Understanding F&A Rates Sara Tarkington Director of Cost Analysis September 7, 2016

2 Understanding F&A Rates Why an F&A Cost Rate? This is accomplished through use of an F&A rate This is accomplished through use of an F&A rate The cognizant agency negotiates and approves the F&A rates for an educational institution on behalf of all Federal agencies (2 CFR 200, (c), OMB Circular A-21) The cognizant agency negotiates and approves the F&A rates for an educational institution on behalf of all Federal agencies (2 CFR 200, (c), OMB Circular A-21) It is federal policy to provide for the reimbursement of F&A costs except when specific limitations and prohibitions exist It is federal policy to provide for the reimbursement of F&A costs except when specific limitations and prohibitions exist

3 Understanding F&A Rates What is the F&A Cost Rate? A single number that reimburses the institution for the use of: A single number that reimburses the institution for the use of: Buildings Buildings Equipment Equipment Interest on Debt Interest on Debt O&M O&M General Administration General Administration Departmental Administration Departmental Administration Sponsored Projects Administration Sponsored Projects Administration Library Library

4 Understanding F&A Rates …or stated another way… The ratio, expressed as a percentage, of an OR facilities and administrative cost pool and an OR direct cost base. The OR cost pool is made up of allocations from the administrative and facilities cost pools OR pool costs / OR base direct costs = OR F&A rate.

5 Calculation of the Facilities & Administrative Cost Rate (aka = Indirect Cost Rate) F&A COSTS Building Depreciation Building Depreciation Equipment Depreciation Equipment Depreciation Interest on Debt Interest on Debt Operations & Maintenance Operations & Maintenance Library Support Library Support General Administration General Administration Departmental Administration Departmental Administration Sponsored Project Administration Sponsored Project Administration DIRECT COSTS Research Salaries & Fringes Consultant Services Travel Technical Services Research Supplies Subcontracts up to $25,000 Committed Cost Sharing F&A Costs ÷ Direct Costs $152,000,000$88,160, = 58% Understanding F&A Rates

Another Allocation & Rate Calculation Total Allocated Allocated Subtotal Total Allocated Allocated Subtotal Cost O&M GAAllocations Cost O&M GAAllocations O&M cost pool 1M -1M GA cost pool 500K 150K -650K OR cost base 2M 500K + 370K = 870K OSA cost base 1.5M 350K + 280K = 630K 6 Understanding F&A Rates

7 Another Allocation & Rate Calculation (cont’d) Calculate the OR rate: GA ($370,000) + OM ($500,000) $870,000 GA ($370,000) + OM ($500,000) $870,000 Organized research base $2,000,000 = 43.50% The calculated OSA rate is $630K/$1.5M = 42.0%

8 Understanding F&A Rates Types of F&A Rates Negotiated lump sum for F&A App III C.3 Negotiated lump sum for F&A App III C.3 Predetermined rates - normally for 2-4 years (C.4) Predetermined rates - normally for 2-4 years (C.4) Fixed rates and carry forward provisions (C.5) Fixed rates and carry forward provisions (C.5) Provisional and final rates (C.6) Provisional and final rates (C.6) Simplified Method for Small Institutions (<$10 million total direct cost in a year) (D) Simplified Method for Small Institutions (<$10 million total direct cost in a year) (D)

9 Understanding F&A Rates Commonly Used Acronyms F&A – Facilities and Administrative=Indirect Costs F&A – Facilities and Administrative=Indirect Costs MTDC – Modified Total Direct Cost MTDC – Modified Total Direct Cost MTC – Modified Total Cost MTC – Modified Total Cost TDC – Total Direct Cost TDC – Total Direct Cost S&W – Salaries and Wages S&W – Salaries and Wages FTE – Full Time Equivalent FTE – Full Time Equivalent GA - General Admin and General Expenses GA - General Admin and General Expenses SPA – Sponsored Projects Administration SPA – Sponsored Projects Administration DA – Departmental Administration DA – Departmental Administration OIA – Other Institutional Activities OIA – Other Institutional Activities OSA – Other Sponsored Activities OSA – Other Sponsored Activities OR – Organized Research OR – Organized Research O&M - Operations and Maintenance O&M - Operations and Maintenance

