Guidance for the OF69 (Optional Form 69) .
Item 1: New agreement: self-explanatory. If a prior assignment has lapsed with a period of discontinuity, check ‘New’. If during the period of an existing IPA, there is any change in assignment, duties, salary (greater than 3%), early termination, or other significant change, select “Modification’. Select ‘Extension’ to start a new assignment at conclusion of period of a previous one.
Item 3: Enter BU ID number. Do not use social security number.
Item 5: Employee and department administrator need to monitor assignments and keep track of dates. Answer ‘Yes’ if employee has ever been on an IPA at any other federal facility and provide dates.
Item 7: specific BU unit/department/school employer
Item 8: always answer ‘No’
Item 9: Sponsored Programs, BUMC, 85 East Newton St M-921, Boston MA 02118
Item 12: name the person accountable for employee (unit head, chair, etc)
Item 14: use BU institutional base salary and BU hire date
Items 15-18; for Federal entity to complete. Position title of IPA assignment should correspond to employee’s BU position title with regard to job duties.
Item 19: check box ‘On detail to Federal agency’ and (usually) indicate ‘full-time’
Item 20: enter the dates of period of funding. An IPA may be from 1 month to 24 months.
Item 21: justification should indicate why Federal entity needs BU employee for the work and be congruent with the major duties (listed next in item 22). Should be specific, detailed (longer than one line of text) and should cite location where work to be performed. Conclude with following text: ‘Employee will return to his/her previous employment following completion of the mobility assignment.’
Item 22: provide scope of work for the assignment. Describe major duties in a way that could be used as evaluation tool for performance review. Include hours of duty and the statement: ‘Employee is responsible for the hours of duty and for notification to supervisor of any inability to be present for work.’
Item 23: similar to #14, or pro-rated based on base salary and assignment effort
Item 24: usually not applicable
Item 25: Enter, “Regular leave policies apply, with respect to annual vacation, institutional holidays, Intercession, and authorized absences from work, and are the responsibility of the employer, Boston University.”
Item 26: BU departmental administrator to ensure that proper institutional base salary and FB rate have been used to calculate the obligation. List salary and fringe benefit on separate lines as indicated, on annual or monthly basis, concluding with total for the period of assignment. If IPA assignment takes place over two fiscal years, break out calculation using FB rate for first part and FB rate for second part. For an IPA, do not include any F&A cost; for a VA contract, include F&A.
Item 27: Office of Research Accounting, c/o Sponsored Programs-MED, 85 East Newton St. M-921, Boston MA 02118 will send invoice to:
Budget analyst (or counterpart of appropriate Federal entity), Research Administration (151B), VA Boston Health Care System, 150 So. Huntington Ave., Boston, MA 02130
Items 28-29 should be marked with ‘X’
Items 30 A,B,C: mark the box N/A with ‘X’
Item 31: “Regular Boston University employee benefits are the responsibility of Boston University.”
Item 32: same as item 31
Item 33: usually not applicable. VABHS does not pay non-employee travel although other federal agencies may do so.
Item 34: all boxes except E should be marked with ‘X’
Item 35: name and address of institution where work will be performed
Item 36: should match item #20
Item 39: signature of BU signatory
Item 43: Director, Sponsored Programs, BUMCBoston University Medical Campus