Presentation Transcript

1. SPTP Sponsored Project Training ProgramCost Policy on Sponsored Agreements and Cost Transfers Involving Sponsored Agreements UOP UpdatesMarch 13, 2013 Sponsored Project Training Program
2. Agenda Cost Policy on Sponsored Agreements Review principles Process at proposal stage of grant lifecycle Enhanced form Examples Cost Transfers Involving Sponsored Agreements UOP Statistics General principles Future enhancements Cost policy PeopleSoft changes Continuations & renewals Closeout Cost Transfers Journal attachments during journal roll Form clarification Sponsored Project Training Program
3. Cost Policy on Sponsored Agreements Provides guidance for directly charging costs Clarifies what are normally direct costs and indirect costs Outlines a process and the circumstances for charging indirect costs as a direct cost Effective July 1, 2012 Policy: http://www.uvm.edu/policies/grants/SponAgree_CostPolicy.pdf Additional information: http://www.uvm.edu/spa/?Page=costpolicy.html Sponsored Project Training Program
4. Cost policy principles General principles Focus on the extra-ordinary need Use questions at the bottom of the form to help with decision making and form completion Not based on the department’s inability/ability to support the expense Administrative Salaries Programmatic Sponsored Project Training Program
5. Cost policy principles General Supplies Specific programmatic Need is extraordinary (over and above what is typical) Generally not for financial/progress reports etc. Sponsored Project Training Program
6. Cost policy principles Computer Scope of work needs computer Used 95% or more on the grant If grants change, computer on unrestricted funds Specific personnel who are 100% distributed on the grant Telephone Generally not allowable 95% distributed Scope of work needs the telephone (confidentiality) Sponsored Project Training Program
7. Cost policy principles Work orders/Memberships & Fees Specific to the project Equipment maintenance Focus is on allocation method Sponsored Project Training Program
8. Cost Policy – proposal process Form submission Follow up Award process implications Sponsored Project Training Program
9. Cost Policy – Form Enhancements Highlights Proposal Type replaced by PS award number Approval Date in the Action box Link to the policy “Proposal Type” replaced by Sponsor Award number Section 1a – Major Project type Section 1b – Administrative salaries Link to the administrative title Section 2 – other direct costs F levels added Sponsored Project Training Program
10. Cost Policy - Examples Example 1: Complex project with administrative component and subprojects Sponsored Project Training Program
11. Cost Policy - Examples Example 2: Subproject on a complex award Sponsored Project Training Program
12. Cost Policy - Examples Example 3: NIH research grant (R01) Sponsored Project Training Program
13. Cost Policy - Examples Example 4: NSF research grant Sponsored Project Training Program
14. Cost Policy - Examples Example 5: USDE instruction grant Sponsored Project Training Program
15. Cost Policy - Examples Example 6: NIH research grant (R01) Sponsored Project Training Program
16. Cost Policy - Examples Example 7: State of Vermont instruction award Sponsored Project Training Program
17. Cost Policy - Examples Example 8: USDE instruction award Sponsored Project Training Program
18. Cost Policy - Examples Example 9 – reference to the budget narrative acceptable Sponsored Project Training Program
19. Internal process Urgent forms financial reporting deadline Purcard JEs Sponsored Project Training Program
20. Internal charges Print & Mail charges PMC business manager will follow up with requestor directly Sponsored Project Training Program
21. Cost Transfers Involving Sponsored Agreements University Operating Procedure (UOP) Defines cost transfers Cost transfer is an after-the-fact reallocation of a cost from one University budget to another Identifies best practices to avoid them Clarifies back up documentation requirements Sponsored Project Training Program
22. Cost transfer UOP Effective January 1, 2013 UOP: http://www.uvm.edu/spa/documents/costtransfersUOP-2.pdf Additional information: http://www.uvm.edu/spa/?Page=costtransfersinvolvingsponsoredagreements.html Sponsored Project Training Program
23. Cost transfer UOP Statistics – Operating transfers Sponsored Project Training Program
24. Cost transfer UOP Principles Purpose of the Cost transfer memo (CTM) Capture the full story Fully document reasons We all know things happen and need to show that We have well documented procedures that work in most situations Reasons for the exception are clear The exceptions remain as such Processes have been reviewed at to possibly incorporate the exceptions Sponsored Project Training Program
25. Cost transfer UOP - Examples Sponsored Project Training Program
26. Cost transfer UOP - Examples Sponsored Project Training Program
27. Form clarification Person entering the journal If the person entering the journal and filling out the CTM, they need not have to necessarily sign the form Department approver – signature required PI –signature or email approval required Sponsored Project Training Program
28. Future enhancements – cost policy Justification form for ongoing awards (continuations and renewals) Financial closeouts Coordination with CAS about administrative/clerical personnel on active/closing grants PeopleSoft changes Closeout report Website updates Sponsored Project Training Program
29. Future enhancements – cost transfer UOP Form changes signatures vs names JE #s in the CTM Attachments available if journals roll Tracking and review of late cost transfers Sponsored Project Training Program
30. Open lab Sponsored Project Training Program