Guidelines for BREF Investigators

Becoming a BREF Investigator • Establishing a Research Project through BREF
Purchasing Supplies • Purchasing Equipment • Requesting Payments
Requesting Reimbursements • Hiring Employees

1. Becoming a BREF Investigator

1. BREF investigators must hold a VA appointment. This may be a "without compensation" VA appointment.
   
   
2. BREF investigators are to complete a "non-compensated employee" packet in order to become a BREF employee and be covered under BREF's liability insurance coverage. In addition, they must sign a "non-disbarment" form.
   
   

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2. Establishing a Research Project through BREF

1. Study sponsors will require completion of a Study Agreement and usually a separate Financial Agreement. Both of those agreements should be sent to BREF for review and signature. If necessary, BREF will work directly with sponsor's representatives to modify the agreements to comply with applicable laws and regulations. Time required for completion of this process is usually dependent upon the responsiveness of the sponsor's legal department.
   
   
2. As the agreements are being completed between BREF and the sponsor, the Principal Investigator should be obtaining the necessary IRB (human and/or animal) approvals from the appropriate UMAB committee and from the animal and/or human subcommittee at the Baltimore VAMC. Please contact BREF for the exact procedures and necessary forms and schedules. The VA subcommittees automatically make recommendations to the VA Research and Development Committee, the final step in the approval process.
   
   
3. Before research funds can be accepted, the project must have:
   
   
   1. a fully negotiated and signed agreement.
      
      
   2. been approved by the VA R&D Committee.
      
      
   3. been approved by any other applicable committees, such as the University of Maryland IRB, Human Studies, Animal, etc.
      
      
4. Once approved by the VA R&D Committee, a BREF account will be established for the project. Upon initiation of the project, funds received from sponsor are deposited into the project account. An administrative overhead of 25% is deducted from each deposit.
   
   
5. Investigators are sent quarterly statements outlining purchases and deposits for that period along with the current account balance.
   
   
6. Contact David Johnson, PhD, Executive Director, at (410) 605-7130 if you are interested in having BREF administer a new research proposal.

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3. Purchasing Supplies

1. Investigators who want to allow others (such as technicians) to place orders on their behalf should complete a Purchasing Authorization form (see Shirley; Room 3A-125; ext. 6504; email: shart002@umaryland.edu). Let us know if you, the investigator, require your signature of approval on all orders charged to your accounts.
   
   
2. To place an order, complete a BREF Purchase Order for Supplies or Services form. It is important to note the study to which the purchase is charged, along with a phone number where we can contact you if there are questions about your order. If you have notified us that you require your signature on orders charged to your account please sign the order before it is delivered to BREF. The purchasing agent obtains approval from the Executive Director prior to placing all orders.
   
   
3. Order forms may be faxed to Shirley's attention at (410) 605-7906, emailed to Shirley at shart002@umaryland.edu, or brought to Shirley in the BREF office (Room 3A-125). We will acknowledge receiving your e-mailed order. If you don't hear from us the same day you send us your order, please call our office to confirm Shirley is in. Shirley can also place your order by phone at (410) 605-7000 ext. 6504; email her at shart002@umaryland.edu. All BREF orders should be placed by the BREF purchasing agent. If an item has been backordered or if there is a problem, you will be contacted. Most orders will be placed the same day they are received if an account is set up with the vendor. Please allow a few days for us to establish an account with a new vendor.
   
   
4. Once you receive the ordered items, sign and date the packing slip and bring it to the BREF office (to Shirley, Room 3A-125). This indicates to us its "ok to pay." If a packing slip is missing from the package, please obtain and complete a Packing Slip Replacement form and give to Shirley (Room 3A-125; fax (410) 605-7906; email: shart002@umaryland.edu).
   
   
5. Radioactive orders must include the Radiation Safety Officer's signature before being submitted to Shirley. The Radiation Safety Officer is Oscar James (Room 6D-181; (410) 605-7032; email: oscar.james@va.gov).
   
   
6. Animal orders must be accompanied by a completed BVAMC/BREF Animal Request form. Additional information regarding the purchase of research animals housed at the VA is available on the Animal SOP.
   
   
7. Select Agent acquisitions and/or shipments require prior written approval by the RO (Hospital Director), the USDA and/or the CDC. Contact Claudia MacAuley, Biosafety Office for the BSL-3, for specific requirements. She can be reached at extension 6544 or email: cmacaule@umaryland.edu.
   
