New Process for ARS Task Orders
The USDA Agricultural Research Service (ARS) provides ISU with Task Orders annually that provide funding primarily for the use of USDA ARS collaborators on the ISU campus. This memo is to update your department on the new process for establishing USDA ARS Task Orders received after July 1, 2013.
Background: Past practice at ISU has been for the ISU department or unit to prepare a supplemental budget form for the Task Order and list the department chair or unit director as the PI on the form. This form has been walked around campus for signatures and then walked to OSPA or sent through campus mail. OSPA has then manually entered the information from the supplemental budget into the OSPA legacy database.
Now, with the implementation of Kuali Coeus, the opportunity to modernize the processing of ARS Task Orders has arrived and they can be treated as any other sponsored award made to ISU.
Revised Process: The process for submitting new ARS Task Orders is to utilize the GoldSheet. Use of the GoldSheet will enable speedy and direct transmission of the information in the GoldSheet into Kuali Coeus and the Kuali Financial System as well as permit electronic routing of the Task Order and any associated documentation.
ISU departments or units should route a GoldSheet for each new ARS Task Order with the department chair (or unit director) as the PI. Attach all documentation as well as the Task Order to the GoldSheet. Per Carol Moran, the Administrative Officer of ARS, it is the preference of ARS that ISU not list the ARS collaborator as a Co-PI.
Additionally, a supplemental budget will no longer be required – the department/unit should instead use the one page budget form on the OSPA website for the budget associated with the task order.
Go to http://ospa.iastate.edu/forms/docs/BOBLite-2013-01-22.xlsm to download the budget form.
OSPA will document the Task Order as a new award in Kuali Coeus and will forward the award to Sponsored Programs Accounting, which will set up an account number with the department chair as PI for the Task Order as per previous practice.
Thank you for your assistance with implementation of the revised process. If you have any questions about the process for new ARS Task Orders, please contact OSPA at 4-5225 or firstname.lastname@example.org.