F&A Rate Agreement Implementation

1. F&A Rate Agreement Implementation Office for Sponsored Research Award and Administration Outreach and Engagement April 24, 2019

2. Agenda Timeline • July 1, 2018 went onto provisional rate • January 8, 2019 new F&A Rate Agreement Effective Date • January 2019 OSRAA proposal guidance use flat rate • April 2019 revised OSRAA proposal guidance to use stepped rates • July 1, 2019 first step increase to 47.5% Timeline New Agreement Proposal Awards Examples Post-Award Implications Budget Narratives OSU

3. Agenda New Agreement For On-Campus Organized Research: FY19: 47% FY20: 47.5% FY21 and FY22: 48.5% Timeline New Agreement Proposal Awards Examples Post-Award Implications Budget Narratives OSU

4. Agenda Proposal Budget Development Per Revised guidance email from April 2019, all proposal budgets should include stepped rates • Include one rate per budget period • Use the rate in effect at the start date of the budget period • If proposal was submitted with flat rate, and sponsor opens budget discussions, sponsor should be notified on new F&A rate agreement and encouraged to revise budget accordingly. Timeline New Agreement Proposal Awards Examples Post-Award Implications Budget Narratives OSU

5. Agenda Award-Negotiation/Acceptance Goal is to preserve Direct Cost funds when possible • OSRAA will accept awards that include proposal budgets using flat rates that were submitted prior to April 2019. • If Sponsor requires new rate agreement or asks for a rebudget, then OSRAA Contract Officer will work with sponsor to incorporate new rates into award budget. Timeline New Agreement Proposal Awards Examples Post-Award Implications Budget Narratives OSU

6. Agenda Award-Setup • One F&A Rate per Index • Subawards will have their own index • Indexes with the same rate will be grouped together Timeline New Agreement Proposal Awards Examples Post-Award Implications Budget Narratives OSU

7. Example 1: Proposal Budget OSU

8. Example 2: Award Setup OSU

9. Agenda Post-Award Implications • Gradual application due to lag time in awards that were proposed at stepped rates • Allow indexes to be spent-out as planned • No need to move budget from one index (budget period) to the next. This is different than sponsor bracketed spending. • Moving budget would result in decrease of direct funds • Soft-closeout process of index at 6 months after budget period end date • Developing communication and process Timeline New Agreement Proposal Awards Examples Post-Award Implications Budget Narratives OSU

10. Budget Narratives • For on-campus organized research: OSU’s current F&A rate agreement became effective July 1, 2018 and covers the period of July 1, 2018 through June 30, 2022. The on-campus rates in effect for organized research are as follows: From 7/1/18 – 6/30/19, the rate is 47%; from 7/1/19 – 6/30/20, the rate is 47.5%; from 7/1/20 – 6/30/22, the rate is 48.5%. The provisional rate will be 48.5% until a new F&A rate agreement is executed. OSU will implement this rate agreement by applying the rate that is effective at the beginning of the budget period (typically 12 months), and will then apply the next rate to the next budget period. • For on-campus other sponsored activities: OSU’s current F&A rate agreement became effective July 1, 2018 and covers the period of July 1, 2018 through June 30, 2022. The on-campus rates in effect for other sponsored activities are as follows: From 7/1/18 – 6/30/19, the rate is 35%; from 7/1/19 – 6/30/22, the rate is 36%. The provisional rate will be 36% until a new F&A rate agreement is executed. OSU will implement this rate agreement by applying the rate that is effective at the beginning of the budget period (typically 12 months), and will then apply the next rate to the next budget period. OSU

11. Questions?Up Next, OSRAA Updates OSU

12. Proposal and Award Management Team Changes Lydia Perry will be the Lead Assistant Grant and Contract Officer. Lydia will be the flex proposal reviewer. Michelle Warf will move from the flex proposal reviewer to Team A. Research Centers and Institutes (except Sea Grant) will move from Team C to Team B. Jenny James, Cindy Tait-Withrow, Lesley Lazerus: OSU

13. Organizational Conflict of Interest Webinar Please Join Uson Tuesday May 21st, 11-12:30 PT at MU 213 Organizational Conflicts Of Interests – What Are They And What To Do With Them? This webinar will cover common types of Organizational Conflicts of Interest that may arise in an academic research setting and provide best practices on how to address them.  Learning Objectives: Become familiar with how Organizational Conflict of Interest differs from other types of Conflict of Interest Have a basic understanding of the regulatory framework (and other sources of obligations) for Organizational Conflict of Interest Gain greater knowledge on how the Federal Acquisition Regulations and the Office of Management and Budget’s Uniform Guidance define Organizational Conflicts of Interest Consider a process so that your Sponsored Research Office and your Conflicts of Interest Office make work together in reviewing the conflict at the Pre-Proposal/ Proposal/ Just-In-Time /Award stages when Organizational Conflict of Interest is required to be reported to the sponsor  Speakers: Mary R. Lee, Director, University Conflicts of Interest Program, Stanford University; Kristy J. Hall, Director of Contracts and Interim Director of Grants & Contracts, Office of Sponsored Programs, University of Virginia  OSU

14. Join us for the next OSRAA Outreach and Education on May 22, 2019 Slides from this training session, previous sessions, and other proposal development tools at https://research.oregonstate.edu/osraa/outreach-and-education OSU