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Understanding Expenditure Types at Caltech: A Guide for Researchers

Caltech currently offers 309 active expenditure types, with 119 reserved for Finance, 16 for recharge centers, and 4 for burden expenditures. This leaves 170 options for researchers to choose from. It's crucial to select the correct expenditure type—for example, entertainment costs cannot be charged to sponsored awards. Allocable supplies may be recovered from federal agencies, while unallocable supplies are excluded from overhead costs. This guide will help navigate the diverse expenditure types available to ensure compliance and optimal budgeting.

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Understanding Expenditure Types at Caltech: A Guide for Researchers

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  1. Useful Expenditures Types • Caltech currently has 309 active expenditure types • Fortunately,119 are for use by Finance only, 16 are for recharge centers, and 4 are for burden expenditures, • But, that still leaves 170 to choose from…. For a complete listing go to: https://fiji.caltech.edu:9013/pls/CNTR/CITWA_EXP.MAIN.PKG.startup

  2. Expenditure Types * Entertainment should never be charged to a sponsored award

  3. Expenditure Types -Supplies • Allocable or unallocable? Is this the type of cost that the Federal Government should be paying for either directly (direct charge to an award) or indirectly (recovered through the F&A rate)? • Caltech includes costs categorized as ‘supplies allocable’ in the pool of overhead costs that we, partially, recover from Federal agencies: we exclude costs categorized as ‘supplies unallocable’ from that pool of overhead costs • If in doubt use the front page of the newspaper test...

  4. Expenditure Types -Equipment

  5. Expenditure Types -Determining Title Sources of Information: • Oracle: https://fiji.caltech.edu:9013/pls/CNTRL/CITWA_POTA_PKG.startup • Type in award number • Double click on ‘award detail’ • Scroll down to equipment • Award summary • Office of Sponsored Research

  6. Expenditure Types

  7. Expenditure TypesTravel

  8. Expenditure TypesMeetings & Conferences

  9. Expenditure TypesParticipant Support Costs • Why is it important to use the correct expenditure type? Because participant support costs are overhead free • Administrative costs such as room rental, copying, postage, and clerical services do not qualify as Participant Support costs. • To rebudget funds from participant support cost category to another category requires Program Officer approval

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