Contact ORS Staff

Penn Data for Proposals

Compliance Training

coi FCOI

Human Subjects
Animal Subjects
Export Controls
K Material Transfer
Research Inventory System (RIS) Log-in


Effort Reporting

Forms and Agreements




ORS Newsletter

Division of Finance Access Only
Inside Finance


Previous Announcements From
The Office of Research Services

ORS provides administrative support to faculty and departmental managers for all sponsored project activities.



NIH has announced a new salary cap, which is now tied to Executive Level II of the Federal Pay Scale. The Executive Level II salary is $179,700. This new cap will apply to all sponsors under the Department of Health and Human Services. Our office is currently reviewing the notice and will issue further guidance on the implementation of the salary limitation.  See link below to the NIH notice:



The Financial Interest Disclosure Electronic System (FIDES), is a web-based application to be used as the sole means for disclosure of financial interests and relationships related to participation in specific research projects. The requirement to disclose in FIDES is separate and distinct from required, school-based annual extramural activities reporting. Paper disclosures will no longer be accepted by the Office of the Vice Provost for Research.

Individuals required to disclose any time after February 1 may access FIDES at using their PennKey and Password and a Penn-supported web browser. 

It is important that the specific research project that is the subject of the eDisclosure is accurately identified as it appears in PennERA or HS-ERA, as applicable. For example, if the eDisclosure involves an IRB protocol, the individual will be asked to identify both the protocol (by title and IRB number) as it appears in HS-ERA and all sources of external funding for that protocol (e.g., grant, sponsored research agreement, clinical trial agreement) as they appear in PennERA (by title and institution number).  Individuals should have this information available prior to logging in to FIDES.

We offer individual training in FIDES. OVPR staff will be happy to provide individual guidance to any individual required to submit an electronic disclosure in FIDES.  Individuals who wish to receive this individual instruction should contact our office. 

For additional information, please visit the OVPR website at or contact the OVPR at 215-898-3603 or email at



The Office of Research Services (ORS) is pleased to announce that the new Subaward Webpage is up and and can be accessed at: Please note that the Webpage is still a work in progress and we expect that the site will grow gradually and become a useful tool, which will contain pertinent information as it relates to subawards.  

The REVISED SUBAWARD REQUEST FORM (with instructions) can be found on the new webpage and EFFECTIVE:  April 1, 2011, the revised subaward request will be the only form accepted by ORS when making a request for a subaward.

Please take the time to familiarize yourself with the form and instructions.  Should you have any questions, please feel free to contact our office directly. 

Note:  please be advised that the revised Subaward Request Form can also be accessed via the “Forms and Agreements” page as well.


NIH eRA Information: Sponsors Required to Approve and Route Fellowship Termination Notices in xTrain; Need to be Assigned eRA Commons Sponsor Role

This information is for recipients of all active Ruth L. Kirschstein-NRSA fellowship awards (i.e., F30, F31, F32 and/or F33 grants):

Principal Investigators who apply to these grant programs (i.e., fellows) must identify a Sponsor who will supervise their research training experience.

NIH reminds you that before you submit a fellow’s termination notice to the agency, the fellow’s Sponsor is required to review and approve the notice and route it to you (or another BO at your institution) for submission. This business process applies to fellowships completed at U.S. universities, research institutions, and hospitals. (For federal or foreign fellowships, the PD/PI (fellow) or the Sponsor can submit the termination notice directly to the agency.)

In order to perform these duties within xTrain, the Sponsor needs to be assigned the eRA Commons Sponsor role. The Sponsor institution’s Signing Official (SO), Account Administrator (AA), or Administrative Official (AO) can add this role to the Sponsor’s existing Commons account, or create a new account for the Sponsor if he or she is not already registered in eRA Commons.

PennERA Electronic Submissions Reference Materials

Electronic Submissions and
Information and resources related to Electronic Submissions and

Sponsored Projects Handbook
This handbook was designed to assist the faculty and staff of the University of Pennsylvania in the administration of research awards.

Information and resources related to the proposal process.

Award Management
Information on the appropriate administration of sponsored projects.

Sponsors & Agencies
Links to Sponsors' websites and regulations.

Penn Offices
Other offices involved in the management of sponsored projects.

Principal Investigators
Resources and information for PI's.

Funding Opportunities
Searchable databases and email alerts available to the Penn community.

Office of the Vice Provost for Research

Office of the Vice President for Finance and Treasurer

Research Compliance

Responsible Conduct of Research

Principles of Responsible Conduct



ORS Newsletter: January 2013

ORS Newsletter: October 2012

Updated NIH Grants Policy Statement (GPS)

Financial Conflict of Interest Information

ORS Newsletter: July 2012

DOD F&A Cap Update

ORS Newsletter: March 2012

ORS Brown Bag Schedule with Handouts

xTrain FAQs

xTrain Termination of Fellowships Quick Reference Guide for Institution Users

eRA Help Desk (For xTrain Policy-related Questions)

Announcement: Change in University's F&A Rates for Clinical Trials, effective July 1, 2011

New AIS Guide

Updated NSF Proposal & Policy & Award Procedures (PPAP)

NIH eFFR (SF425) Implementation Notice

FFR Schedule

FFR Implementation Notice

FFR Pilot--- Late FFR Submission Approval Ltr

Procedural Guidelines for Principal Investigators (“PIs”) Leaving the University of Pennsylvania: Handling Awards, Research Materials, Equipment and/or Other Research-Related Issues

New for FY11: New BEN Cost Transfer Categories

August 20th, 2008 Letter from Associate Vice Provost for Research

For More Information on the Stimulus Package

The American Reinvestment and Recovery Act (ARRA) of 2009:
Stimulus Information Site

Solution to Common PD Questions

ORS Brown Bag Session, Apr 9, 2009:
Slide Presentation

NIH Public Access Policy This new policy now mandates the deposit of peer-reviewed manuscripts from all NIH funded research to an open access archive, PubMedCentral

Information related to the FY08 Department of Defense appropriation signed November 17, 2007.  

NIH Salary Cap
Information on the past and current caps.

For up to date news regarding research administration, take a look at our most recent newsletter or click here to get instruction on how to subscribe to our email list serv.

Sponsored Programs

New to Sponsored Projects Administration at Penn?
Click here for information on what you need to know and where to find it.

NIH eSNAP Process and Procedures

Research Compliance

Proposal Transmittal and Approval Form

Sponsored Programs Subaccount Worksheet

Accounting Procedures of Non-Federal Sponsors


Research Administration Quizzes and FAQ'S

Salary Cap Cost Sharing Estimator