Effort Commitments and Payroll Certification
No-Cost Extension Request Procedures
Extramural Support Policies and Procedures
Research Education Development (RED)
Page Updated: June 16, 2021
Check here for updates regarding how COVID-19 is affecting sponsored programs at UW-Madison. If you have any information to share, please e-mail us at firstname.lastname@example.org. Read updates to UW-Madison Campus Operations: https://covid19.wisc.edu/
|PPE procurement||Message about obtaining personal protective equipment (July 13, 2020)|
|OVCRGE Research Reboot – Return to Research Phase 2||More information about returning to the campus research space (July 1, 2020)|
|OVCRGE Research Reboot – Return to Research Phase 1||Information about returning to the campus research space (May 27, 2020)|
|OVCRGE Memo on Travel Restrictions||UW-Madison research travel guidance in response to COVID-19|
|OVCRGE Message on Research Guidance||Notes on conducting research at UW-Madison amidst telecommuting and COVID-19 concerns.|
|OVCRGE Research Recommendations||Answers to your questions and information about accessing resources, support for researchers, remote work, and more.|
|OVCRGE Research Update||Research enterprise update from the Vice Chancellor for Research and Graduate Education (March 31, 2020)|
|COGR Repository for IHE Guidance||A collection of resources from various institutions of higher education.|
|OVCRGE Message on Human Subjects Research||Message for those conducting human subjects research.|
|UHS COVID-19 Updates||Up to date information from the University of Wisconsin - Madison's University Health Services including campus-wide FAQs.|
|UW Health Sciences IRB Updates||UW-Madison’s Health Sciences IRB has created this webpage to share updates and provide answers to COVID-19 related questions related to Human Subjects.|
|American Heart Association|
|Bader Philanthropies, Inc.|
|Brain & Behavior Research Foundation (BBRF)||
|Department of Commerce|
|Department of Defense||
|Department of Education|
|Department of Energy and DOE National Labs||
|Department of Health and Human Services
(see NIH for separate listing)
|Department of Interior|
|Department of Justice||
|Environmental Protection Agency (EPA)||
|Foundation for Food and Agriculture Research (FFAR)||
|Gordon and Betty Moore Foundation||
|Institute of Museum and Library Services||
|John Templeton Foundation|
|Leidos (DOD and DHHS flow-through sponsor)|
|National Aeronautics and Space Administration (NASA)||
|National Endowment for the Arts (NEA)||
|National Endowment of the Humanities (NEH)|
|National Institutes of Health (NIH)||
|National Science Foundation (NSF)||
|Office of Laboratory Animal Welfare||
|Office of Management and Budget (OMB)||
|Patient-Centered Outcomes Research Institute (PCORI)|
|SABIC Global Procurement|
|Space Telescope Science Institute|
|Susan G. Komen||
|United States Department of Agriculture (USDA)|
|WI DNR Surface Water Grants Program||
|Wisconsin Department of Justice|
|World Health Organization||
Check federal agencies for funding opportunities related to COVID-19. Then start the conversation with your dean's office administrators to ensure you are considering various aspects of this type of research.
Contact the Office of Biological Safety if your work involves biological samples that may contain the virus (email@example.com, 608-263-2037). Contact the IRB if you want to do research with human subjects or biological samples that come from human subjects (firstname.lastname@example.org, 608-263-2368). Contact the RARC if you work involves animal models (email@example.com, 608-262-1238).
Now is a good time to consider how an outbreak of COVID-19 in Wisconsin might affect your research. Here is a list of questions to get you started.
Here are a few simple scenarios in order to consider these impacts:
Here are additional questions to help you assess how an outbreak may affect your research:
Additional considerations for human subjects research:
Additional considerations for environmental health and safety:
Please also see the question “May I pay staff on new grants that were activated after the pandemic began, if work cannot be performed due to COVID-19?” below.
In most cases, yes but see the limitations below. UW-Madison has an updated leave policy available here: https://kb.wisc.edu/ohr/policies/page.php?id=98958. This is an institutional policy that applies to all employees, regardless of funding source. This is critical because the Uniform Guidance states that allowable costs must “(c) Be consistent with policies and procedures that apply uniformly to both federally-financed and other activities of the non-Federal entity.”