THE DIRECT COST BASES

11 Understanding F&A Rates The Direct Cost Bases Bases represent an institution’s direct costs activities App III A.1: Bases represent an institution’s direct costs activities App III A.1: Instruction and departmental research (IDR) Instruction and departmental research (IDR) Sponsored instruction and training Sponsored instruction and training Departmental research Departmental research Organized research (OR) Organized research (OR) Sponsored research Sponsored research University research University research Other sponsored activities (OSA) Other sponsored activities (OSA) Other institutional activities (OIA) Other institutional activities (OIA)

12 Understanding F&A Rates The Direct Cost Bases App III C.2 discusses the distribution basis for F&A costs and defines it as modified total direct costs (MTDC). App III C.2 discusses the distribution basis for F&A costs and defines it as modified total direct costs (MTDC). MTDC usually includes MTDC usually includes Salaries and wages & associated fringe benefits Salaries and wages & associated fringe benefits Materials and supplies Materials and supplies Services Services Travel Travel Sub-grants and subcontracts up to the first $25,000 Sub-grants and subcontracts up to the first $25,000

13 Understanding F&A Rates The Direct Cost Bases MTDC excludes MTDC excludes Sub-grant and subcontract costs over $25,000 Sub-grant and subcontract costs over $25,000 Equipment (capital equipment only) Equipment (capital equipment only) Capital expenditures Capital expenditures Patient care Patient care Tuition remission Tuition remission Scholarships and fellowships Scholarships and fellowships Space rental costs Space rental costs Participant support costs Participant support costs

14 Understanding F&A Rates The Direct Cost Bases Issues to consider Issues to consider Unallowable costs (b) Unallowable costs (b) Cost overruns (CAS ) Cost overruns (CAS ) Cost share or matching (CAS ) Cost share or matching (CAS ) Salaries over the NIH cap (NOT-OD ) Salaries over the NIH cap (NOT-OD ) Research training grants App III A.1.b(1) Research training grants App III A.1.b(1) Applicable credits Applicable credits Bases other than MTDC Bases other than MTDC

INDIRECT COSTS

16 Understanding F&A Rates Facilities and Administrative Costs Costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project, instructional activity or any other institutional activity. App III A and

17 The Facilities Components Building depreciation pool Building depreciation pool Equipment depreciation pool Equipment depreciation pool Building interest pool Building interest pool Operations and maintenance pool Operations and maintenance pool Library pool Library pool Understanding F&A Rates

18 Understanding F&A Rates Depreciation and Use Allowance Expenses are for the portion of costs related to the institution’s buildings, capital improvements to land and buildings, and equipment which are computed in accordance with , see also App III B.2. Expenses are for the portion of costs related to the institution’s buildings, capital improvements to land and buildings, and equipment which are computed in accordance with , see also App III B.2.

19 Understanding F&A Rates Interest on Debt Interest associated with certain buildings, equipment and capital improvements are allowable if they support sponsored agreements App III B.3 and Interest associated with certain buildings, equipment and capital improvements are allowable if they support sponsored agreements App III B.3 and Buildings acquired or completed after July 1, 1982 Buildings acquired or completed after July 1, 1982 Major reconstruction and remodeling of existing buildings completed on or after July 1, 1982 Major reconstruction and remodeling of existing buildings completed on or after July 1, 1982 Acquisition or fabrication of capital equipment completed on or after July 1, 1982, costing $10,000 or more, if the government agrees Acquisition or fabrication of capital equipment completed on or after July 1, 1982, costing $10,000 or more, if the government agrees

