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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

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Example 2: Subproject on a complex award

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Example 3: NIH research grant (R01)

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Example 4: NSF research grant

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Example 5: USDE instruction grant

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Example 6: NIH research grant (R01)

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Example 7: State of Vermont instruction award

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Example 8: USDE instruction award

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Example 9 – reference to the budget narrative acceptable

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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
