Cost Analysis Guidance for Information Requested from Financial Officer

F&A Submission Information Every fiscal year, Cost Analysis requests information from FO’s to complete the actual F&A submission Participant Support Costs Sponsored Program Administration Departmental Administration Startup Costs Cost Sharing

Participant Support Costs Direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (BUT NOT EMPLOYEES) in connection with conferences, or training projects (2 CFR ) For a project where PSU is sponsoring an onsite conference and employees of the university (be they students or staff) are helping to manage the logistical/administrative details of said conference. Such work would be considered part of their job duties and therefore their time should be paid for by their regular salary. They should not also be receiving participant support funds on top of that. Juxtapose that with attendance by a student or faculty member at an NSF- sponsored conference where the primary purpose is to be trained. If the person will be a participant, not a worker at the conference, then those costs generally may be included as participant support costs.

Participant Support Costs cont.. For a project where PSU is sponsoring an onsite conference and employees of the university (be they students or staff) are helping to manage the logistical/administrative details of said conference. Such work would be considered part of their job duties and therefore their time should be paid for by their regular salary. They should not also be receiving participant support funds on top of that. Juxtapose that with attendance by a student or faculty member at an NSF- sponsored conference where the primary purpose is to be trained. If the person will be a participant, not a worker at the conference, then those costs generally may be included as participant support costs. See RA-22

Participant Support Costs cont… A second fund is set up in IBIS to track these costs separately. Example: UP 62XT0 NSF Smithsonian Wrkshp UP 62XU0 NSF Smithsonian Wrkshp PART Since the Participant Support costs do not bear F&A, the account is set up with 0% F&A. In the event that the PI would not use all the PART funds and would want to use them in the main research account, prior approval is required by the sponsor before any monies can be moved between the two accounts.

Participant Support Costs Demo

Sponsored Program Administration (SPA) SPA plays a role throughout the lifecycle of the project that include: Proposal preparation and submission Award acceptance Successful completion of the project objectives

Sponsored Program Administration (SPA) cont.. Supports faculty Facilitates the grant process Mediates among the interests of the institution, sponsor, and faculty Core functions include both pre-award services and post-award administration

Sponsored Program Administration (SPA) Demo

Sponsored Program Administration (SPA) cont… If an employee’s salary is coded in IBIS as Departmental Administration, their salaries cannot also be considered SPA If IBIS has been coded incorrectly and the books have been closed, inform Cost Analysis so a manual adjustment can be made The sum of SPA and Departmental Administration (DA) cannot exceed the total salaries in IBIS Maintain support for the amounts provided in the event of an audit

Departmental Administration (DA) Expenses incurred for administrative and supporting services that benefit common departmental activities or objectives in: Academic dean’s offices Academic departments and divisions Organized research units

Departmental Administration (DA) Salaries All department administration salaries must be marked in IBIS with.1 indicator

Departmental Administration (DA) Wages Typically, Cost Analysis will provide a listing of all general funds wages in your administrative area Review each for classification as DA

Cost Sharing Types: Mandatory (M) – required as a condition to receive an award Voluntary committed (VC) – committed by the University through the inclusion in the proposal as a specific commitment Voluntary uncommitted (VU) – University expenses (i.e., faculty salaries) over and above that which is committed and budgeted for in a sponsored agreement See RAG-10 2 CFR

Cost Sharing cont.. All costs included in the cost share budget must be verifiable, allowable, allocable, reasonable and necessary for completion of the project Costs included as cost share on one project cannot be used as cost share on any other Federal award Costs paid by the Federal government cannot be used as cost share on another Federal project If the cost is unallowable as a direct cost, it cannot be used as cost share Even though Voluntary Uncommitted is not reported to the sponsor, it must be tracked for reporting purposes

Cost Sharing Demo

Start up Costs New faculty departmental research (seed money)

Start up Costs cont…