   

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4. Purchasing Equipment

1. An item is considered to be equipment if it is valued at $1,000 or greater and has a useful life of three years or more. All computers are considered equipment.
   
   
2. All equipment orders must have literature attached. Before the equipment is ordered, the investigator must sign a BREF Equipment Policy form. When the equipment arrives it will be tagged for identification.
   
   
3. All equipment purchased with BREF funds remains the property of the Foundation. Investigators wanting to take equipment assigned to him/her off-site must complete an Off-Site Property form before the property is moved off-site.
   
   
4. BREF performs an annual, physical audit of all BREF-owned equipment. Investigators having off-site equipment may be asked to bring that equipment in to be verified. In addition, Foundation auditors may ask to see equipment.
   
   

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5. Requesting Payments for:

1. Study subjects. To pay subjects for their study visits, complete a BREF Patient Payment form. Required information includes patient name, address, social security number, amount, dates or visits the payment covers, from which study the subject is paid, and if the check is to be mailed to the subject or if it is to be hand delivered by the investigator.
   
   BREF does not maintain a petty cash fund. If you need to pay a subject and a check was not requested in time to give to the subject when they were in for a visit, you may pay the subject and be reimbursed. The same information regarding the subject must be submitted, along with a statement, signed by the subject, indicating that they were paid in cash.
   
   
2. You may use your BREF account to pay for research journal subscriptions as long as they are delivered to your VA address. Bring the invoice to Shirley (Room 3A-125; ext. 6504; email: shart002@umaryland.edu).
   
   
3. Organizational memberships cannot be paid from your BREF funds unless that membership is required to receive the organization's journal or publications. Bring the invoice to Shirley (Room 3A-125; ext. 6504; email: shart002@umaryland.edu) for payment.
   
   

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6. Requesting Reimbursements for:

1. Employee travel. Investigators may use their research funds for travel to research-related meetings. Before traveling, BREF investigators must complete a Travel Authorization form and attach a program agenda. The completed form with attachments must be submitted to Shirley two weeks prior to travel (Room 3A-125; ext. 6504; email: shart002@umaryland.edu). The form will be routed to David Johnson for approval.
   
   No cash advances or reimbursement of transportation tickets will be made prior to the actual travel. All travel expenses must be paid by the traveler and will be promptly reimbursed upon completion of a BREF Travel Expense Statement form .
   
   Meeting registration fees can be paid in advance by BREF to the organization sponsoring the meeting. Please bring the registration form to Shirley (Room 3A-125; ext. 6504; email: shart002@umaryland.edu).
   
   Investigators using their BREF funds to pay for travel expenses should make their own transportation and hotel reservations. Please obtain expense receipts when traveling, including airfare, hotel, taxi, parking, and meals.
   
   Reimbursement for meals can be made at either the VA per diem rate or at actual cost, not to exceed the VA per diem rate. Receipts are required for any item over $25 and actual expenses must be itemized on a daily basis.
   
   Travelers will be reimbursed for reasonable hotel room costs as determined by site and prevailing hotel rates. Travelers should substantiate their room rate with program material detailing prevailing rates.
   
   Upon your return, complete a BREF Travel Expense Statement form, attach receipts and bring to Shirley for processing (Room 3A-125; ext. 6504).
   
   
2. Personal purchase of supplies for research. If possible, supplies should be purchased for you by BREF through regular purchasing procedures. In order to be reimbursed for project-related purchases you made, please attach original receipts to a memo from the investigator requesting reimbursement. Memos should be directed to Shirley (Room 3A-125; ext. 6504; email: shart002@umaryland.edu).
   
   
3. Hosting a meeting. Investigators who wish to host a research-related meeting must first receive approval from the Executive Director by completing BREF form Pre-Authorization for Research/Education Meeting Expenses Support. A draft of the meeting agenda, as well as good cost estimates and number of expected attendees must accompany the request. Regulations on VA Non-Profit Corporations have become increasingly strict regarding the purchase of food. Please contact us early in the meeting planning stage for direction.
   
