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This operating standard assists faculty and staff in ensuring that independent contractors conduct their portions of research projects in compliance with applicable regulations and their expenses are reasonable and allowable.
This standard is to establish the methods and means the University uses to establish Subrecipient Agreements. These agreements are legally binding and constitute the method to enforce the requirements of collaborative relationships with other institutions.
The University offers this operating standard to provide clarification and guidance as to University practices regarding expenditure inquiries regarding travel, in conjunction with Federal regulations governing allowability.
The Office of Sponsored Research (OSR) approves Just-in-Time (JIT) Requirements for National Institutes of Health (NIH) awards through eRA Commons.* The Principal Investigator (PI) first supplies the information in eRA Commons and in Research Administration Management System and eSubmission (RAMSeS), then notifies OSR, who then reviews and approves the information before submitting the approval to NIH and updates University records.
This standard establishes the expectations for post-submission requests that need to be submitted to the sponsor.
In assisting the University's departmental research administrators, this operating standard provides guidelines for budget planning of indirect costs in accordance with Federal regulations.
Most funding agencies require a proposed budget that estimates the total costs of the project, with a breakdown of cost per year. A budget based on hourly rates is one that includes the Institutional Base Salary (IBS), fringe benefits, health insurance, and Indirect Costs (F&A) together in a lump sum. It is most often found in subrecipient budgets and must be calculated and shown at the proposal stage.
Health insurance estimations are based on the percentage of effort the employee will work on a project and can differ depending on the classification of the University employee. Health insurance covers a 12-month period. Effective in Summer 2018, budgeting of health insurance costs on faculty compensation outside of their 9-month appointment (summer salary) may be included in proposals.
Fringe benefit rates are expenses directly related to employment. They are determined by an employee’s classification and applied as a percentage of the employee's proposed annual salary. These rates serve as the baseline figures used to calculate fringe benefits. Social Security rates may vary for post-docs and graduate students depending upon the University’s operating standard and the type of award.
Salary caps, generally seen with Public Health Service funding, limit the amount of funding the agency will provide for an individual’s salary. The current NIH salary cap amount is reviewed annually. When an individual’s projected salary exceeds an agency-mandated salary cap, the administrating University department is responsible for funding the difference.
Salary calculations can be based on a percentage of effort (Percent Effort Model) or the number of months of effort (Person-Months Model) dedicated to the sponsored project. Guidelines for both are listed below. Summer salary, normally considered three (3) months, is added compensation to nine month employees, therefore, it is calculated separately. Some sponsors limit the effort allowed for summer salaries. Thus, it is very important to read the sponsor guidelines carefully.
In assisting the University's departmental research administrators, this operating standard provides guidelines for budget planning of direct personnel costs in accordance with Federal regulations.
In assisting the University's departmental research administrators, this operating standard provides guidelines for budget planning of direct costs in accordance with Federal regulations.
This operating standard mandates the University’s compliance with the Federal requirements defined in 2 CFR §200 Subpart E - Cost Principles. It emphasizes the University’s use of consistent financial accounting and compliance measures from the beginning to the closing of each research project. These preventative measures minimize non-compliance issues and audit disallowances that may impede or detrimentally affect the University research community.
In accordance with all relevant ethical, legal, and regulatory obligations, the University has established this operating standard demonstrating the University's commitment to have all required compliance-related elements in place before expending funds.