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ECU Grants and Contracts Workshop | Financial Guidelines Update

Learn about salary cap changes, allowable costs, and grant reassignment procedures at the ECU Financial Services Workshop on Feb 28, 2012. Get important insights and updates for managing your grants effectively.

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ECU Grants and Contracts Workshop | Financial Guidelines Update

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  1. EAST CAROLINA UNIVERSITY OFFICE OF GRANTS AND CONTRACTS ECU FINANCIAL SERVICES WORKSHOPFEBRUARY 28, 2012 . grantsc@ecu.edu

  2. GRANT REASSIGNED TIME • EMPLOYEE BUY OUT • SALARY CHARGED TO A GRANT INSTEAD OF THEIR STATE LINE/POSITION • LAPSED STATE SALARY DOLLARS (STATE POSITION) • MAY BE CONVERTED TO OPERATING FUNDS • GRANT & CONTRACT REASSIGNED TIME FORM (GCRT) – ON BUDGET OFFICE WEBSITE • http://www.ecu.edu/cs-admin/financial_serv/budget/budget-forms.cfm grantsc@ecu.edu

  3. REASSIGNED TIME continued • NEED TO SUBMIT BUYOUT EPAF EARLY • NEED TO SUBMIT GCRT FORM EARLY • SIMULTANEOUS WITH EPAF APPROVAL • SUBMIT TO BUDGET OFFICE NOT OGC • LAPSED SALARY LIMITED TIME AVAILABLE • CURRENT FISCAL YEAR • WILL NOT NORMALLY BE CARRIED OVER TO NEXT FY grantsc@ecu.edu

  4. HHS SALARY CAP • APPLIES TO ALL HHS AGENCIES • NIH, HRSA, CDC, FDA, ACYF, AHRQ, IHS, SAMHSA, etc. • IS A RATE OF PAY – NOT A CUMULATIVE AMOUNT PAID • $179,700/YEAR MAX • $14,975/MONTH MAX • $7,487/PAY PERIOD MAX • RESULTS IN MANDATORY COST SHARE FOR ANYONE WITH A UNIVERSITY SALARY HIGHER THAN THE CAP • EFFECTIVE AS OF 12/1/11 FORWARD EFFORT PERIODS grantsc@ecu.edu

  5. HHS SALARY CAP continued • EFFORT COMMITMENT REMAINS THE SAME • IT IS ONLY THE RATE OF PAY THAT CAN BE CHARGED TO THE GRANT THAT HAS CHANGED. • EXAMPLE: $200,000 UNIVERSITY 12-MONTH SALARY, WITH 15% MINIMUM EFFORT COMMITMENT. MAX PAY IS $179,700/YR. • 15% = $26,955 MAX PAY RATE, BUT • $26,955 = 13% UNIVERSITY SALARY, THEREFORE • EPAF SHOULD BE FOR 13% $$ EQUIVALENT AND • 2% = WILL BE REQUIRED COST SHARE TO MAKE EFFORT COMMITMENT grantsc@ecu.edu

  6. HHS SALARY CAP continued • EXAMPLE: $200,000 UNIVERSITY 12-MONTH SALARY, WITH 15% EFFORT COMMITMENT. MAX PAY IS $179,700/YR RATE. • EP PROCESSED AT UNIVERSITY RATE $200,000, $8,333/PP, 15% = $1,250/PP • AT EFFORT REPORTING TIME WITH 5 PAY PERIODS, TOTAL PAY IS $41,666 • ERS GRANT PAY IS SHOWING AS 15% AND $6,250 • BUT MAX ALLOWABLE IS $5,615 grantsc@ecu.edu

  7. HHS SALARY CAP continued • IN ERS - WILL NEED TO COST TRANSFER OFF $635 FOR NEW TOTAL PAID OF $5,615 • THIS WILL EQUATE TO 13% OF SALARY FOR THE EFFORT PERIOD SO • 2% COST SHARE WILL NEED TO BE SHOWN TO MEET THE 15% EFFORT COMMITMENT • IF CORRECTING HR REDISTRIBUTIONS ARE PROCESSED BEFORE EFFORT CLOSES WILL ONLY NEED TO SHOW COST SHARE • WILL NEED TO REVIEW EACH ERS PERIOD AS THERE ARE DIFFERENT NUMBER OF PAY PERIODS IN EFFORT CYCLES grantsc@ecu.edu

