Sponsored Project Training Program Cost Policy on Sponsored Agreements and Cost Transfers Involving Sponsored Agreements UOP Updates March 13, 2013 Sponsored

Sponsored Project Training Program

Cost Policy on Sponsored Agreements and Cost Transfers Involving Sponsored Agreements UOP UpdatesMarch 13, 2013

Sponsored Project Training Program 13/13/2013

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


Cost Policy on Sponsored AgreementsProvides guidance for directly

charging costsClarifies what are normally direct costs

and indirect costsOutlines a process and the

circumstances for charging indirect costs as a direct cost

Effective July 1, 2012Policy: http://

www.uvm.edu/policies/grants/SponAgree_CostPolicy.pdf

Additional information: http://www.uvm.edu/spa/?Page=costpolicy.html


http://www.uvm.edu/policies/grants/SponAgree_CostPolicy.pdf




http://www.uvm.edu/spa/?Page=costpolicy.html

Cost policy principlesGeneral 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


Cost policy principlesGeneral Supplies

◦Specific programmatic◦Need is extraordinary (over and

above what is typical)◦Generally not for financial/progress

reports etc.


Cost policy principlesComputer

◦ 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 63/13/2013

Work orders/Memberships & Fees◦Specific to the project

Equipment maintenance◦Focus is on allocation method

Sponsored Project Training Program 7

Cost policy principles

3/13/2013

Cost Policy – proposal processForm submissionFollow upAward process implications


Cost Policy – Form EnhancementsHighlights

◦ 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 addedSponsored Project Training Program 93/13/2013

Cost Policy - Examples


Example 1:Complex project with administrative component and subprojects

3/13/2013



Example 2: Subproject on a complex award

3/13/2013



Example 3: NIH research grant (R01)

3/13/2013



Example 4: NSF research grant

3/13/2013



Example 5: USDE instruction grant

3/13/2013



Example 6: NIH research grant (R01)

3/13/2013



Example 7: State of Vermont instruction award

3/13/2013



Example 8: USDE instruction award

3/13/2013



Example 9 – reference to the budget narrative acceptable

3/13/2013

Internal processUrgent forms

◦financial reporting deadline◦Purcard JEs


Internal chargesPrint & Mail charges

◦PMC business manager will follow up with requestor directly


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


Cost transfer UOPEffective January 1, 2013UOP:

http://www.uvm.edu/spa/documents/costtransfersUOP-2.pdf

Additional information:http://www.uvm.edu/spa/?Page=costtransfersinvolvingsponsoredagreements.html


http://www.uvm.edu/spa/documents/costtransfersUOP-2.pdf

http://www.uvm.edu/spa/?Page=costtransfersinvolvingsponsoredagreements.html

http://www.uvm.edu/spa/?Page=costtransfersinvolvingsponsoredagreements.html

Cost transfer UOP Statistics – Operating transfers


Month Total Number of JEs

Untimely JEs Approved

January 103 16 16

February

169 34 27

3/13/2013

Cost transfer UOP PrinciplesPurpose 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 exceptionsSponsored Project Training Program 243/13/2013

Cost transfer UOP - Examples


Cost transfer UOP - Examples


Form clarificationPerson 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


Future enhancements – cost policy Justification form for ongoing awards

(continuations and renewals) Financial closeoutsCoordination with CAS about

administrative/clerical personnel on active/closing grants

PeopleSoft changes◦ Closeout report

Website updates


Future enhancements – cost transfer UOPForm changes

◦ signatures vs names◦ JE #s in the CTM

Attachments available if journals roll

Tracking and review of late cost transfers


Open lab


Documents

Sponsored Project Training Program Cost Policy on Sponsored Agreements and Cost Transfers Involving Sponsored Agreements UOP Updates March 13, 2013 Sponsored