The updated leave policy outlines several different scenarios, including 1) continuing to work on campus as an essential employee; 2) working remotely as an essential or non-essential employee; 3) taking UW-Madison COVID-19 leave through May 15, 2020; 4) taking federal emergency leave; or 5) reassignment, leave without pay, and furlough options for employees who cannot work remotely or who do not have work to perform. If an employee is working (either on campus as an essential employee or remotely as an essential or non-essential employee), then the salary can continue to be charged with its current allocation, including to sponsored projects. If an employee is using leave time in accordance with University policy, then we will continue our practice of charging leave to the sources in place at the time the leave is taken.
Please note that the UW – Madison policy allows use of institutionally-granted COVID-19 leave through May 15, 2020. That limitation applies to sponsored projects as well. UW COVID-19 leave will not be available starting May 16, 2020. Although UW COVID-19 leave will no longer be available, UW-Madison employees who are affected by COVID-19 may qualify for paid leave under the federal program called the Families First Coronavirus Response Act. Please see Leave programs for employees affected by COVID-19 for more information. We strongly recommend working with your HR representative should you have any questions.
The Office of Management and Budget has authorized agencies to allow certain flexibilities, but agencies must explicitly allow recipients to exercise such flexibilities. (See RSP’s summary of OMB’s memo.) The flexibilities include the ability to continue charging salaries consistent with institutional policy regarding paying salaries under unexpected or extraordinary circumstances from all funding sources, both Federal and non-Federal. Not all agencies may grant such authority, and there may be non-Federal sponsors that do not offer similar flexibility. For information on agencies that have released guidance in accordance with OMB Memo M-20-17, please see this page. Regardless of the OMB guidance, we must comply with institutional policy, including the cessation of UW COVID-19 leave after May 15, 2020.
As you are all aware, the situation is developing rapidly and changing quickly. We hope all agencies grant these flexibilities. Irrespective of what an agency may implement, we will need for our departments to document how their operations are being impacted by COVID-19. We will also need to ensure that salary charges are aligned with institutional and sponsor policy.
We are treating salary charges for individuals who are working from home the same as salary charges for those who are quarantined but still performing work on the research project. See the FAQ “Am I allowed to pay staff who may be quarantined on sponsored funding?”
No. Salaries may not be charged for new awards where the work has not yet started and cannot be performed remotely. In order for salaries to be allowable on new awards, work must be able to be accomplished remotely or be an on-site activity approved by a dean or director.
All summer work performed by C-basis (9-month) faculty, academic staff, and limited appointees requires prior approval by the individual's appointing unit. Each summer is comprised of three months, referred to as “ninths.” See policy on summer appointments.
There are varying situations that factor into the ability to charge summer salary to a sponsored project. The sponsor’s guidelines, Federal regulations, and university policies underlie any determination. However, there are three broad categories that can be described:
Discussions for making summer appointments for 2020 should not differ from those in the past. If an individual has funding to support salary through sponsored projects and has the ability to perform work on the projects, then the person’s salary may be charged to those sponsored projects over the summer.
Yes, recipients of a Vilas Associate Award can still receive July and August summer salary.
Yes, NIH indicated that stipend payments may continue to be charged. The Grants Management Specialist should be notified. Agency guidance on this is available at: https://grants.nih.gov/faqs#/covid-19.htm?anchor=question55770.
As a result of the COVID-19 pandemic, the current effort reporting period is being extended by one month. Therefore, July – December 2019 effort statements must be completed no later than May 31, 2020. See the announcement on RSP’s Effort page.
Sponsored project activities during the January – June 2020 effort reporting period may likely be impacted by the COVID-19 pandemic. Many Federal agencies and other sponsors have released guidance related to award management and the impacts of COVID-19. RSP will be reviewing this guidance and assessing its impact on our effort reporting processes. In the meantime, please continue to follow all relevant policies and procedures and apply those practices consistently. Our Effort Team will continue to update this FAQ as more information becomes available, in addition to sending out campus-wide messages.