20 Understanding F&A Rates Operations and Maintenance Expenses incurred for administration, supervision, operation, maintenance, preservation and protection of the institution’s physical plant App III B.4 and Expenses incurred for administration, supervision, operation, maintenance, preservation and protection of the institution’s physical plant App III B.4 and Normally includes Normally includes Janitorial/housekeeping Janitorial/housekeeping Utilities Utilities Grounds maintenance Grounds maintenance Security Security Environmental safety Environmental safety Hazardous waste disposal Hazardous waste disposal

21 Understanding F&A Rates Library  Expenses incurred for the operation of the library including the costs of books and library materials purchased for the library less applicable credits App III B.8 Standard Allocation based on FTE’s Standard Allocation based on FTE’s

22 The Administrative Components Administrative components (cost pools) Administrative components (cost pools) General administration and general expenses General administration and general expenses Departmental administration Departmental administration Sponsored projects administration Sponsored projects administration Student administration and services Student administration and services Administrative components are capped at 26% of modified total direct costs App III C.8 Administrative components are capped at 26% of modified total direct costs App III C.8 Understanding F&A Rates

23 Understanding F&A Rates General Administration and General Expenses Expenses incurred for the general executive and administrative offices and other expense of a general nature which do not relate solely to any major function of the institution App III B.5 Expenses incurred for the general executive and administrative offices and other expense of a general nature which do not relate solely to any major function of the institution App III B.5 Normally includes Normally includes Allocations from administrative offices that serve an entire university system, e.g. California, North Carolina Allocations from administrative offices that serve an entire university system, e.g. California, North Carolina Institutional administrative executive offices Institutional administrative executive offices Financial planning, budgeting, payroll, accounting Financial planning, budgeting, payroll, accounting Safety and risk management Safety and risk management General counsel General counsel Management information systems Management information systems Cross allocations from depreciation, interest and O&M cost pools Cross allocations from depreciation, interest and O&M cost pools Admin costs from the SICAP ( ) Admin costs from the SICAP ( )

24 Understanding F&A Rates Departmental Administration Expenses incurred for administrative and supporting services that benefit common or joint departmental activities or objectives App III B.6 Expenses incurred for administrative and supporting services that benefit common or joint departmental activities or objectives App III B.6 The most difficult cost pool to develop The most difficult cost pool to develop DA costs are not normally identified on university current fund statements DA costs are not normally identified on university current fund statements Cross allocations from depreciation, interest, O&M, and GA cost pools Cross allocations from depreciation, interest, O&M, and GA cost pools

25 Understanding F&A Rates Department Administration Composed of: Composed of: Academic deans’ offices (limited to costs associated with administrative activities) App III B.6.a(1) Academic deans’ offices (limited to costs associated with administrative activities) App III B.6.a(1) Academic department and division salaries and fringe benefits attributable to administrative work App III B.6.a(1) Academic department and division salaries and fringe benefits attributable to administrative work App III B.6.a(1) Includes bid and proposal effort Includes bid and proposal effort Limited to 3.6% of department MTDC of faculty and professional personnel conducting research and/or instruction Limited to 3.6% of department MTDC of faculty and professional personnel conducting research and/or instruction 3.6% limit does not apply to professional business or administrative officers 3.6% limit does not apply to professional business or administrative officers Other administrative and supporting costs are allowable provided they are treated consistently in like circumstances (includes secretarial and clerical salaries, administrative officers and assistants, travel, office supplies, etc.) App III B.6.b Other administrative and supporting costs are allowable provided they are treated consistently in like circumstances (includes secretarial and clerical salaries, administrative officers and assistants, travel, office supplies, etc.) App III B.6.b

26 Understanding F&A Rates Sponsored Projects Administration Expenses are limited to those incurred by a separate organization established primarily to administer sponsored projects. Includes grant and contract administration, special security, purchasing, personnel, etc. App III, (B.7)) Expenses are limited to those incurred by a separate organization established primarily to administer sponsored projects. Includes grant and contract administration, special security, purchasing, personnel, etc. App III, (B.7)) Cross allocations from depreciation, interest, O&M, and GA cost pools Cross allocations from depreciation, interest, O&M, and GA cost pools SPA is allocated to the functions performing sponsored projects based on MTC of the sponsored projects SPA is allocated to the functions performing sponsored projects based on MTC of the sponsored projects Usually includes Usually includes Organized research Organized research Sponsored instruction Sponsored instruction Other sponsored activity Other sponsored activity

