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Guide to Allowability of Administrative/Clerical Costs on Federally Funded Grant Budgets

Guide to Allowability of Administrative/Clerical Costs on Federally Funded Grant Budgets. Presented by: Ted Mordhorst, Assistant Director, Post Award Compliance, RAA Carol Rhodes, Assistant Director, OSP April 8, 2010. Facilities & Administrative Rate.

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Guide to Allowability of Administrative/Clerical Costs on Federally Funded Grant Budgets

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  1. Guide to Allowability of Administrative/Clerical Costs on Federally Funded Grant Budgets Presented by: Ted Mordhorst, Assistant Director, Post Award Compliance, RAA Carol Rhodes, Assistant Director, OSP April 8, 2010

  2. Facilities & Administrative Rate • F&A Rate charged on grant covers salaries of admin/clerical staff • See GIM 23, Attachment A for list of job codes considered admin or clerical • Charging admin/clerical costs to a grant as a direct cost is “double-charging” the grant

  3. Unlike and Exceptional Circumstances • The nature of the work under a particular project requires an extensive amount of administrative/clerical support that is significantly greater than the routine level of services provided by academic departments • Examples of unlike and exceptional circumstances at GIM 23 (from OMB Cir. A-21 Guidance)

  4. OSP’s Role • Review proposal budget and budget justification to ensure any direct charging of admin/clerical is fully justified in proposal • Ensure dept knows the record-keeping responsibility • Communicate to GCA via Funding Action that admin/clerical costs allowable on grant budget, if justified

  5. GCA’s role • Indicate within financial system that admin/clerical costs are not allowable (MyFinancial Desktop: Flag02 with value of “0”) • Indicate within financial system that admin/clerical costs are allowable when OSP notifies GCA of allowability (MyFinancial Desktop: Flag02 with value of “1”)

  6. Department’s role • Review OMB Cir. A-21 Guidance • Justify the direct charging of admin/clerical salaries in proposal, per Guidance • Track and document the on-going unlike and exceptional effort of admin/clerical personnel within grant file • Do not charge admin/clerical costs to budget unless Flag02 in MyFinancial Desktop indicates admin/clerical costs are allowable (value of “1”)

  7. Moving Forward • Departments to remove admin/clerical costs from fed/fed flow- through grant budgets, unless Flag02 has value of “1” in My Financial Desktop • If admin/clerical costs justified, and Flag02 has value of “0”, contact OSP Grant and Contract Coordinator (GCC) • Provide Grant No., PI name, and justification to OSP GCC • OSP will notify GCA, unless Sponsor approval required • PI/Dept. will receive e-mail receipt of funding action or post-award action that indicates GCA has been notified of allowability • PI/Dept. to keep documentation of admin/clerical effort in dept. grant file

  8. Questions? • See OMB Cir. A-21, Section F.6.b • See OMB interpretation of Section F.6.b ,in GIM 23 • Refer to UW admin/clerical job code list in GIM 23 • Check Grant Flags in MyFinancial Desktop • Contact OSP or GCA

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