2. SPACE SURVEY ROBERTA MCMANUS

3. What are Facilities & Administrative (F&A) Costs? “those that are incurred for common or joint objectives [of the University] and, therefore, cannot be identified readily and specifically with a particular sponsored project, an instructional activity or another institutional activity” 2Space Survey

4. OMB Circular A-21 and F&A Provides guidance on F&A cost treatment and definitions Provides guidance on F&A cost treatment and definitions Provides definitions and examples of each of the components for each major category Provides definitions and examples of each of the components for each major category Requires educational institutions with more than $10 million in total direct costs to prepare Long Form F&A Proposal Requires educational institutions with more than $10 million in total direct costs to prepare Long Form F&A Proposal Provides guidance on development/format of F&A Proposal submittal Provides guidance on development/format of F&A Proposal submittal F&A a.k.a. Overhead a.k.a. Indirect Cost Proposal F&A a.k.a. Overhead a.k.a. Indirect Cost Proposal 3Space Survey

5. OMB Circular A-21 and F&A F&A Cost Components F&A Cost Components  Facilities  Building and Equipment Depreciation  Interest  Operations and Maintenance  Library  Administration  General Administration  Departmental Administration  Sponsored Projects Administration  Student Services Administration 4Space Survey

6. F&A Allocation Proposal Objective of the F&A allocation study is to aggregate and distribute F&A costs to the major functions of the institution in proportions reasonably consistent with the nature and extent of their use Objective of the F&A allocation study is to aggregate and distribute F&A costs to the major functions of the institution in proportions reasonably consistent with the nature and extent of their use Generally new rates are established every four years Generally new rates are established every four years FSU’s current rates expire June 30, 2010 FSU’s current rates expire June 30, 2010 5Space Survey

7. F&A Rate Development Process Process must be designed to ensure that Federal sponsors do not in any way subsidize the F&A costs of other sponsors, Activities of the rate development process ◦ Analysis of administrative expenses across the university  26% Limitation ◦ Space survey conducted to determine how FSU facilities are being used (e.g. instruction vs. sponsored research)  No limitation SRAS currently preparing for 2010 proposal 6Space Survey

8. Purpose Purpose ◦ Document building room usage ◦ Allocate Facilities costs ◦ Provide productivity analysis Space survey tool WebSpace Space survey tool WebSpace ◦ On-line ◦ Integrates with F&A proposal analysis software ◦ Enables management of survey process and results 7Space Survey

9. Methodology Methodology ◦ Identify buildings to survey (SRAS)  Based on predominance of research usage ◦ Survey buildings/rooms (SRAS/Facilities Managers/Faculty)  SRAS staff - support during process  Facilities managers - facilitate/data entry  Faculty involvement - identify how rooms used and associated % 8Space Survey

10. TaskAnticipated Time Frame Notification to campus (e.g. Council of Deans) April/May 2010 Identify/Notify facility managers May 2010 Education/Training June 2010 Conduct survey June - July 2010 Confirm results August – September 2010 Analyze/Update results October – December 2010 Submit F&A Proposal March 2011 Onsite Visit (estimate) March 2012 9Space Survey

11. SRAS Contacts Roberta McManus – Associate Director ◦ rmcmanus@admin.fsu.edu rmcmanus@admin.fsu.edu ◦ 645-2485 Helen McCann – Business Analyst ◦ hmccann@admin.fsu.edu hmccann@admin.fsu.edu ◦ 644-8947 10Space Survey