College of Arts and Sciences: F&A Sharing Policy for CAS PIs

This memo is meant to add context and amend some values from the 2007 University F&A memo.

Unit Policy

Title

College of Arts and Sciences: F&A Sharing Policy for CAS PIs

Introduction

Policy

Policy Statement

This memo is meant to add context and amend some values from the 2007 University F&A memo. The first amendment is for the total distribution of F&A funds following the Table below

When an award is administered outside of the College of Arts & Sciences (CAS), the diminished F&A recovery makes it challenging to fully recoup overhead expenses. Therefore, faculty are strongly encouraged to administer their awards through their CAS unit to maximize the benefits of F&A funds.

Once an award is received at the university, the administering unit is alerted to set up an F&A sharing agreement (please see November 13, 2024 manager meeting minutes) in the F&A sharing portal. The current agreed upon F&A sharing distribution of the 15.6% received by the administering unit is in the table below.

This formula should be used unless there is an already agreed upon MOU for F&A sharing based on a faculty member's hiring letter or the center/institute/academic unit agreement has a specific MOU for F&A sharing. In addition, "sharing of F&A is required whenever a proposal has Co-PIs and strongly encouraged whenever a proposal has a single PI and one or more Co-Investigators (Co-Is) with 1 person-month (or calendar month) or more of their time formally committed to the project in the budget, either in direct costs or University cost-sharing."

CAS provides the following additional considerations for F&A sharing:

• If the award is a Training Grant with a low F&A percentage, no F&A sharing is required
• If the award has less than the standard university F&A rates, no F&A sharing is required
• If the administering unit provides cost share to other units involved in the award, no F&A sharing is required
• If non-administering unit derives a deficit in project spending, no F&A sharing is required for subsequent budget years
• For the 5.2% F&A allocation based on the unit where the work is performed, we propose prorating the amount in proportion to the percentage of project effort conducted within each unit. The F&A share will be distributed according to the actual effort or expenditures incurred by each participating unit, ensuring that the allocation reflects the level of contribution to the project

For other considerations or questions, please contact the CAS Research Support Team at CASResearchAdmin@unc.edu.

Related Requirements

External Regulations 

• 2007 University F&A memo

Contact Information

Primary Contact

Office: Dean's Office

Telephone: 919-962-1165

Email: artsandsciences@unc.edu