Federal agencies have been granted the authority by the Office of Management and Budget to exercise certain flexibilities for grants and cooperative agreements. These include the ability to charge costs related to cancelled travel. For further information about agencies that have provided guidance on these types of costs, see this page. Additional guidance from both federal and nonfederal sponsors related to COVID-19 is available at this page, under Sponsor/Organization Updates. Please continue to follow all relevant policies and procedures and apply those practices consistently. Currently, per UW travel guidelines, as long as the circumstances were outside of the traveler’s control, fees for changing/cancelling flights are payable/reimbursable by the University (e.g. meeting dates changed). If the original expense was allocable to a sponsored project, the subsequent fees for changing/cancelling travel would also be allocable to that project.
Possibly, but not necessarily. The Office of Management and Budget has advised that recipients should not assume that additional funds will be available. Researchers may be able to request supplemental funding, but there is no guarantee that such funds will be awarded. We expect that federal agencies will recognize the difficulties inherent in this situation and work with institutions to facilitate the conduct of the project.
The campus process for handling PPE expenses is available at this site.
OMB Memo M-20-20 authorizes federal agencies to allow recipients to donate personal protective equipment and other resources to support COVID-19 emergency response activities. In general, please check sponsor guidance related to the award on which the items were originally purchased. Please be aware that sponsors may make a distinction between transfers of materials between UW departments/units and donations to external organizations (e.g., hospitals, clinics, non-profits, etc.).
The National Institutes of Health has indicated that this may be done without needing to seek NIH prior approval. See the NIH FAQ under Costs/Prior Approvals. The National Science Foundation, however, has requested that grantees contact their NSF program officers prior to taking such action. See the NSF implementation of M-20-20. Other agencies’ guidance may not yet be available. In all cases, whether the materials are considered shared or donated, please document and track the supplies.
Additional guidance on PPE and reagents has been provided in the UW-Madison COVID-19 FAQs on Research, specifically under “Can I still conduct my on-campus research?” and “How can UW-Madison research labs assist with the COVID-19 response?” The guidance includes the following:
There are shortages of critical personal protective equipment (PPE) around the world, especially N95 respirators, Tyvek suits, isolation gowns and procedure masks. Labs are being asked to conserve their PPE and share it with those in need, as identified by the Emergency Operations Center Logistics Team. If you have extra PPE you would like to donate, or if you need these items for essential operations and have a request in that is currently unmet, contact the EOC Logistics Team at EOC_PPE_Supplies@lists.wisc.edu. All PPE use requests will be evaluated for need, application of equipment alternatives, and for measures that can be taken to reduce PPE consumption.
Also, related to reagents and other supplies that could be used by the State Lab of Hygiene for testing for COVID-19:
If you think you can help, please contact: Pete Shult, firstname.lastname@example.org, 608-224-4328 or 608-262-5419 | Alana Sterkel, email@example.com, 608-224-4277 | Allen Bateman, firstname.lastname@example.org, 608-224-4254
For sponsored projects, outfitting a home workstation is generally an unallowable cost. The classification of direct cost versus indirect cost remains the same. Direct costs are clearly identified with a project’s activities and objectives. Indirect costs are not directly related to a specific sponsored project and are incurred for common or joint objectives. Indirect costs typically include office supplies or furniture and should be charged to non-sponsored funding. Additionally, Business Services has offered the following guidance related to small office purchases on non-sponsored funding: https://businessservices.wisc.edu/procurement-purchasing/purchasing-low-dollar-office-supplies-while-telecommuting/
Business Services has made guidance available about use of these codes. Please see the COVID-19 Account Codes FAQs on their website.
Click here to read special COVID-19 routing instructions for checks related to sponsored programs.
COGR is an association of leading research universities, affiliated medical centers, and independent research institutes. COGR convenes experts in the field and provides analysis of current issues in research administration and compliance. UW-Madison is a COGR member institution and looks to COGR for information to help guide our institution.
Important Note from COGR: The information provided herein has not been endorsed by federal awarding agencies and represents COGR’s best assessment of an evolving situation based on already established policies and regulations. As further guidance becomes available from federal agencies COGR will update this document and keep the membership informed accordingly. Nothing in this document is intended to supplant any institutional policy or federal, state, and local law, regulations, or guidance, and institutions are strongly encouraged to communicate with their agency program officers and grant officers as issues arise.
Full list of questions is posted below. Click here for full document with answers.