Special Personnel Arrangements (IPA / JPA)

Steps for Proposal Setup in Kuali Research:

1. Create your proposal in Kuali Research‌ (KR)
   • See: Proposal Development Guide: Non-S2S Proposals
2. Enter BREF or the federal agency as the sponsor
   • KR Sponsor Code for BREF: 001313, Baltimore Research & Education Foundation
3. Select the Activity Type that best describes the work the assignee will be involved in.
4. Sponsor & Program Information section, Anticipated Award Type: Intergovernmental Personnel Agreement
5. Key Personnel section:  
   • Supervisor at UMB → Principal Investigator
     NOTE:  For JPAs with BREF, this may be the same person as the supervisor listed on Block 12 of the assignment form.
     
   • Assignee from UMB → Key Personnel – Assignee

Budget:

• Budget Settings, change the On-Campus Flag setting to All Off
• Amount of the agreement should cover salary and fringe benefits for the assignee's percent effort.
• Travel costs are not available for BREF assignments, but other agencies may cover travel or other costs.
• BREF does not allow F&A; on the Rates section of the budget, change the rate to 0.00. 
• For other agencies, the negotiated rate for IPAs should be included as part of the KR budget and the agreement budget. 

Preconditions:

• Do not start without the assigned employee’s VSC fingerprint adjudication/clearance.
• Confirm employee is not on the OIG Exclusionary List . Please include printout from OIG website.
• VA IPA Worksheet.
• Route IPA in Kuali Research before UMB signature.
• Deliver partially executed IPA to VAMHCS at least 60 days prior to start date.
• For early terminations: Use the VA IPA Termination Worksheet.

Steps for Proposal Setup in Kuali Research:

1. Create your proposal in Kuali Research‌ (KR)
   
   • See: Proposal Development Guide: Non-S2S Proposals 
2. Enter VA as sponsor
   • KR Sponsor Code: 000098, VA Maryland Health Care System
3. Select the Activity Type that best describes the work the assignee will be involved in.
4. Sponsor & Program Information section, Anticipated Award Type: Intergovernmental Personnel Agreement.
5. Key Personnel section:
   • Supervisor (Block 12 of IPA form) → Principal Investigator
   • Employee (Block 2 of IPA form) → Key Personnel – Assignee

Budget:

• Budget Settings, change the On-Campus Flag setting to All Off
• Amount of the agreement should cover salary and fringe benefits for the assignee's percent effort.
• The VA does not allow F&A on IPA Agreements. On the Rates section of the budget, change the rate to 0.00.

Completing the OF-69:

VA IPA Training Slides April 2016

• Field 3 → Do not enter the Social Security Number. Leave blank or enter only the last 4 digits.
• Part 2, Item 5 → 4-year assignment limit; exceptions may apply under Cleland-Dole Act.
  • An employee who has served for four continuous years on a single assignment may not be sent on another assignment without at least a 12-month return to duty with his or her regular employer.
  • Successive assignments without a break of at least 60 calendar days will be regarded as continuous service under the mobility authority. 
  • Agreements may not be comprised of a 60-day break within one assignment to make two intervals of the same assignment.
  • Consecutive IPA assignments are an inappropriate use of this authority (taken from the VAMHCS POLICY MEMORANDUM 512-05-HR-030).  
  • **The Cleland-Dole Act includes language allowing the VA to make exceptions to the 4-year time limitation for IPA Agreements. We are waiting for the VA policy regarding this change but the VA may request that IPAs exceed the 4 year time limitation.**
• Part 3, Item 6 → VA, BREF or other federal agency; should match the Sponsor field in Kuali Research
• Part 4 → Enter UMB and agency position info as per form instructions
  • "Position Currently Held" section describes the UMB information for the employee.
  • "Immediate Supervisor" in Block 12 is normally the PI in Kuali Research.
  • The employee that will be assigned to the VA or another agency must have been employed by UMB for at least 90 days before entering into an Intergovernmental Personnel Act agreement.
  • "Position To Which Assignment Will Be Made" section describes the information about the VA/BREF or other agency position.
• Part 5, Item 19 → Type of assignment: "On detail to a Federal agency."
• Part 5, Item 20 → The dates of assignment should match Block 36 as well as the Start Date and End Date in the Kuali Research Proposal Details.
• Part 6, Item 21 → VA Grant title (see the VA IPA Training Slides April 2016, slides 12–14).
• Part 7, Item 22 → List major duties, including tour of duty, location, and reporting responsibilities. Administrative and support duties should not be listed.
• Part 8, Item 23 → "Rate of Basic Pay" during assignment should match Part 4, Item 14 State or Local Annual Salary
• Part 9, Items 26–27 → See the VA IPA Training Slides April 2016 (slides 18-20) for instructions

• VA/BREF employees working on a UMB project → Use Subaward Request
• Other Federal employees, no reimbursement → Route in Kuali Research using unfunded agreement request form (usually OF-69)
  • Do not enter the Social Security Number in Field 3 of the OF-69 form. Leave blank or enter only the last 4 digits.