Joint Personnel Agreement (JPA) Workflow

Joint Personnel Agreement (JPA) Workflow Process

1. A JPA is initiated by the PAVIR PI, who decides that PAVIR funds should be used for salary support of a Stanford employee or student. The PAVIR PI should work with PAVIR administration (see below contact information) to ensure the SU personnel contact information, and JPA project information, are correct.
2. The half-completed JPA routing form will be sent to the SU Department Finance Manager (FM), who will review the PAVIR-provided information and verify the salary level and applicable benefits rates. The FM will complete the routing form and then return a copy to PAVIR, who will review for final completeness, accuracy, and verify that funds are available for the JPA.
3. PAVIR then gathers their authorized official, PAVIR PI, and SU employee or student signatures, and routes back the partially-executed agreement to the FM via email, and also to osr_intake@stanford.edu.
4. OSR Intake will initiate a parallel PDRF and AAN for new JPAs, (creating a SPO# in SeRA) assign both transactions to the Contract and Grant Associate (CGA), who then enters the JPA info into the PDRF and routes the transaction to the SU PI for approval. If the SU employee is PI-eligible, they will serve as the PI inSeRA. If the JPA is for a student, their supervising PI or Department Chair will serve as the PI inSeRA.
5. When the PDRF is approved by the SU PI and returned to OSR, the CGA conducts a final review and approves the PDRF. The CGA reviews the salary and period of performance information in the JPA and, if accurate, then obtains Contract and Grant Officer (CGO) signature on the JPA and uploads all final documents to SeRA. The CGA will approve the AAN, include the FM in the award distribution, and email the fully executed agreement back to PAVIR.

Important Notes about JPAs

• Stanford's SRM submits invoices for the SU employee or student's salary to PAVIR Accounts Payable. The salary amount charged must be within +/-5% of the budgeted figure. No funds are transferred to Stanford unless they are invoiced. If the account includes a balance figure, it means actual expenses are less than budgeted. Carryforward is not allowed on a JPA.
• The start-date for a JPA should be a future date from when the JPA was initiated. A JPA cannot be used to cover salary retroactively.
• No expenses past the agreement’s end date are allowable.
• No scope of work is required to be included in a JPA. Please use the Federal fringe benefit rate and include, as applicable, vacation/disability/sick leave. The IDC rate is Organized Research -Off Campus, using a MTDC base.
• JPAs are limited to dually-appointed faculty or other special case faculty, which require PAVIR review and approval before initiating the JPA. Other faculty appointment types will typically be handled via a traditional sponsored research subaward. SU-appointed postdoctoral fellows are eligible for JPA appointments. Graduate students with tuition benefits may be eligible for JPA appointments on a case-by-case basis.
• JPAs for dually-appointed faculty are for work on specific sponsored projects managed by PAVIR.  If the sponsor for that project(s) limits the salary to a cap (e.g, NIH), then the salary cap must be applied to the effort/salary charges on the JPA and the applicable salary over-the-cap is charged to expense type (ET) 51190 on a non-sponsored PTA.
• The Procurement Office will handle a reverse-JPA, in which Stanford is hiring a PAVIR employee for a limited period of time.  The expense type (ET) for the JPA purchase order is 54320.

Palo Alto Veterans Institute for Research Contact Information (as of 10/23/2019)

Elaine Staats, Director of Sponsored Research
Phone: 650-849-0146
Email: estaats@pavir.org

Jinmei Sun, Senior Contract and Grant Analyst
Phone: 650-493-5000 x61320
Email: jsun@pavir.org

Additional JPA Resources

OSR JPA Workflow Guide

Questions? 

Contact your OSR Contract and Grant Associate (CGA)

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