27 Understanding F&A Rates Student Administration and Services Expenses incurred for the administration of student affairs and for services to students including dean’s of students, admissions, registrar, counseling and placement, student advisors, student health and infirmary services, catalogs and commencements and convocations App III (B.9)) Expenses incurred for the administration of student affairs and for services to students including dean’s of students, admissions, registrar, counseling and placement, student advisors, student health and infirmary services, catalogs and commencements and convocations App III (B.9)) Cross allocations from depreciation, interest, O&M, and GA cost pools Cross allocations from depreciation, interest, O&M, and GA cost pools Per 2 CFR shall normally be allocated 100 percent to instruction function Per 2 CFR shall normally be allocated 100 percent to instruction function

28 Understanding F&A Rates What is a Space Survey? The space survey is the process of assigning institutional space into 2 CFR 200 functional categories based on space use App III (A.2.d(3))) The space survey is the process of assigning institutional space into 2 CFR 200 functional categories based on space use App III (A.2.d(3))) The results are used to calculate the percentage of space that is used to support organized research and support the subsequent allocation of space related costs to organized research The results are used to calculate the percentage of space that is used to support organized research and support the subsequent allocation of space related costs to organized research Used to allocate Building and Equipment Depreciation, Interest and O&M, i.e. all the “F” components except Library Used to allocate Building and Equipment Depreciation, Interest and O&M, i.e. all the “F” components except Library

The F&A Rate Calculation Process 29 Audited Financial Statements Total Costs F&A Costs Major FunctionsDistribution Base XInstruction & Department Research XX XOrganizes ResearchXX XOther Sponsored ActivitiesXX XOther Institutional ActivitiesXX Allocations Adjustments & transfers MTDC Exclusions: Capital Expenses Subcontracts >$25k Scholarships/Fellowships Patient Care Costs Tuition Expenses Rental Costs Participant Support Costs Other Exclusions: Cost of Goods Sold Review for Unallowable Expenses Applicable Credits Assign Expenses to F&A Pools and Direct Bases F&A Costs Pools: Depreciation Operations & Maintenance General Administration Departmental Administration Sponsored Program Admin. Library Student Admin. & Services Direct Cost Bases: Instruction and Dept. Research Organized Research Other Sponsored Activities Other Institutional Activities Other Special Direct Bases Understanding F&A Rates

30 Understanding F&A Rates Other F&A Rate Proposal Issues The proposal and supporting documentation becomes the basis for negotiating the institution’s F&A rate The proposal and supporting documentation becomes the basis for negotiating the institution’s F&A rate Standard format required by App III (C.12)) Standard format required by App III (C.12)) Certifications by VP or CFO required App III (F.1 & 2)) Certifications by VP or CFO required App III (F.1 & 2)) Base period normally coincides with fiscal year Base period normally coincides with fiscal year Cost analysis study for allocation App III (A.2.d(3))) Cost analysis study for allocation App III (A.2.d(3))) Negotiated rates in effect at the time of the initial award shall be used throughout the life of the sponsored agreement App III (C.7)) Negotiated rates in effect at the time of the initial award shall be used throughout the life of the sponsored agreement App III (C.7)) Disclosure Statement if aggregate >$25 million ( ) Disclosure Statement if aggregate >$25 million ( )