   

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7. Hiring Employees

1. Investigators who want to fill a position by hiring through BREF must first contact David Johnson to discuss the hiring plan. After receiving approval to proceed, the investigator may advertise open positions if suitable candidates are needed from which to choose. Shirley (Room 3A-125; ext. 6504; email: shart002@umaryland.edu) will place the advertisement for you. When a candidate has been selected, the investigator completes a Request to Hire a New Employee form, indicating the candidate's name, address, desired start date, position title and description and the study to which salary costs will be charged and bring the form to Rhonda (Room 3A-125; ext. 6513). DO NOT OFFER THE POSITION TO THE CANDIDATE. Please keep in mind all BREF employees must be able to document that they are eligible to work in this country. Investigators should send candidates who were interviewed but not chosen a letter advising them of this.
   
   
2. If the Principal Investigator does not need to advertise the position, he/she should complete a Request to Hire a New Employee form as mentioned above. This form, a position description and applicant's resume or CV should be given to Rhonda (Room 3A-125; ext. 6513).
   
   
3. The form is routed from Rhonda to Shirley for review of salary payment information and possible JPA or IPA completion.
   
   
4. David Johnson next reviews and signs approval of the employment. An offer letter is then sent to the candidate by BREF Executive Director, David Johnson. Investigators cannot make job offers on behalf of BREF.
   
   
5. Employment with BREF is contingent upon satisfactorily passing the VA background check. The new employee cannot begin work until the background check and all VA WOC paperwork, as well as BREF employment forms are complete. This process may take as long as 4-6 weeks.
   
   After acceptance of the employment offer and completion of the background check and WOC paperwork, new employee should be directed to Rhonda in the BREF office (Room 3A-125; ext. 6513) before starting to work to complete a packet of employment forms. Forms include:
   
   
   1. Employment Application (attach resume or CV)
   2. Ethics Statement
   3. Employee's Withholding Allowance Certificate (W-4)
   4. Employee's Maryland Withholding Exemption Certificate (MW-507)
   5. Policy on Maintaining a Drug-Free Workplace
   6. Employment Application Disclaimer
   7. I-9 "Employment Eligibility Verification" (requires IDs)
   8. If the position requires a license or certificate, please bring the original document.
      
      
6. Employees hired to work 1,040 hours or more annually are eligible for benefits. This means the employee must be hired to work at least 20 hours/week for a period of one year or more. Specific benefit application forms must be completed before benefits are received. Benefits include:
   
   
   1. Health Insurance. 35-40 hour/week employees pay 25% of the cost; employer 75%; those working less than 35 hours/week pay a larger percentage of the cost.
      
      
   2. 403(b) Retirement Plan. Employer makes a 1% discretionary contribution to the employee's contract (employee must complete application). Employer also matches the employee's contribution, up to 5% of compensation.
      
      
   3. Life and Disability Insurance. Employee pays 100% of the cost.
      
      
   4. Annual and Sick Leave. 35-40 hours/week employees earn 4 hours per pay period of annual leave and 4 hours per pay period of sick leave. Less than 20-35 hours/week employees earn less leave on a pro-rated scale.
      
      After 3 years, employees working 35-40 hours/week earn 6 hours per pay period of annual leave. After 15 years, employees working 35-40 hours/week earn 8 hours per pay period of annual leave.
      
      At hire, RN's working 35-40 hours/week earn 8 hours annual leave per pay period and 4 hours of sick leave.
      
      
7. All Investigators must deliver their BREF employees signed bi-weekly timecards to Rhonda (Room 3A-125) by 4:00 pm on Friday before the pay period ends. The supervisor's signature indicates that the hours shown are correct and the salary costs are authorized to be deducted from the investigator's research account noted on the timecard. Employees pay is direct deposited by the following Friday. Employees are strongly encouraged to have their pay direct deposited.
   
   
8. Investigators are required to complete employee evaluations at six months of employment, at one year of employment and then annually thereafter. Supervisors will receive notification to evaluate one month prior to due date. With a satisfactory evaluation, employees are eligible for a step increase after one year of employment. Employees receive the same cost of living increases as VA employees.
   
   
9. Requests to increase the salary of an employee at a time other than those described above must be made in writing to David Johnson, Executive Director, with specific, detailed justification for the request.
   
   
10. BREF employees should refer to the Employee Handbook or call or visit the BREF Office (Room 3A-125; ext. 6513) if they have questions regarding their employment and/or benefits.

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