Using ecuBIC to Track PI F&A Fund Balance Sharon Cullipher, CPA Institutional Trust Funds

What is F&A? The Facilities and Administrative Rate (F&A Rate) is the mechanism used to reimburse the University for the infrastructure support costs associated with sponsored research and other sponsored projects. The F&A rate is essentially an overhead rate.  It is calculated as a percentage of overhead associated with, an allocable to, sponsored research and other activities, divided by the direct costs of sponsored research and other activities. 

F&A Funds Begin with 12xxxx Indirect cost earned from grants 50412 - Grant and Contract F&A Distribution 58259 – Indirect Cost Transfer (overhead to overhead) Expenditures must be research related Established at college or division level

General F&A Split REDE College Dept. PI 70% 10% 10% 10% 12xxxx Fund *Agreements may vary 70% 10% 10% 10% 12xxxx Fund

Automated F&A Tracking Reports The Office of Research Administration and the Institutional Trust Funds office are excited to roll out the use of activity codes in banner on F&A (overhead) funds to allow for the tracking of revenues and expenditures by PI’s and departments. Automate and Standardize F&A accounting. Reports of F&A revenue, expenditures, and balances per department and PI.

Timeline 3/8/2019 Send customized email for each F&A fund with Activity Code Request form with instructions to return forms by March 22, 2019! ITF Staff   4/15/2019 Have all F& A codes created and the attribute added to each F&A fund. ITCS may be able to mass create, if not ITF staff, Kelly Harding and Penny Doughtie will work together to create manually. ITF Staff will maintenance each fund to add attribute. ITF Staff - Systems Coordination 6/21/2019 Grants will have all newly created PI activity codes loaded on active grants. Grants Staff 7/2/2019 ITF staff to send spreadsheet to F&A fund administrators with their June 30th beginning balance - the administrators will need to identify balance by PI and Departmental Org. Request info back to ITF by July 9th. 7/12/2019 Load 7/1/19 73800 balances on the F&A funds by identified amounts for PI's and departments. ITF staff will provide spreadsheet that can be used by Systems Coordination to load.

Adding Reports to your favorites Subscriptions https://ecubic.ecu.edu/reports/browse/ecuBIC/Finance/Institutional%20Trust%20Funds