Thank you to our extended UTSA knowledge enterprise community for attending the recent town hall on COVID-19 Funding Landscape and Awards Management with senior staff from the Office of the Vice President for Research, Economic Development, and Knowledge Enterprise.
The impact of COVID-19 is yet to be measured, as the complexities are unlike any event in history. As we learned with Hurricane Katrina and 9/11, the economic impact can last decades beyond the event itself. CV19 is influencing shifts in higher education whether it is changes in student enrollment or, a reprioritization of federal appropriations for response and recovery.
However, we cannot take our eyes off other Global Grand Challenges, such as energy and water security, securing the supply chain and other health and medical related threats. This is why research universities are critical and must pivot our academic programming and strengthen our research capabilities to ensure San Antonio remains a hub for discovery.
A big thank to our moderator, Dr. David Akopian, Associate Dean for Research, College of Engineering and our four panelists: Jaclyn Shaw, AVP for Strategic Research Initiatives; Liana Ryan, Director, Faculty Development; Dr. Christine Burke, Director, Commercialization & Tech Transfer; and Dr. Sandra Garcia, AVP Sponsored Projects Administration.
Please find below a list of Q&As from the Town Hall.
1. Q: Can I hire staff or a Graduate Research Assistant during this CV-19 period?
A: UTSA has implemented a hiring suspension with the exception to the following:
- Positions critical to the health and safety of the campus community and campus assets, such as public safety, health services and custodial staff.
- Positions required to enable remote instruction and student success, or to support changes in research modalities that can be integrated into best practices after the crisis passes.
- Positions nearing conclusion in their searches or for which offers have been extended, and remote work is possible.
- Positions that are funded 100% from externally sponsored sources. This would include students hired using federal and other institutional sources set aside for employment of student workers.
- If the position is 100% grant funded you can proceed to post/recruit per the normal process. If not, it is determined by a case by case basis and would recommend that you call HR directly for guidance on non-grant funded hires.
- When ready to hire a GRA, please contact your department staff member who is responsible for initiating appointments and follow the normal process.
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2. Are the new purchasing thresholds per item or overall total? Can I order supplies? How quick is the turnaround time from request submission to purchase using the REDKE Procard?
A: The new purchasing thresholds do not apply to sponsored project purchases. These new purchasing thresholds were to address spending on non-sponsored project funds.
All sponsored project purchases should be ordered primarily through Rowdy Exchange and the purchase order system. When it’s not possible, the Office of Research Finance and Operations now manages a Procard to support expenditures, including virtual conference registrations, paid from externally sponsored projects.
The first step in the purchasing process is to use RowdyExchange. If a vendor is listed in RowdyExchange then follow the RowdyExchange process.
If the vendor is not listed in RowdyExchange or there are issues with specific orders through RowdyExchange, then use the Credit Card Purchase Request Form, required for all Procard purchases. The form requires the following:
- Department contact and delivery information
- Vendor contact information
- Attach a quote or screenshot to ensure correct project is purchased
- Item quantity and description
- Funding source information
- Budgetary approver and signature
- Instruction on how to make payment (such as website, account information, telephone number, etc.)
REDKE will manage the above-mentioned Procard to support expenditures, including virtual conference registrations, paid from externally sponsored projects. Departments shall send the completed Credit Card Purchase Request Form to ResearchFinance@utsa.edu with the 10-digit project ID in the subject line and copy the principal investigator(s).
Financial Affairs will purchase non-sponsored essential Procard purchases that cannot be made via Rowdy Exchange. Departments shall send the completed form to FinancialAffairs@utsa.edu. Once the transaction has successfully processed, the requester will receive confirmation.
>> For specialized reagents/chemicals, faculty members should obtain approval from Lab Safety and send it with the Request Form.
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3. Q: When will I be allowed to travel again?
A: The university is monitoring the situation to ensure the health of the university community.UTSA’s current travel policy is as follows:
University-Sponsored Travel: No university-sponsored international or domestic travel is permitted unless deemed mission-critical or health-critical as approved by university leadership. These restrictions extend through May 31, 2020, with the potential for extension as needed.
After May 31, only mission-critical and externally-sponsored travel will be approved through August 31, 2020.
Guidelines for All Travelers: Based on the Stay Home, Work Safe Orders issued by San Antonio and Bexar County, travel is discouraged. Travelers should check the U.S. Centers for Disease Control and Prevention travel information, U.S. Department of State travel advisories and the International Air Transport Association list of travel and entry restrictions for the latest information.
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4. Q: Why is it taking so long for things to be processed, such as project ids, cost transfers, and closeouts?
A: Many of the financial processes across the university have been simplified and moved to a paperless process wherever possible.
Grants and Contracts Financial Services are in full operation to ensure project set ups, sponsor billing, and financial reporting are completed on schedule. Contacts are Daniel Anzak 210-458-5905 or Lisa Pettit 210-458-5337.
If you’re having issues with your post-award activities, please contact your Research Center Service and copy/notify your college Associate Dean of Research.
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5. Q: I need to ensure that my lab staff and students are protected when we return to work. Can I order gloves, face masks, hand sanitizer, and hand soap on my project ID’s? These items are needed to complete my project activities.
A: Safety protocols are still in place. Wearing a face covering is mandatory for employees while working on campus, with few exceptions. Visit the UTSA Nonmedical Face Coverings for more information.
The university has been sourcing PPE gear for faculty, postdocs, graduate students and staff to order for their labs and offices when the university reopens later this year. Those procedures will be finalized and communicated ahead of the university’s reopening.
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6. Q: My trip was cancelled due to COVID-19 and airfare is not being refunded. Instead, it is being issued as a credit for future flights. What should I do? The trip did not benefit my grant, but the airfare expense is there.
A: Faculty who used personal funds to book travel for research, academic or professional activities that have been cancelled or postponed due to COVID-19 can still be reimbursed from their UTSA funds. They must complete an Expense Report with only the amounts that were paid, documenting cancellation for COVID19 reasons, and including any relevant receipts.
If the travel was booked using sponsored project funds, they should check with their Research Service Center or visit REDKE’s COVID-19 Federal Guidance to ensure that reimbursement is allowable on these funds.
Depending on the agency, there might be a way to use the credit for other research purposes. Contact your Research Center Service for assistance.
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7. Q: My project director contacted me and asked if I needed to report any changes in my research or if I need an extension. Should I just respond back to them directly?
A: Please contact your Research Center Service promptly and we will assist you in managing an extension and the associated paperwork.
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8. Q: Will UTSA internal seed grant still be available in FY21?
A: FY2021 seed grants will not be impacted and the VPREDKE will make award announcements in the near future. This includes INTRA, GREAT, Connect and Transdisciplinary Teaming (T2) programs. For further questions, please contact Ana Laredo at ana.laredo@utsa.edu.
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