31 Understanding F&A Rates Where/When Do I Submit the Proposal? The proposal is submitted to the either the Department of Health and Human Services (DHHS), Cost Allocation Services (CAS) for DHHS cognizant schools or to the Office of Naval Research (ONR) for the Department of Defense (DOD) cognizant schools App III C.11 The proposal is submitted to the either the Department of Health and Human Services (DHHS), Cost Allocation Services (CAS) for DHHS cognizant schools or to the Office of Naval Research (ONR) for the Department of Defense (DOD) cognizant schools App III C.11 CA- DHHS CA- DHHS DCA Best Practices Manual For Reviewing College and University Long-Form University Facilities & Administrative Cost Rate Proposals DCA Best Practices Manual For Reviewing College and University Long-Form University Facilities & Administrative Cost Rate Proposals Office of Naval Research Office of Naval Research Reviews conducted by (DCAA) Defense Contract Audit Agency Reviews conducted by (DCAA) Defense Contract Audit Agency Usually due 6 months after the end of the base year Usually due 6 months after the end of the base year

32 Understanding F&A Rates Applying the F&A Rate – Problem 1 F&A Rate = 40% F&A Rate = 40% Research project budget for direct costs = $125,000 Research project budget for direct costs = $125,000 Item of equipment included in direct costs = $25,000 (only item excluded from the F&A base) Item of equipment included in direct costs = $25,000 (only item excluded from the F&A base) What is total cost of the project? What is total cost of the project? MTDC = Total direct costs - exclusions MTDC = $125,000 - $25,000 = $100,000 Total cost = Total direct costs + F&A costs Total cost = $125,000 + $40,000 = $165,000 F&A = MTDC x F&A rate F&A = $100,000 x 40% = $40,000

33 Applying the F&A Rate – Problem 2 F&A Rate = 58% F&A Rate = 58% Research project budget for direct costs = $250,000 Research project budget for direct costs = $250,000 Subcontract costs = $75,000 Subcontract costs = $75,000 What is total cost of the project? What is total cost of the project? MTDC = Total direct costs - exclusions MTDC = $250,000 - exclusions Total cost = Total direct costs + F&A costs Total cost = $250,000 + $116,000 = $366,000 F&A = MTDC x F&A rate F&A = $200,000 x 58% = $116,000 MTDC = $250,000 - ($75,000 - $25,000) MTDC = $250,000 - $50,000 = $200,000 Understanding F&A Rates

34 Understanding F&A Rates Applying the F&A Rate – Problem 3 PI on NSF grant to re-budget $150,000 in renovation monies into equipment PI on NSF grant to re-budget $150,000 in renovation monies into equipment F&A rate = 58% F&A rate = 58% How much is available for equipment purchase? How much is available for equipment purchase? Total available = total direct + total F&A Total available = (MTDC + exclusions) + (MTDC x F&A rate) $150,000 = (0 + equipment) + (0 x 58%) $150,000 = equipment + 0 Equipment = $150,000

35 Understanding F&A Rates Applying the F&A Rate – Problem 4 PI on NSF grant to re-budget $150,000 in renovation monies into personnel costs PI on NSF grant to re-budget $150,000 in renovation monies into personnel costs F&A rate = 50% F&A rate = 50% How much is available for personnel costs? How much is available for personnel costs? Total available = total direct + total F&A Total available = (MTDC + exclusions) + total F&A Total available = (MTDC + exclusions) + (MTDC x F&A rate) $150,000 = (personnel + 0 ) + (personnel x 50%) $150,000 = (personnel x 1) + (personnel x 0.50) $150,000 = personnel x ( ) Personnel = $150,000 / 1.50 Personnel = $100,000

36 Understanding F&A Rates Applying the F&A Rate – Problem 5 Total grant available = $800,000 Total grant available = $800,000 F&A rate = 54% F&A rate = 54% Tuition remission = $5,000; Subcontracts = $29,000; one piece of equipment = $21,000 Tuition remission = $5,000; Subcontracts = $29,000; one piece of equipment = $21,000 How much is available for direct costs? How much is available for direct costs? Total available = total direct + total F&A Total available = (MTDC + exclusions) + (MTDC x F&A rate) $800,000 = (MTDC +$5000+$4000+$21,000)+(MTDC x 54%) $800,000-$30,000 = (MTDC x 1) + (MTDC x 0.54) $770,000 = MTDC x ( ) MTDC = $770,000 / 1.54 = $500,000 Total directs = MTDC + exclusions Total directs = $500, ,000 = $530,000

