Research News – Monday, July 14, 2025

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1. Timely Charging of Project Expenses
   All project-related expenses, including cost share expenditures, must be charged to the appropriate sponsored project as they are incurred. Many awards now require supporting documentation, so it is essential to demonstrate sound fiscal stewardship to our sponsors.
2. EPAF Submission Deadlines
   Please ensure that all EPAFs are submitted prior to the end date of the sponsored project to avoid the need for cost transfers. EPAFs may be submitted mid-payroll for sponsored projects.
3. Restrictions on Salary Cost Transfers
   Once payroll confirmations are finalized, salary expenses charged to sponsored projects cannot be transferred. Please plan accordingly to avoid compliance issues.
4. Cost Share Chartfield Setup
   When establishing cost share chartfields, ensure that the function code for the cost share line matches the function of the sponsored program.
5. Use of Function Code 00311
   Function 00311 should be used exclusively for direct departmental research expenses. Direct departmental research expenses include, but are not limited to equipment, supplies, personnel, and travel that can be easily attributed to a research activity.  Function 00311 is not appropriate for departmental support staff salaries and travel, breakroom supplies, or faculty recruitment costs.
6. Monthly Account Reviews
   Monthly account reviews are required and must include review and signature by the Principal Investigator (PI). The Project Status Report provided by Grants & Contracts Accounting satisfies this requirement once reviewed and signed by the PI.

1. FRINGE RATES FOR FY2026: For OUHSC, the Federal Government, is behind schedule and has not approved our FY2026 fringe benefit rates.  Until the rate is fully approved, we will remain on our FY2025 provisional rate. When we do receive approval, we will communicate those new rates to everyone.  Also, we will complete any needed adjustments to true up the difference.

2. NEW GL CODES: Please review the attached document for a list of NEW GL codes and changes to how some existing codes will be used going forward. The most noteworthy are two new tariff GL codes – one to be used for tariffs on supplies and one to be used for tariffs of equipment/items that will be capitalized and coded to a “65” GL code. It is important to select these correctly to avoid vouchers being denied.

3. FIXED ASSET VOUCHER WORKFLOW CHANGE: On 7/1 we will begin using automated functionality within our voucher approval workflow for fixed assets. This will only impact vouchers and PO receipts that have been coded to a “65” or “66” GL code where our Fixed Assets team is in the approval workflow. For items that will be capitalized we will be adding asset information to the voucher itself. Because the voucher has been “edited” with this additional information it will cycle back to the department and through all approval workflow for a final review. This already happens when a voucher has been denied so you should be familiar with seeing vouchers cycle back through; however, it may feel odd at first because you won’t see denial comments. You may not even notice the changes. They are found on the “invoice information” tab” toward the bottom in the “distribution lines” table (screenshots provided below). There will be nothing additional for the department to do other than approve the voucher again to send it back through workflow.

• Complete all compliance approvals necessary for the project including FCOI training for PHS awards and Research Integrity Training for project personnel on research awards.
• If patient data is needed from OU Health, approval from the Clinical Research Informatics Oversight Committee is required prior to processing the Notice of Award.
• Route SoonerTrack Request Forms for all subawards and independent contractor agreements (ICAs) related to the grant.