  8. HHS SALARY CAP continued • SUMMER SALARY FOR 9-MONTH WILL ALSO NEED TO FOLLOW SALARY CAP (IN ADDITION TO THE 133%) • MAX PAY PERIOD WILL BE $7,487. • SUMMER EPAF MAY NEED TO BE LESS THAN CALCULATED 100% PER PAY PERIOD • EXAMPLE: $200,000 FOR 9-MONTH, 133% = APPX $11,083/PP = 100% IN SUMMER • ACTUAL MAX = $7,487/PP = APPX 68% OF UNIVERSITY RATE CALCULATIONS • NORMALLY CANNOT COST SHARE IN SUMMER • SO SUMMER EPAF RATE WILL BE LESS THAN CALCULATED 100% SALARY RATE grantsc@ecu.edu

  9. ALLOWABLE COSTS • APPLIES TO FEDERAL AWARDS • CERTAIN COSTS NOT NORMALLY ALLOWED AS A DIRECT COST • MUST HAVE A SPECIFIC APPROVAL FROM OGC • FEDS REQUIRE ECU TO HAVE AN INTERNAL POST-AWARD APPROVAL PROCESS • EVEN IF INCLUDED IN PROPOSAL BUDGET MUST DOCUMENT ECU POST-AWARD APPROVAL • SUBMIT ALLOWABLE COST EXCEPTION REQUEST TO OGC grantsc@ecu.edu

  10. ALLOWABLE COSTS continued • COST MUST HAVE A DIRECT RELATIONSHIP TO THE GRANT PROGRAM • JUSTIFICATION MUST BE FOR EXTRAORDINARY NEED AND MITIGATING CIRCUMSTANCES – NOT ROUTINE NEED COMMON TO ALL PROJECTS • FEDS EXPECTATION THAT THE UNIVERSITY WILL BE A PARTNER/CONTRIBUTE TO COSTS OF THE RESEARCH • THEREFORE DEFINE CERTAIN ITEMS AS NORMALLY “F&A” NOT DIRECT COSTS • REQUIRE EXCEPTION APPROVAL grantsc@ecu.edu

  11. ALLOWABLE COSTS continued • SUBMIT REQUESTS EARLY • PRIOR TO ACTUAL EXPENDITURE • AT TIME AWARD RECEIVED • REQUEST TOTAL PROJECT NEEDS • FOR DURATION OF THE PROGRAM • NOT INDIVIDUAL ITEMS; TOTAL ANTICIPATED FOR ALL CATEGORIES • WANT TO MINIMIZE THE NUMBER OF TIMES REQUEST EXCEPTION TO AVOID INCREASED AUDIT SCRUTINY grantsc@ecu.edu

  12. EXCEPTION NEEDEDPARTIAL LIST – MOST COMMON • ADMINISTRATIVE/MANAGERIAL/CLERICAL SALARIES • GENERAL PURPOSE EQUIPMENT ($5K) • COMPUTERS, FURNITURE, FREEZERS, CAMERAS • GENERAL PURPOSE SUPPLIES • INCLUDES ALL OFFICE SUPPLIES • INCLUDES GENERAL PURPOSE EQUIPMENT ITEMS THAT DON’T MEET THE $5K EQUIPMENT THRESHHOLD • COMPUTERS/PERIPHERALS/IPADS • FURNITURE • FAX AND OTHER COMMUNICATION grantsc@ecu.edu

  13. EXCEPTION NEEDED continued • LOCAL TELEPHONE CHARGES, TELEPHONE EQUIPMENT, FAX, CELLULAR, PAGER • POSTAGE/SHIPPING/MAILING, FEDEX/UPS, COURIER etc. • ONLY SHIPPING INCLUDED IN VENDOR INVOICE PURCHASE IS AUTOMATICALLY EXEMPT • DUES AND MEMBERSHIPS • ALTERATIONS & RENOVATIONS • STAFF RECRUITMENT/RELOCATION • SUBSCRIPTIONS/BOOKS/PERIODICALS grantsc@ecu.edu

  14. QUESTIONS? FOR ADDITIONAL INFORMATION, CONTACT YOUR OGC REPRESENTATIVE OR WRITE grantsc@ecu.edu OR VISIT THE OGC WEBSITE AT http://www.ecu.edu/grants/ grantsc@ecu.edu

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