37 Understanding F&A Rates Significant Issues Regarding Recharge Operations

38 Understanding F&A Rates 2 CFR Part 200 “Where it is determined that certain expenses are for the support of a service unit or facility whose output is susceptible of measurement on a workload or other quantitative basis, such expenses should be set aside as a separate cost grouping for distribution on such basis to organized research, instructional and other activities at the institution or within the department.” App III A.2.c(3) “Where it is determined that certain expenses are for the support of a service unit or facility whose output is susceptible of measurement on a workload or other quantitative basis, such expenses should be set aside as a separate cost grouping for distribution on such basis to organized research, instructional and other activities at the institution or within the department.” App III A.2.c(3) “If directly related to a specific award…the cost of materials supplied from stock or services rendered by specialized facilities or other institutional service operations”. [may be included as direct costs to sponsored agreements] (b) “If directly related to a specific award…the cost of materials supplied from stock or services rendered by specialized facilities or other institutional service operations”. [may be included as direct costs to sponsored agreements] (b)

39 Understanding F&A Rates 2 CFR 200 App III B.6.b(1) “… costs incurred for the same purpose in like circumstances are treated consistently as either direct or F&A costs. For example, salaries of technical staff, laboratory supplies… shall be treated as direct cost wherever identifiable to a particular cost objective. Direct charging of these costs may be accomplished through specific identification of individual costs to benefiting cost objectives, or through recharge centers or specialized service facilities, as appropriate under the circumstances.” “… costs incurred for the same purpose in like circumstances are treated consistently as either direct or F&A costs. For example, salaries of technical staff, laboratory supplies… shall be treated as direct cost wherever identifiable to a particular cost objective. Direct charging of these costs may be accomplished through specific identification of individual costs to benefiting cost objectives, or through recharge centers or specialized service facilities, as appropriate under the circumstances.”

40 Understanding F&A Rates 2 CFR 200 ( ) “Does not discriminate against federally-supported activities of the institution, including usage by the institution for internal purposes.” “Does not discriminate against federally-supported activities of the institution, including usage by the institution for internal purposes.” “Is designed to recover only the aggregate costs of the services.” “Is designed to recover only the aggregate costs of the services.” “The costs of each service shall consist normally of both its direct costs and its allocable share of all F&A costs.” “The costs of each service shall consist normally of both its direct costs and its allocable share of all F&A costs.” Rate shall be adjusted at least biennially, and shall take into consideration over/under applied costs of the previous period(s). Rate shall be adjusted at least biennially, and shall take into consideration over/under applied costs of the previous period(s).

41 Understanding F&A Rates 2 CFR 200 ( ) “Some form of cost or price analysis shall be made and documented in the procurement files in connection with every procurement action. Price analysis may be accomplished in various ways, including the comparison of price quotations submitted, market prices and similar indicia, together with discounts. Cost analysis is the review and evaluation of each element of cost to determine reasonableness, allocability and allowability.” “Some form of cost or price analysis shall be made and documented in the procurement files in connection with every procurement action. Price analysis may be accomplished in various ways, including the comparison of price quotations submitted, market prices and similar indicia, together with discounts. Cost analysis is the review and evaluation of each element of cost to determine reasonableness, allocability and allowability.”

42 Understanding F&A Rates Other Key Points No profit – break-even – recover only cost No profit – break-even – recover only cost No unallowable costs No unallowable costs If over-charge, then must refund to every grant or lower next year’s fees If over-charge, then must refund to every grant or lower next year’s fees Depreciation is allowable Depreciation is allowable Consistency, consistency, consistency Consistency, consistency, consistency Use a recognized method of computing actual costs Use a recognized method of computing actual costs Conform to generally accepted cost accounting practices Conform to generally accepted cost accounting practices Service center, recharge center, specialized service facility Service center, recharge center, specialized service facility