 2051 2051  
Campus fees For career services and student health services 380 380 380  
Tuition or Thesis phase fee Include a portion of the tuition calculated so that total support does not exceed the zero-year level for NIH postdoc stipend FY 16 - $43,692.    Tuition is different for in-state vs. out-of-state students. If student is not identified, recommend treating as out-of-state. GSBS will provide tuition exemption for the balance of the tuition. This tuition exemption will not be considered cost share.  In year 5, tuition is replaced by $200/semester thesis phase fee. 11,656

11,656

 

400  
Total directs Should equal no more than zero year level NIH postdoc stipend. 43,692

43,692

32,436  
Indirects Indirects on salary and health insurance only (59% for NIH) 18,677 18,677 18,677  
Total Directs + Indirects 62,369 62,369 51,113  
 

Click here for allowable NRSA fellowship costs for FY 2017

Costs affiliated with Rutgers NJMS post-docs
Fringe benefits  7.65% (just FICA and Medicare)
Health Insurance (as of 9/1/16) $165.39/month (add $163.59/month for spouse; add $163.59/month per child)
Current NIH NRSA Support for post-doctoral students Years of Experience FY 2017 Stipend (effective Dec 1, 2016)  
  0 $47,484  
  1 $47,844  
  2 $48,216  
  3 $50,316  
  4 $52,140  
  5 $54,228  
  6 $56,400  
  7 or more $58,560  
  • All newly appointed Postdoctoral Appointees must receive financial support no lower than the Current NIH NRSA support appropriate to the relevant years of experience. New scales will be implemented on the following July 1.
  • Annual increases for post-docs should be based on the NIH NRSA salary scale currently in effect; not the scale that was in effect when the appointment was originally made.

Legacy (BANNER) Post award tools

Post award tools

Transfer Processes (Oracle and PeopleSoft)
  For expense portions dating back to Banner For expense portions > 90 days in Oracle/PeopleSoft For expense portions < 90 days
Involving Sponsored Projects
Salaries CISF to cost-transfer@ored.rutgers.edu

SWRJ to cost-transfer@ored.rutgers.edu

ECI  Process directly through PeopleSoft
Non-Salaries LCTER to GCA through IPAS LCTER to GCA through IPAS

JVEF forwarded to trained personnel to post in Oracle    -or-

Costs Tile> Manage Expense Items if no change to UDO GL string or natural account
Revenue for Sponsored Projects JVEF to GCA JVEF to GCA JVEF to GCA
NOT involving Sponsored Projects
Salaries CISF to pyrlswrj@payroll.rutgers.edu  ECI Process directly through PeopleSoft    ECI Process directly through PeopleSoft  
Non-Salaries JVEF to  trained personnel JVEF to  trained personnel JVEF forwarded to trained personnel to post in Oracle   -or-  Costs Tile> Manage Expense Items if no change to UDO GL string or natural account
Revenue For Non- Sponsored Projects JVEF to trained personnel JVEF to trained personnel JVEF to trained personnel
* no exemptions for small dollar amounts
* start dates in Oracle - 9/24/16 (hourly) or 10/8/16 (salaried)

CISF = Change In Source of Funds form

When completing this form:

  • Complete a separate one for each FY (because different FB rates)
  • Provide Banner ID # instead of Oracle one.
  • Only do line that needs changing.
JVEF = Journal Voucher Entry Form
SWRJ =  Salary and Wage Redistribution & Justification cost transfer request form
LCTER = Late Cost Transfer Exception Request form
GCA = NJMS - Email to Stephanie Knight, Manager GCA, and Roberta O'Haeri, Senior Mgr. GCA
Click here for updated cost transfer policy
Assignments
NJMS Department / NJMS Center or School Chair / Director Administrator ORSP rep DGCA rep Finance rep Research Support Team rep
Academic Administration Robert Johnson Michael Petti Letitia Dean Stephanie Knight Jennifer Tricoche  
All Contracts N/A N/A Letitia Dean N/A N/A  
Anesthesiology Alex Bekker Natalie Colimon-Fitzgerald Cecilia Carrington Stephanie Knight Rosanne Bautista

Kate Boschert
Theresa Policastro

Cancer Center Ian Whitehead Diane Wheeler N/A N/A Rosanne Bautista  
Cell Biology & Molecular Medicine Junichi Sadoshima Gloria Bailey Sharon McFarlane Stephanie Knight Trev Carless Anthony Mayo
Center for Emerging & Reemerging Pathogens David Alland Chanita Medina Cecilia Arceo Stephanie Knight Rosanne Bautista  
Center for Immunity & Inflammation William Gause

Jennifer Yaney
Theresa Policastro

N/A N/A David Roe Theresa Policastro
Core Facilities various Deborah Lazzarino N/A N/A Sandra Kaczka  
Emergency Medicine Lewis Nelson Robert Rauscher Cecilia Carrington Stephanie Knight Sandra Kaczka Donna Graziano
Family Medicine Chantal Brazeau Margie Vines Sharon McFarlane Jessica Andrade Jackie Little

Kate Boschert
Theresa Policastro

Graduate School of the Biomedical Sciences N/A Nadine Stevens N/A Stephanie Knight N/A  
Medicine Marc Klapholz Robert Walden Cecilia Arceo Stephanie Knight Rosanne Bautista Kate Boschert
Anthony Mayo
Theresa Policastro
Microbiology, Biochemistry & Molecular Genetics Vivian Bellofatto Mittie Simmons Cecilia Arceo

Stephanie Knight

Sandra Kaczka Donna Graziano
Neurological Surgery Peter Carmel Frank Clark Sharon McFarlane Stephanie Knight Jackie Little Anthony Mayo
Neurology Suhayl Dhib-Jalbut Frank Clark Sharon McFarlane Stephanie Knight Rosanne Bautista Anthony Mayo
NJMS Central Administration Robert Johnson Michael Petti Letitia Dean Stephanie Knight Jeff Williams  
Obstetrics, Gynecology & Women’s Health Mark Einstein Peter Sahu Cecilia Carrington Helen Akabogu Rosanne Bautista Kate Boschert
Anthony Mayo
Ophthalmology and Visual Science Marco Zarbin Jane Bernheim Sharon McFarlane Stephanie Knight Trev Carless Kate Boschert
Orthopaedics Joseph Benevenia Kathleen MacGillivray Cecilia Carrington Stephanie Knight Sandra Kaczka Anthony Mayo
Otolaryngology/Head and Neck Soly Baredes Frank Clark Sharon McFarlane Stephanie Knight Jackie Little Anthony Mayo
Pathology & Laboratory Medicine

Chen Liu

Jeong  Sook Yoo Cecilia Carrington Stephanie Knight

Alonzo Haynes

Donna Graziano
Kate Boschert

Pediatrics Glenn Fennelly Peter Sahu Cecilia Arceo Helen Akabogu Trev Carless Kate Boschert
Pharmacology, Physiology & Neuroscience Andrew Thomas

Suann Klechinski

Hilda Cashman

Cecilia Carrington Stephanie Knight Trev Carless Donna Graziano
PHRI Center David Perlin Alla Rabinovich Cecilia Carrington Stephanie Knight Trev Carless Donna Graziano
Kate Boschert
Physical Medicine & Rehabilitation Steven Kirchblum Brian DaSilva Cecilia Arceo Jessica Andrade Alonzo Haynes Donna Graziano
Psychiatry Petros Levounis Uche Nwaro Sharon McFarlane Stephanie Knight Rosanne Bautista Anthony Mayo
Radiation Oncology Bruce Haffty Sharda Kohli Sharon McFarlane Jessica Andrade Jackie Little  
Radiology Sohail Contractor Julie Chapman-Greene Sharon McFarlane Jessica Andrade Jackie Little Anthony Mayo
RBL David Perlin Steven Park Cecilia Carrington Stephanie Knight Trev Carless  
School of Dental Medicine Rafael Benoliel Monica Williams Letitia Dean Stephanie Knight N/A  
School of Health Related Professions Gwendolyn Mahon Alexis Fulks Letitia Dean Stephanie Knight N/A  
School of Nursing Janet Bowne Jamie Steiger Letitia Dean Jessica Andrade N/A  
School of Nursing (FXB) Margaret Sullivan Cheryl Thiemann
Janet Bowne
Letitia Dean Jessica Andrade N/A  
Surgery Anne Mosenthal

Larry Gold

Deneen Blow

Sharon McFarlane Stephanie Knight Jeff Williams   Kate Boschert

 

Please contact Theresa Policastro with suggestions, corrections, or questions regarding this webpage.